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How to Manage Signatures using Group Policy

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› Exchange Server › How to Manage Signatures using Group Policy

Last reviewed on April 22, 2021     1 Comment

Signatures are stored in the roaming section of the windows profile, under %appdata%\microsoft\signatures. You can push signature updates into these folders using a Windows Scripting Host (WSH) script.

You can create signatures using AD data, either using a script or a utility.

Signature assignments are in the registry, in the account settings within the profile key. If you use the default profile name, the key for the first account in the profile is (assuming you use the default of Outlook as the profile name) Computer\HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\xx.0\Outlook\Profiles\Outlook\9375CFF0413111d3B88A00104B2A6676\000000nn (where xx is your version of Outlook and nn varies with each account in the profile).
The key cannot be set using group policy templates, although it could be set using a logon script as long as all users using the same name for the profile and the account's key is at 00000001.

For older versions of Outlook where the default signature is used for all accounts, the key is at at HKEY_CURRENT_USER\Software\Microsoft\Office\xx.0\Common\MailSettings\ (where xx = your version of Office). This key is in the Outlook .adm file under Outlook, Tools, Options, Mail Format, Signature.

Alternately, you can add disclaimers to all messages using Exchange transport or mail flow rules or using utilities installed on the Exchange or SMTP server. Cloud-based signature services are available for Office 365.

 

Tools in the Spotlight

CodeTwo Email Signatures for Office 365
CodeTwo Email Signatures

CodeTwo Email Signatures for Office 365 is an easy-to-use email signature manager for Microsoft 365 (Office 365) that allows you to implement both server-side signatures (added after a message is sent from any email client or device) and client-side signatures (added as you compose a message in Outlook). This cloud-based solution fully integrates with your Microsoft 365 tenant and provides organization-wide management of users' email signatures and disclaimers, personalized with Azure Active Directory data. Other features of the program include an intuitive HTML signature template editor, signatures visible as you type an email and in Sent Items, integration with CSAT surveys, user photos in signatures, and more. Start your free 14-day trial today.

Tools

Email Signature Platform

Create professional and branded email signatures and manage them across all devices and email systems through the Xink platform.

Exclaimer Cloud - Signatures for Office 365

With Exclaimer Cloud - Signatures for Office 365, all email is guaranteed to get a full, dynamic and professional email signature when sent from any device, including Macs and mobiles. It also allows for easy management of specific email signature elements including social media icons, promotional banners and legal disclaimers from one intuitive web portal. Sign up for a free 14 day trial today.

Mail Signature Manager

Deploy standardized signatures and disclaimers to Outlook and Outlook Web Access, pulling contact information from Active Directory or a database. Does not require software installation or changes to servers or workstations. Deploy via logon script or AD. Signatures visible to users in both Outlook and Outlook Web Access. Built-in editor for designing HTML, RTF and Plain Text signature and disclaimer templates. Include the same disclaimer with different signatures, and include scheduled news, marketing or special offers in signatures. Supports Outlook stationery. Free evaluation version.

More Information

Auto generate Outlook Signature VB Script (TechNet forums)
Sample script to create a Signature from AD information
Disclaimer & Signature Tools for Microsoft Exchange Server
How to Configure a Disclaimer (Exchange 2007)
Understanding Disclaimers (Exchange 2010)

How to Manage Signatures using Group Policy was last modified: April 22nd, 2021 by Diane Poremsky

Related Posts:

  • Multiple Profiles and Separate Signature Files
  • No Automatic Signatures on Custom Forms & Templates
  • How to Use Multiple Signatures
  • Microsoft finally published a long-overdue KB article explaining why s
    Signatures and the Send to… command

About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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Tips Boxs (@guest_187867)
November 28, 2014 5:22 am
#187867

nice post thanks

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