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The open source gold standard to centrally manage and deploy email signatures and out-of-office replies for Outlook and Exchange
Markus Gruber
Private Individual(s)

The open source gold standard to centrally manage and deploy email signatures and out-of-office replies for Outlook and Exchange

With Set-OutlookSignatures, signatures and out-of-office replies can be:

  • Generated from templates in DOCX or HTML file format
  • Customized with a broad range of variables, including photos, from Active Directory and other sources
    • Variables are available for the currently logged-on user, this user's manager, each mailbox and each mailbox's manager
    • Images in signatures can be bound to the existence of certain variables (useful for optional social network icons, for example)
  • Designed for barrier-free accessibility with custom link and image descriptions for screen readers and comparable tools
  • Applied to all mailboxes (including shared mailboxes), specific mailbox groups, specific email addresses or specific user or mailbox properties, for every mailbox across all Outlook profiles (Outlook, New Outlook, Outlook Web), including automapped and additional mailboxes
  • Created with different names from the same template, one template can be used for multiple shared mailboxes
  • Assigned time ranges within which they are valid
  • Set as default signature for new emails, or for replies and forwards (signatures only)
  • Set as default OOF message for internal or external recipients (OOF messages only)
  • Set in Outlook Web for the currently logged-in user, including mirroring signatures the the cloud as roaming signatures
  • Centrally managed only, or exist along user-created signatures (signatures only)
  • Copied to an additional path for easy access to signatures on mobile devices or for use with email clients and apps besides Outlook Windows/Mac/Web: Apple Mail, Google Gmail, Samsung Mail, Mozilla Thunderbird, GNOME Evolution, KDE KMail, and others.
  • Write protected (Outlook for Windows signatures only)

Set-OutlookSignatures can be run by users on Windows, Linux and macOS clients, including shared devices and terminal servers - or on a central system with a service account.
On clients, it can run as part of the logon script, as scheduled task, or on user demand via a desktop icon, start menu entry, shortcut or any other way of starting a program - whatever your operating system and software deployment mechanism allows.
Signatures and OOF messages can also be created and pushed into mailboxes centrally, without end user or client involvement.

Sample templates for signatures and OOF messages demonstrate many features and are provided as .docx and .htm files.

Simulation mode allows content creators and admins to simulate the behavior of the software for a specific user at a specific point in time, and to inspect the resulting signature files before going live.

SimulateAndDeploy allows to deploy signatures to Outlook Web/New Outlook without any client deployment or end user interaction, making it ideal for users that only log on to web services but never to a client (users with a Microsoft 365 F-license, for example).

The software is designed to work in big and complex environments (Exchange resource forest scenarios, across AD trusts, multi-level AD subdomains, many objects). It works on premises, in hybrid and in cloud-only environments.
All national clouds are supported: Public (AzurePublic), US Government L4 (AzureUSGovernment), US Government L5 (AzureUSGovernment DoD), China (AzureChinaCloud operated by 21Vianet).

It is multi-client capable by using different template paths, configuration files and script parameters.

Set-OutlookSignatures requires no installation on servers or clients. You only need a standard SMB file share on a central system, and optionally Office on your clients.
There is also no telemetry or "calling home", emails are not routed through a 3rd party data center or cloud service, and there is no need to change DNS records (MX, SPF) or mail flow.

A documented implementation approach, based on real life experiences implementing the software in multi-client environments with a five-digit number of mailboxes, contains proven procedures and recommendations for product managers, architects, operations managers, account managers and email and client administrators.
The implementation approach is suited for service providers as well as for clients, and covers several general overview topics, administration, support, training across the whole lifecycle from counselling to tests, pilot operation and rollout up to daily business.

The software core is Free and Open-Source Software (FOSS). It is published under a license which is approved, among others, by the Free Software Foundation (FSF) and the Open Source Initiative (OSI), and is compatible with the General Public License (GPL) and other popular licenses. Please see .\LICENSE.txt for copyright and license details.

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