![]() If you need to update an Office 365 email signature for a certain distribution group, you’ll need to do so in every Transport Rule you’ve created. So, you could use one Transport Rule so a specific signature is added for your sales department and then another for marketing, each with different contact information. You can setup multiple Transport Rules for your disclaimer/signature and apply them to specific distribution groups, i.e. You CAN have different signatures for different departments To resolve this issue, you need to create separate Transport Rules dependent on the contact details within your Microsoft 365/Azure Directory. If this is the case, some email signatures will end up with something like an ‘M:’ line next to a blank space. However, some users might not have a dedicated work mobile. You might decide you want all Office 365 email signatures to include a direct dial and mobile phone number. However, be aware that not all users will have certain contact information. A simple Google search will show you a complete list of all available email signature attributes you can include. This ensures every email signature is automatically personalized for each user in your Microsoft 365 tenancy. Writing %%DisplayName%%, for example, in the appropriate section of an email signature will ensure Office 365 replaces it with the user’s actual display name. You CAN autocomplete email signatures with each user’s contact details Doing this can sometimes cause the Office 365 email signature format to remain in HTML, but it is not guaranteed. One workaround for this problem is to add something in italics or bold to every email sent from a mobile device. As a mobile device composes emails in plain text by default, all of the HTML signature content can get stripped out. This means any HTML images may appear as a red ‘X’ within the signature until the recipient downloads the additional content manually.Īnother issue that comes up frequently is signature content not displaying correctly when sending outgoing messages from a mobile device. You can't embed image files directly into the signature template. However, you’ll need to pull the images from public web addresses. An email signature CAN include HTML images and hyperlinksĮven though it might seem like you can only add basic text to your Office 365 email signature using a Transport Rule, you do have the ability to paste HTML images and hyperlinks into your signature. Instead, signatures are automatically added at the bottom of the entire conversation, under all the replies and forwards in the email chain. This means that when a recipient replies to an email message, the signature is not going to appear under your most recent message. Therefore, Microsoft 365 will add a signature to the very bottom of the message body. As far as Microsoft is concerned, this is for automatically adding plain disclaimer text only, not an HTML email signature. Now, it’s important to note that the Transport Rule feature in Microsoft 365 has a disclaimer function, not an email signature one. You CAN’T automatically add an email signature under a reply ![]() With this in mind, let’s have a look at the top 6 things you can and can’t do when you create and add an Office 365 email signature manually. You will also have to utilize various PowerShell commands or Transport Rules in order to implement a signature across your organization. There are some severe drawbacks if decide to just use the in-built Office 365 email signature editor. ![]() Office 365 (now Microsoft 365) does not make creating and adding a signature for an organization's users easy.
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