Creating Email Signatures (Cloud Platform)

The instructions below detail how to create your clients Email Signatures from within your Cloud Platform. We would advise completing the below steps before installation of the Signatures add-in on your end-users machine.

The creation of Signatures involves 3 steps:

– Creating the HTML signature
– Creating the Plain Text signature
– Adding addresses to the exclusion list (optional).

Signatures will be applied to Outlook Web App and any Outlook user that has the Hosted Exchange Add-in installed.

1. Click the Exchange tab in the left sidebar and click ‘View clients’. Select the relevant organisation that you wish to add Signatures to.

2. Select the ‘Settings’ tab which can be seen in the bottom half of the screen. Now scroll down to the ‘Email Signatures’ section and click the ‘Manage Signatures’ button. This will take you to the Signature control area.

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PLEASE NOTE: Here you can also download the Signatures Add-in if you wish. Simply select your operating system from the list displayed under the ‘Manage Signatures’ button.

3. Now you will be presented with a list of domains. Select the domain you want to create a signature for and click ‘Next’.

PLEASE NOTE: If a signature already exists for the selected domain you will be given the option to ‘Edit’.

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4. Using the control panel you can now you can create a HTML signature for the selected domain.

In this editor you have 2 options:

– You can enter plain text and the editor will create the HTML mark-up in the background
– Click the ‘Source’ button to directly edit the HTML mark-up

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Address Book Attributes

Both the HTML and Plain Text editors have the ability to insert placeholders for Address Book attributes.

In order to insert an address book attribute, select one from the ‘Insert’ drop down if using the HTML editor or the ‘Select Attribute’ drop down in the plain text editor.

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Selecting a placeholder will insert text into the editor in the format:

%%Name:[DisplayName]%%

The part of the placeholder highlighted here in blue can be changed to anything, whereas the parts highlighted in red must not be changed otherwise the placeholder will not work.

This allows you to change the title of the attribute for example:

%%Name:[DisplayName]%%

Could be changed to:

%%Employee Name – [DisplayName]%%

And in the final signature for the end user it would appear as:

Employee Name – John Smith

If a user does not have a value for the placeholder in their address book entry the whole line will be removed, for example, in the following signature template:

%%Email: [EmailAddress]%%
%%Name: [DisplayName]%%
%%Mobile: [MobileNumber]%%

If a user does not have Display Name set in their address book entry, the line with Display Name would not appear in the signature, as shown below:

Email: john.smith@domain.com
Mobile: 01234 567890

5. Once you have completed the HTML signature click ‘Next’.

6. On the next screen you can edit the plain text signature as instructed. Once you have done completed this, click ‘Next’.

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7. Now you will be taken to the exclusions list.  This feature is used to add email addresses that will not be included in the domain signature. To add an address to the exclusion list type it into the top textbox and click ‘Add’.

In order to remove and address, select the address from the list and click ‘Remove’, which will be in place of the ‘Add’ button once an address is selected.

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Once you have added all excluded email addresses, click ‘Submit’. The signature that you have just created will now be available in your clients Outlook and Outlook Web App (with Hosted Exchange Add-in).


Category: Hosted Exchange
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