Outlook Client for Exclaimer Cloud - Signatures for Office 365

The following sections are included in this article:

Overview

Outlook Client for Exclaimer Cloud - Signatures for Office 365 is another method of deploying signatures from Exclaimer Cloud. 

In 'cloud mode', Exclaimer Cloud - Signatures for Office 365 applies signatures AFTER emails have been sent (users only see which signature was applied if the sent items update feature is switched on, and they check their Sent Items folder in Office 365).

With the addition of Outlook Client, you can deploy signatures to users' computers, allowing them to see their signature when composing messages in Microsoft Outlook. When Outlook Client is configured and a signature is defined, the signature rules option is used to determine whether it should be applied by Exclaimer Cloud and/or synchronized with Outlook clients:

  • Exclaimer Cloud. Users compose and send messages from any client/browser/device, without signatures. The message is then routed to our Cloud service, where the first applicable signature is applied.

    -and/or-

  • Outlook clients. Users synchronize signatures from Exclaimer Cloud to Microsoft Outlook, so their signature is displayed when they compose messages from their Outlook client. The message is then routed to Exclaimer Cloud, where text matching ensures that a duplicate signature is not applied

You might choose to only apply a signature via Exclaimer Cloud; only for Outlook clients signatures, or both. Any approach is fine, but it is important to understand processing implications.

How are signatures synchronized with Outlook?

The synchronize process is achieved using the Signature Update Agent, which must be deployed to users' computers. The agent runs in the background and synchronizes signatures at regular intervals.

The synchronize process checks Exclaimer Cloud - Signatures for Office 365, looking for signatures which have been defined for use in Outlook. When an Outlook signature is found, its settings (users/groupssignature rulesdate and time) are checked - the FIRST applicable Outlook signature found is synchronized as the default Outlook signature for the the user.

Note: The Signature Update Agent checks signatures in the sequence that they are displayed on the Home page. For further information and best practice advice on sequencing Outlook/Exclaimer Cloud signatures, see How can I prevent duplicate Cloud/Outlook signatures?

How often are signatures synchronized to Microsoft Outlook?

The Signature Update Agent synchronizes signatures once every hour. This frequency is not user-configurable.  

What is the user's experience in Outlook?

When a user composes an email in Microsoft Outlook, the appropriate signature (as synchronized from Exclaimer Cloud - Signatures for Office 365) is displayed in the message. When the user sends the message, it is routed to Exclaimer Cloud for processing, before being passed to Office 365 for delivery.

Note: When email signatures are synchronized from Exclaimer Cloud - Signatures for Office 365, users will find that Outlook's signature options are grayed out, and cannot be changed. This is intentional behavior - for further information please see our Microsoft Outlook signature options are read-only after deploying the Signature Update Agent article.

How does Exclaimer Cloud handle messages where a synchronized signature has already been applied in Outlook?

When Exclaimer Cloud - Signatures for Office 365 is used, ALL email messages are routed to/processed by Exclaimer Cloud, before being sent back to Office 365 for delivery.

Accordingly, when a user composes and sends a message in Microsoft Outlook with a synchronized signature, that message is routed to Exclaimer Cloud as usual. However, when Outlook Client is configured, an extra 'text match' check is completed to ensure that duplicate signatures are not applied. 

Exclaimer Cloud - Signatures for Office 365 looks for a text match between the message content, and the text content of signatures that are set to synchronize with Outlook(via signature rules). When a text match is found, signature processing stops and the email message is routed to Office 365, for delivery (no signature is applied here because signature content has been detected in the message).

For further information, please see Best practice to prevent duplicate Cloud/Outlook signatures?

Will this work with OWA?

Currently, Outlook Client for Exclaimer Cloud - Signatures for Office 365 only works with Microsoft Outlook.

Sounds good - how can I get started?

If you are not already using Exclaimer Cloud - Signatures for Office 365:

  1. Register for an Exclaimer Cloud account and then create an Exclaimer Cloud Signatures for Office 365 subscription
  2. Run the setup wizard for Exclaimer Cloud - Signatures for Office 365
  3. Deploy the Signature Update Agent to the computers of any users who wish to use this feature
  4. Define signatures for use in Outlook

If you are already using Exclaimer Cloud - Signatures for Office 365:

  1. Configure Outlook Client features
  2. Deploy the Signature Update Agent to the computers of any users who wish to use this feature
  3. Define signatures for use in Outlook

Haven't found a solution to your problem?

Please click the button below, login to the Exclaimer Cloud portal and raise a support ticket. A member of the Exclaimer Support team will then be in touch.

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