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Enable Signatures for Microsoft 365 subscription

Payal Arya
  • Updated

Description 

This feature allows you to enable an email signature that may have been previously disabled. 

By default, when you create a new signature, it is disabled. To use the new signature, you have to enable it.

Also, there can be a scenario where you would have previously disabled a signature (instead of deleting it) as you didn't want to use it at that time. Now that you want to start using it again, you will need to enable the signature.

This topic describes how you can enable (and, if required, disable) a signature either for server-side or client-side deployment or, in some cases, both.   
 
Server-side: Signatures are applied once the message has been routed to Exclaimer Cloud. As the signature is applied once the message has been sent, you will not see the signature while composing your email. Signatures are applied to messages sent from any device, including mobiles.

Client-side: Signatures are synchronized to Microsoft 365 (Outlook) and visible while composing your email.

NOTE: Any changes you make on this screen will not be applied until you click SAVE CHANGES. You can also edit the different rules across multiple tabs before saving the changes.
Pre-requisites

To enable or disable server-side or client-side signatures, you need to:

  • Configure your Exclaimer Cloud - Signatures for Microsoft 365 subscription.
    • If you haven't already configured your Exclaimer Cloud - Signatures for Microsoft 365 subscription, the CONFIGURE option is displayed to allow you to configure your subscription as required.
      Please note the CONFIGURE option is not visible to Editors. For more information on permissions, please see the Difference between Editors and Admin?

    • If you have already configured your Exclaimer Cloud - Signatures for Microsoft 365 subscription, then at a glance, you can see which option is enabled for the selected signature and, if required, make the necessary changes.

How to access it?

To access the Enable tab: 

  1. From the All Signatures tab, select the signature you want to enable, then click MANAGE.

    The selected signature window is displayed.

  2. Select the Enable tab to enable the selected signature for server-side or client-side deployment:


    The above screenshot displays the configuration options for the server-side and client-side - this means that the Exclaimer Cloud - Signatures for Microsoft 365 subscription has not been previously configured.
    NOTE:
    - The CONFIGURE option is displayed only if you haven't already configured your Exclaimer Cloud - Signatures for Microsoft 365 subscription.

    - The CONFIGURE option is not visible to Editors. For more information on permissions, please see the Difference between Editors and Admin?

Please click on the required options listed below to go through the detailed description:

Configuring server-side signatures

To configure (if not already done before) server-side signatures:

  1. Within Apply to emails from all devices, including mobiles option, click CONFIGURE.
    NOTE: The CONFIGURE option is displayed only if you haven't already configured your Exclaimer Cloud - Signatures for Microsoft 365 subscription.
  2. You are directed to the Configuration section, where you can configure server-side signatures.

  3. Once you have successfully configured the server-side signatures, you are directed to the signatures list. Navigate your way and select the Enable tab again. 

Enabling signatures for server-side

To enable selected signatures for client-side deployment:

  • Select the Apply to emails from all devices, including mobiles option.

    Immediately, the status of the required option changes from 'Not Enabled' to 'Enabled'.
    If you wish to disable it, untick the option.

  • From If this signature is applied, select:

    - Do not process the next signature to stop the next signature from being processed if the exception text is met.
     
    OR

    - Select Process the next signature to continue to process the subsequent signatures if the exception text is met.
    Example:


Configuring client-side signatures

To configure (if not already done before) client-side signatures:

You will need Microsoft Outlook, or Apple Mail installed for client-side deployment.  
  1. Within See before you send in Outlook (Windows, Web and MacOS) and Apple Mail option, click CONFIGURE.
    NOTE: The CONFIGURE option is displayed only if you haven't already configured your Exclaimer Cloud - Signatures for Microsoft 365 subscription.
  2. You are directed to the Configuration section, where you can configure client-side signatures.

  3. Once you have successfully configured the client-side signatures, you are directed back to the signatures list. Navigate your way and select the Enable tab again. 

Enabling signature for client-side

To enable selected signatures for client-side deployment:

  1. Select the See before you send in Outlook (Windows, Web and MacOS) and Apple Mail option. Immediately, the status of the required option changes from 'Not Enabled' to 'Enabled'.

    If you wish to disable it, untick the option.

  2. From Apply as default for, select: 

    - New messages to set the selected signature (by default) on all new email messages.

    - Replies and forwards to set the selected signature (by default) on all replies and forward email messages.

  3. From Append to existing signature deployed to Outlook, select:

    - Append after existing signature to append the selected signature after any other deployed signature. The deployed signature can be any signature placed before this signature, in the signature order.

    This means if you select the Append after existing signature option for a signature then the signature will appear at the bottom of any and all client-side signatures (as per the signature order).
    NOTE: A maximum of ten additional signatures can be appended to a signature.   
    In order words, one signature can contain a maximum of 11 templates: one original signature + ten appended signatures.
  4. From If this signature is deployed, select:

    - Do not check for further Append signatures to stop checking for further signatures with 'Append' enabled. Any 'Append' signatures below this in the signature order will not be applied.

    - Check for further Append signatures to continue looking for signatures with 'Append' enabled to combine them into a single signature.
    Example:


Downloading client-side email agent

To download the client-side agent for both Windows and macOS: 

  1. Click the link provided to download the Exclaimer Cloud Signature Update Agent. This will allow you to synchronize signatures directly with the user's Outlook (Windows, Web and MacOS) and Apple Mail.

    The Exclaimer Cloud Signatures webpage is displayed. You can download the client-side update agent for Windows and macOS.
    NOTES: For more information on the Outlook Add-in, see:
    How to use the Exclaimer Cloud Outlook Add-in.
    How to install Exclaimer Cloud Outlook Add-in for a single user.
    How to migrate Exclaimer Cloud Outlook Add-in from Manifest to App Store

  2. When the installation is complete, you will be asked to provide your Microsoft 365 email address and password. The agent will use these credentials to authenticate and download the appropriate signatures. After that, the agent will run silently in the background. But, if you change your password later, you may be asked to re-enter your details. 

 

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