How to prevent multiple signatures being appended to email when using Exclaimer Signature Manager Exchange Edition and Signature Manager Outlook Edition in the same environment

Scenario:

You require a signature to be visible on emails sent from Microsoft Outlook before sending and so you deploy Signature Manager Outlook Edition. You also have a requirement that any email sent from a mobile device also has a signature appended and so you deploy Signature Manager Exchange Edition.

However when an email is sent from Microsoft Outlook, you find that multiple signatures have been appended from both Signature Manager Outlook Edition and Signature Manager Exchange Edition.

Resolution:

To prevent a second signature being appended by Signature Manager Exchange Edition, use a word or phrase as an exception in the Signature Manager Exchange Edition signature policy. To achieve this:

1. Click the Exceptions tab of the signature policy
2. Enable the exception The Body contains specific words or phrases
3. Click the words or phrases blue link on the lower half of the page
4. Specify a word or phrase and click the Add button.
5. Click Ok and save the changes.

The word or phrase you specify should be present in the Signature Manager Outlook Edition signature template that is deployed to Microsoft Outlook. Eg: A company registered number. This will ensure that the exception word is always present in the email sent from Microsoft Outlook.

The result will be that any email sent from Microsoft Outlook with the Signature Manager Outlook Edition signature already appended will be excluded from having a second signature appended by Signature Manager Exchange Edition. Email sent without the Signature Manager Outlook Edition signature appended will have a signature appended by Signature Manager Exchange Edition.

Note: The word or phrase used as the exception must be unique so that the exception is not identified incorrectly as an exception. If a company registered is not preferred then another unique word or phrase could be specified instead. This could be formatted so that it is the smallest font size and coloured white so that it appears invisible against the white background of the email client.


Advanced:

If an email conversation has originated from Microsoft Outlook, you may find that when you later reply from a mobile device that a signature is not appended to the reply email. This is because Signature Manager Exchange Edition has identified the exception word in the earlier email conversation.

To prevent this, modify the exception specified on the signature policy in Signature Manager Exchange Edition to evaluate only the most recent reply, rather than the entire email conversation. To achieve this:

1. Click the Exceptions tab of the signature policy
2. Enable the exception The Body contains specific words or phrases
3. Click the words or phrases blue link on the lower half of the page
4. Change the drop down field for Evaluate the contents of this field to {Original Message Above Reply Separator}

This will ensure only the most recent reply is evaluated for the exception word and so a signature will be appended when the reply email is later sent from a mobile device.