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How to create and deploy a company template for Exchange/Office 365?

Figure out the right way to create a company template that would automatically pull data from Active Directory and automatically update

Larry avatar
Written by Larry
Updated over a week ago

Creating a template for Exchange integration differs from creating a regular signature. Here, we need to ensure the personal information of the signature users is pulled out from the Active Directory and inserted where required.

First, prepare a signature design and enter all the company-related information that has to be similar for all the employees.

To get started, please click Create a template button, and you will be able to choose one of the pre-filled templates or a blank template:

First, prepare a signature design and enter all the company-related information that has to be similar for all the employees (company name, logo, colors, banner, etc.). Like in the example below:

Now, it's time to work with the employees' personal information. The Editor does not fill in the personal information. Instead, it is automatically taken from Active Directory.

To make it work, you need to have Active Directory filled with valid user data synced with Exchange users' attributes. The user data has specific attributes we can refer to for automatic data import and dynamically manage the signature data.

These attributes can be found in Exchange user properties:

Or by using the PowerShell command:

get-user user_name | fl *

It is essential to know that we need Exchange user attributes, not Active Directory attributes. This is because the data in either of those is similar, but attributes can have different names, which can cause errors.

Here is the list of the most widely used User Attributes:
​WindowsEmailAddress, FirstName, LastName, DisplayName, Company, Department, City, CountryOrRegion, Fax, HomePhone, Initials, Manager, MobilePhone, Notes, Office, Phone, PostalCode, StateOrProvince, StreetAddress, Title, WebPage

Once you have a list of attributes that can be used, please select the relevant attribute for every field from the drop-down menu. By placing "DisplayName" in the Name field of the Editor, you will ensure that the user name is placed right where the attribute is specified in the signature template.

After you finish filling in the template, it will appear like this:

Once you save this template, you can go to the Segments section and select what template should be applied to what segment/type of email.

Now, any user in the segment will have this signature attached to their emails after they send it. The signature will be filled with the appropriate data according to your attributes.

If you prefer to deploy different templates for external, internal, replies, and forwards, you can change that in the segment settings:

Each segment can have up to four different templates that can be used in four scenarios:
1. Outbound New Emails (all new emails going outside of your company domain)

2. Outbound Replies and Forwards (all replies and forwards going outside of your company domain)
3. Inbound New Emails (all new internal emails that are sent within your company domain)

4. Inbound Replies and Forwards (all replies and forwards that are sent within your company domain)
This will help you have a more complex signature for outbound emails and a more basic one for internal communication, replies, and forwards.

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