Description
This option allows you to upload user photos to Exclaimer Cloud so that they can be added to your email signatures.
For a quick video, see how you can upload user photos and add them to your email signature.
How to access it?
To access the User Photos option:
- From the left-hand pane, click Configuration, then select Manage User Data.
NOTES:
- Once you have successfully configured your Exclaimer Cloud - Signatures for Microsoft 365 subscription - the following options are available: Manage User Data, Manage Mail Flow, Outlook Signatures and Exchange On-Premises.
- Once you have successfully configured your Exclaimer Cloud - Signatures for Google Workspace subscription - the following options are available: Manage User Data, Manage Mail Flow and Gmail Signatures. - In the right-hand pane, under User Photos, are the relevant options.
The below example screen is for a Microsoft 365 subscription:
Searching and uploading a user photo
A thumbnail image of the first 50 users from the selected group synchronized from Azure AD is displayed.
If a photo has been uploaded for a user, it will be displayed - if no photo has been updated, then a thumbnail will be displayed in place of the photo.
To search for a user photo:
-
In Search, enter the name or email address of the required user you want to search for. This is predictive text, so any suggested results will be displayed as you type.
-
Select the required user. The name of the selected user will be displayed in the list.
- Click UPLOAD to upload a photo for the selected user. Browse to the required location and select a photo to upload.
NOTES: The selected photo is validated according to the following criteria:The selected photo is displayed next to the user.
- Minimum dimensions: 4 x 4px
- Maximum dimensions: 1024 x 1024px
- Minimum size: 150 Kibibyte (153,600 bytes)
- File extensions: .jpg, .jpeg, .gif, .png, .bmp
-
Click REMOVE to remove the selected photo. A message box is displayed, prompting you to confirm if the selected user photo needs to be deleted.
- Click OK to proceed. This action cannot be undone. If you change your mind, you will have to upload the photo again.
- All user photos will be embedded into the email message when the signature is applied.
Importing multiple user photos
You can import multiple user photos at once via the automatic user-matching functionality based on file names.
To import multiple user photos at once:
- Click IMPORT ALL.
The Open window is displayed.
- Select all the files that need to be imported, then click Open.
The Uploading User Photos window is displayed.
If some user photos don't get uploaded, the error messages are displayed in the Uploading User Photos window.
Example:
NOTES:
- The user photos are validated according to the following criteria:
- Minimum dimensions: 4 x 4px
- Maximum dimensions: 1024 x 1024px
- Minimum size: 150 kibibyte (153,600 bytes)
- File extensions: .jpg, .jpeg, .gif, .png, .bmp
- All files are matched to the users by the name of the file against their Email Address or Display Name, as set in the Active Directory. These are case-sensitive.
As an example, the table below lists some of the scenarios helpful in understanding why you get an error when uploading multiple user photos:File Name
User in Active Directory
Upload Result
user one.jpg User One
(user1@example.com)
User Two
(user2@example.com)
The photo will be uploaded for user 1
(user1@example.com)Test User.jpg Test User
(test1@example.com)
Test User
(test2@example.com)
An error will be displayed:
[File matched more than one user]test2@example.com Test User
(test1@example.com)
Test User
(test2@example.com)
The photo will be uploaded for user Test User (test2@example.com) test3@example.com Test User
(test1@example.com)
Test User
(test2@example.com)
An error will be displayed:
[File did not match any users]Test.jpg Test User
(test1@example.com)
Test User
(test2@example.com)
An error will be displayed:
[File did not match any users]
This video shows how you can upload and add user photos to your email signature: