Solving the Email Signature Problem for Exchange Mailbox Users

These days, our end users use Outlook (desktop), Outlook (mobile), and Outlook (on the web, aka OWA) and other third party apps (such as such as the iOS mail) to access their email.

Each Outlook client has its own email signature settings. When a new email profile is created the signature needs to be recreated as well. The only persistent email signature is the one stored in OWA, but that signature is not utilized by other Outlook clients.

Exchange's own native capabilities to insert email signatures using mail flow rules is quite limited as described by Paul Cunningham. This problem is so common that a healthy ecosystem of third party solutions evolved over the years, with products from the likes of Exclaimer and CodeTwo filling the need.

But perhaps there is now hope for the organizations who don't have the budget for third party solutions. As Jeff Guillet writes:

" In a recent discussion with the Exchange and Outlook product groups, the MVPs discussed a long-standing request – to store email signatures in the user's mailbox. Doing so will provide a centralized place to store and retrieve
the   signatures and provide consistency for the email clients that consume
them (Outlook for desktop, Outlook on the web (OWA), and the Outlook apps (iOS and Android)). We are also requesting that signatures can be managed via PowerShell.

The product groups challenged us to show that customers want this by vote count on UserVoice. Please vote for the “Store Signatures in the mailbox” idea on UserVoice website to make your voice heard. I've written a spec for this feature, which I will be submitting to the PGs once the vote count gets higher. Our expectation is that this will work for both Exchange Server and Exchange Online.

As Per Paul Cunningham

“It's heartening to see that Microsoft is open to the idea. They are obviously aware that this is something customers want. But development resources are applied to the solving the biggest problems, or working on the most in-demand features. For this particular request to get traction, it's going to take a lot of interest from the community.”

In other words, your vote is important!

So if you believe that Exchange should have better email signature capabilities, please go to UserVoice and add your vote.