Add Company Email Signatures and Disclaimers in Microsoft 365

To create or add company-wide email signatures and disclaimers in Microsoft 365 (formerly Office 365), you can use Exchange Online's mail flow rules or the built-in signature management features available in the Microsoft 365 admin center. Here's how you can do it:

Using Mail Flow Rules to Add Email Signatures & Disclaimers in O365:

  • Log in to the Microsoft 365 admin center (
  • Go to the Exchange admin center by clicking on "Admin centers" and then selecting "Exchange".
  • In the Exchange admin center, navigate to "mail flow" > "rules".
  • Click on the "+" icon to create a new rule.
  • Give your rule a name (e.g., "Company Email Signature").
  • Under "Apply this rule if...", you can specify conditions for when the signature should be applied, such as if the sender is a member of a certain group or if the message contains specific keywords.
  • Under "Do the following...", select "Apply a disclaimer...".
  • In the disclaimer text box, enter your company-wide email signature and disclaimer. You can use placeholders like %%DisplayName%%, %%Title%%, and %%PhoneNumber%% to automatically insert user-specific information.
  • Review the settings and click "Save" to create the rule.

Using Aryson Office 365 Admin Manager

Office 365 Admin Manager provides a feature to add signature and disclaimer to Office 365 user accounts. Below are the general steps to add a signature and disclaimer using Aryson Office 365 Admin Manager:

  • Launch Aryson Office 365 Admin Manager.
  • Login to Office 365.
  • Navigate to Signature & Disclaimer Management.
  • Create a Signature Template.
  • Customize the signature content according to your organization's branding guidelines and legal requirements. You can include text, images, logos, and other elements as needed.
  • Similarly, add the disclaimer text that you want to include in the email signatures. This may include legal disclaimers, confidentiality notices, or other regulatory information required by your organization.
  • Apply Signature & Disclaimer Settings: Once you have created and customized the signature template and disclaimer text, apply the settings to all Office 365 user accounts or specific groups of users as needed.
  • Review the signature and disclaimer settings to ensure they meet your requirements and comply with organizational policies. Test the signatures and disclaimers in real-world email scenarios to verify their appearance and functionality.
  • After finalizing the settings, save the changes within the Aryosn Office 365 Admin Manager application to apply the signature and disclaimer settings to Office 365 user accounts.
  • Regularly monitor and manage the signature and disclaimer settings to ensure they remain up-to-date and compliant with organizational policies and regulatory requirements.

Using Microsoft 365 Admin Center to Create Company Email Signature and Disclaimers

  • Log in to the Microsoft 365 admin center (
  • Go to "Show all" > "Settings" > "Org settings".
  • Select "Email signature" from the list of options.
  • Toggle the setting to enable email signatures for your organization.
  • Enter your company-wide email signature and disclaimer in the text box provided. You can use placeholders to insert user-specific information.
  • Customize the font, size, color, and formatting of your signature as needed.
  • Review the settings and click "Save" to apply the changes.

With either method, the email signature and disclaimer you create will be automatically added to outgoing emails for all users in your organization. Make sure to test the signature to ensure it appears correctly in various email clients and devices. Additionally, consider any legal or regulatory requirements when drafting your company-wide email disclaimer.

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