Relevant Products: Exclaimer Cloud - Signatures for Office 365
The following sections are included in this article:
- How are signatures synchronized with Outlook?
- How often are signatures synchronized to Microsoft Outlook?
- What is the user's experience in Outlook?
- How does Exclaimer Cloud handle messages where a synchronized signature has already been applied in Outlook?
- Can users edit their signature in Microsoft Outlook?
- What systems are supported by the Cloud Signature Update Agent?
- Deploying the Cloud Signature Update Agent
The Cloud Signature Update Agent allows you to synchronize signatures directly with the user's Outlook.
Unlike server-side signatures which are applied after the message has been sent, client-side signatures applied using the Cloud Signature Update Agent allow users to see the signature whilst composing messages in Outlook.
How are signatures synchronized with Outlook?
Signatures are synchronized to Outlook using the Cloud Signature Update Agent, which must be deployed to users' computers. The agent runs in the background and synchronizes signatures at regular intervals.
When signatures are synchronized to Outlook, the first applicable client-side signature is synchronized as the default Outlook signature for that user.
How often are signatures synchronized to Microsoft Outlook?
The Cloud Signature Update Agent synchronizes signatures once every hour. This frequency is not user-configurable.
Should you require changes to a signature to be synchronized sooner, it is possible to force a synchronization by restarting the agent on a user's machine. This can be achieved by forcing a close of the program in Task Manager and restarting the agent.
What is the user's experience in Outlook?
When a user composes an email in Microsoft Outlook, the appropriate signature, as synchronized from Exclaimer Cloud, is displayed in the message. When the user sends the message, it is routed to Exclaimer Cloud for processing before being passed to Office 365 for delivery.
How does Exclaimer Cloud handle messages where a synchronized signature has already been applied in Outlook?
All messages are routed to Exclaimer Cloud, regardless of whether the signature is applied via server-side or client-side signature rules.
A 'text match' check is carried out to prevent duplicate signatures being applied to a message when using client-side rules. This check determines whether a message has already had a client-side signature applied by the Cloud Signature Update Agent.
If a client-side signature has been applied, signature processing stops and the message is routed back to Office 365 for delivery. No server-side signature is applied to the message in this instance.
Can users edit their signature in Microsoft Outlook?
You can choose to 'lock' access to signature options in Microsoft Outlook and/or archive all existing Microsoft Outlook signatures for each user, via security settings in Exclaimer Cloud.
For further information, please see How to set Outlook Client restrictions.
What systems are supported by the Cloud Signature Update Agent?
The Cloud Signature Update Agent supports Windows 7 through to Windows 10. Mac operating systems are currently not supported.
Currently, the agent only works with Microsoft Outlook. To apply signatures to messages sent from all devices and mail clients, we recommend using server-side signature rules in conjunction with the Cloud Signature Update Agent.
Deploying the Cloud Signature Update Agent
There are two ways that you can deploy the Cloud Signature Update Agent to client computers:
Unless you have a specific need to deploy via GPO, we recommend that URL deployment is used - this is the simplest method, and ensures that the agent is always up to date.