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Exclaimer Cloud Signature Update Agent

  1. Exclaimer Knowledge Base
  2. User Manual
  3. Settings
  4. Outlook Signatures
Payal Arya
  • Updated

The Exclaimer Cloud Signature Update Agent allows you to synchronize signatures directly with the user's Outlook on Windows.  

NOTES:
- Server-Side signatures imply that the signatures are applied after the message has been sent.
- Client-Side signatures imply that the user can see the signature whilst composing messages in Outlook.

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

How are signatures synchronized with Outlook? 

Signatures are synchronized with Outlook using the Exclaimer Cloud Signature Update Agent, which must be deployed to the users' computers. The agent runs in the background and synchronizes the signatures at regular intervals.

When the signatures are synchronized to Outlook, the first applicable Client-Side signature is synchronized as the default signature for that user.

NOTE: The Exclaimer Cloud Signature Update Agent checks signatures in the order they appear on the home page.
How often are signatures synchronized to Microsoft Outlook?

The Exclaimer Cloud Signature Update Agent synchronizes signatures once every hour. 

We recommend! If you want changes to a signature to be synchronized sooner, then:

Windows: you can force synchronization by restarting the agent on the user's machine.
To do this: Open Task Manager and close the Exclaimer Cloud Signature Update Agent, then restart it again.

What is the user's experience in Outlook?

When a user composes an email in Microsoft Outlook, the appropriate signature, as synchronized from Exclaimer, is displayed in the email message. 

- If using both Client-Side and Server-Side: When a user sends a message, it is routed to the Exclaimer servers for processing before being passed to Microsoft 365 for delivery.

- If using only Client-Side: When a user sends a message, the email is not routed to the Exclaimer servers.  

CAUTION! In Microsoft Office, you can set Outlook client restrictions to determine what changes users can make to signatures locally. For more information, see Outlook Signatures Options.
How does Exclaimer Server-Side configuration handle messages where a synchronized signature has already been applied in Outlook?

A 'text match' check is carried out to prevent duplicate signatures from 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 Exclaimer Cloud Signature Update Agent.

If a Client-Side signature has been applied, the signature processing stops, and the message is routed back to Microsoft 365 for delivery.  

NOTE: As a result of the 'text match' process, it is not possible to apply both a Client-Side signature and a Server-Side signature to the same message.
Can users edit their signature in Microsoft Outlook?

You can choose to 'lock' access to signature options in Microsoft Outlook and/or archive (remove) all existing Microsoft Outlook signatures for each user via security settings in Exclaimer.

For more information, see how you can set Outlook Signatures Options. 

What systems are supported by Exclaimer Signature Update Agent?

Exclaimer Cloud Signature Update Agent supports Windows 7 through to Windows 11.

Currently, the agent 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 Exclaimer Cloud Signature Update Agent.

How to deploy the Exclaimer Signature Update Agent

You can deploy the Exclaimer Cloud Signature Update Agent onto the client computers in multiple ways. For more information, see: