Option 1 — client-side signatures
The signature is written into each person's Outlook profile. Users see it while composing and can reply inline with it. The downside is that it has to reach every device a person uses, including phones.
Option 2 — server-side transport rules
Exchange Online applies the signature as the message leaves the organisation. Nothing to install, every device covered, and the rule is centrally controlled. The trade-off is that senders do not see the signature in their compose window, and replies can stack signatures unless the rule handles threads.
Option 3 — both
Most larger organisations run client-side signatures for daily desktop use and a server-side rule as a safety net for mobile and third-party senders. Keep both generated from the same template so they never drift apart.
What to prepare first
- Clean directory data — titles, phone numbers and office names come from there
- A logo hosted at a stable HTTPS URL, or embedded, if your recipients block remote images
- A pilot group of five people across different departments
- A rollback plan: one rule to disable, one template to revert
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