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Exclaimer - Email Signature Management

Table of Contents

  1. Recommended setup
  2. Server side
  3. Client side
    1. Add-in for Outlook
    2. Exclaimer Signature Manager Outlook Edition
    3. Custom fonts in signatures
    4. Extension attributes in signatures
  4. Downloads
  5. Troubleshooting
    1. Sending to distribution groups does not work

Recommended setup

  • Cloud and server side signatures enabled.
  • Signatures controlled via AD synced signature groups.
  • Add-in for outlook deployed via dynamic group in Entra ID or synced signature groups.
  • Set sync details to "All users"
  • Enable "Sent items update".

Server side

NOTE: Remember to update the customers SPF record to include Exclaimer, if you are using server side. See this guide for how to do it. Otherwise email flow will very likely break/be disrupted.

The most used SPF record is this one:

include:spf.EU.exclaimer.net

Client side

Add-in for Outlook

Deployment guide from exclaimer

TL;DR: "I dont wanna read the guide, just tell me what to do"

  1. Open the admin centre as the customer.
  2. Go to Settings -> Integrated apps and find "Exclaimer Cloud for Outlook"
  3. Deploy to desired signature groups. See the note below.
  4. Press next and accept the permissions until the wizard is done.
  5. Wait up to 8 hours for the add-in to be deployed to the users.

NOTE: Deployment/Integrated apps in M365, cannot use nested groups. So, a separate dynamic group needs to be created in Entra ID, which looks at the members of the signature groups, and this is used to deploy the add-in

Exclaimer Signature Manager Outlook Edition

Documentation

NOTE: This install type does not support server side and client side signatures at the same time. You have to choose one or the other. Deploy the add-in instead if you want both.

This is because the check/test to see if the signature has already been applied, does not work correctly when it gets to the server side, and you end up with double signatures.

Custom fonts in signatures

You do this by either uploading a font file to Exclaimer, or by using a font stack/Font fallback. See this guide for more info.
Example: Adding the Aptos font to the signature, uses a font stack that could look like this:

Aptos, Calibri, Candara, Segoe, Segoe UI, Optima, Arial, sans-serif

This font stack is added to the Font Family field in the signature editor, and causes it to try the first font in the list, and if it is not available, it tries the next one, and so on.

Extension attributes in signatures

You can use the 15 custom extension attributes by adding data to the attributes "extensionAttribute1" to "extensionAttribute15" in the users AD. AD sync will then sync this data to M365, and after up to 24 hours, the data will be available in Exclaimer.
Note: The option to sync these attributes is not enabled by default, and needs to be enabled in the sync settings in the Exclaimer portal.

Downloads

Downloads for discontinued products

Troubleshooting

Sending to distribution groups does not work

This error only happens for AD synced distribution groups and not cloud only groups.

Reported error: 501 5.1.8 Your message couldn't be delivered because the email
has no mail from address. See <https://go.exclaimer.com/334> for more
information

Usually this error comes when the attribute "reportToOriginator" is set to "False" on the distribution group. This attribute only exists in the Local AD if the schema is extended with Exchange attributes.
Follow the guide here, under "Scenario 1: The email is sent to a group" Step 10, for how to add the attribute to the local AD.