The following tutorial is a makeover of this one: How to add signatures and disclaimers in Exchange Online
Loryan Strant (Office 365 MVP) has described the steps for creating a custom signature or disclaimer in Exchange Online, but it’s for Office 365 Wave 14.
In order to create a custom disclaimer or signature, you must fill in the details of your account.
E.g. Department, Job Title, Address, etc.
Start from EAC
To access the rules that allows us to create a custom signature, we must start from Exchange Admin Center.
Next, choose to create a new rule. Click on the New button – Apply disclaimers.
In the opened window we add a name for the rule.
Then, we must choose when we want the rule to take action: Apply rule if… – The sender is (you can choose whatever fits your needs), and then choose a sender.
Now we must add a disclaimer text: click on Enter text indication.
As Loryan wrote, we can use various variables in the disclaimer, if we want to have a custom disclaimer.
The variables are:
- CustomAttribute1 to CutomAttribute15
More than that, we can use custom HTML code for this disclaimer.
I used the following code:
<p><a title=”%%DisplayName%%” href=”http://www.cosmintataru.ro/” target=”_blank”>%%DisplayName%%</a></p>
<p><a title=”%%Email%%” href=”mailto:%%Email%%”>%%Email%%</a></p>
<p>%%Title%% | %%Department%%</p>
Some messages, such as encrypted messages, can’t be modified so a disclaimer may not be applied as expected. You can specify what to do when a disclaimer can’t be applied to a message. Here are your options:
- Wrap The original message is enclosed, or „wrapped”, in a new message, and the disclaimer is inserted into the body of the new message. If the original message can’t be wrapped in a new message, the sender receives an NDR that explains why the message wasn’t delivered.
Note Any subsequent transport rules are applied to the new message, not the original message. Therefore, you should make sure that a rule that adds a disclaimer with the Wrap fallback action always runs last.
- Ignore The original message is delivered without the disclaimer.
- Reject The message isn’t delivered. The sender receives an NDR that explains why the message wasn’t delivered.
From this list, choose Ignore.
When we reply to an E-mail, the disclaimer will be duplicated.
To avoid this, we must add a condition. To do this, click on More Options.
Choose The subject includes… and in the new windows add the reply prefix: RE, AW, etc.
Now, save the rule.
Test the rule
I composed a new E-mail and as you can see in the bellow image, there is no signature.
The message has arrived and beside the E-mail content, we can see the custom disclaimer.