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How to prevent duplicate signatures when using Exclaimer and Signature Manager Exchange Edition in the same environment

  1. Exclaimer Knowledge Base
  2. Solutions
  3. Applying Signatures
Ari Flavell
  • Updated

Scenario

You are using a hybrid environment where both Microsoft 365 and an on-premise Microsoft Exchange Server are in use, or gradually migrating from an on-premise Microsoft Exchange Server to Microsoft 365. You notice that signatures are being duplicated when an email is sent.

Reason

Duplicate signatures may occur when an Microsoft 365 user emails an on-premise Exchange user, and vice versa. Since the message is processed by both Exclaimer solutions, a signature is appended on both occasions. 

Resolution

To resolve this issue, add exception rules to prevent a signature from applying if text from said signature is already present. You must make changes to both Exclaimer Signature Manager Exchange Edition and Exclaimer - Signatures for Microsoft 365. For Exchange Edition, this is done by editing your exisiting policies. For Exclaimer, this is done using Advanced Rules in signature management. 

Step 1: Prevent a second signature from being appended by Signature Manager Exchange Edition

This prevents Exchange Edition from applying a signature if specific text is identified. If unique text identifying your Exclaimer signature is present in the email, Exchange Edition will not apply your Exchange signature.

To add an exclusion to the signature policy in Exclaimer Signature Manager - Exchange Edition:

  1. Open Exclaimer Signature Manager and, in the console tree, expand Signature Manager Exchange Edition, then expand Signature Policies. 


    The console tree showing an example set of policies.

  2. Select the appropriate policy to open the content pane. 

  3. Select the Exceptions tab. 

  4. In the Select exception(s) section, select the The Body contains specific words or phrases checkbox. 

  5. In the Edit an exception by clicking an underlined value section, select words or phrases. This opens the Words or phrases window.

  6. In the entry field, enter a unique set of text or characters that are present in the signature from Exclaimer - Signatures for Microsoft 365, then select +Add.


    An example of a string of numbers added in the Words or phrases window.

  7. If using multiple words, select the Body contains all words/phrases radio button to ensure the policy exception only applies when the full phrase is detected, instead of individual words from the phrase which may not be unique.
  8. Select OK. 
Step 2: Prevent a second signature from being appended by Microsoft 365

This prevents Exclaimer from applying a signature if specific text is identified. If unique text identifying your Exchange Edition signature is present in the email, Exclaimer will not apply your Exclaimer signature.

NOTE: This solution is only applicable to server-side signatures. 

To add an exclusion to the signature rules in Exclaimer - Signatures for Microsoft 365:

  1. Log in to Exclaimer and select Signatures from the menu sidebar.

  2. Locate your signature template and select Manage Rules.

  3. Select the Advanced Rules tab. For more information on using the Advanced Rules, see Advanced Rules for server-side signatures.

  4. Under Server-Side Content Rules, select the Do not add this signature if the message contains checkbox. 

  5. In the This Text entry field, enter a unique set of text or characters that are present in the signature being deployed from the Signature Manager Exchange Edition.


    The exceptions section in Advanced Rules.

  6. Under If this signature is not applied, select the Do not process the next signature radio button. This will prevent any other Exclaimer signatures from applying when the Exchange signature is already present. 

  7. In the unsaved changes banner, select Save.