Add A Company Email Signature to Office 365

Add an automated, agency-wide email signature with a graphic in Office 365, use the Exchange Admin Center to create a Mail Flow Rule (disclaimer) that appends HTML-based signatures to all outbound emails. This ensures a uniform brand image, including images, automatically appended to every message.

Steps to Set Up Agency-Wide Signatures:

1. Access Exchange Online: Sign in to the Microsoft 365 admin center, navigate to Admin centers, and select Exchange.
2. Create Rule: Go to Mail flow > Rules and select + Add a rule > Apply disclaimers.
3. Configure Rule:
   • Name: Give the rule a name (e.g., “Company Signature”).
   • Apply this rule if: Select The sender is… > is this person (or “All users” if available) or set to Apply to all messages.
   • Do the following: Select Append the disclaimer… > Enter text.
4. Insert Signature (HTML): Click Enter text and paste your HTML signature code, including the image URL (images must be hosted online and accessible). Use placeholders like %%DisplayName%%, %%Title%%, or %%Email%% to populate user-specific data.
   • Example HTML snippet: <img src="URL_TO_YOUR_IMAGE" alt="Logo"><br>%%DisplayName%%<br>%%Title%%
5. Set Fallback Action: Select Wrap (recommended) to ensure the signature is added as an attachment if it cannot be embedded.
6. Activate: Set the rule to Enforce and Save. Mail-Signatures.com +5

Key Considerations:

• Images: Images must be publicly hosted and referenced via a URL in the HTML, or they may appear as attachments.
• Location: The signature is appended to the bottom of the email, not directly below the latest reply.