The Email Signature Handbook
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Exchange 2010 Signature CANs & CAN'Ts

Exchange 2010 makes email signature management slightly easier. Creating a signature using Exchange 2010’s in-built disclaimer feature allows you to add additional customizable elements such as Active Directory (AD) Attributes to personalize every users’ signature. It also allows for the creation of HTML email signatures with inline CSS by using the ‘Specify disclaimer text’ feature. This makes Exchange 2010 much more flexible for email signature management than its predecessor.

However, the implementation of an Exchange 2010 signature is still problematic due to the lack of HTML editor for allowing dynamic imagery and marketing banners. Also, limitations from Exchange 2007 still apply including:

  • No RTF (Rich Text Format) support.
  • No email signature template library.

So what can and can’t you do when creating an Exchange 2010 signature and what sets it apart from Exchange 2007? Read on to see the top 10 things you can and can’t do in an Exchange 2010 signature using its native disclaimer feature.

1. You CAN pull contact details from Active Directory

Exchange 2010 added support for pulling contact information from Active Directory. This is done in the disclaimer transport rules by specifying AD Attributes and placing them between two percentage symbols on either side, e.g. %%DisplayName%% will pull in the sender’s Display name.

2. You CAN create user-specific disclaimers dynamically

By pulling in AD Attributes, every sender can have a customized signature with their individual contact details such as a phone number and job title.

Personalize an Exchange 2010 signature with contact details.

3. You CAN create an HTML email signature

With Exchange 2010 came the ability to use HTML tags in signatures, which allows for more complex email signature designs. However, if an email is sent in plain text, any customized signature elements are stripped out.

4. You CAN use custom fonts, sizes or colors

With HTML support in Exchange 2010, you can customize a signature more than you could in Exchange 2007. Options include using signature colors with hex codes, different font sizes, fonts using inline CSS and inserting hyperlinks.

5. You CAN use images

Exchange 2010 added support for email signature images, allowing you to reference web-based (hosted) content in a signature. However, you are still unable to embed images directly into a signature, so a recipient will initially see imagery as empty boxes with a red 'x' until they manually click to download the additional content.

Exchange 2010 signatures can use suitable images.

6. You CAN’T place signatures directly under the latest reply or forward

An issue in Exchange 2007 as well, this means any signatures applied to outgoing messages will be placed at the bottom of the email chain.

7. You CAN’T include images as inline attachments

There is no paperclip icon when adding your signature meaning you cannot have inline attachments in your corporate email signature.

8. You CAN’T hide empty contact fields if they are blank

Although you can include AD Attributes, you cannot set them to be hidden if certain contact fields are blank. For example, if some users have a mobile number displayed, but others don’t, the field will still remain in the signature although it will be empty for the users who don’t have a mobile.

Be careful that your Exchange 2010 signature doesn't have missing contact details.

9. You CAN’T configure signatures to recur at timed intervals

There is no ability to apply a signature during certain time periods such as a normal 9-5 day or during out-of-hours.

10. You CAN’T see signatures in users sent items folders

As the sent email does not get updated until after the signature is applied, the sender will not be able to see it in their Sent Items folder. This is another holdover from Exchange 2007.

Even with the improvements made to Exchange 2010, email signature management is still problematic at best. All of these issues can be solved easily by using Exclaimer email signature software for Exchange 2010.

You’ll not only get rid of these limitations, but you’ll also open up a number of additional possibilities for letting you do more with your Exchange 2010 signature and disclaimer.

Find out more about Exclaimer email signature software for creating an Exchange 2010 signature

How Exclaimer Can Help:

If you're looking for an easy way to design and manage professional email signatures across your whole organization, we're here to help. Find out more or start your free trial today!

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