When using Signature Manager Outlook Edition and deploying signatures to Office 365, you may see the following error for one or more users:
There are three different causes for this error:
- The first occurs if the user account configured to deploy signatures via Update OWA from server options has never logged on to OWA.
- The second only occurs in hybrid environments, and is caused by ‘linked’ mailboxes.
- The second can occur in any environment with Office 365, and is caused by mailboxes held in the recycle bin, or by litigation hold.
Issue caused by the account being used to deploy signatures
To resolve this issue, please log on to OWA using the account configured to deploy signatures via Update OWA from server options.
Issue caused by ‘linked’ mailboxes
To resolve the issue caused by ‘linked’ mailboxes, you must convert the mailboxes into ‘user’ mailboxes. To do this:
1. Open the Exchange Management Shell on your Exchange server, and run the following PowerShell command:
- If the error is occurring for all users, replace “user”with the account being used to deploy signatures to OWA.
- If the error only occurs for one, or some of your users, replace “user” with the username of the account which has this error.
2. Repeat for each account which has this error in the Exclaimer event log.
Further details are available on the MSDN here.
Issue caused by mailboxes held in recycle bin or by litigation hold
If the issue is caused by mailboxes held in the recycle bin or by litigation hold, you must purge the mailbox from the recycle bin and/or remove the litigation hold.
When you delete a user from the Office 365 control panel, they are moved into a recycle bin for 30 days so that they can be recovered easily if the deletion was made in error. However, this can conflict with Signature Manager Outlook Edition.
If the error occurs for all users, it’s likely that there is a deleted or litigation hold mailbox matching the account you are using to update your OWA signatures. If the error only occurs for one or some of your users, you are likely to find a deleted or litigation hold mailbox matching those accounts.
1. Open PowerShell and connect to your Azure Active Directory by running the following command:
3. To see the full list of deleted users, run the command below:
4. If you see a deleted mailbox with the same email address as the user who has this error, you will need to purge the deleted mailbox using the command below:
5. You can purge all deleted mailboxes using the command below:
6. Once purged, please verify if signatures are being deployed correctly. You can force Signature Manager Outlook Edition to redeploy signatures by restarting the Exclaimer Outlook Settings Connector service.
Further details can be found here.
If the problem persists
If you still have a problem with one or more users, you will need to check for mailboxes held by litigation hold in Office 365.
1. Open PowerShell and add credentials for Office 365 using the following command:
When prompted, please enter account details for an Office 365 administrator.
2.Then run the following command to connect to Office 365:
3. Log on using an Office 365 administrator when prompted.
4. Run the following command to display the hold information for all inactive mailboxes in your organization:
5. To remove the litigation hold, run the following command:
6. You will then need to delete the mailbox from the recycle bin - see step 4 for the linked mailboxes solution.
Further details are available here.