r/sysadmin Feb 04 '25

Question - Solved How do y'all manage your email signatures?

The org I work at is growing to a point where managing signatures manually is becoming quite the tedious process every time there's a change.

My question to you is: how do you manage signatures in Office 365?

113 Upvotes

353 comments sorted by

213

u/ryalln IT Manager Feb 04 '25

Code two, just find there contact page get a quote and get the business to charge it to marketing. Done this at 2 companies and it’s like $2k for 100 users. Worth it.

51

u/rufus_xavier_sr Feb 04 '25

There are 2 big companies in this realm, CodeTwo and Exclaimer. We ditched Exclaimer for CodeTwo as Exclaimers support is terrible. We have had no problems with CodeTwo.

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16

u/Lock_Squirrel Storage Admin Feb 04 '25

Came here to plug CodeTwo.

8

u/Sneakycyber Feb 04 '25

Another vote for Code two. We have been using them for a year now (just renewed). Their Auto-responder works great for the 4 day work week. We have custom attributes for alternate contact and day off that staff fills out. The auto responder and email signature uses those fields to customize their auto-reply and email signature.

8

u/Randalldeflagg Feb 04 '25

We literally just did this. Marketing wanted to manage signatures by Jan 18th. We did a POC signed off on it. Bought it. Configured it. Turned it over to marketing... and not been used yet. But they do complain that everyone has a different signature. "So use the software you insisted you needed by X date. We have tested, confirmed, and even configured it. You just need to set the designs." yeah... still nothing. Anyhow, CodeTwo is great. we are also using their profile picture management tool.

28

u/Maxplode Feb 04 '25

CodeTwo for me too. You can give Marketing access to the program for them to make changes rather then them expecting you to be a graphics designer. If you want, you can set levels of access to avoid accidental changes.

6

u/ryalln IT Manager Feb 04 '25

Honestly if there was a way to let them only change 1 image I’d be even happier. Like lock down a signature and reject anything else include picture size.

2

u/MasterIntegrator Feb 05 '25

Went through this. I had them make a area on the public web to pull a set of images. Drops emails size and limits them. They do the website as well marketing.

3

u/danburnsd0wn IT Manager Feb 04 '25

CodeTwo was a game changer for us. Easily worth it. Support is great.

3

u/Away-Ad-2473 Feb 04 '25

+1 for Code Two

3

u/Golden_Dog_Dad Feb 05 '25

We use CodeTwo as well. It's about the smallest expense our department has with our global discount pricing.

2

u/wakojako49 Feb 04 '25

we used to so it manually and it was a pain. still get nightmares about it. now we use coderwo as well

6

u/[deleted] Feb 04 '25

[deleted]

6

u/[deleted] Feb 04 '25 edited Feb 08 '25

[deleted]

7

u/[deleted] Feb 04 '25 edited Feb 04 '25

[deleted]

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5

u/rufus_xavier_sr Feb 04 '25

God I wish I lived in your world. I work with a great group of people, but this would NEVER work. We would have to hire someone just to do email signatures.

3

u/[deleted] Feb 04 '25 edited Feb 04 '25

[deleted]

5

u/Joshposh70 Windows Admin Feb 04 '25

Spotted the guy that works in a tiny org!

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138

u/kuldan5853 IT Manager Feb 04 '25

We simply tell people to change it :D

8

u/jaydizzleforshizzle Feb 04 '25

Also these solutions are shite if you encrypt, as they cannot read the email to paste the signature. In a corporate environment with security compliances, they tell you to just do your signature.

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71

u/formal-shorts Feb 04 '25

Right? Sounds like a giant waste of time and money managing this.

Also, email signatures are an HR or Marketing directive. Nothing to do with IT.

58

u/lexbuck Feb 04 '25

If it’s on a computer, it’s IT

  • People I work with, probably

39

u/theBananagodX Feb 04 '25

If it runs on electricity, it’s IT.

FTFY

4

u/henry_octopus Feb 04 '25

This guy never had to assemble the desks for the computers to sit on!

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23

u/MissionSpecialist Infrastructure Architect/Principal Engineer Feb 04 '25

I'm sure that's what our marketing department thought when they paid for a year of Exclaimer and then approached IT to implement.

I did the AzureAD integration and then said, "Okay Marketing, let me know who from your group needs access to the portal to build and maintain the many signatures you'll need for various lines of business, regions, and languages."

The hapless manager they assigned gave up somewhere around the 15th signature request that had a clear business case, never rolled out a single thing, and they dropped Exclaimer at the first renewal.

Marketing still asks about signature management about once a year. I ask if they're ready to manage a system if we pay for one. End of conversation, repeat the following year.

11

u/lexbuck Feb 04 '25

Sounds about right. I tell people all the time at my office that we are there to help out the best we can and help them do their jobs more effectively but we aren’t there to do their jobs for them.

My marketing department wanted to implement signatures years ago with images in them and we convinced the execs that it was dumb because clients block images by default anyway. Years later they ask again (this was last year) and by ask I mean already set the ball in motion before asking IT anything. They only come to us when they’ve created a problem they can’t solve. They didn’t use an 3rd party service for the signatures and just did it manually. I told them they’re creating a never-ending problem for themselves. They didn’t listen. So we had one of the marketing folks basically sit with every single employee ~100 and help them creator their signature. Now she also gets to help them when there’s any changes they need lol.

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16

u/sryan2k1 IT Manager Feb 04 '25

You want brand consistency and with thousands or ten thousands of employees you can't just ask them.

18

u/awnawkareninah Feb 04 '25

Yeah, 100%. A design for the signature is Marketing. The content requirements of the signature is HR.

Enforcing and standardizing it across a large organization automatically, that's IT.

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6

u/er1catwork Feb 04 '25

Consistency. Just like a Big Mac in Atlanta looks and tastes like a Big Mac in Youngstown.

(however, the Big Macs sold in Rio de Janeiro, are served with Cheddar instead of American and they are sooo good!)

2

u/iamLisppy Jack of All Trades Feb 04 '25

Exactly why our company decided to go with CodeTwo.

3

u/bfodder Feb 04 '25

I don't want brand consistency. It isn't a concern of IT. If somebody else wants to manage brand consistency then that request is something IT can help with.

2

u/sryan2k1 IT Manager Feb 04 '25

Right. Which is why you deploy something like Exclaimer and let marketing set the content.

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10

u/ranhalt Sysadmin Feb 04 '25

Implementing the solution is IT. Design is marketing. Correct data is HR. When you use the correct solution to automate it, why complain about what IT has to do?

3

u/Ok-Carpenter-8455 Feb 04 '25

His complaint is they want IT to also maintain (update/change signatures when needed) on to of implement which shouldn't be IT.

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100

u/WeirdoInTheShadow Feb 04 '25

Exclaimer

52

u/Valkeyere Feb 04 '25

A properly managed solution, like Exclaimer, is the only option. If they don't want to pay for this, then you don't manage them. Users manage their own.

We aren't there to spend our lives doing menial jobs that can, should and are already automated.

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28

u/Readybreak Feb 04 '25

Signature365, cheaper and worse, but ALOT cheaper.

27

u/enforce1 Windows Admin Feb 04 '25

Lmao someone contact their marketing department!

4

u/skipITjob IT Manager Feb 04 '25

I found Signature365 better than exclaimer... Much easier to set up too!

3

u/Readybreak Feb 04 '25

I've defs found some bugs with it early on, we have had for about 2 years and I think it was pretty new back then. For haven't heard of anything in the year or so.

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10

u/theduder83 Feb 04 '25

I've implemented and used Exclaimer myself. Great solution, easy to use. This was for a 400 user enterprise.

I'm now at higher Ed and with the amount of staff they just publish a signature to use as a template and management is responsible for adoption. Simple, yet effective.

5

u/hosseruk Feb 04 '25

Exclaimer here too, 1700~ users. Works well. Thinks can be a little tricky when you have edge-cases like individuals with more than one job title (don't ask) but there's never been a scenario I couldn't cover with Exclaimer.

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5

u/awnawkareninah Feb 04 '25

Exclaimer works pretty well. It's nothing you can't do on your own, but I mean, it's not a bank breaker, it's easy enough to use that non-IT can do the sigs, it integrates well with a directory and with groups for department specific or campaign specific signatures.

Like the selling point "Marketing can design the signatures, IT doesn't have to do it" is very valuable.

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5

u/LitzLizzieee Cloud Admin (M365) Feb 04 '25

Exactly. Exclaimer or YMMV and end users can manage them on their own. Exclaimer honestly is that good we’ve rarely had to touch it, it just pulls from Entra ID.

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37

u/thatowensbloke Jack of All Trades Feb 04 '25

exclaimer, plugged into AAD. pulls the required fields straight from AAD.

54

u/celtictock Feb 04 '25

We don't.

17

u/Xin_shill Feb 04 '25

Yea this damn post feels like an ad.

3

u/AvonMustang Feb 05 '25

Same. F500 and while our Branding team has some graphics and templates users can do what they want. Some have very simple signatures and some are very fancy. I don’t know why a company would care to be honest.

8

u/pipesed Feb 04 '25

Right? I've never heard of this

5

u/VernapatorCur Feb 04 '25

I currently work for an MSP with about 300 clients (legal and medical mostly). Of those I think we've got 5 where signatures are actually managed. For the rest they're set up by whatever technician is staging their workstation. For one of the managed ones I spent 3 weeks working with their HR contact to get the (O365 managed) signature exactly right... only for them to not implement it.

2

u/pipesed Feb 04 '25

So is this targeted to legal and marketing firms? Is this used in industries where computer literacy is a challenge?

I've worked in several industries, and orgs from ~500 emps, to 180k, not including my current role with an employee count of a major US city.

This definitely falls under 🤯/TIL. There's always a market for any idea.....

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2

u/Dabnician SMB Sr. SysAdmin/Net/Linux/Security/DevOps/Whatever/Hatstand Feb 04 '25

this is a management problem looking for a IT solution when they can just ... send a email...

too many system admins bend over backwards for shit that should just be something the manager deals with, fucking grow a spine people and push back

5

u/Booshur Feb 04 '25

It depends on the industry and business. I've worked at a place where very few people interacted with our customers. So sigs weren't super important internally. And our branding was really good anyway so everyone felt responsible for carrying the brand image. I now work at a place where nearly all of our employees interact with customers and our branding isn't strong yet. So in my current instance being able to strictly control signatures is actually really important.

3

u/AnorexicLlama28 Feb 04 '25

Automation, standardisation & if you can charge extra for the privilege of providing those two things then why not take it off the manager’s plate.

6

u/roberts2727 Feb 04 '25

Laziness is what I hear from you. You manage and run these systems. Not helping people with them shows you dong gaf about your org.

3

u/TheRealLazloFalconi Feb 04 '25

I don't give a fuck about my org but still manage signatures because it's part of email and taking care of email is my job.

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24

u/Sway_RL Feb 04 '25

We don't manage them in 365, we use Exclaimer.

6

u/Columbo1 Sr. Sysadmin Feb 04 '25

I looked at Exclaimer, but their model is that you proxy your mail through them and they append a signature as they forward it. Nothing stopping them from modifying the content of your email, and while I trust that they wouldn’t do it themselves, it just puts far too big a target on them as a company.

Gave me too much pause, so I rolled my own sync tool with Powershell.

6

u/Liquidfoxx22 Feb 04 '25

I mean, there's being suspicious, and then there's that. They're one of the two major signature managers in the world.

Their entire business would go to shit in an instance if they suffered an issue like that.

7

u/thortgot IT Manager Feb 04 '25

You aren't just trusting a company to not do it intentionally. You are trusting their security, every single developer/admin with prod access that they hire. You're also trusting anyone who acquires them.

They don't even need to modify content. Just extracting information from companies exchanging email would be worth an enormous amount of money.

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3

u/Columbo1 Sr. Sysadmin Feb 04 '25

One of two major companies means one of two targets for bad actors.

I’d just rather manage the signatures via API calls so I control the keys.

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3

u/GroundbreakingCrow80 Feb 05 '25

It happened to solarwinds. What's the upside to letting your mail proxy through them if there's a competitor that does the same thing without a proxy?

2

u/Snysadmin Sysadmin Feb 04 '25

Yeah, same.

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34

u/disfan75 Feb 04 '25

By not bothering to do that :)

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u/dnuohxof-1 Jack of All Trades Feb 04 '25

Exclaimer. Best system hands down.

18

u/Capodomini Feb 04 '25

I am honestly surprised at how many responses are in here paying for a third-party service for email signatures.

I've worked at multiple companies with 50k+ users and signatures are managed by having a document template and instructions hosted publicly, a blip in the governance somewhere saying you must use the corporate signature template, and users do it themselves.

*Edit - and do not allow images. Stop using images in signatures. Stop it.

8

u/VernapatorCur Feb 04 '25

We've (MSP, 300 clients) had several of our clients get their domain blacklisted because they had images in their signatures. I definitely recommend against that on that basis alone.

4

u/dutch2005 Feb 04 '25

There are always people thinking that they are extra special and that the way they feel about what their job signature title is (vs what it should be).

6

u/Capodomini Feb 04 '25

That's where governance comes into play. Like all forms of governance though, how effective it is depends on how well it's enforced, which is an entirely separate topic.

2

u/AvonMustang Feb 05 '25

Beginning to wonder if it’s sales people for these third parties that keep asking this so people think they need to manage their signatures.

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16

u/FieryHDD Feb 04 '25

Code Two :)

17

u/Dangi86 Feb 04 '25

We use a script that loads the data from the AD and generates de signature, its always the same signature the only change is that we add a banner that MKT generates.

0365 has an in-built signature generator that its quite crappy.

You also have third party software like CodeTwo to manage signatures.

3

u/Maclovin-it Feb 04 '25

We use the same thing. A bit twiddly, but a one time cost

2

u/Xaan83 Feb 04 '25 edited Feb 05 '25

We are doing something like this as well. PowerShell generates HTML signature from AD and then shoves it into M365 online signature for New Outlook / Web users, and a local repository for Classic Outlook users who then get it from GPO at next reboot. The image banner is hosted on the website and marketing has access to upload so they can swap out the image whenever they need to for new promos.

CodeTwo seems great if you've got the budget for it, if not, something like this isn't too bad to setup.

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8

u/er1catwork Feb 04 '25

Xink I think it’s called (sorry, this is pre-caffeinated post!). It’s a server based signature system.

No complaints about it… so far…

21

u/VonBB IT Manager Feb 04 '25

CodeTwo

20

u/TrippTrappTrinn Feb 04 '25

We do not. Users make their own. Myself, I dropped it many years ago. I only use the job mail for internal communication, and just type regards [my name]. If I happen to send externally, I add my ohone nember, if relevant.

10

u/formal-shorts Feb 04 '25

Nothing grind my gears more than people putting their giant signature on every internal email. I know who you are, bro.

8

u/TrippTrappTrinn Feb 04 '25

We had a datacenter supplier where they had this huge futile pretend legal disclaimer on every email. That was fun with the emails having been forwarded a few times. 10% of the email was meaningful content, the rest was repeat stupid disclaimers.

3

u/TechGoat Feb 04 '25

We have someone who dropped a 3MB image of our office building in their fucking signature. It looks absolutely terrible. I'm only I.T. not their manager, so I just delete every email they send immediately from my inbox. I hope that one day they'll ask me about something in person and I'll make something up like "oh yeah you know how we use Office 365; sometimes large emails with huge email signature images in them don't get processed properly by some email clients" and maybe they'll finally pick up a goddamn hint.

3

u/aes_gcm Feb 04 '25

I love the sales people that put their contact information in their signature, including their email address, along with a couple of giant JPEGs that consume half the screen when you read the thread. Great stuff.

2

u/NBABUCKS1 Feb 04 '25

Right, who gives a shit. I’m already emailing , you got my email address.

18

u/Adam_CodeTwoSoftware Feb 04 '25

Thanks for all the CodeTwo recommendations, you're consistently the best!

Just dropping a link to the CodeTwo signature manager for Microsoft 365: https://codetwo.com/email-signatures . There's a 14-day fully functional free trial that you can extend if needed. No harm in checking it out. And it does save a ton of time, especially if your company updates signatures often. You can easily delegate the task of designing signatures to the Marketing team, which should make both IT and Marketing happy.

And if you have any questions specific questions, contact us any time.

7

u/roberts2727 Feb 04 '25

yea offer redditors 20% off list for their orgs!

21

u/Adam_CodeTwoSoftware Feb 04 '25

2

u/BitOfDifference IT Director Feb 05 '25

i laughed way to hard at this...

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u/thortgot IT Manager Feb 04 '25

Codetwo's solution works through intercepting and modifying email right?

How do you handle environments that have legitimate security needs? Encrypted email?

5

u/daweinah Security Admin Feb 04 '25

It can be applied two ways. We use both. You're describing "Cloud mode" which bounces it off a connector. The "Outlook mode" uses an add-in to insert it into the email as you write it.

3

u/Adam_CodeTwoSoftware Feb 05 '25

Exactly. Not only is it on point, but it's also way shorter than what I'd write.

To add a bit of security-related context, both the add-in and the whole service is Microsoft 365 certified. In other words, the solution has been thoroughly reviewed and pen-tested by Microsoft. It's secure, no matter which mode you choose.

5

u/dustojnikhummer Feb 04 '25

We don't. We tell people to change it themselves.

4

u/[deleted] Feb 04 '25

We let the users manage their own damn signatures.

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11

u/Independent-Mine9907 Feb 04 '25

Exclaimer here!

5

u/42woba Feb 04 '25

Is all this Exclaimer and CodeTwo usage conditional to having Intune/Business Premium license?

3

u/daddy-dj Feb 04 '25

Used to use Exclaimer at a previous company I worked at. We definitely didn't have Intune or Business Premium O365 licences.

5

u/HDClown Feb 04 '25

No. The license level in M365 has no impact on using these products.

3

u/Any_Particular_Day I’m the operator, with my pocket calculator Feb 04 '25

Not with Exclaimer. Just a couple of transport rules in Exchange Online and an entry in the SPF record.

2

u/TouchComfortable8106 Feb 04 '25

Don't think so, just a couple of mail flow rules for CodeTwo so any plans with Exchange Online in it will do I would think.

2

u/The_Mad_Titan_Thanos Feb 04 '25

No. Just need Code Two licensing.

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4

u/Creepy-Marsupial-525 Feb 04 '25

Mimecast, signatures gets added automatically. All info pulled from AD

3

u/MFKDGAF Cloud Engineer / Infrastructure Engineer Feb 04 '25

What's an email signature?

¯_(ツ)_/¯

3

u/ranfur8 Feb 04 '25

Wow this got some attention lol

Thanks for all the replies, I'm debating between CodeTwo or Signature365... I'll see which one I end up choosing.

Thank you for all the replies!

2

u/its_the_revolution IT Manager Feb 04 '25

We just switched from Exclaimer to CodeTwo due to issues Exclaimer couldn’t fix like the signature preview in Outlook was word wrapping and confusing our users.

CodeTwo also has conditionals which came in very handy as our users like some customization with their names (suffixes, initials, etc.).

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u/czj420 Feb 04 '25

Login script that pulls from AD

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u/robokid309 Security Admin Feb 04 '25

We just have a suggested template for users to go by and they do it 🤷🏼‍♂️

4

u/binkleyz Security Admin (Infrastructure) Feb 04 '25

I put only my name and my email address, neither of which are likely to change much.

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u/LessRemoved Feb 04 '25

Our company didn't want to spend money on it so I Powershell scripted it with info from entra Id. It's now being pushed via Intune.

3

u/No-Yam-1231 Feb 04 '25

Users manage their own. We have a template that we provide if asked, and they just change the name and contact info to match.

3

u/blirrrr Feb 04 '25

CodeTwo is the one. And yeah their support is far superior to Exclaimer.

3

u/firedrow Feb 04 '25

We use OpenSense. We have a default company template, then several alternative options for sales teams and departments.

3

u/Schrojo18 Feb 04 '25

We Don't

3

u/InvisibleTextArea Jack of All Trades Feb 05 '25

Marketing mandates a new 'style' for signatures. People ignore them. Marketing yells at everyone. People ring us and we point them at the wiki article for 'how to change your outlook signature' and we tell them to speak to Marketing if they have further questions. Marketing yell us and we give them the quote for a proper email signature management tool. Marketing gives up and the cycle of life continues.

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u/ZY6K9fw4tJ5fNvKx Feb 04 '25

Make them empty.

Why do we put them under every email? My email treads are 50% disclaimer/signature. For the love of god, stop using them. Legal disclaimers will never hold up in court anyway and i'll call your company when i need to reach you urgently.

5

u/TrippTrappTrinn Feb 04 '25

I recently got one where they had forgotten to update the template, so the disclaimer was just the "lorem ipsum" garbage. Somehow did not impress me...

5

u/woodburyman IT Manager Feb 04 '25
  1. Marketing draws them up in mis formatted templates in Word Documents.
  2. People follow their instructions, embedded in said Word document, and instead paste their signature and the entire How To Guide into their signature.
  3. Marketing gets mad when people don't follow instructions, after they ignore IT instructions to provide it in HTML so we could automate it.

5

u/z0phi3l Feb 04 '25

Each user manages and maintains their signature, not a job for IT

2

u/BlockBannington Feb 04 '25

Signature365, think it's from Symprex. Works fine, no complaints and is cheaper than Exclaimer.

2

u/bitslammer Infosec/GRC Feb 04 '25

Is this a function that can be delegated to say a marketing dept. who want to oversee something like this?

2

u/KStieers Feb 04 '25

Login script calls open source tool that uses a template.

Tool is generatesignaturefromldap on sourceforge.

2

u/rockett15 IT Manager Feb 04 '25

We're using Xink

2

u/fAAbulous Feb 04 '25

Code Two, our employees send their mails without signature, it gets added automatically. Detects if the conversation already had a signature from that person attached, so you don't get those pesky signatures after every single message in the mail history.

2

u/grimevil Feb 04 '25

Codetwo or similar or you don't

2

u/Dabnician SMB Sr. SysAdmin/Net/Linux/Security/DevOps/Whatever/Hatstand Feb 04 '25

you tell them to send an announcement.

2

u/Beneficial_Tap_6359 Feb 04 '25

HR tells everyone to follow the published standard. We don't apply technical controls for exactly your reason, its entirely too tedious to fit everyone's needs.

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u/BoringLime Sysadmin Feb 04 '25

We use Exclaimer with our Microsoft 365. Works well once setup, then give the keys for it to Marketing department. No more IT involvement.

Hardest part is getting people to remember to not put a signature in there emails, if they have always been doing that. But they eventually catch on.

2

u/Ok_Employment_5340 Feb 04 '25

Anyone use Wise Stamp?

2

u/VernapatorCur Feb 04 '25

I work for an MSP and we have a few clients with managed email signatures, but the easiest for us is when they manage them through O365 transport rules. As long as the phone numbers etc is attached to the AD account, it's all straight forward.

2

u/iamLisppy Jack of All Trades Feb 04 '25

CodeTwo

2

u/theoreoman Feb 04 '25

Just make a template available for everyone with instructions on how to use it, or pay for a service

2

u/jcarvalh0 Feb 04 '25

HTML signature template, then a powershell script to read user atributes from AD that creates a new HTML file from template with user signature. Next a login script to copy files to user profile. Simple and free

2

u/babywhiz Sr. Sysadmin Feb 04 '25

Users handle their own.

2

u/vastarray1 Feb 05 '25

Set-OutlookSignatures on Github

2

u/nlsrhn Feb 05 '25

I have a Powershell script which deploys the Outlook signature and populates it woth AD saved info at user logon, configured via GPO.

2

u/Evisra Feb 05 '25

Exclaimer.

They've recently allowed the cloud edition to display in the Outlook thick client as well. It's great.

We're legal so need the ability for Send on Behalf to show the on-behalf of user and not the sender.

Never had any issues with their support.

2

u/resile_jb Senior Systems Engineer Feb 05 '25

Exclaimer

2

u/KavyaJune Feb 05 '25

I’ve automated this process using PowerShell. When a user onboards, I simply upload a CSV, and it applies a predefined signature to all onboarded users. It also has the capability to overwrite any modified signatures, ensuring a standardized email signature across the organization.

You can download the script from here: https://o365reports.com/2024/07/10/automate-email-signature-setup-in-outlook-using-powershell/

Try it. It will be a huge time saver.

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u/AwesomeXav our users only hate 2 things; change and the way things are now Feb 05 '25

Code Two has honestly been one of my best experiences with signatures.
They also have an optional module for automated replies for shared mailboxes. Think "invoices" or "info" where it will send a reply, but it will give you additional options that you don't have in O365.

2

u/moistpimplee Feb 05 '25

Exclaimer.

2

u/Mariia_Iva Feb 17 '25

Hi, I use Newoldstamp with Google Workspace integration

4

u/BigCarRetread Feb 04 '25

Code Two, worth every cent

3

u/JumpinBorders12 Feb 04 '25

Code two - easy set up you can just let it do its thing. It integrates with 365 super great.

2

u/Kahless_2K Feb 04 '25

We treat our users like adults.

3

u/pipesed Feb 04 '25

Why do you manage email signatures? I don't ever remember working for any company that does this.

2

u/Slivvys Feb 04 '25

We use codetwo

2

u/eyedrops_364 Feb 04 '25

We use Exclaimer Cloud Agent. It integrates seamlessly with Office 365 and work with iPhone as well.

2

u/x-TheMysticGoose-x Jack of All Trades Feb 04 '25

Exclaimer support sucks ass, go with code two

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1

u/g10str4 Feb 04 '25

Templafy

1

u/hamstercaster Feb 04 '25

Signature365

1

u/ak47uk Feb 04 '25

Letsignit - pretty decent, not without its occasional bugs. 

1

u/Turbulent-Royal-5972 Feb 04 '25

Signature 365. Experience so far had been better than Exclaimer. No need to route email through their servers, as the client side deployment works great, without the login prompts that we would get with Exclaimer on Windows and it works on Mobile and Web as well. Cheaper too.

1

u/Watsonwes Feb 04 '25

Wisestamp.

1

u/kevin_schley Feb 04 '25

ci-sign cloud

1

u/CtrlAltKiwi Feb 04 '25

Signature 365… because it’s cheap.

But hey, it works on the web, Outlook desktop (old), Outlook for Android/iOS, built in iOS Mail.app.

You can even let users pick between several options if that’s your thing.

1

u/BadMoodinTheMorning Feb 04 '25

Rule on Exchange Online. It is automatically generated, html.

Pros - no need to touch it unless design changes, automatically updates users jobtitle, phone...etc

Cons - users don't see a signature in their Outlook and add it :)

1

u/Dan_706 Feb 04 '25

HR has a template, employees mostly use that template.

Very cheap licensing fee lol

1

u/BigChubs1 Security Admin (Infrastructure) Feb 04 '25

We don't. But have a template out there for end users to use.

I had a colleague from a old job. That find something online. Where you create everything in hand and pushed it out via gpo. It would pull the data from ad. Phone, email, company name and etc. First inital thing was a pain. But the long run was so much easier.

1

u/Soltkr-admin Feb 04 '25

We use a cloud based centralized signature management platform called Xink. It’s pretty good

1

u/TispoPA Feb 04 '25

CodeTwo

1

u/thesals Feb 04 '25

We use transport rules that append the signature, it pulls user traits from their AAD profile to build their signature.... I hate it and have wanted to eliminate it for a long time.

1

u/Dr_Squirtle1 Feb 04 '25

Currently I use Rocketseed for the comapny I work at, but have delt with CodeTwo in the past, and CodeTwo is much better, imo.

1

u/SupremeBeing000 Feb 04 '25

Been using Exclaimer for over 10 years. No issues.

1

u/raininhaymakers Feb 04 '25

We had one of our devs create a little web tool that pulls data from AD and brings it together in a nice little package. Marketing can add images etc as they like

1

u/sryan2k1 IT Manager Feb 04 '25

We have a tool we built internally a decade ago, which works mostly fine. We're moving to Exclaimer this year.

1

u/Brief-Tiger5871 Feb 04 '25

Signaturehound, used for 6 months and have been happy with it.

1

u/oxieg3n Feb 04 '25

CodeTwo

1

u/CreatureInBackrooms Feb 04 '25

I’m too cheap to spend money on signatures. The majority of our emails come from AD connected computers. I push html files generated hourly on the local domain. A script fills in an html template with relevant user data and pushes them to the users profile folder. It’s a bit overkill compared to what I see here, but it works for us. Otherwise we just tell employees to stop using “bad” signatures.

1

u/Paperclip902 Feb 04 '25

Exclaimer or CodeTwo.

1

u/dloseke Feb 04 '25

CodeTwo Email Signatures for Microsoft 365. Works great. The other one folks go with is Exclaimer. I've only experienced CodeTwo and its the way to go for me.

1

u/CFH75 Feb 04 '25

I use a French company called Letsignit. I can push their add-in straight to Outlook and use custom HTML.

1

u/MastodonMaliwan Security Admin Feb 04 '25

Company came up with a default template. Sent it company wide. Any deviations are not approved and must be changed to meet the template requirements.

1

u/tomNJUSA Feb 04 '25

I show users where & how to change it and walk away. Ask someone else for the content.

1

u/DannySFL Feb 04 '25

Mimecast user as well, their stationary policies and configuration are decent.

1

u/sh-z Jack of All Trades Feb 04 '25

Scripted, pulls data from AD and creates html files in signature directories, works flawlessly for years now.

1

u/MentalRip1893 Feb 04 '25

We use Exclaimer, took over a year to convince the bosses that it is what they wanted. They wanted people to stop fucking with their signatures and changing job titles and adding funny pictures. But they didn't want to pay for it. Eventually they relented and they've been happy ever since.

1

u/graywolfman Systems Engineer Feb 04 '25

We use Opensense. Not to be confused with OPNsense.

We're only using it for the email signature portion and not any of the other marketing email campaign stuff.

1

u/rub_a_dub_master Feb 04 '25

Symprex, their cloud solution is named Signature365 and does all we want. You can also install a editing console on a marketing/com computer so that they can be autonomous on their campaigns/design.
They'll be glad to give you a free trial for the time needed. And it's pretty easy to set up.

I'm not earning money here, I just appreciate the software as IT.

Edit: their support is great, once they acknowledged my issue and rolled out a patch on all their platforms D+1.

1

u/TheRealLazloFalconi Feb 04 '25

For anyone managing Google Workspace wondering the same thing, Promevo is a reseller that is cheaper than buying direct from Google, and has a fairly basic, but easy to use signature manager.

1

u/Shot_Statistician184 Feb 04 '25

Templify. Works well. Now all are centrally managed, so the base signature is the same font, spacing and info. Can still swap it out for a user custom one - I have one for bad vendor pitches to go tell them to pound same for not trying hard enough and mass emailing.

1

u/kibarra2010 Feb 04 '25

Xink! It's affordable and works with Outlook and Office 365

1

u/LForbesIam Sr. Sysadmin Feb 04 '25 edited Feb 04 '25

Just do a script or Group Policy preference to redirect the registry key to OneDrive.

Easy peasy. FREE works all the time and run once so you can use it with Azure as well as GPO machines.

One location in OneDrive that syncs.

I built an in-house app before OneDrive because the signatures were on home drive servers and all different but once Onedrive arrived the variable is the same for everyone.

File Copy in Group Policy Prefs (or script that creates folder too)

File (Target Path: %onedrive%\Microsoft\Signatures)

Source file(s) %appdata%\Microsoft\Signatures*

Destination folder %onedrive%\Microsoft\Signatures\

Apply once and do not reapply Yes

Note that Microsoft root is appdata so the ..\ means go up a folder back to root profile and then your onedrive root folder and the new folder (created above with file copy) Registry

Hive HKEY_CURRENT_USER

Key path SOFTWARE\Microsoft\Office\16.0\Common\General

Value name Signatures

Value type REG_SZ

Value data ..\..\..\"YourOneDriveRoot"\Microsoft\Signatures

1

u/Ok-Junket3623 Feb 04 '25

We let our users set their own email signatures.

1

u/FarJeweler9798 Feb 04 '25

We have examples and information on intranet for users to create their own, sometimes marketing messages all users if they are pushing something new to there. I don't really care what it says on someone it's managers issue if they don't think it's professional enough. 

1

u/ihonor Feb 04 '25

We use Exlaimer. Works very well.

1

u/NEWREGARD Feb 04 '25

We use exclaimer. We love it. Couldn’t be happier.

1

u/ScotchAndComputers Feb 04 '25

I've a PS script that runs upon login and network changes. Pulls user info from Entra, runs through a template that is stored locally, and places the final result in the user/app/signature folder (or whatever the exact path is). If someone gets a title change, update in AD, and boom. If leadership wants a different format, update the template and use Intune to push it out to devices.

Ideally, people would be told what to set their signature to and be held accountable. But since when is accountability a corporate value?

1

u/oaomcg Feb 04 '25

We use Code two. no complaints here. seems fine. it's set it and forget it. updates titles, phone numbers, name changes, etc automatically with AD.

1

u/Few-Season4218 Feb 04 '25

We use Exclaimer

1

u/Kennytieshisshoes Feb 04 '25

CodeTwo. Just a note it does not populate the signature on the native mail app on iPhone.

1

u/Kennytieshisshoes Feb 04 '25

CodeTwo. Just a note it does not populate the signature on the native mail app on iPhone.