How to Create an Exchange 2010 Signature

If your organization is running Microsoft Exchange Server 2010, you can centrally manage email signatures and disclaimers using Transport Rules. This applies a standard Exchange 2010 signature for all users regardless of what device they are sending emails from.

For other versions of Microsoft Exchange, access our guides

1. Open your Exchange Management Console. This is located on your Exchange Server with the Hub Transport role installed.

2. Go to Organization Configuration and select Hub Transport. In the Results pane in the middle of the screen, select the Transport Rules tab.

3. In the Actions pane on the right, click the New Transport Rule link. This is where you will create the Transport Rule for your Exchange 2010 signature and disclaimer.

   

4. The Transport Rule wizard will then start. You’ll need to give the rule a name that is easy to remember. It is also recommended you give it a short description, which could be important if you are creating multiple Transport Rules. Click Next.

   Note: If you want the rule to run as soon as the email signature has been created, check the Enable Rule option. We recommend that you don’t do this so you can test the signature before it is deployed.

   

5. You now need to define the conditions that will control how the Exchange 2010 signature is added to messages. This also lets you select which users this Transport Rule will apply to. To do this, check one or more of the options available in the wizard according to your signature needs.

   Then, provide more details in the Step 2: Edit the rule description by clicking an underlined value field.For example, if you want email signatures to appear on all mail, select the option from users that are inside or outside the organization. Click Next once you have selected all of the required conditions.

6. Choose the append disclaimer text and fallback to action if unable to apply checkbox. In the Edit the rule description by clicking an underlined value field, click disclaimer text.

7. A new lightbox window called Specify disclaimer text will open. Type in your plain text or HTML email signature source. If you wish to use HTML images in the signature, you will have to ensure they are hosted externally.

8. You are also able to include AD Attributes (Active Directory Attributes) to personalize each signature with a user’s contact details. To use an attribute, add %%<name_of_adattribute>%% to the email signature in the appropriate location.Some example AD Attributes include:

   • %DisplayName%%

   • %%Email%%

   • %%FirstName%%

   • %%LastName%

   • %%Phone%%

   • %%Company%%

   A complete list of AD Attributes can be found in this TechNet article.

   

9. Press OK when you’re done and click Next.

10. You will now be asked to create exceptions for the Exchange 2010 signature. If you decide not to choose any, the Transport Rule will apply to every email that meets the conditions you specified earlier. Click Next when you’re done.

    

11. You’ll be shown a summary of the Transport Rule with a PowerShell script. Click the New button to execute this script to deploy your new Exchange 2010 signature/disclaimer. Once the wizard is completed, click Finish.

12. You will find your email signature/disclaimer added to your Transport Rules list. Simply right click on the signature to enable it or to carry out any further actions.

You should be aware that email signatures and disclaimers can only be appended to the bottom of messages in Exchange 2010. There are also a number of other limitations such as the lack of an HTML editor.

Use Exclaimer for Exchange 2010 signatures

Exclaimer email signature software adds signatures to all email processed by Exchange 2010. That means any email from any device or client, even mobile devices and automated systems like your CRM.

• Convert plain text emails into full HTML email signatures for all devices including smartphones and tablets.

• Base rules on data only Exchange can capture, i.e. the email recipient, send date, etc.

• Control all email signatures via a web browser with nothing to install on an Exchange server.

• Give different teams different email signatures, e.g. give sales a signature with a special promotion and the customer service team a lengthy legal disclaimer.

Learn more about Exchange 2010 signature management software from Exclaimer