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foreign Microsoft 365 lets you add email signatures and legal disclaimers to email sent by people in your company organization-wide signatures and disclaimers are managed using mail flow rules and exchange online to create a mail flow rule that adds a signature open the Microsoft 365 admin Center and navigate to The Exchange admin Center next go to mail flow rules click add a rule and apply disclaimers start by defining your transport rules conditions and exceptions name your rule and choose when you want to apply it using the center condition you can set up various conditions here for example apply the rule only to internal or external emails to add the signature to all messages sent by users in your company choose the sender is located inside the organization in the action field below make sure the apply a disclaimer to the message and a panda disclaimer actions are selected click enter text to open the pane in which you can paste your HTML signature code if you haven't created the signature yet you can easily design a signature and get its HTML code using a free email signature generator available on this page it's also linked in the description now just select Microsoft 365 as your email platform pick any signature template and customize it in any way you want using the available data graphics and style Fields click this button if you want to change the user data you provided into placeholders that will be automatically updated with information from Azure active directory in this way each email sender will get personalized email signature with their own contact details click apply your signature generate and then copy to get the signatures HTML code back in the exchange admin Center paste the HTML code and click save click here to choose what happens when the signature cannot be added for example because the message is encrypted wrap means that the original message is added as an attachment to a new message envelope and the signature is added to this envelope ignore sends encrypted emails without applying the signature reject blocks the email delivery completely let's choose the default option which is wrap with the current setup the signature will be added to the bottom of each email conversation so if you send many emails in the same thread your signatures will stack at the bottom to prevent that you can add a new exception but first copy a unique part of your signature for example a part of your disclaimer text choose the subject or body includes any of these words and paste the copied fragment of your disclaimer here in the next step you can set up advanced settings in most cases default values should do it in the last step of the wizard take a final look at the rule settings and click finish once the mail flow rule is created it is disabled by default select the new rule from the list and use the toggle to enable it from now on personalized signatures are automatically added to emails that meet the conditions you specified let's see how this works so let's say I'm sending a message to another user the signature is not visible when I'm typing and it's not in my send items either but don't worry it's added by exchange online right before it gets to my recipient and when this person opens my email the message includes the signature with all my details now let's see what happens when I reply inside an email conversation normally my signatures would pile at the bottom of the thread but thanks to the exception I configured earlier that doesn't happen to my signature there's always only one signature but this also means that there are no signatures below each reply and forward unfortunately exchange malfo rules do not support that one more thing if an external recipient opens my message the images are blocked by default so they need to use a dedicated option to see them so this is how Native email signatures work in Microsoft 365. they're usable but not perfect if you want to have signatures added directly below each message in a conversation display images automatically simplify signature and auto reply Management in your organization and more try code 2 email signatures for office 365. this is the world leading emo signature service used by almost 50 000 companies in over 150 countries yes this was an ad and you watched it I'm sorry [Music]