Deploying Email Signatures in Microsoft 365

Consistent email signatures reinforce brand identity. There are two main approaches in Microsoft 365: client-side signatures (set by each user in Outlook) and server-side signatures (applied by Exchange mail flow rules to all outgoing messages). For server-side signatures, go to the Exchange admin center > Mail flow > Rules > New rule. Set the condition to "This rule applies to all messages" or scope it to a specific domain. Add the action "Apply a disclaimer" and enter your HTML signature template. Use variables like %%DisplayName%% and %%Department%% to personalize per sender. For a better experience, consider third-party tools like Exclaimer or CodeTwo, which offer easy template management and direct integration with Azure AD user properties. These tools ensure signatures appear correctly in both sent and received copies, including replies.