How to Add an Email Signature in Exchange

Create a new Transport rule (Mail Flow rule)

Click the Add (+) icon and select “Apply disclaimers” from the drop-down menu.

This will create a new transport rule. Transport Rules, or Mail Flow Rules, are used to apply your Exchange signature to messages sent from your company.

Describe your transport rule in detail

In the Transport rule lightbox, give the rule a unique name, such as the department to which it should be assigned or the email signature campaign.

Then, under *Apply this rule if… drop-down menu, choose how and when to add the signature to your users’ messages.

For example, you can assign the email signature to a specific employee, group of employees, or specific recipient properties.

Select "Apply the disclaimer to the message"

The option “Apply a disclaimer to the message” should already be selected.

But it’s always advised to confirm it by opening the drop-down menu under *Do the following > “Apply the disclaimer to the message” and then choosing “Append a disclaimer”.

Enter your Exchange email signature template or disclaimer

Click “Enter text” to copy and paste your Exchange email signature template and/or disclaimer. You can use either HTML or plain text format.

Please note that if your email signature design includes images, you will have to host them on an external server and add the relevant URLs in the HTML code.

A signature in Microsoft Exchange cannot include embedded images because there is no HTML editor built in.

Choose what happens if the signature cannot be added

Next you’ll need to specify what should happen in case the signature cannot be added to an email message.

Click the “Select one…” button to see the three options:

• Wrap – in this case, the signature will be appended to a new email and the original message will be attached to it.
• Ignore – the email will be sent without the email signature/disclaimer (recommended).
• Reject – the email will not be sent, and a non-delivery report message will be sent instead.

Test the transport rule

Now is the time to click “Save” and verify that the Transport Rule works.

You can also select “More options…” which opens other rules you can apply to your signature, such as exceptions to your rules, and not applying your signature to certain group members.

Enabling / Disabling the Transport rule – You can enable/disable the transport rule at any time using the on/off checkbox. To make changes in your configuration, highlight the rule and click on the pen icon, right next to the Add (+) one option.

Save your configuration

Before you save, make sure that under “Choose a mode for this rule” > “Enforce” is selected. Once you’re done, click Save to confirm.

If you want to log your transport rule’s actions without interfering with your email content, a number of test options are available as well.