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How to set default and reply signatures for Client-Side with Microsoft 365 subscriptions

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

Scenario

You are using Exclaimer with Microsoft 365 and Client-Side deployment and wish to set certain signatures to apply by default, such as when composing a new email thread or when sending a reply or forward email.

NOTE: For Google Workspace or Server-Side users, see How to apply a reply signature using Server-Side rules.

Resolution

You can use signature rules in the Manage screen or the Exclaimer Outlook Add-In pane to set a specific signature to apply as default in two ways: the default for new emails, and the default for replies and forwarded emails. Your defaults then apply using the Exclaimer Outlook Add-In.

To set a Client-Side signature as a default:

Select an option below to view the related instructions:

Option 1: Set a signature as a default in the Exclaimer portal
  1. From the menu sidebar, select Signatures, then locate the signature you wish to set as a default and select Manage Rules.

  2. Select the Enable tab. The default options are found in the Client-Side section under Apply as default for.


    The Apply as default for checkboxes set this signature as a default.
  3. Select a checkbox to choose a default type for this signature:

    Select New messages to apply this signature as a default for new emails.

    Select Replies and forwards to apply this signature as a default for email replies and forwarded emails.
    Tip! You can set a signature as a default for both types of application. This signature will be applied to all emails as a default.
    NOTE: If you set more than one signature as a default, the one which is higher in the All Signatures list will take priority. Re-order your signatures to change the priority.
  4. To remove a default setting, deselect the checkbox.

  5. In the unsaved changes banner, select Save.

  6. Run a manual data synchronization to sync your signatures with Outlook.

  7. Install the Exclaimer Outlook Add-In. Your default signatures are now applied when you send an email using Client-Side deployment.

  8. To view your default signatures, open your email client and view the Add-In signatures pane. Icons are displayed above signatures - if a signature has been set as a default, the corresponding icon is highlighted.


    Signatures in the Exclaimer Outlook Add-In. There are icons above each signature. Icons are highlighted when a signature is set as default.

    The pencil icon indicates a signature set as default for new emails. The arrow icon indicates a signature set as default for replies and forwards.


    The corresponding icon appears orange when the signature is set as a default.

    Signatures set as default for both types display both icons.
    NOTE: Signatures cannot be viewed using the Add-In on mobile devices - the signature set as default is applied automatically.
Option 2: Set a signature as a default using the Outlook Add-In
NOTE: This solution is not suitable for mobile devices. You cannot view signatures or set defaults using the Add-In on mobile devices. The default signature applied for mobile devices will only be a default defined using Option 1. 
  1. Install the Exclaimer Outlook Add-In. For more information, see how to install the Outlook Add-In.
    We recommend: If you are using an Outlook version older than 2019 or an On-Premise mailbox, then install the Exclaimer Signature Update Agent. For more information, see how to install the Exclaimer Signature Update Agent (Windows). You can access the latest version for deployment from here: Exclaimer Signature.

  2. Run a manual data synchronization to sync your signatures with Outlook.

  3. Open your email client and view the Add-In signatures pane. Icons for defaults are displayed above signatures.


    Signatures in the Exclaimer Outlook Add-In. There are icons above each signature. Icons are highlighted when a signature is set as default.
  4. Select the pencil icon to set a signature as the default for new emails. The icon appears orange for signatures that are set as defaults.

  5. Select the arrow icon indicates a signature set as default for replies and forwards. The icon appears orange for signatures that are set as defaults.


    The corresponding icon appears orange when the signature is set as a default.
NOTES:
  1. If a default template is removed or no longer exists, the original Administrator-defined signature will be treated as the default signature.

  2. If any client-side recipient settings have been set, then they will take precedence over set defaults.

  3. All selected defaults are stored in the user's roaming settings. If mandatory or temporary profiles are in use, defaults will not apply.