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1. 4 Element Layout Align Left Backgroun Border CellPaddin 0 CellSpacin 0 4 Element Style Title Summary information for the active property This attribute sets the background color for the doc USER MANUAL Signature Manager Outlook Edition Page 313 The title at the top of the properties panel shows the type of properties displayed i e the nature of the selected item of content In the above example a table was selected in the HTML editor so the title of the property pane is displayed as lt table gt Many properties are associated with drop down lists so you can select a pre defined value whilst others require direct input At the bottom of the properties pane a small information area displays summary text for the currently selected property Remember almost all items of content entered into the template editor will have properties associated with them If you aren t sure how to change something select it and check available properties USER MANUAL Signature Manager Outlook Edition Page 314 Understanding How Properties Are Inherited As noted above almost all items of content i e text images and fields added to templates will have properties that can be used to define formatting and or behavior However when you are working with content for templates it is likely that you will encounter fields which are comprised of other fields For example e The contact block pg 223
2. F General G Signature Creation Settings s Use links below to learn more about these options e General pg 349 e Signature creation pg 350 e Settings pg 354 USER MANUAL Signature Manager Outlook Edition Page 348 General The general tab contains general settings for the signature deployment policies Documentation Department Cancel E New Delete 3 General C I Settings Help i Options on this tab are summarized below Option Summary Name Each policy must have a unique name The name entered here is displayed in the Exclaimer console tree and on any other policy lists Description This field can be used to add any useful information for the policy for example usage notes version history background or explanatory information The first line of description text is displayed in any policy lists pg 118 but not the console tree Enabled Select this option to activate the policy If a policy is not enabled it will not run therefore any associated users pg 350 will not receive signature updates Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 79 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 349 Signature Creation The signature creation tab
3. exclaimer signature manager outlook edition Exclaimer Signature Manager Outlook Edition User Manual Table of Contents GETTING STARTED cccscccevecassssceocnsdavindsivesGeevscavecavveasbedenduvweseduosseaad EE OA EEEE EE 10 Exclaimer Signature Manager Outlook Edition Overview ssesessecessecesseceoseceoseceoseceoseceoseceoseceeseseeseo 11 HOW does EWORK oaen E E A E EEA E A E 11 BUCETA NOLA eere E E E E 12 Ana Tere S MOTO e ipene A E E E sateudesessteeoteesaedecets 12 Closing Exclaimer Signature Manager Outlook Edition cccccssccsccscccsccsccecccscceccescesccecceccesccsccesees 13 INSTALEA TION amp DEPLOYMEN Feccsrrisresiirssisisryren ciaren ir ea a 14 nstallati OV SN epa A E 15 Theine talan Pr OCOS S ars EA 16 CONTI PURINE OWA cisimin A 18 The instalation Wiza issi E EE E EE EE 19 Th Setup Wizard isisisi a a a iaaa 22 SENE UP PKS VG oi a a 27 How Do I Obtain A Copy Of EXSynC essessssessesesereserresrereserrerrerererreseereserreserrsserreseereseereseereseereseereseee 27 Setting the Update Mode for ExSyn c ccssccccssseccceeseccceseccceesececeuecceeeeceeseececsueceeeeeecesseecessuaceesenecs 28 Ensuring that ExSync Runs Automatically sesssseseeesesssseererrrrssreresrereserreserrsseereserreseereseereseereseereseee 29 Deploying Via a Logor SCHIDU sicacicse scncienetancacasdencauiacanataitdeastuiedisndasbecontnedsacaibaadextuwindiatatadendnubetaatheds 29 Deploying via Group Policy Object GPO
4. 10 Click OK to return to the new Outlook policy wizard 11 Click next and then finish to complete the wizard The new policy is added to the Outlook campaign policies branch of the console tree 12 Once you have saved changes the policy is ready for use It is a good idea to test the policy in the policy tester pg 180 to ensure that it works as expected 13 Repeat this process for each day of the week For more detailed information about adding policies see the adding a new policy pg 136 section of this guide USER MANUAL Signature Manager Outlook Edition Page 154 How Do I Create a Web Banner Advert With a Disclaimer In this scenario we have a number of web banner adverts that need to be inserted into your organization s email messages on specific dates In each case the banner advert should link to a different web page depending on the offer The advert must also include a disclaimer The process to achieve this is summarized in three stages below e Stage 1 Add required banner image to a campaign template pg 156 e Stage 2 Define a campaign policy pg 157 e Stage 3 Define a disclaimer policy pg 158 USER MANUAL Signature Manager Outlook Edition Page 155 Stage 1 Add Required Banner Image to a Campaign Template Create pg 198 or edit pg 202 a campaign template and insert a custom image field pg 231 Once inserted select the image and set properties as below HTML RichText P
5. Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 23 pg 290 for details about changing these properties 21 Click OK to save changes and exit back to the conditional field window lf Country region 2 letters is to FR then this field s value is Custom Image n10 rue dela aux Belles Pa ae USER MANUAL Signature Manager Outlook Edition Page 289 Settings for the conditional field are now complete with two conditions one for French users and one for German users and then required content for everyone else 22 Click OK to exit back to the template editor where the conditional field is now shown liselecttont Fontsize i ilimage Line B Z U amp x w E z338 Table Hyperlink A Fields green Italic Conditional Field Underline LEE EE Small Caps Font color Font backe Behaviour Interpret rr False Conditions Conditions Collection 23 Select this field and use appearance settings in the properties pane on the right hand side of the template editor to apply required formatting Any properties specified here will be applied to the associated conditional content when it is used pr green a RYU pela Small Caps Font color Sl 4F6128 Font backc Behaviour Interpret m False Conditions Conditions Collection USER MANUAL Signature Manager Outlook Edition
6. New gt Signature Manager See the adding a new Outlook policy pg 136 page Outlook Edition policy Register for 30 day trial Before using this software you must register your installation of the Exclaimer Console and its associated products Click this option to open the register for 30 day trial wizard and follow on screen instructions to register your trial Extend trial This option is only displayed if you have registered for a 30 day trial To extend a trial you need to email the Exclaimer sales team ncc Access the Exclaimer website products page to purchase a license Activate full license Having purchased a license you will receive an email which includes a product activation key Use the activate full license option to activate your license USER MANUAL Signature Manager Outlook Edition Page 74 Remote Deployment If you have multiple Exclaimer installations on your network for example you might have servers in different offices around the country you can manage configuration in a single location and deploy this to all other servers To do this use the remote deployment tab to specify a shared location a Exclaimer Console F Settings y Licensing x Remote Deployment Help Then whenever you save any changes to the configuration you are asked to confirm if you would like to deploy them to other servers If you opt to deploy changes a file is written to the remote deployment folde
7. Page 337 How Do Insert a Single Banner Ad fora Campaign To insert a simple banner image in a template for example for a campaign position the cursor at the very start of the template editor and use the image button to insert the required image Use the image option to insert an image at the current cursor position HTML RichText Plain Text Arial xx small X 3 7 U mGA As Font Background BgColor ColSpan Height Width NoWrap RowSpan 1 Element Style Title Class Id Style 4 Misc gt Table lt TABLE gt gt Row lt TR gt Element Layout The image window is displayed USER MANUAL Signature Manager Outlook Edition Page 338 From here you can e Use the location field to specify a physical location for the image Click the browse button to select a folder location or use the arrow associated with the location to choose an Active Directory field for example you might wish to use an AD thumbnail photo e Inthe hyperlink field to enter a remote address for the image Alternatively if the required address is stored in an Active Directory field you can use the arrow associated with the hyperlink to select the appropriate field UNC Images It is recommended that Universal Naming Convention UNC referenced images are not used Where possible we advise using URL referenced images on a computer that can be viewed publicly or that images are copied loc
8. should be displayed h field and each label in aaa cells Ta with bel arid fi tin th One oe after another with an TE uo Each field on a new line Allow fields to control the layout Select the social media strip element b Alignment op Ne Original Message Below Reply vi Arrangement The method used to organize the list of field gt 0CI USER MANUAL Signature Manager Outlook Edition Page 258 Composite Field A composite field is used as a container for multiple fields that need to be used together For example you might define a composite field which contains department company and the user s web page A composite field might contain just fields but it can also contain text To define a composite field follow the steps below 1 Use the fields pane to insert a composite field When this field is added to a template the content window is displayed 2 Use the fields panel to insert required fields i e fields that will make up the composite field Adding fields here works in exactly the same way as adding any sort of field you can select any field that has been added and update properties in the right hand pane Fallback va Suppress n USER MANUAL Signature Manager Outlook Edition Page 259 3 Having entered all required fields click OK to exit from the content window and return to the template Remember that you can switch to preview mode from the template
9. 158 How Do Add A Campaign Image That Alternates Daily There may be times where you wish to include a banner ad in signatures i e a banner image which when clicked by the recipient links to a web page but where the banner image used should change on a daily basis For example you might be running a daily offer where a new product is added to your catalog each day and needs promoting or perhaps you have overstocked some products which need to be pushed In this instance you need to control which offers are displayed on particular days so that staff are prepared and you need to ensure that the banners appear on all your organization s email correspondence Given that we wish to link all images to the same web page the easiest method is to use the rotating banner ad pg 240 in a campaign template With this process you place required images in a given folder and then set properties for the rotating banner ad pg 240 field so that it checks this folder and rotates any images found at your required frequency This process is summarized in three stages below Stage 1 Image preparation pg 160 Stage 2 Add a rotating banner ad field to the required template pg 161 e Stage 3 Define a campaign policy pg 162 If you are running a campaign where a different image is required on a daily basis but each image must link to a different web page for example you might show product images and wish to link to specific details
10. A number of standard templates are provided but you can update your selection at any time after the installation If you are not sure what to select at this point simply accept the default and continue sij Exclaimer Signature Manager Outlook Edition Setup Wizard P Welcome Select a template E3 Deployment Share Choose a template for creating your signature P New Policy Setup Pl Conditions E Select a template Sample001 aie sare Karen Green Marketina Manager d Finished Sample003 a i U Signatures Sample004 x 44 0 1252 387 456 Sample005 i waw greenorg net Sample006 Sample007 Sample008 44 0 1252 987 456 eSpiral Tapestry xChangeUK a D Campaigns RSS Feed Static Banner Ad T Disclaimers L an Tamna Aat FOO IL Help lt Back Next gt Cancel Click to preview the selected template to see how it would be shown in a signature sij Exclaimer Signature Manager Outlook Edition Setup Wizard P Welcome Template preview Thisi le of h i il look EI Deployment Share is is an example of how your signature will loo E New Policy Setup f your signature template uses fields from the Active Directory you can enable the Display Data from User option below and select a F Conditions user from your environment This will replace the fields with the actual data from that user s relevant Active Directory attributes You can modify the te
11. Page 290 In preview mode for a French user this example is displayed as follows notice that the text has the same font settings as those defined for the conditional field element above green organisation 10 rue de la Grange aux Belles Paris France Tel 33 1 12 34 56 78 24 Save the template in the normal way The template can now be associated with an Outlook policy pg 104 where the only condition pg 124 required is all messages although you can apply further conditions at policy level if necessary Using nested conditional fields i e adding one conditional field within another conditional field can be a particularly powerful approach for advanced users who need to create complex signatures to cater for a wide range of scenarios within an organization For further information please refer to the conditional field example 3 advanced pg 292 section USER MANUAL Signature Manager Outlook Edition Page 291 Conditional Field Example 3 Advanced This example shows advanced use of the conditional field being used to apply different signature content for users In the case nested conditional fields i e one conditional field within another conditional field are used to achieve the example scenario below e fa user s country is equal to England then insert a conditional field where Ifthe user s town contains York then insert the York address If the user s state is equal to Surrey the
12. Page 35 Configuring Permissions to Update OWA Signatures and Settings By default Exclaimer Signature Manager Outlook Edition updates OWA signatures and settings from each client desktop computer using ExSync pg 27 However if you have users who access their email only by OWA and rarely log on to your domain you can choose to update signatures and settings from the server In this case specific permissions are required for the user account used to update the signatures amp settings pg 34 Required permissions will vary depending on the version of Microsoft Exchange your mailbox server is using e Microsoft Exchange 2003 Microsoft Windows Small Business Server 2003 pg 37 e Microsoft Exchange 2007 Microsoft Windows Small Business Server 2008 pg 40 e Microsoft Exchange 2010 Microsoft Exchange 2013 Microsoft Windows Small Business Server 2011 pg 41 e Microsoft Office 365 pg 42 USER MANUAL Signature Manager Outlook Edition Page 36 Microsoft Exchange 2003 Windows Small Business Server 2003 The user account used must have the Exchange Administrator role To achieve this please follow the steps below on a Microsoft Exchange server within your organization 1 Click Start gt All Programs gt Microsoft Exchange gt System Manager Adminisiraior J Manage Tour Server as Command Prompt pe er Windows Explorer aig Administrative Tools S Printers an
13. enone Nae Emal na mal Blog Web page Phone Telephone number Italic Underline Small Caps Font color B coo0000 Font backgrouni _ Label font Control the default font to be applied to all the labels USER MANUAL Signature Manager Outlook Edition Page 264 Choosing How a List of Fields is Arranged By default a list of fields is presented in tabular form with labels in the left hand column and fields on the right If required you can change the arrangement using layout gt arrangement settings in the properties pane HTML RichText Plain Text LY 9 Undo P poe al jx sma GS EO Esae loa Longa eel ails Mcoy BrU mwe ye v A EEIE m m Mode enez Clipboard M Paragraph J O a Properties i A Z 4 Lab organ sat g List Of Fields el font Font Arial Inherited from Lis Size 8pt Inherited from List Bold Italic Underline Small Caps Font color Hi c00000 Font backgroun 4 Fields Select the list of gt E mail L fields element p E mail F Choose how the fields are arranged EA Crone nine tera E mail Blog Web page Phorfe Telephone number z man UES STDS jina table with each field and each label in separate cells In a table with each label and field in the same cell te field after another vith an optional separator Each
14. lt SPAN gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt SPAN gt Firstname The editor has a familiar intuitive design as summarized in the following sections USER MANUAL Signature Manager Outlook Edition Page 209 The Content Area All content is added to the main content area of the template editor When you choose to add a new template the editor is opened and you can add text images and Active Directory fields pg 219 as required Switching Between Different Views Toolbar options are available for switching between design source and preview modes where e The design option shows the template design in WYSIWYG What You See Is What You Get mode SO you can edit content in situ e The source option displays HTML source code for the template e The preview option shows how the template will be displayed using a sample email message If required you can choose a specific user to see how the template would be displayed using details for that sender Switching Between Different Format Types Tabs at the top of the editor are used to switch between different formats for a template HTML RTF and Plain Text When a new template is added all three formats must be updated The Template Editor Toolbar If you are used to working with Microsoft Outlook the template editor toolbar will be very familiar When switching between format tabs toolbar opti
15. pg 79 made in this session Alternatively use the cance button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 202 Renaming a Template The rename option is available from the console tree and from the template library toolbar 7 eSpiral Ld Outlook Mail Format Policies OB Policy Tester oo T Template Library U Signatures z Sample001 Sample004 E Sample005 Sample006 Sample007 Sample008 Preview Help Edit Delete Orbit Clone Rename Properties Move Right click on the i New Window ontidentiality to rename Liability template that you wish feulluent Misstatement Select the required template and use the toolbar option Edit x Delete i Clone E Rename Ei Properties U Move B Export espiral Ae Having selected the rename option you are prompted to enter a template name Simply enter the required name and click OK the cancel button to abandon all changes When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 79 made in this session Alternatively use USER MANUAL Signature Manager Outlook Edition Page 203 Viewing Template Properties The template properties window shows general information about the template From here you can see the template name size and file location together with a list of policies using the template E G
16. policies will be disabled In this case Exclaimer Signature Manager Outlook Edition still runs but it will not find any policies to process USER MANUAL Signature Manager Outlook Edition Page 176 The Pause Option An alternative approach is to pause updates In this case you can choose to pause the ExSync agent so that policy settings updates are no longer pulled from the deployment share to users computers This is particularly useful for example if you are performing maintenance tasks on the server and wish to prevent errors being reported during this time The pause option is available from the settings tab on each signature deployment policy for example ES Exclaimer S HELPFILEMACHINE Signature Manager Outlook Edition H Outlook Disclaimer Policies H d Outlook Mail Format Policies El Policy Tester M Template Library S fi Signature Deployment Policies Update OWA using ExSync on client ia Not available for Mailboxes on Office 385 or Exchange 2013 Update OWA from Server Configure Many organizations will only have one signature deployment policy however if there are multiple signature deployment policies you can pause as many as required USER MANUAL Signature Manager Outlook Edition Page 177 What If Have a Design Company Designing Our Organization s Email Signatures You may have a design agency that deals with the look of your website and your emai
17. 44 0 1252 987 456 greenorg net on designing email signatures www exclaimer com Any views cr opinions presented in this email are solely those of Karen Green and do ng represent those of Green Organization Employees of Green Organization are expresshy to make defamatory statements and not to infringe or authorize any infringemeg This part of the signature other legal right by email communicstions Any such communication is contrary to co and outside the scope of the employment of the individus concerned Green Organiza accept any liability in respect of such communication and the employee responsible w Outlook disclaimer policy personally lisble for any damages or other liability arising was applied from an Exclaimer Signature Manager Outlook Edition contains a range of sample disclaimers in the template library pg 189 If required you can edit existing templates pg 202 or create new ones pg 198 using an intuitive template editor pg 208 There are no rules as to what information can or cannot be included in a disclaimer The behavior of a disclaimer policy is set using the policy options tab pg 111 USER MANUAL Signature Manager Outlook Edition Page 110 Outlook Disclaimer Policy Options When an Outlook disclaimer policy is added pg 136 or edited pg 144 all standard setup tabs are available general pg 120 template pg 121 options conditions pg 124 exceptions pg 129 date
18. 5 Outlook Disclaimer Policies 3 Signature Creation H Outlook Mail Format Policies Sa r e Policy Tester HELPFILEMACHINE t P Template Library s ae ee The signature creation E If Signature Deployment Policies This server will create signat METERTE EN E IAE gt B Documentation Department HP Add XX Delete new policy The new signature deployment policy is added to the console tree Create new signatures every 156 minutes Create the signatures in this network share By default the new signature deployment policy is created with The name set to server e The server used for signature creation set to the name of the local machine upon which you created the policy e A warning symbol this is because there are no organizational units and therefore users associated with it From here you can e Use options on the signature creation tab to select a different server add organizational units change the signature creation interval and define a network share to determine where new signatures should be saved For further information please refer to the signature creation pg 350 section of this guide e Select the general tab to change the name of the policy and if required disable it For further information please refer to the general pg 349 section of this guide e Select the settings tab to check update how often the Outlook update client ExSync should check for new signatures and how Ou
19. Click the button associated with the then this conditional field s value is field to open the expandable field editor window Here enter content to be inserted if the associated condition is met i e for messages sent by the IT department You can enter text and or fields as required Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 21 pg 279 for details about changing these properties USER MANUAL Signature Manager Outlook Edition Page 274 8 Click OK to save changes and exit back to the add condition window where your first condition is now displayed ff Department is equal to IT Then this conditional field s value is You can reach the IT department Mon Fri 8am Tpm nTelepk i gt 9 Click OK to exit back to the conditional field window ff none of the above apply then this field s value is 10 Click the add button to enter the second condition i e to add signature content and associated rules for the Sales department The add condition window is displayed E Then this conditional field s value is USER MANUAL Signature Manager Outlook Edition Page 275 11 Using the drop down lists associated with the if field navigate to select user gt organization gt department field 13 Click the button associated with the then this conditional field s value is field to open the
20. For example Visit our website Alt Text Specify text to be displayed if images cannot be displayed in messages for example if a recipient has chosen to block images in email messages Stage 3 Define a Campaign Policy 1 Select the Outlook campaign policies branch in the console tree 2 Click the new button from the toolbar to start the new Outlook policy wizard pg 137 3 On the general pg 120 window specify a meaningful name for the policy for example Weekly Rotating Campaign Your policy must have a valid name A valid policy name must be unique and not blank You should try to make your policy names as descriptive as possible because they are used to uniquely identify the policy in a number of areas You can also use the policy description to record comments and notes about a policy such as what it does and under what conditions it triggers We highly recommend that you use this field to keep a record of changes to a policy over time 4 Click next to progress with the wizard and choose a campaign template Select the campaign template that contains the rotating banner ad created in stage 2 pg 161 5 Click next to see a preview of how the selected template will appear in email messages 6 Click next to continue and set conditions pg 124 under which this policy will be applied In this case we want the campaign to be applied to all users therefore select the Outlook user is anyone option 7 Click next
21. Further information on signature deployment can be found in the Help file Z Launch Exclaimer Console 8 Click finish to exit and launch Exclaimer Signature Manager Outlook Edition From here you may wish to check set additional deployment options see setting up ExSync pg 27 deploying via a logon script pg 29 deploying via GPO pg 31 configuring OWA updates from server pg 33 and deploying multiple user s signatures to one user pg 43 Once setup is completed a signature deployment policy pg 343 is automatically created This policy determines how signatures are updated where they are shared the deployment folder specified in step 2 above and for which users By default this signature deployment policy applies to all users but you can add further policies pg 360 if you have more complex requirements USER MANUAL Signature Manager Outlook Edition Page 26 Setting up ExSync To deploy signatures from Exclaimer Signature Manager Outlook Edition to each user s computer an agent named ExSync needs to be running on each client machine ExSync is designed to update Outlook signatures regularly using minimal processing memory resources You can automate the process of running ExSync on client machines using a Group Policy Object GPO pg 31 or a logon script pg 29 Users will not be aware of the agent running during the normal operation of their machine For more information on creating or amending
22. Save and close the current template and return to the template library Mode options are used to switch between different view modes Choose from design view and work with the WYSIWYG editor preview preview the template applied to a test message Editor Editor options are used to perform key editorial tasks Choose from undo undo the last action in the editor redo redo the last action in the editor Clipboard Clipboard options are used to manipulate text Choose from copy copy currently selected text to the Windows clipboard cut remove currently selected text and copy it to the Windows clipboard paste paste previously copied text at the current cursor position Font options are used to apply formatting to text font name select the required font from the drop down list font size select the required font size from the drop down list Remaining options are summarized below listed from left to right bold italic underline strike through sub script super script highlight color font color Paragraph Paragraph options are used to apply paragraph formatting Options are summarized below listed from left to right numbered list bulleted list outdent indent align left center align right justify Insert options are used to insert Active Directory fields into the template USER MANUAL Signature Manager Outlook Edition Page 214 The Plain Text Editor Toolbar Plain text tem
23. a Accessories a Administrative Tools Ji Microsoft Exchange Server 2010 Eg Excha E Exchange Management Shell 4 Exchange Server Help nge Management Console Computer Network Control Panel Devices and Printers Administrative Tools Help and Support 2 A black PowerShell window is displayed Type the following command and press ENTER Get MailboxDatabase Add ADPermission User lt Username here gt AccessRights ExtendedRight ExtendedRights ms Exch Store Admin Replacing lt Username here gt with the user account you wish to use C Windows s ystem32 gt Get MailboxDatabase Add ADPermission User OWAUpdate AccessRights ExtendedRight ExtendedRigf hts ms Exch Store Admin E Identity Deny Inherited Mailbox Database Domain OWAU pdate False False C Windows s ystem32 gt USER MANUAL Signature Manager Outlook Edition Page 41 3 Type the following command and press ENTER SExchangeServer Get ExchangeServer where gt IsClientAccessServer eq vtrue where 9 IsValid eg Strue where gt IlsexchangeZ00 Orhater eq strue where AdminDisplayVersion Major ge 14 4 Type the following command and press ENTER SExchangeServer ForEHach Object New ManagementRoleAssignment Role ApplicationImpersonation User Get User Identity lt Username here gt select object identity Replacing lt Username here gt with the user account you wish to us
24. amp Vizard Generated Signature P T General A iia Creation Y E Settings Settings Hel Help O Outlook Campaign Policies amp Signature Creation P 3 Outlook Disclaimer Policies Server f 34 Outlook Mail Format Policies HELPFILEMACHINE e Policy Tester a oe pp Template Library This server will create signatures for the members of the following OUs E if Signature Deployment Policies Add 7X Delete 1 Select the appropriate signature deployment policy 3 The network share is where signatures are shared and also where the ExSync cfg file can be found Cais Goa EAEE I E HELPFILEMACHINE signatures The number of signature deployment policies found will vary from one organization to another Many organizations will only ever need the one signature deployment policy that is automatically created when Exclaimer Signature Manager Outlook Edition is installed USER MANUAL Signature Manager Outlook Edition Page 46 2 Open the ExSync cfg file in Notepad or a similar text editing program The content of this file should be similar to the example shown below J Bsync ctg Notepad Sites File Edit Format View Help Global ErrorBubble 0 Pause 0 Ser verOwAUpdate 0 Cont inuousUpdate 1 Signatur eSour ce DC1 outlook Signatures 3 Add the following lines to the configuration file RemoteUsers DefaultSMTPAddress RemoteSignatureLocation Where DefaultSMTPAddress
25. esssssesssssssssrrseesrrrresrrrrressrrressrreressereressrtressretreeereeresseeee 31 Configuring OWA Updates from Server ccscssscssccscssscsscesccsscssccscesscuccescssceccescessceccescesscescescessssccesees 33 Configuring Permissions to Update OWA Signatures and Settings ssessssecsssecsssecssseosesecseseoseseoseseoe 36 Microsoft Exchange 2003 Windows Small Business Server 2003 cccccccecceescseeseeeeeeeeeeeeeees 37 Microsoft Exchange 2007 Windows Small Business Server 2008 cccccccceceessssseeeesseeeeeeeeees 40 Microsoft Exchange 2010 Exchange 2013 Windows Small Business Server 2011 essees 41 WITEROSOTE TUCO S05 sprain E E EEE E EA 42 Deploying Multiple Users Signatures to a Designated USer csccsccssccscceccesccscceccesccsccnccescsccecceses 43 Deploying Signatures for Remote USerS essssessssecsssecseseosesecsoseososecsoseososecsoseososeceosecsosecsoseseoseoseseceeses 45 Define a Deployment Directory for Remote USerS esssssssssesreererrerrrrererrerrrrssrrresrrrereerssrereseereseereseee 45 Option 1 Configure Each Remote User Separately cccccssccccssecccessececeeceeeeeceseesecessueceseenesees 46 Option 2 Configure the Product to Deploy All User Signatures to the Same Location 48 Configuring an Internet Facing Virtual Directory in HS cecccceeeccceseccceesececeeseceeeeeceeeeneceseuseeeeeners 50 Configuring a Virtual Directory Using I
26. expandable field editor window Here enter content to be inserted if the associated condition is met i e for messages sent by the Sales department You can enter text and or fields as required USER MANUAL Signature Manager Outlook Edition Page 276 Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 21 pg 279 for details about changing these properties 14 Click OK to save changes and exit back to the add condition window where your second condition is now displayed If Department is equal to IT then this field s value is You can reach the IT department Mon Fri 8am 7pm nTelephone 0 16 To define signature content that should be applied for everyone else i e people who are not in either the IT or Sales departments move to the bottom of this window and click the button associated with the if none of the above apply then this field s value is field The expandable field editor window is displayed USER MANUAL Signature Manager Outlook Edition Page 277 17 Use this window to enter content to be used if neither of the specified conditions are met i e for messages sent by non T Sales users You can enter text and or fields as required Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 21 pg 279 for d
27. is inserted Exchange Advanced These options allow you to define images to be used based upon specific AD attributes These are for advanced use only please contact support for further information continued USER MANUAL Signature Manager Outlook Edition Page 241 Action Summary Date and Time Day of the Each day of a week is given a number Week 0 Sunday Monday Tuesday Wednesday Thursday Friday Saturday This corresponds to the index of files in the folder that you have specified for a rotating banner ad If your folder contains just five files Exclaimer Signature Manager Outlook Edition will cycle through them as follows Banner01 jpg 0 Banner0O2 jpg 1 Banner03 jpg 2 Banner04 jpg 3 BannerO5 jpg 4 Banner01 jpg 5 Banner02 jpg 6 Banner03 jpg 0 Banner04 jpg 1 BannerO5 jpg 2 Banner01 jpg 3 BannerO2 jpg 4 Banner03 jpg 5 Banner04 jpg 6 As can be seen from the example above Exclaimer Signature Manager Outlook Edition repeats the sequence so that users will always have a banner inserted in to their signatures Week of This allows you to cycle through banner ads changing to a different banner ad every week the Year Each week of the year is given a number 00 51 This corresponds to the index of files in the folder that you have specified for a rotating banner ad If your folder contains just five files Exclaimer Signature Manager Outl
28. manually please see repositioning a QR code and logo manually pg 237 for further information about this option Repositioning a QR Code and Logo Manually If you have added a logo image and you wish to manually control the position and or size of that image in relation to the QR code access the logo tab and set the position to user defined Ensure that the logo tab is selected C As background to code C Users Administrator Desktop Images for Docs exclaimer lot pv Silna center of code Positi mage Source Set the logo position to user defined USER MANUAL Signature Manager Outlook Edition Page 237 Having done this the logo is separated from the QR code To move the logo hover your cursor over the logo image to enable positioning grab handles and simply drag it to the required position for example 30 The image can be dragged to any new position i e above below adjacent to or Hover the cursor over behind the QR code the image to enable positioning grab handles Notice that the logo image is displayed with resizing handles one in each corner If required use these to scale the image up or down Z m When you are repositioning the logo the QR code image is also displayed so you can easily position the logo in relation to the QR code However the QR code cannot be moved or adjusted here To adjust the position and other settings for the QR c
29. ur m USER MANUAL Signature Manager Outlook Edition Page 135 Adding a new Outlook Policy Outlook policies are added using the new Outlook policy wizard or the new OWA policy wizard depending which option you choose to create the policy The new policy wizards are a series of screens which guide you through the setup process one step at a time and are available from various points in Exclaimer Signature Manager Outlook Edition from the console tree pg 70 from the console toolbar pg 69 and from the actions pane pg 71 Use the toolbar option Signature Manager Outlook Edition F g Outlook Signature Policies E IT Department In the actions pane use j Sales Department the create an Outlook HR Department signature policy option to Admin Department start the new Outlook policy wizard Create an OWA signa Manage policies spal G2 New Outlook Campaign Policy New Window y oi U In the actions pane use the create an OWA signature policy option to start the new OWA policy wizard AE Right click on the required policy type branch in the console tree Jepartimen Everyone Else Description Outlook Mail Format Policies e gd HR Department i A Everyone Else e Policy Tester H Template Library E Ea Signature Deployment Policies Having selected a new policy option the
30. 124 exceptions pg 129 date range pg 132 and next policy pg 134 The options tab contains settings which vary between policy types Available options for an Outlook signature policy type pg 104 are shown below amp iT Department NextPolicy amp Signature Options Name IT Department Signature Content Deploy sonst Microsof Outlook Ele Default Signature Options Y Set signature as default for new messages in Microsoft Outlook 7 Set signature as defaultfor replies and forwards in Microsoft Outlook _ Set signature as default in Outlook Web Access images Referenced by URLs S Images Referenced by Filenames Do not change lt Do not change 4 Campaign and Disclaimer Options Y Add campaigns tothis signature Add disclaimers tothis signature Q USER MANUAL Signature Manager Outlook Edition Page 105 These options are summarized below Option Summary Deployment Options Name Specify the name of the policy The name entered here will be displayed to users in Outlook for example right clicking on a generated signature shows any other signatures that are available for selection Sample002 Hiro Nakamura Sample001 Hones Peter V Sample001 Karen Green Signatures GROUP Make signature read only Select this option to deploy signatures as read only on users computers This prevents signatures deployed from Exclaimer Signature
31. A E A A AAAA AA O A E A 73 Te Hr emine OCO S on ET E A T 74 Licensing MIormatiON seucecaeswnaconnpsayecanavoasentoeudiaceaenssonpadanaesenaesaumonswaauee ENO 74 The Licensing Toolbar serirssesissionsisnonsnisni onnies erain Aaris EASE SAA na EANN SSN aaa 74 Remote Deployment scssi sanar 75 PO ENN OKO eien E E E E E E 76 The Remote Deployment Folder essssesesesseesesrerssrrresrrrssrrrssreresrrrssrrresrrresrrresstresereesereesereesereeseeeeseeeee 76 Folder Permissions Easy Method sci iscacncvecsesetetatuncteeeetomsostaaeeevnescisaa eaheGeaauetsdeseinasansewonsdanstehedenteenens 76 Folder Permissions Secure Method ssessssssssssrssssrssssrsresrrrssrrrssreresrrrssrrresssessreressrressreesreeeseeersse 77 Remote Deployment TIMINGS ssesssseseesesseresrererrrrerseresrrresrrrssrrreseeresrereserreserrsseeresetreseereseereseereseereseee 78 Changing an Existing Remote Deployment Folder ssesesseseeseserssrresssrrserrressrerssrerssrerssrerssreresrrreseress 78 Saving changes in the Exclaimer CONSOIE sccscceccssccscceccesccscceccesccscceccesccncceccesccncceccesccnccescescosccesees 79 Comeran INS cirrosi E EE A AEE EE 80 Accessing the Windows Event LOC reninsiirenniisrrinnnsi ieira r En NE NAA RANEA EEEE 81 Exporting Configuration Settings sscccenscssccccasacscseccanasacecescentacceasetasanssasanasanateceigaaseraseiecanssesetoiatsiaseiemnueaes 82 IiMportine Conhguration SettinhES sessao ERO 83 GENERAL SETTINGS amp INFORMATION se
32. Checking the Reason Why A Policy Is or Is Not Applied To view a brief summary of why a policy was or was not applied to the user hover the cursor over the relevant section of the process diagram until additional icons are displayed as shown in the example above Click to view summary information for example Does not match any of the schedules More detailed information is available at the bottom of the rules applied tab as described in the previous section Previewing the Signature at Any Stage in the Process To see a preview of the test signature at a particular stage of processing hover the cursor over the relevant section of the process diagram until additional icons are displayed Click La and then amp to open a signature preview window where you can view the signature as processed so far in HTML RTF and Plain Text formats If a policy test applies signatures in a way that is not expected ensure that your policies are sequenced correctly For further information please see understanding how policies are processed pg 98 USER MANUAL Signature Manager Outlook Edition Page 186 Working with Test Signatures Having run a policy test an additional tab named Outlook signatures is displayed From here you can view the final signature as it would be applied and confirm applicable mai format settings Neosat Outloch s Microsoft Outlook emails i aS A View the signature as it would Market
33. E E E E E E E E E E E E E E E E E E E E E E E E E E E E E E e E E E e E E E E E E E E E E E E E E E E e e e e e e E e E e e e E e E E E E e E E E y CONDITIONAL FIELD o is the user s country code set to FR mee s s s sss Sh cee aiaa a aA ai ai A A TE e A ce eco lr hos eee ecco clear has na ei cea ah ah ails aa ec Sa lca ce i nl Suc ciel uta ms YS ic um eh um Slat eStart ah ch fund a a a a USER MANUAL Signature Manager Outlook Edition Page 281 To achieve this scenario using Exclaimer Signature Manager Outlook Edition follow the steps below 1 Edit pg 202 or create pg 198 the required template so that the template editor is open 2 Position your cursor at the position where conditional content is required 3 Using the fields panel insert a conditional field listed in the advanced section The conditional field window is displayed 4 Click the add button to enter the first condition i e to add signature content and associated rules for French users The add condition window is displayed USER MANUAL Signature Manager Outlook Edition Page 282 5 Using the drop down lists associated with the if field navigate to select user gt address gt country region 2 letters field Street P O Box Telephones Organization City Exchange Advanced State province AD Photos ZIP Postal Code Other AD Fields Country region 7 Click
34. Employees of Green Organization sre expressly required Be This part of the signature was applied from an Outlook disclaimer policy Any number of policies can be applied to Microsoft Outlook emails For example your Sales department might have a standard signature comprised of an Outlook signature policy for contact details an Outlook campaign policy for company branding and an Outlook disclaimer policy for a standard disclaimer However at different times of the year you may wish to apply a second Outlook campaign policy to promote specific products If a policy is defined for OWA only one Outlook signature policy will be applied though multiple campaign and disclaimer policies may be applied If more than one Outlook signature policy is applicable the last one processed will be used For this reason it is very important that you check the sequence of any OWA policies and if multiple Outlook signature policies might be applied ensure that the most important one is processed last pg 175 USER MANUAL Signature Manager Outlook Edition Page 99 When Does Processing Take Place When Exclaimer Signature Manager Outlook Edition is enabled on a system it is running in the background all of the time When a user chooses to create a new email message in Microsoft Outlook or if they choose to reply to forward a message they will see any applicable signatures
35. Manager Outlook Edition from being deleted but it does not prevent users from changing signatures in their email messages Deploy signature to Choose whether this signature should be used in Microsoft Outlook or in OWA Note that OWA only allows one signature per user so if multiple signatures apply the last one processed will be used In this context the term signature refers to the signature as a whole i e the signature element the campaign element and the disclaimer element Signatures may include any number of each element for example you might require two campaigns at certain times however there is a size limitation with OWA signatures as below Exchange 2003 4KB configurable to 16KB via a registry key Exchange 2007 16KB non configurable Exchange 2010 8KB non configurable Exchange 2013 8KB non configurable As long as the total size is within the relevant limit you can have multiple campaigns and or disclaimers applied to an OWA signature in the same way that you can for an Outlook signature As such you are advised to define dedicated policies for OWA users For further information please see understanding the difference between Outlook and OWA pg 101 Default Signature Options Set signature as Ensures that if the policy is applied this signature will be used by default default for new when a user creates a new email using Microsoft Outlook If a user fulfils messages in the criteria for m
36. Manager Outlook Edition 2 omplete the setup Wizard Only required ifmost users access email via OWA 3 Dutook Web Configure AmraARrRe ee ACCESS updates from server Optional setup USER MANUAL Signature Manager Outlook Edition Page 16 If you have remote users i e people who access your network using their own computers off site you may also wish to configure signature deployment for remote users S mr m Here steps 1 to 4 are mandatory irrespective of how most users access their email Then step 5 is only required if most people use OWA or if you are using Exchange 2013 or Office 365 Step 6 is entirely optional USER MANUAL Signature Manager Outlook Edition Page 17 Configuring OWA If you wish to update OWA signatures the machine used for the Exclaimer Signature Manager Outlook Edition installation should be one of the following A dedicated machine with Microsoft Outlook installed A machine with the Exchange Management Console installed An Exchange 2003 server An Exchange 2007 server with a MAPI Client such as Microsoft Outlook or the MAPI Collaboration Data Objects installed An Exchange 2010 server An Exchange 2013 server USER MANUAL Signature Manager Outlook Edition Page 18 The Installation Wizard The installation process for Exclaimer Signature Manager Outlook Edition is completed using a familiar wizard approach to guid
37. Once all rows have been added click OK to insert the table into the template Item 1 LabelllItem 1 Content Item 2 LabelllItem 2 Content Item 3 LabelllItem 3 Content Item 4 LabelllItem 5 Content Updating an Existing Smart Table To update an existing smart table in a template simply select and double click the table Alternatively select the entire table and expand the misc section in the properties pane From here select the browse 4 button to the right of the rows entry The smart table rows window is displayed so you can add edit or remove rows as required USER MANUAL Signature Manager Outlook Edition Page 269 Advanced Fields Fields in the advanced fields section are summarized below Field Inserts Conditional field Set conditions under which Active Directory information will or will not be included For further information please refer to the conditional field example sections pg 272 of this guide Other User s Add Active Directory information for another specified user Once this field is added AD field the other user s AD field window is displayed so you can choose what Active Directory information to include and for whom From the Manager specified in the sender s AD record __ From this user ss Use the data from the sender s extensionattribute1 i ql to find the other user bytheir admindisplayname OK Caned
38. Outlook Edition application The Signature Manager Outlook Edition branch is selected Toolbar options a i By Signat anager Outlook Edition amp Outlook Signature Policies J Outlook Disclaimer Policies E General 41 Outlook Mail Format Policies OB Policy Tester M Template Library ra in Signature Deployment Policies Settings for Exclaimer Signature Manager Outlook Edition From here you can use the enable Signature Manager Outlook Edition policies option to enable or disable all Signature Manager Outlook Edition policies including signatures campaigns disclaimers and mail format policies If this option is not set to enabled Exclaimer Signature Manager Outlook policies will not be applied to any of your organization s email messages Additional settings to control the way in which signatures are updated and zZ deployed are available via signature deployment policies pg 343 If required you can also select the new option from the toolbar to access options for creating new signature pg 104 campaign pg 108 disclaimer pg 110 or mail format pg 112 Outlook policies USER MANUAL Signature Manager Outlook Edition Page 86 Signature Manager Outlook Edition Policies The policies tab contains quick access to existing Outlook policies and options for completing key tasks relating to policies Manager Outlook Edition bel save INQ ancel E Outlook Signature Policies A
39. Outlook policies which are combined when given criteria are met to form the final signature An Outlook policy can be thought of as a set of rules which are used to control how signatures are applied to email messages It includes e The policy type signature pg 104 campaign pg 108 or disclaimer pg 110 e The circumstances under which the policy should be triggered using conditions pg 124 exceptions pg 129 date range pg 132 and next policy pg 134 options e Signature content using templates pg 189 e How the signature should be deployed pg 343 You can create as many policies as required for example you might choose to apply different campaign content for each department within your organization In this situation you could create one signature and one disclaimer policy for all users but a separate campaign policy for each department Similarly some users may not require any campaign material therefore you would define a signature where only signature and disclaimer content are applied When Exclaimer Signature Manager Outlook Edition is installed and appropriate deployment options pg 343 have been set it is running in the background all of the time Any new or updated signatures are copied to a specified deployment folder the network share and then deployed to users automatically USER MANUAL Signature Manager Outlook Edition Page 11 So when a user chooses to create a new email message or if
40. September 9 is the month and 4 is the number of files you have in the folder 9 4 2 as integer 2 A 8 9 8 1 The result of 1 would display b gif from the list of files continued USER MANUAL Signature Manager Outlook Edition Page 244 Action Day Summary This allows you to cycle through banner ads changing to a different banner ad every day For example suppose you have the following four files 0 a gif 1 b gif 2 c gif 3 d gif If the day was the 23rd day of the year you can work out which file will be displayed using the following equation 23 4 where 23 is the day number and 4 is the number of files you have in the folder 23 4 5 as integer 54 70 23 20 3 The result of 3 would display d gif from the list of files If the day was the 50th day of the year you can work out which file will be displayed using the following equation 50 4 where 50 is the day number and 4 is the number of files you have in the folder 50 4 12 as integer 12 4 48 50 48 2 The result of 2 would display c gif from the list of files USER MANUAL Signature Manager Outlook Edition Page 245 5 Choose the required sequence Bos m Wih a Day of the year A Year A Month a Day guencers A Message Sender Sequent A Random Number A Server Sequential Number a Template Sequential Nu 6 Set remaining properties as follows Action Fol
41. Telephones Date and Time gt gt P O Box General gt Organization gt fa City Exchange Advanced A State province AD Photos gt A ZIP Postal Code Other AD Fields gt Mh Countrytegion 3 Leave the qualifier as the default is equa to and type USA into the associated value field USER MANUAL Signature Manager Outlook Edition Page 303 4 Click the button associated with the then this conditional field s value is field to open the expandable field editor window Use this window to enter another conditional field to determine the city state and thus signature content for users in the USA First navigate to select advanced gt conditional field gt GB Other User s AD Field The conditional field window is displayed USER MANUAL Signature Manager Outlook Edition Page 304 5 Click the add button to enter the first condition i e to add signature content and associated rules for users based in New York The add condition window is displayed Using the drop down lists associated with the if field navigate to select message sender gt address gt city field Telephones Organization Exchange Advanced AD Photos Other AD Fields ZIP Postal Code Country region Country region 2 letters The City from the AD 6 Click OK to save changes and exit back to the add condition window where your condition is now displayed Change the qual
42. a continuous line optionally delimited by a separator Emai kareng greenorg net Blog ww w greenorg net Phone 44 0 1252 987 456 The separator is defined using the field separator property which is available when this option is selected 4 Layout Arrangement One field after anothe Having added a separator you can apply formatting for your chosen character using separator font properties Italic Underline Small Caps Font color B 76923C Font background co Arial Inherited from Lis 8pt Inherited from List Underline Small Caps Font color I cooo00 Font backgrouni gt Label font 4 Fields Use this option to display each label and field together on a new line Email kareno oreenorg net Blog www greenorg net Phone 44 0 1252 987 456 Select this option to accept the most appropriate layout as determined by fields you have selected for inclusion Email kareng oreenorg net e Blog www greenorg net e Phone 44 0 1252 987 456 USER MANUAL Signature Manager Outlook Edition Page 267 Smart Tables The custom smart tables field can be used to insert a table and specify content attributes using straightforward data entry fields This is a quick and easy way to insert a table and include Active Directory fields or other content at the same time the alternative would be to insert a standard HTML table pg 216 and add fields or other content manually Having selected the custom smart ta
43. a particular word ina paragraph the word would inherit its size from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 326 Layout Properties Layout properties are used to determine if and how items are displayed on the page Available options are summarized below Summary visibility Use this option to determine the visibility of an item Choose from collapse typically for table elements hidden visible or inherit Note that if an item is hidden its space on the page is still allocated display Choose from a range of display options block inline none inherit etc Note that if display is set to none its space on the page is removed i e there is no indication that the item was ever there float Float properties are used to push an element to the left or right allowing other elements to wrap around it This technique is often used for images but it is also useful when working with layouts Use the drop down list to select left none right or inherit overflow The overflow property determines what happens if content overflows an element s box pg 325 Use the drop down list to select auto hidden scroll visible or inherit clip top Clip options are used to handle cases where an image is larger than its right bottom containing element The clip property allows you to specify the dimensions left of an element so the element is clipped to this size when required Us
44. check the accept the terms in the license agreement box and click next to specify a destination folder for installed files Destination Folder E Click Next to install to the default folder or click Change to choose ar Install Exclaimer Signature Manager Outlook Edition to C Program Files amp 86 Exclaimer Ltd Signature Manager From here you can accept the default folder or click to specify a new location USER MANUAL Signature Manager Outlook Edition Page 20 5 Click next to review Ready to install Exclaimer Signature Manager Out Click Install to begin the installation Click Back to review or change any of your installation settings Click Cancel to exit the wizard 6 Click the instal button to perform the installation Progress is displayed on screen and final confirmation is shown upon completion Completed the Exclaimer Signature Manager Outlook Edition Setup Wizard Click the Finish button to exit the Setup Wizard V Launch Signature Manager Outlook Edition Console 7 Click finish to close the wizard If you are installing Exclaimer Signature Manager Outlook Edition for the first time the setup wizard pg 22 is launched You should complete this wizard to create your first policy and get started with Exclaimer Signature Manager Outlook Edition USER MANUAL Signature Manager Outlook Edition Page 21 The Setup Wizard Having completed the installation wizard pg 19 for the fi
45. editor Field Properties fi Display Name Address block field Field font E Inner fields font a Inner text Font d D Sp A y na m t JTitle Multi line True EE MEd sth eos Format i US Style Address Block is selected Content Street City Stat EEE a Field separator Include country False Tire Hdl Set properties for the output of the field for example font attributes Appearance 3 a gt web page as hyperli ie Display rin Field font Web page as hyperlink organisation y ISSO Thumbnail Photo http i Web page Hover te text Hyperlink is Text to display selected Web page SWUM tition Update the link URL Ay A DA E name hover text etc using the properties pane Address i The destination URL when the hyperlink is d clicked USER MANUAL Signature Manager Outlook Edition Page 317 Text Properties A green l organisation Display NAME Title Item of text is selected Set properties for selected text Table Properties Thumbnail Phot ACE frion selected Background BgColor Border Borde Color Set properties for the table can just change the required property in the properties pane Left 2 E a3c640 BORDER COLLAPSE d In some instances content can be updated using the properties pane or by using toolbar options For example if y
46. example you might require shorter signatures for reply messages or for OWA signatures Select this option if you wish to append campaign content to this signature where a campaign policy applies If this option is not selected any applicable campaign policy content will be ignored Select this option if you wish to append disclaimer content to this signature where a disclaimer policy applies If this option is not selected any applicable disclaimer policy content will be ignored USER MANUAL Signature Manager Outlook Edition Page 107 Outlook Campaign Policies The content for an Outlook campaign policy is determined by the template with which the policy is associated Typically though there may be exceptions campaign content includes promotional content for example Karen Green Marketing Manager K local t 44 0 1252 987 456 f 44 0 1252 987 456 greenorg net JOWnNIOdG FREE WNITepdar This part of the signature on designing email signatures ar corn was applied from an Outlook campaign policy Any views cr opinions presented in this email are solely those of Karen Green and do not neo represent those of Green Organization Employees of Green Organization sre expressly required not to make defamatory statements and not to infringe or authorize any infringement of copyright or any other legal right by email communications Any such communicstion is contrary to company policy and outside
47. field s value is 12 Using the drop down lists associated with the if field navigate to select user gt address gt country region 2 letters field A Street P O Box tA City State province ZIP Postal Code A Country region Sequencers b pgi Date and Time gt Telephones gt Organization gt Exchange Advanced AD Photos Other AD Fields General USER MANUAL Signature Manager Outlook Edition Page 285 13 Leave the qualifier as the default is equal to and type DE into the associated value field 14 Click the button associated with the then this conditional field s value is field to open the expandable field editor window Use this window to enter content to be inserted if the associated condition is met i e for messages sent by German users You can enter text and or fields as required to enter an image of a German flag the custom image field can be used Content from file Custom Hyperlink b A hyperlinked image built from text and or fields Social Media Strip i Composite Field List Of Fields Custom Smart Table USER MANUAL Signature Manager Outlook Edition Page 286 15 Select the required custom image pg 231 in the normal way and add Berlin address details as text alternatively you could use Active Directory address fields if applicable Any text entered here will inherit font a
48. have specified and any errors will be reported to you for further investigation Note that this test is only required for Exchange 2003 and Exchange 2007 If you have chosen to update OWA signatures from the server use the test EWS connectivity button to check account settings This option attempts to connect through EWS using the details that you have specified and any errors will be reported to you for further investigation Note that these settings are only required for Office 365 and Exchange 2010 or above continued USER MANUAL Signature Manager Outlook Edition Page 34 Option Summary EWS settings Autodiscover the Exchange Web Services URL recommended The Exchange Web Services URL tells the system where to find required Exchange data On a correctly configured system this URL is easily found using autodiscover a Microsoft technology However for particularly complex or incorrectly configured systems autodiscover may not work and so details must be entered manually Use this URL for Exchange Web Services If the autodiscover option fails to detect the correct URL for Exchange Web Services select this radio button and enter the required URL in the associated field Note that these settings are only required for Office 365 and Exchange 2010 or above 6 Click OK to confirm any changes and exit back to the settings tab 7 Click save to save all changes USER MANUAL Signature Manager Outlook Edition
49. information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the notes field to enter telephone related notes whilst another may use this field for something completely different USER MANUAL Signature Manager Outlook Edition Page 225 User gt Organization Fields Fields in the organization section are summarized below Field Inserts Department The department in which the user works Company The company for whom the user works Manager Display Name The name of the user s manager Manager E mail The email address of the user s manager Manager E mail as Displays a hyperlink window with predefined settings to insert your hyperlink manager s email address as a hyperlink You can just accept these properties or change if required This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the department field to enter true departmental information whilst another may use this field for something completely different User gt Exchange Advanced Fields These are custom Exchange fields typically used for organization specific information Use of these fields will vary from one installation to another User gt AD Photos Fields Fields in the Outlook photos section are summarized below Field Inserts JPEG Photo Insert JPEG ph
50. is the SMTP Address of a remote user and RemoteSignatureLocation is the location to which you will point the virtual directory For example RemoteUsers Peter Jones exclaimer co uk C Signature Deployment The final configuration file should look similar to the example below eo fe ss File Edt Format View Help Global ErrorBubble 0 Pause 0 ServerowAupdate 0 ContinuousUpdate 1 Signatur eSour ce DC1 outlook Signatures Remoteusers Peter JonesGexclaimer co uk C Signature Deployment john Smith exclaimer co uk C Signature Deployment Karen Green exclaimer co uk C Signature Deployment These changes will not take effect until the next time signatures are generated This can be triggered by saving the configuration in the console Remember that if multiple signature deployment policies pg 343 are defined you may need to update multiple ExSync cfg files each signature deployment policy is associated with its own ExSync cfg file USER MANUAL Signature Manager Outlook Edition Page 47 Option 2 Configure the Product to Deploy All User Signatures to the Same Location 1 Open the relevant ExSync cfg file in Notepad or a similar text editing program The content of this file should be similar to the example shown below File Edit Format View Help Global ErrorBubble 0 Pause 0 Ser verOwAUpdate 0 Cont inuousUpdate 1 Signatur eSour ce DC1 Out look Signatures RemoteSource C Sign
51. is used to specify the server that will process signatures for associated users who those users are the frequency with which signatures are created and where updated signatures are deployed on the given server _ Documentation Department B Delete F General E Signature Creation Settings Help ePAdd X Delete Create new signatures every 15E minutes HELPFILEMACHINE signatures These options are summarized below Option Summary Specify or browse and select the required server The server will create Use add and delete options to manage organizational units and signatures for members of thus users within them to be associated with this policy For the following OUs further information please see associating organizational units with a signature deployment policy pg 352 Create new signatures Signatures are generated and deployed at regular intervals as every n minutes specified here specify the required frequency in minutes continued USER MANUAL Signature Manager Outlook Edition Page 350 Create the signatures in this network share Summary The network share is primarily used to store signatures as generated by Signature Manager Outlook Edition in the form of a zip file It is from here that signatures are deployed to specified users Local paths C F etc are not supported for deployment and you must specify a UNC path servername networkshare
52. jel Everyone Else z a Policy Tester H M Template Library H E Signature Deployment Policies USER MANUAL Signature Manager Outlook Edition Page 146 From here a list of users is displayed in a policy users window These are users who match criteria specified for the policy To check if the Outlook policy will be applied to a given user having processed any other policies you should use the policy tester pg 180 USER MANUAL Signature Manager Outlook Edition Page 147 Removing an Outlook Policy To remove an existing Outlook policy select the policy either from the console tree pg 70 or the policy list pg 87 Then either right click and select delete from the context menu or click delete from the toolbar Select the policy to be deleted and use the toolbar option Exclaimer Sales Department Signature Manager Outlook Edition eo 7 Outlook Signature Policies Right click on the 7 I Outlook Disclaimer Policies required policy to GJ IT Department PIRENEI ELS g Sales Department options g HR Department Z Enabled a Outlook Mail Format Policies gd IT Department jl Sales Department i p 5 HR Department eN 3A Everyone Else e Policy Tester H Template Library E E Signature Deployment Policies Having chosen to delete an Outlook policy you are asked are you sure you want to delete this policy Click yes to confirm the deletion or no to aband
53. library is selected you can browse templates and work at category level Below this you can select specific categories to browse edit and add templates This section explains how the template library is used including e Understanding the template library window pg 190 e Working with categories pg 193 e Adding a new template pg 198 e The template editor pg 208 e Cloning a template pg 200 e Exporting a template pg 201 e Importing a template pg 201 e Editing a template pg 202 e Renaming a template pg 203 e Moving a template pg 205 e Removing a template pg 206 You can also learn more about specific tasks using the how to pg 330 section for templates USER MANUAL Signature Manager Outlook Edition Page 189 Understanding the Template Library Window When the template library branch is selected in the console tree you can browse templates and work at category level Options on the template library toolbar vary according to whether a category or a Choose to view template is selected templates as a list or as medium or large icons Categories are me n displayed from the ili DIEMS Campaign Policies KOORO md ER L EL Disclaimer Policies library branch Mail Format Policies awed be me E Gu pa oe josie es a mu Glam fer ee y o a Q Templates are am Browse templates listed foreach W within each category category using content tabs i Categories are t i displayed fr
54. media items chosen to be included in your strip Reorganize the strip Common social media items are included in the available icons list USER MANUAL Signature Manager Outlook Edition Page 251 From here you can e Add an existing item to the social media strip pg 252 e Personalize items in the social media strip pg 253 e Add anew item to the social media strip pg 256 e Remove an item from the social media strip pg 257 e Reorganize the social media strip pg 258 e Customize the social media strip pg 258 Adding an Existing Item to The Social Media Strip A list of common social media items is displayed in the available icons pane on the left hand side of the social media strip window To add one of these items to your social media strip simply select it from this list and click the add button Click the add button to add the selected item to your strip IRIRE 4 Fields p Facebook Field gt Facebook Label Select the required item The selected item is added to the end of the social media strip shown in the center pane The item is added with an icon and generic properties which you then need to personalize pg 253 with your own details If required you can also choose to reorganize items pg 258 in this pane to change the sequence of the completed social media strip USER MANUAL Signature Manager Outlook Edition Page 252 Personalizing a Social Media Item Whe
55. new Outlook policy wizard pg 137 starts USER MANUAL Signature Manager Outlook Edition Page 136 The New Outlook Policy Wizard Outlook policies are added using the new Outlook policy wizard or the new OWA policy wizard a series of screens which guide you through the setup process one step at a time The new Outlook policy option is available from different areas of Exclaimer Signature Manager Outlook Edition from the console tree pg 70 from the console toolbar pg 69 and from the actions pane pg 71 The new OWA policy option is available from the actions pane pg 71 the process is the same for both shown below however policy options pg 123 will be set for Microsoft Outlook or OWA automatically dependent upon which option you selected to start the wizard Step 1 Enter General Information Enter a meaningful name and description for the policy and click next to continue For further information about this tab see the anatomy of a policy general pg 120 page of this guide New Outlook Campaign Policy P General General D Temol Please enter a descriptive name for your Outlook Campaign Policy You can also add some comments describing your policy L Date Applicability New Outlook Campaign Policy Finish Lc 7 USER MANUAL Signature Manager Outlook Edition Page 137 Step 2 Associate the Policy with a Template A list of available templates pg 189 is displayed organized by category down t
56. of groups to whom you want to delegate control Select Users Computers or Groups 2 x Select thie object type E E E User or Other object Object Types E Erom this location Entire Directory Locations Enter the abject name to select examples Check Mames OWA Update O WaU odaetenetwork 43 local Advanced Cancel Ma lt Back Herts Cancel USER MANUAL Signature Manager Outlook Edition Page 38 7 Inthe Delegate Control dialog box choose Exchange Administrator as the Role and then click OK Users or Groups Select one or more users or groups to whom You want to delegate control Delegate Control Exchange Administrator 7 Exchange Administrator Exchange Full Administrator Exchange View Only Administrator 8 The user that you added is displayed in the Users and Groups list 9 Click Next 10 Click Finish The user account you wish to use now has the required permission If you have multiple Administrative Groups you will need to repeat the steps above for each one USER MANUAL Signature Manager Outlook Edition Page 39 Microsoft Exchange 2007 Windows Small Business Server 2008 The specified user account must have the Store Admin permission To achieve this please follow the steps below 1 Click Start gt All Programs gt Microsoft Exchange Server 2007 gt Exchange Management Shell E Inter
57. or if meeting just one is enough Apply policy when any condition is met Once a condition is selected any options pg 125 for that condition are displayed as hyperlinks in the lower pane select these links to refine the condition Each time a selection is made any related options pg 125 are displayed as hyperlinks in the lower pane select these links to set refine criteria for the associated condition At least one condition must be set to apply Outlook policies If a condition is not selected the default condition of Outlook user is anyone is used Please see the conditions options summary pg 125 page for a summary of available conditions USER MANUAL Signature Manager Outlook Edition Page 124 Available Options for Setting Conditions When working with conditions pg 124 for a policy the following options are available C Outlook user is anyone C Outlook user is a specific person C Outlook user is a member of an Active Directory group C Outlook user is a member of a Domain or Organizational Unit C Outlook user has one or more specific Active Directory attributes When a condition is selected further options are available as summarized below e Outlook user is anyone pg 126 e Outlook user is a specific person pg 126 Outlook user is amember of an Active Directory group pg 126 e Outlook user is a member of a Domain or Organizational unit pg 126 e Outlook user has one or mo
58. parent element For example if you are setting the font size for a particular word in a paragraph the word would inherit its size from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 323 Border Properties Use the border tab to define a border for the selected item For each option you can choose to define individual settings for top bottom left and or right borders or select the same for all check box to apply the first setting to all borders Available settings are summarized below Option Summary border style Use the drop down list to select the required type dashed dotted double groove inherit etc border width Use the drop down list to select the required width thin medium thick inherit Alternatively select value to select a unit pt px etc and enter the required numeric value border color Use the drop down list to select the required color or type a value into the field Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for a particular word in a paragraph the word would inherit its size from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 324 Box Properties In CSS a box model can be thought of as a box that wraps around HTML elements It is typically used for design and layout since it allows
59. permission settings are shown below r Permissions for RemoteDeployment H Permissions for RemoteDeployment Share Permissions Group or user names R Domain Admins TestDomain Domain Admins EXCHANGE TestDomain EXCHANGE1 xX EXCHANGE TestD omain EXCHANGE 2 E EXCHANGES TestD omain EXCHANGE 3 Obit name ES Remeel ep lesaicrn Group or user names e Domain Admins T estD omain Domain Admins BR SYSTEM EXCHANGE TestDomain EXCHANGE1 i EXCHANGE2 TestDomain EXCHANGE 2 Be EXCHANGES TestD omain EXCHANGE 3 Permissions for WSO Full Control oO oO Change OC oO O Permissions for W501 Read Full control g go Modify oO Oo Read amp execute Oo List folder contents oO O Share Permissions Security Permissions USER MANUAL Signature Manager Outlook Edition Page 77 Remote Deployment Timings As soon as the Exclaimer Signature Manager Outlook Edition Remote Deployment service notices that there has been a change to the remote deployment folder it starts a timer Every ten seconds a check is made to see if the file has been written to in the last five seconds If it has not the file is added to a queue which will perform the actual import otherwise the file remains in the timer list This means that the import should begin a maximum of ten seconds after the save finishes though in practice it could be a little more than this depending on serv
60. pg 145 Viewing which users are associated with an Outlook policy pg 146 e Removing an Outlook policy pg 148 You can also learn more about specific tasks using the how to pg 149 section for Outlook policies USER MANUAL Signature Manager Outlook Edition Page 95 What is an Outlook Policy Within Exclaimer Signature Manager Outlook Edition a signature is constructed using three distinct parts signature business card content campaign sales promotional content and disclaimer legal corporate content These parts are defined in separate Outlook policies and then combined when given criteria are met to form the final Outlook signature For example Karen Green Marketing Manager KG network26 local t 44 0 1252 987 456 This part of the signature f 44 0 1252 987 456 was applied from an Senor net Outlook signature policy This part of the signature on designing email signatures was applied from an www exclaimer com Outlook campaign policy Wont Pasei for Maron Cechonge Any views or opinions presented in this email are solely those of Karen Green and do not necessarily represent those of Green Orgsnizstion Employees of Green Organization sre expressly required not to make defamatory statements and not to a or authorize any infringement of copyright or any other legal right by emsil communicstions Any such communication is contra
61. pg 303 e Stage 3 Specify signature content for all other users i e users who are not in England or America pg 309 Additionally further information about how appearance properties for nested fields are inherited from the master field can be found in the understanding inheritance of appearance properties pg 311 section at the end of this section USER MANUAL Signature Manager Outlook Edition Page 294 Stage 1 Add a Conditional Field and Specify the First Condition for Users Based In England 1 Edit pg 202 or create pg 198 the required template so that the template editor is open 2 Position your cursor at the position where conditional content is required 3 Using the fields panel navigate to select the advanced gt conditional field The conditional field window is displayed 4 Click the add button to enter the first condition i e to add signature content and associated rules for users based in England The add condition window is displayed USER MANUAL Signature Manager Outlook Edition Page 295 5 Using the drop down lists associated with the if field navigate to select user gt address gt country region field 35 A Street Telephones gt A P O Box Organization gt tab City Exchange Advanced A State province AD Photos gt A ZIP Postal Code Other AD Fields gt A Country region 6 Leave the qualifier as the default is equa
62. policy by accessing that policy and using the enable disable policy option pg 349 at that level USER MANUAL Signature Manager Outlook Edition Page 346 Signature Deployment Policy Servers The servers tab contains quick access to existing policies and associated servers with options for completing key tasks Signature Deployment Policies es lf The signature deployment policy toolbar Existing signature deployment policies and associated servers Settings and information for the selected signature deployment policy From here you can select any policy in the list to view settings and information pg 348 in the lower pane Using toolbar options you can also e Add a new signature deployment policy pg 360 e Remove an existing signature deployment policy pg 364 e Clone a signature deployment policy pg 363 You can also select a policy and use move options to change the position of the policy in the list Unlike Outlook policies pg 94 the sequence in which signature deployment policies are listed does not affect processing USER MANUAL Signature Manager Outlook Edition Page 347 The Anatomy of a Signature Deployment Policy A signature deployment policy contains settings which control the way in which signatures are updated for and deployed to specified users These settings are organized across a series of tabs displayed in the content pane when a policy is selected
63. smart table rows window is displayed Here a number of default fields are included as a start point Properties for Default fields in the selected the contact block field Move the selected field up or down in the contact block Add a field to the Remove field contact block from the contact block Custom Hyperlink Label string of text that appears before the field expand for more properties USER MANUAL Signature Manager Outlook Edition Page 334 When a field is selected in the left hand pane its associated properties are displayed and can be amended in the right hand pane For further information please refer to the properties pg 313 section of this guide Contact blocks can be arranged as required but a typical layout has a field label in the left column and the corresponding field in the right column for example Selecting the table option in the HTML editor pg 216 displays an insert table options window which includes the option to insert a contact block If preferred you can use this method to insert a contact block instead of adding the contact block field USER MANUAL Signature Manager Outlook Edition Page 335 Updating an Existing Contact Block To update an existing contact block in a template simply select and double click the required block Alternatively select the entire contact block and expand the appearance fields and or layout section in the properties pane to make adju
64. tab select the update OWA from server option and then click the configure button to display configuration options amp Specify an account with impersonation or full access rights to users mailboxes Used for Office 365 Exchange 2010 and above Use this URL for Exchange Web Services 5 Configure server updates using the table below as a guide Option Summary Specify an account with impersonation or full access rights Account Password CA Server Connectivity Test MAPI connectivity Test EWS connectivity Exclaimer Signature Manager Outlook Edition needs authority to access Exchange mailboxes for all users this is known as Exchange Impersonation The account configured here will be used to run the Exclaimer Signature Manager Outlook Edition service which has impersonation rights for everyone in the organization so all mailboxes can be accessed This is the name of the mailbox server where the account mailbox is hosted If this field is left blank Exclaimer Signature Manager Outlook Edition attempts to detect the relevant server but this is not possible in certain environments for example Exchange 2010 Database Availability Groups where you should supply the name of the Client Access Server CAS If you have chosen to update OWA signatures from the server use the test MAPI connectivity button to check account settings This option attempts to connect through MAPI using the details that you
65. the associated conditional content when it is used i e to all English signature content However appearance property settings for nested fields are inherited from the master conditional field so if you intend to use the same formatting for all signature content i e for users based in England America or anywhere else then you can leave these settings as they are and update properties for the final conditional field at the end of this process see stage 3 step 5 pg 310 For further information about how appearance properties for nested fields are inherited from the master field see understanding inheritance of appearance properties pg 311 22 Click OK to save changes and exit back to the add condition window 23 Click OK to exit back to the conditional field window where the condition for England is now shown Conditions ilf Country region is equal to England then this field s value is Conditional Field USER MANUAL Signature Manager Outlook Edition Page 302 Stage 2 Specify the Second Condition for Users Based in America 1 Click the add button to enter the first condition i e to add signature content and associated rules for users based in America The add condition window is displayed 2 Using the drop down lists associated with the if field navigate to select message sender gt address gt country region field A Street Sequencers gt
66. the scope of the employment of the individus concerned Green Organization will not accept any liability in respect of such communication and the employee responsible will be personally liable for any damages or other liability arising Exclaimer Signature Manager Outlook Edition contains a range of sample campaigns in the template library pg 189 If required you can edit existing templates pg 202 or create new ones pg 198 using an intuitive template editor pg 208 There are no rules as to what information can or cannot be included in a campaign however content often includes images including rotating banner ads pg 240 and or RSS feeds pg 248 The behavior of a campaign policy is set using the policy options tab pg 109 USER MANUAL Signature Manager Outlook Edition Page 108 Outlook Campaign Policy Options When an Outlook campaign policy is added pg 136 or edited pg 144 all standard setup tabs are available general pg 120 template pg 121 options conditions pg 124 exceptions pg 129 date range pg 132 and next policy pg 134 The options tab contains settings which vary between policy types Available options for an Outlook campaign policy type pg 108 are shown below amp New 8i Users GFDelete GPClone a Deployment Options Deploy campaignto Microsoft Outlook and Microsoft OWA Here you can choose to deploy the campaign policy to one of the follow
67. the specified drive has enough disk space to store signatures for all users in your organization Signatures are generated according to a specified update interval pg 350 and stored in the deployment share USER MANUAL Signature Manager Outlook Edition Page 22 Therefore if you have 1000 users 1000 ZIP files will be created and stored R Exclaimer Signature Manager Outlook Edition Setup Wizard Specify a deployment location for your signatures and settings Exclaimer Signature Manager Outlook Edition signatures are created and distributed as zip files in a shared network folder A lightweight application ExSync exe en or each users compe deploy ta ear earl compe ExSync is usually called from the users logon script and run from this same shared network z loyment sh are Local paths C F etc are not supported for deployment You must specify a UNC path servername networksharedfoldername USER MANUAL Signature Manager Outlook Edition Page 23 3 Click next to move to the next stage and review setup required for your first policy Exclaimer Signature Manager Outlook Edition Setup Wizard Pi Welcome New Policy Setup Fl Depli S Set up a policy to create Outlook Signatures E New Policy Setup L Conditions You are now ready to set up a policy that creates Outlook Signatures for users that meet specific conditions L Select a template A policy consists of a set of conditions
68. they are listed in the policies list pg 87 Policy types are always processed in the same sequence as illustrated below You cannot change this sequence but you can change the sequence of policies within each policy type To do this access the policies tab and use move up move down buttons as required Outlook Signature Policies 4 Clone i Move Up The selected Policy Name gt scriptic 3 olic Outlook Signature oni DAN Use move options to GIT Department change the position of the E Sales Department selected policy in the list EJ Admin Department EJ Everyone Ese For further information about how policies are processed see understanding how policies are processed pg 98 USER MANUAL Signature Manager Outlook Edition Page 175 How Do Pause Signature Updates There may be times that you need to stop Exclaimer Signature Manager Outlook Edition from processing policies To do this you can use options on the Signature Manager Outlook Edition settings tab pg 86 E amp Outlook Signature Policies G HR Department i GF Everyone Else ist Outlook Campaign Policies H Outlook Disclaimer Policies 6 Signature Manager Outlook Edition Ty Settings i Policies Help fc er i 34 Enable Signature Manager Outlook Edition Policies Q The enable disable option When this option is de selected all signature pg 104 campaign pg 108 and disclaimer pg 110
69. they choose to reply to forward a message they will see any applicable signatures in their message If more than one signature applies the last one processed will be used but users can right click on the signature to view select from a list of additional signatures If required users can amend the content of a signature within their message But That s Not All Exclaimer Signature Manager Outlook Edition includes a library of professionally designed signature campaign and disclaimer templates which can be used as is or as a Start point for creating your own versions Templates are created and edited using an intuitive template editor pg 208 which will be familiar to anyone who has worked with Microsoft Outlook Versions are created in HTML RTF and Plain Text formats with an instant preview pg 197 feature so you can see how your template will be displayed in email messages at a glance With the ability to include tables images RSS feeds and dynamic Active Directory fields you can be as creative as you want to be And There s More A key benefit of using Exclaimer Signature Manager Outlook Edition is the ability to apply smart sophisticated signatures throughout your organization helping to create a professional consistent brand image But what happens if users define their own signatures locally using standard options in Microsoft Outlook Exclaimer Signature Manager Outlook Edition allows you to control Outlook
70. to access date options 8 We do not need to limit the policy to a specific date range therefore click next and then finish to complete the wizard The new policy is added to the Outlook campaign policies branch of the console tree 9 Once you have saved changes the policy is ready for use It is a good idea to test the policy in the policy tester pg 180 to ensure that it works as expected USER MANUAL Signature Manager Outlook Edition Page 162 The above process shows how individual linked images can be used in policy templates However you can also create more complex banner adverts in an external HTML editor and choose to rotate HTML files rather than images For further information please see Multi link HTML ads pg 247 For more detailed information about adding policies see the adding a new policy pg 136 section of this guide j m USER MANUAL Signature Manager Outlook Edition Page 163 How Do Enforce Different Outlook Settings Per Department In this scenario different font settings are required for email messages sent from the HR department and from the Sales department The HR department should send messages in Times New Roman font and the Sales department should send messages in Verdana font The following process shows how this would be achieved assuming that departments within the organization are defined in Active Directory groups If groups are not used in this way within your o
71. to control the circumstances under which templates are applied In short an Outlook policy can be thought of as a set of rules or conditions that must be met for a template to be applied to email messages Within Signature Manager Outlook Edition there are four distinct policy types Outlook signature policies pg 104 e Outlook campaign policies pg 108 e Outlook disclaimer policies pg 110 e Outlook mail format policies pg 112 Within the Exclaimer console all Outlook policies and other key areas of the system can be accessed by selecting the parent branch in the console tree Signature Manager Outlook Edition H 3 Outlook Signature Policies Outlook Campaign Policies 3 Outlook Disclaimer Policies i 1 Outlook Mail Format Policies a Policy Tester i I Template Library K E Signature Deployment Policies USER MANUAL Signature Manager Outlook Edition Page 94 This chapter contains topics for working with Outlook policies including e What is an Outlook policy pg 96 e Understanding how Outlook policies are processed pg 98 e Understanding the difference between Outlook and OWA pg 101 e Policy types pg 103 e Accessing existing Outlook policies pg 115 e The anatomy of an Outlook policy pg 119 e Adding anew Outlook policy pg 136 e Cloning an existing Outlook policy pg 143 e Changing an existing Outlook policy pg 144 e Enabling and disabling an Outlook policy
72. to the add condition window where your condition is now displayed Leave the qualifier as the default is equal to and type Surrey into the associated value field 15 Click the button associated with the then this conditional field s value is field to open the expandable field editor window Use this window to enter content to be inserted if the associated condition is met i e for messages sent by users based in Surrey England You can enter text and or fields as required rs q 21 High Street Guildford Surrey England GU1 2AB USER MANUAL Signature Manager Outlook Edition Page 299 Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 21 pg 301 for details about changing these properties 16 Click OK to save changes and exit back to the add condition window 17 Click OK to exit back to the conditional field window IE City is equal to York then this field s value i is Contact our York office Ant The Avenue York England YO 2AB OR if State province is equal to Surrey then this field s value is Contact our Guildford office n21 High Street Guildford 18 To define signature content that should be applied for all other users based in England i e people who are not in York or Surrey move to the bottom of this window and click the button associated with the if none of the above apply the
73. to your organization s Outlook signatures as follows 1 Select the Outlook disclaimer policies branch in the console tree 2 Click the new button from the toolbar to start the new Outlook policy wizard pg 137 3 Onthe general pg 120 window specify a meaningful name for the policy for example Product Offer Disclaimer 21 03 2014 4 Click next to progress with the wizard and choose a campaign template pg 121 Select the required disclaimer template a number of standard templates are provided or you may wish to create your own more specific versions in the template library pg 189 5 Click next to see a preview of how the selected template will appear in email messages 6 Click next to continue and set conditions pg 124 under which this policy will be applied In this case we want the disclaimer to be applied to all users therefore select the Outlook user is anyone option 7 Click next and then finish to complete the wizard The new policy is added to the Outlook disclaimer policies branch of the console tree and is selected by default 8 Select the date range pg 132 tab and set a date to match your campaign policy stage 2 pg 156 9 Once you have saved changes the policy is ready for use It is a good idea to test the policy in the policy tester pg 180 to ensure that it works as expected Repeat stages 1 3 for other products dates required USER MANUAL Signature Manager Outlook Edition Page
74. within a given department you might then define an exception to exclude individual people within that department Use the exceptions tab to set required criteria pg 130 iT Department amp New Za Users Delete Clone P Selectexception s E Outlook user is a specific person Outlook user is a member of an Active Directory group _ Outlook user is a member of a Domain or Organizational Unit Jutlook user has one or more specific Active Directory attnbutes Select an exception Use hyperlinks to set criteria for the exception Editan exception by clicking an underlined value Policy DOES NOT apply to Outlook Users that have a combination of Active Directory Attribute Values If multiple exceptions are specified choose whether ALL must be met in order to trigger this policy or if meeting just one is enough J Do notapply policy when all conditions are met Do notapply policy when any condition is met Once an exception is selected any options pg 130 for that exception are displayed as hyperlinks in the lower pane select these links to set refine criteria for the associated exception See the exceptions options summary pg 130 page for a summary of available exceptions USER MANUAL Signature Manager Outlook Edition Page 129 Available Options for Setting Exceptions When working with exceptions pg 129 for a policy the following options are available C Outlook user is
75. 0 All weekdays have been selected and set The schedule scale to be inactive can be increased or decreased Making the policy inactive for the selected days means that it is only active at weekends Having made required date and time selections click OK to exit back to the updated date range tab Use Advanced schedule F3 Policy is active when any of the following schedules applies Weekends Only ibe The date range tab is updated with the new schedule To update an existing schedule select its name and click edit Similarly click delete to remove the selected schedule USER MANUAL Signature Manager Outlook Edition Page 133 The Anatomy of an Outlook Policy Next Policy If you have a number of Outlook policies which are dependent upon each other you can create a policy chain using the next policy tab iT Department amp New i Users amp Delete Clone General K Template G Options G Conditions Exceptions E Date Range Next Policy g Nextpolicy rules F this policy is applied then Process the next Outlook Signature policy F this policy is not applied then Process the next Outlook Signature policy If this policy is not E E cela silken Sa Don t process any more Outlook Signature policies Whilst you control the sequence in which Outlook policies are processed using the policy tab pg 87 the next policy tab allows you to define specific pol
76. 3 General G Signature Creation iJ Settings L Help a Outlook Campaign Policies amp Signature Creation GJ Outlook Disclaimer Policies Server A Outlook Mail Format Policies HELPFILEMACHINE e8 Policy Tester a a i Template Library This server will create signatures for the members of the following OUs SRAdd 7 Delete 1 Select the appropriate signature deployment policy 3 The network share is where signatures are shared and also where the ExSync cfg file can be found HELPFILEMACHINE signatures The number of signature deployment policies found will vary from one organization to another Many organizations will only ever need the one signature deployment policy that is automatically created when Exclaimer signature Manager Outlook Edition is installed USER MANUAL Signature Manager Outlook Edition Page 43 2 Add the following text to the ExSync cfg file making sure that there is a carriage return after the last email address karen green SignatureList john smith greenorg net joe bloggs greenorg net karen green greenorg net Here you specify the user to whom you wish to deploy multiple users signatures using their logon user name in square brackets karen green This is followed by the email addresses of users whose signatures are being deployed So the edited ExSync cfg file looks like this fe tenis File Edit Format View Help Global ErrorBubble 0 Paus
77. 354 Options on this tab are summarized below Option Summary Outlook update client ExSync exe Check for new signatures Show error bubbles OWA signatures Choose how frequently user computers should check for new signatures via ExSync pg 27 You can either Update at continuous intervals select the every n minutes radio button and specify the required interval Note that for large organizations more frequent updates will increase network traffic between clients and the server Update once and then close down ExSync select once at runtime only to work in this way For further information please refer to setting up ExSync pg 27 Select this option to show errors on user computers when signatures and settings fail to update This is useful for example when diagnosing connection errors however you are advised to disable this option under normal circumstances Select this option to pause signature and settings updates on user computers This is useful for example if you are performing maintenance tasks on the server and wish to prevent errors being reported during this time Update OWA using ExSync on client Update OWA from server Select this option to only update OWA signatures via the ExSync pg 27 agent on client computers as part of the standard signature update process Note that this option is not available for mailboxes on Office 365 or Exchange 2013 If this is a requirement with
78. 4 Set the frequency with which ExSync should check for new signatures in minutes or choose to update once at runtime only Selecting once at runtime only sets ExSync to update immediately and then close down whilst defining a set frequency updates at continuous intervals 5 Save changes USER MANUAL Signature Manager Outlook Edition Page 28 Ensuring that ExSync Runs Automatically Once ExSync has been deployed to client machines you need to ensure that it runs automatically To do this you can use a logon script pg 29 or GPO pg 31 Deploying Via a Logon Script This method of deployment is useful if you already have a logon script or if you wish to deploy Exclaimer Signature Manager Outlook Edition signatures to a select number of users for test purposes For clarity this process has been documented in three stages Stage 1 Create new or update existing logon bat pg 29 Stage 2 Set login bat as the login script for required users pg 30 e Stage 3 Ask users to log out and log back in pg 30 Stage 1 Create New or Update Existing Logon Bat If you do not already have a ogon bat file you should create one now To do this 1 Open Windows Notepad 2 Create a file named logon bat 3 Enter the full UNC path to ExSync for example Server Share exsync exe 4 Save the logon bat file 5 Copy the logon bat file to your shared NETLOGON folder If you already have a logon bat file simply add the full UN
79. 67 e Exclaimer console settings pg 72 e Exclaimer console licensing pg 73 Exporting configuration settings pg 82 e Importing configuration settings pg 83 If you already know about the console and wish to get started with Exclaimer Signature Manager Outlook Edition see the Signature Manager Outlook Edition pg 85 section of this guide USER MANUAL Signature Manager Outlook Edition Page 66 Understanding the Exclaimer Console Window The Exclaimer console window is split into three panes as shown and summarized pg 68 below Actions pane Toolbar Signature Policies 4 GJ Wizard Generated Signature Policy Ea Policy Tester iP Template Library c l Blank Templates H Ql Letterhead style H l Business Cards Signatures J Campaigns E T Disclai Keep a copy ofthelast 10 succes Content pane Console tree USER MANUAL Signature Manager Outlook Edition Page 67 Exclaimer Console Summary Available options in the Exclaimer console are summarized in the following sections e Console menu pg 68 e Console toolbar pg 69 e Console tree pg 70 e Content pane pg 70 e Selection tabs pg 71 e Actions pane pg 71 Console Menu The console menu provides access to key areas and tasks within the Exclaimer Console Available options are summarized below Summary Use this option to save any changes made in the current content pane pg 70 Use this option
80. C path to ExSync to it for example Server Share exsync exe and save it to your shared NETLOGON folder O m USER MANUAL Signature Manager Outlook Edition Page 29 Stage 2 Set Logon Bat as the Logon Script for Required Users If required you can set ogon bat as the login script for each Active Directory user To do this 1 Open Microsoft s Active Directory management tool Active Directory Users and Computers 2 Locate the required user in the directory structure 3 Double click the user name or right click and select properties re p E F gt E oO af gt por mote conte DL nA l iio aa a aau y OTa A a a M S s eee ee Cc Re et ee P a TAS 7 r be ee eee _ ee ae ee ee Lh Cr nar gt ee een ee g f weet eogreraanas Ara Dwf ee AN Oia Fr E ow p ropero aay tas sa 4 Select the appropriate tab in this case profile 5 Enter logon bat into the logon script attribute and click OK Stage 3 Ask Users to Log Out and Log Back In Ensure that your users log off and log back on at least once to activate the new login script USER MANUAL Signature Manager Outlook Edition Page 30 Deploying via Group Policy Object GPO This method of deployment allows you to deploy the login script using your default Group Policy Object GPO or to a GPO that you have created For clarity this process has been documented in two stages e Stage 1 Cr
81. CY snccesenssncesonaniirinrir iiinn N n 144 Enabling and Disabling an Outlook Policy csccsscssccecccsccscceccesccsccescesccncceccesccncceccsccsccescesccsccesces 145 Viewing Which Users Are Associated With an Outlook POolicy ccsccssccsccssccscceccesccssceccescescceccescs 146 Removing ah Outlook PONCY sssini ENE E T ETTE 148 HOW TOs wrstesanentiaaiannsteasausaeesdennniagsiantaendasnennauanabauutauabioncins sane sennaneunaentapuanashensauabeeneanentnasieninentaenuinadanns 149 How Do Create My First Outlook Signature cece ceeecccesseccceeecccceececeesececeuseeeseaececsuecessueeeeseners 150 How Do Insert A Web Style Banner Ad That Alternates Daily ccccccccccsssccceeseceeeeseceeeeeeeeeenees 151 Stage 1 Add Required Banner Image to Campaign Temp lates ccccccsssccccesececeeseceeeeeeeeeenees 152 Stage 2 Define Campaign POLICIOCS cccsescccceseecceesececeesececeececseececeusecessueceeseneceesuecetsueeeeeenecs 153 How Do Create a Web Banner Advert With a Disclaimer ccccssssssecccecceeeeseeeccecessaaeseeeeeeeenas 155 Stage 1 Add Required Banner Image to a Campaign Template ccccccscccccsseccceeseceeeseeeeenees 156 Stage 2 Define a Campaign POMCY essessssessesessessrreserrrssrrrsssrrssrrersrrrsssrerserressreesereessrreserresereeseeeee 157 Stage 3 Define a Disclaimer POlICY sesssesensesensssresesrrsssrrsssresssrersrrrsssresserressrresereeserreserreserresee
82. Everyone Else Outlook Mail Format Policies 3 IT Department 2 Sales Department 2 HR Department _ Everyone Else The policies tab is available from the Signature Manager Outlook Edition branch the Outlook signature policies branch the Outlook campaign policies branch the Outlook disclaimer policies branch and the Outlook mail format policies branch The sequence in which Outlook policies are listed in these tabs is the same as the sequence shown in the console tree It is important to note that policies are processed in the order that they are listed here You can use move up move down move to top move to bottom options to change the sequence of this list For further information please see understanding how policies are processed pg 98 USER MANUAL Signature Manager Outlook Edition Page 118 The Anatomy of an Outlook Policy An Outlook policy includes a range of settings which control how policies are processed and what signature content should be applied These settings are organized across a series of tabs displayed in the content pane when a policy is selected General Template Gy Options Conditions D Exceptions E Date Range Next Policy Use links below to learn more about these options e General pg 120 e Template pg 121 e Options pg 123 e Conditions pg 124 e Exceptions pg 129 e Date range pg 132 e Next policy pg 134 Note that the template tab is availabl
83. Exclaimer console is always at the topmost level from which any number of parent child branches also known as nodes is displayed Having selected a node from the tree the content pane displays information and options that are relevant for that node Options on the toolbar pg 69 can be used to quickly navigate between branches within the console tree When a branch is selected and changes are made but not saved the branch is displayed with an asterisk symbol you will see this at parent level indicating that the branch contains child branches with unsaved changes and also at child level Parent branch Child Parent child branch with unsaved changes Signature Manager Outlook Edition Child Parent child branch s yig ith unsaved changes E S Outlook Signature Policies ui m Sales Department i E IT Department Wr Outlook C ign Polic Child branch with E Outlook Di claimer Poli unsaved changes p sciaimer ic H j Outlook Mail Format Policies e Policy Tester t M Template Library K Es Signature Deployment Policies The asterisk symbol is cleared from a branch once its settings have been saved The console tree can be hidden or shown using the hide show console tree pg 69 button on the toolbar For quick navigation use back pg 69 forward pg 69 and up pg 69 buttons from the toolbar Content Pane Having selected a node in the console tree any information and settings associated with tha
84. For Exclaimer Signature Manager Outlook Edition to deploy signatures correctly the following permissions are required on the security and share properties of any folders which have been specified as the deployment share e Authenticated Users Read e Domain Admins Full Control If the folder is located on the same computer where Exclaimer Signature Manager Outlook Edition has been installed e SYSTEM Full Control If the deployment folder is located on a different computer from where Exclaimer Signature Manager Outlook Edition has been installed e Computer Object ComputerName Full Control ComputerName is the name of the computer where Exclaimer Signature Manager Outlook Edition has been installed To configure the permissions please follow the steps below 1 Log on to the computer where the folder you have specified as the Deployment Share is physically located Ensure you log on with an account that has administrative privileges to that folder 2 In Windows Explorer navigate to the folder specified as the Deployment Share 3 Right click the folder click Properties and then click the Security tab 4 Click Edit and then click Add There is no Edit button on Windows XP or Windows 2003 5 Type Authenticated Users Click OK 6 Inthe Permissions for Authenticated Users box ensure the Read amp Execute List Folder Contents and Read permissions are set to Allow 7 Click Add 8 Type Domain Admins Clic
85. Group Policy Objects go to the Microsoft Technet website and search for Group Policy Object How Do Obtain A Copy Of ExSync Having completed the installation process pg 19 and the setup wizard pg 22 the ExSync agent is automatically copied to your specified deployment share from where it is run However to use ExSync you need to e Set the update mode for ExSync pg 28 e Ensure that ExSync runs automatically on all client computers pg 29 USER MANUAL Signature Manager Outlook Edition Page 27 Setting the Update Mode for ExSync Using Exclaimer Signature Manager Outlook Edition settings you can set the mode in which Outlook policies pg 94 are applied to user computers via ExSync pg 27 To do this follow the steps below 1 Within the Exclaimer console select the signature deployment policies pg 343 branch of the console tree 2 Fromhere select the required deployment policy A default deployment policy is created automatically when Exclaimer Signature Manager Outlook Edition is installed and a deployment share is specified in the setup wizard pg 22 but additional deployment policies can also be added 3 Select the settings tab to view settings for the selected deployment policy HELPFILEMACHINE Choose how ExSync updates are performed Update OWA using ExSync on client Not ava able for Mailboxes on Office 365 or Exchange 2013 lt Update OWA from Server aes get tes Tit i
86. Here you can select Active Directory details to be included for another user i e a user who is not actually sending the message You can include details for The message sender s manager as identified from the content of the sender s manager display name field in the Active Directory A specified user from the Active Directory click the browse button to select the required user The user matched for a query defined using exchange advanced pg 226 fields Using field content options at the top of this window you can choose to include information from a single Active Directory field or multiple fields For a single field select the down arrow and make your selection From the Manager specified in the sender s AD record Use the data from the senders extensionattribute to find the other user by their admindisplayname continued USER MANUAL Signature Manager Outlook Edition Page 270 Inserts For multiple fields click the button to open the expandable field editor and then select all required fields Field case Do not change Font Size Bold Italic Click OK to confirm your selections and exit back to the updated other user s AD field window for example ake a admindisplayname USER MANUAL Signature Manager Outlook Edition Page 271 Conditional Field Example 1 This example shows a conditional field being used to apply different signat
87. IS 6 wc sinssandcanicawocacanncoddansneddanteibadanususleddantnuddnadimadsanildaduanisoweds 50 Configuring a Virtual Directory Using WS 7 sccicsccscpeesccisasanctioscnacdeardedevaenesdedsansoaedionsanddasraatecietneddenns 55 Installing the Exclaimer Outlook Settings Update Client on Remote Computers cccceeeeeeeeeeeees 58 The client installation process scsscccsscascdascenodsatcasasianadeeenabauspanooeuandeabaatnede an nsodedeaecbanencapeteabavancvantieniud 59 USER MANUAL Signature Manager Outlook Edition Page 2 Configuring Required Permissions for the Deployment Share Folder ccsscsscssccsscesccscceccesccncccees 63 THE EXCLAIMIER CONSOLE ccscapacsccandewcnicsar cos o a E 65 The Exclaimer Console INtlOGQuUctiOM ssscosscicacasscssssscecacecassnscaisteceseccsncecsnatscadinssnusceusiscasacasanscaseimeaaniesneieae 66 Understanding the Exclaimer Console Window ssccsccsscssccsccesccscceccesccscceccesccscceccescessceccescscceccescs 67 Exclaimer Console SUIMMALY vicassasissanerecseassesunnatevaasncsaiancnanauneboanadaneeakinaneanna eatmnabadananenaaauwenninabeeananouenads 68 Console MEMU sessen ses eestor aoc E aE ENEE bowels EE ENEE EE E AEE EEEE SENNEN 68 Console ToolBar scrierii E EE E A EEE E E Ni 69 COn ole TOC ee E E E E N 70 RN IE eae E E E E arte E E E E E E E EE 70 A eae o E E A E T E E E A A ET 71 ACON PoE ar E E A 71 Exclkaimer Console Settings ssmirisiirnsrrnerin ivr na 72 EE AI POA N E E V O A E A E
88. Internet Information Services 115 Manager Age 1156 local computer Helmuet Grusser exclaimer co uk 2ip H Application Pools Hiro Wakamura exclaimer co uk zip Eee Web Sites Joseph Khadir exclaimer co uk zip I Default Web Site Karen Green exclaimer co uk zip Karen Think exclaimer co uk zip Olleo Hoeglund exclaimer co uk zip Peter Jones exclaimer co uk zip Sebastien Gruyere exclaimer co uk zip USER MANUAL Signature Manager Outlook Edition Page 54 Configuring a Virtual Directory Using IIS 7 1 Open Internet Information Services Manager inetmgr exe Internet Information Services 115 Manager hicrosott Internet Information Semic Start Page m 43 IIS 11S7 Administrator Connection tasks Online resources Connect to localhost Connect to a Server Connect to a site Connect to an application NS News Enable IIS News TIS News is disabled dick the Enable IIS News link to get the most recent online news 2 Expand nodes and locate the Default Web Site entry E Internet Information Services 11S Manager File View Help i Default Web Site Home TIS 1S7 Administrator g Application Pools ms 6 Sites CO oo 3 Default Web Site of a Authentication Compression Default Document 5 43 Group by Area TE rw F Zm H EJ 1l l b Start E Stop Browse Web Site Browse 80 http Advanced Settings USER MANUAL Signature Manager Outlo
89. ML RichText Plain Text pin the fields panel to P7 ip 7 the window or to hide it when not in use Click the fields option to activate the fields Gener amp Contact Block A First name A Initials A Last name 4 Display name A Description IA Office IA Telephone number pea Scroll down the list to view fields which are organized into related groups namely e User gt General pg 223 e User gt Address pg 224 e User gt Telephone pg 225 e User gt Organization pg 226 e User gt Exchange Advanced pg 226 e User gt AD Photos pg 226 e User gt Other AD Fields pg 227 e Dynamic content pg 228 e Advanced pg 270 e General pg 312 To insert a field simply double click the required entry in the panel The field is inserted and the fields panel closes automatically If you do not wish to insert a field click the fields button to close the panel USER MANUAL Signature Manager Outlook Edition Page 220 Working with Fields Using Spaces between Fields The placement of content will be made exactly as displayed in the editor For example if you enter three blank spaces between a first name and a last name field there will be three blank spaces between these items when they are displayed in emails Copying and Pasting Fields You can copy and paste fields to new positions within the template care should be taken to ensure you copy paste the entire field rather than just
90. NEW Move to Top l Move to Bottom bE Sales Department HR Department j i GH Everyone Else Outlook Campaign Policies r amp Sales Department i HR Department Outlook Disclaimer Policies rg IT Department ne Outlook Mail Format Policies B Pit IT Department po Hi Sales Department FS ra HR Department Outlook Mail Format Policies XA IT Department XA HR Department E EA Signature Deployment Policies _j Everyone Else Outlook policies are processed in the order that they are listed here The policy list is divided into four sections signature policies campaign policies disclaimer policies and mail format policies You can use move up move down pg 90 options to change the sequence of policies within each section and use next policy pg 134 options for greater control over processing sequence USER MANUAL Signature Manager Outlook Edition Page 87 Note that you can change the sequence that policies run within each policy type section but policy types always run in the same sequence ee Once the signature has been constructed any mai format policies are processed and applied before the final signature is deployed For further information see understanding how policies are processed pg 98 Available options from the policies tab are summarized in the following sections e The policy list pg 89 e The policies toolbar pg 90 e View options pg 91 USER MANUAL Sig
91. Outlook Edition Page 231 QR Code The QR code Quick Response code field is used to insert special barcode type images which can be scanned by QR scanners and smartphones for example oreo These images contain information comprised of text and or other fields for example you might include contact information website details etc Using Exclaimer Signature Manager Outlook Edition you can add a QR code pg 233 and in doing so specify e The type of QR code that is required i e the type of information to be encapsulated URL contact calendar event etc e How the QR code should be displayed size sharpness shape color and background e Any text Active Directory fields and hyperlink details to be associated with the QR code If required you can also use logo options pg 236 to display a given logo with the QR code You can choose to display the logo as a background in the center of the QR code or in a user defined position pg 237 USER MANUAL Signature Manager Outlook Edition Page 232 Adding a QR code to a template To add a OR code image use the fields panel to insert a QR code field When this field is added to a template the QR code window is displayed Access logo Change the options color of the QR code image Preview the image using a specified Active Directory user QR Code Logo 7 ec O O mam Cell size G DataCell E i mE BE Cell Sharpness s a Fields Use data
92. SER MANUAL Signature Manager Outlook Edition Page 329 How To This section contains instructions for completing a selection of common tasks with templates using Exclaimer Signature Manager Outlook Edition including e How dol create a dynamic signature template pg 331 e How dol suppress blank lines if fields are not populated pg 332 e How dol create a contact block pg 334 e How dol set the font for text ina template pg 337 e How dol insert a single banner ad for a campaign pg 338 e How dol include images for an OWA signature pg 340 How can tell which policies are using a specific template pg 341 USER MANUAL Signature Manager Outlook Edition Page 330 How do I Create A Dynamic Signature Template To create a dynamic signature template simply create a new template and add Active Directory fields in the required sequence and format When working in HTML format you can be as creative as you like with tables images shading etc To provide ideas and help you get started a number of custom designs are included with the Signature Manager Outlook Edition installation an example is shown below Tapestry Business Card Example In this example a template has been designed in tabular business card form Font attributes are set for certain fields to be displayed in pink and images have been included within the table Design mode Tapestry interior design Tapestry interior d
93. Signature Manager Outlook Edition Page 196 Previewing a Template To quickly see how a particular template will look when it is applied in a signature simply select the required template from the console tree The template is displayed in the preview tab within the content pane File Action Window Help i Everyone Else G 91 Outlook Mail Format Policies H Gig Policy Tester p Template Library Preview Help i E Sample004 See how the Karen Green Marketing Manager b E Sample005 template looks in o be E Sample006 aac the preview tab t 44 0 1252 987 456 a ewer t 44 0 1252 987 456 fi i p Bere Select required of RSS Feed template in the library Use the template anies Act 1985 breadcrumb trail to a Breach of Confidentiality access parent categories H Employer s Liability ie Negligent Misstatement illustration H Virus Disclaimer i Standard Disclaimer SE Jette Jenioumeni LEE tie Let ignatures Orbit Illustration From here you can e Double click anywhere in the preview tab to edit the template pg 202 in the template editor pg 208 e Select a template category pg 193 from the template breadcrumb trail to view other templates in that category e Use toolbar options to edit pg 202 delete pg 206 clone pg 200 rename pg 203 or move pg 205 the template This preview option always shows the HTML vers
94. UAL Signature Manager Outlook Edition Page 229 Custom Hyperlink A custom hyperlink can be used to insert a standard hyperlink i e a URL for a web page and any other kind of link for example a mailto email link for example green organisation Visit Additionally it has the option to include other Active Directory fields This means that you can create a custom hyperlink and insert for example the user gt web page field to insert a link to the user s own web page in the signature To insert a custom hyperlink and specify a field within it follow the steps below 1 Use the fields panel to insert a custom hyperlink field When this field is added to a template the hyperlink window is displayed 2 Click the down arrow associated with this field to select the required Active Directory field to insert as the link target here the user s web page Address Telephones Organization Exchange Advanced AD Photos Other AD Fields The Web page from the AD 3 Enter text that users click to activate the link Note that this text is only displayed when the template is in preview mode pg 209 or when the template is applied to email messages 4 Click OK to confirm details USER MANUAL Signature Manager Outlook Edition Page 230 Custom Image The custom image field allows you to insert an image and use it as a trigger for a hyperlink for example green When
95. USER MANUAL Signature Manager Outlook Edition Page 279 In preview mode for an IT user this example is displayed as follows notice that the text has the same font settings as those defined for the conditional field element green organisation You can reach the IT department Mon Fri 8am 7pm Tel 01252 123450 22 Save the template in the normal way The template can now be associated with an Outlook policy pg 94 where the only condition pg 124 required is al messages although you can apply further conditions at policy level if necessary Using nested conditional fields i e adding one conditional field within another conditional field can be a particularly powerful approach for advanced users who need to create complex signatures to cater for a wide range of scenarios within an organization For further information please refer to the conditional field example 3 advanced pg 292 section USER MANUAL Signature Manager Outlook Edition Page 280 Conditional Field Example 2 This example shows a conditional field being used to apply different signature content for users in e France add a French flag image and a Paris address e Germany add a German flag image and a Berlin address e Everyone else add a globe image and a US address In this example conditional content is added in the form of text and a custom image The scenario for this example is illustrated below SO e e e e e e e e E E E
96. You can also use the policy description to record comments and notes about a policy such as what it does and under what conditions it triggers We highly recommend that you use this field to keep a record of changes to a policy over time 4 Click next to progress with the wizard and choose a campaign template pg 121 Select the campaign template that contains the required banner advert created in stage 1 pg 156 5 Click next to see a preview of how the selected template will appear in email messages 6 Click next to continue and set conditions pg 124 under which this policy will be applied In this case we want the campaign to be applied to all users therefore select the Outlook user is anyone option 7 Click next to set the date pg 132 on which the campaign should be applied to messages 8 Click next and then finish to complete the wizard The new policy is added to the Outlook campaign policies branch of the console tree 9 Once you have saved changes the policy is ready for use It is a good idea to test the policy in the policy tester pg 180 to ensure that it works as expected USER MANUAL Signature Manager Outlook Edition Page 157 Stage 3 Define a Disclaimer Policy It is considered best practice to provide a disclaimer with any offer that you are running This can be contained within the email or appear as a link to a web page Exclaimer Signature Manager Outlook Edition allows you to add disclaimers
97. a specific person C Outlook user is a member of an Active Directory group C Outlook user is a member of a Domain or Organizational Unit C Outlook user has one or more specific Active Directory attributes When an exception is selected further options are available as summarized below Outlook user is a specific person pg 131 Outlook user is amember of an Active Directory group pg 131 e Outlook user is a member of a Domain or Organizational unit pg 131 e Outlook user has one or more specific Active Directory attributes pg 131 USER MANUAL Signature Manager Outlook Edition Page 130 Outlook User Is a Specific Person Use the mail users link to browse and select a specific user from the user list Outlook User Is a Member of an Active Directory Group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups Outlook User Is a Member of a Domain Or Organizational Unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list Outlook User Has One or More Specific Active Directory Attributes Use the Active Directory attribute values link to open the configure attributes window pg 127 to define queries to be resolved for matching required users USER MANUAL Signature Manager Outlook Edition Page 131 The Anatomy of an Outlook Policy Date Range Options on the date range tab a
98. age they are directed to a given URL 1 Ensure that required image files are in a single folder on the computer where Exclaimer Signature Manager Outlook Edition is installed 2 Use the fields panel to insert a rotating banner ad field 3 Select the newly inserted field and check the properties pane properties for the image are shown HTML RichText Plain Text Undo F Je Cut Select font a Font size a i i HE SE kil Image Properties for the Redo ES Dep Bs Um mew A RES E Tatte i ee rotating banner ad Propis A SR CY Rotating Banner 4 Behavior Banner choos Random Number Content Folder locatio G Users Administ Filter ips Address Hover text Alt text Tapestry interior or design First name Last name _ E mail tel Tele The rotating banner aie m ad placeholder reee en a A Rotating B c3 OEE ee USER MANUAL Signature Manager Outlook Edition Page 240 Action Sequencers Message Sender Sequential Number Random Number Server Sequential Number Template Sequential 4 Select the drop down list to the right of the banner chooser field Here you specify the frequency and order in which banner ads in the selected folder are displayed Available options are summarized below Summary Each time an Outlook signature is requested via ExSync pg 27 Exclaimer Signature Manager Outlook Edition displays a different banner starting wit
99. ailable general pg 120 options conditions pg 124 exceptions pg 129 date range pg 132 and next policy pg 134 The options tab contains settings which are specific to Outlook mail format policy types tment Di New Users p Delete Ji Clone General Outlook Options Conditions Exceptions E Date Range Next Policy Compose ii thismessaga foma HTML Use Microsoft Word as default editor for email messages 1 Use Microsoft Word as default editor for messages in rich text format i When composing a new message use Arial 10pt Black When composing reply orforward use Arial 10pt Black When composing plain text message use Courier New 10pt Black Outlook Options Removeall previous existing signatures 1 Remove all previous existing stationery 1 These options are summarized below Option Summary Message Format Options Compose in this message Choose the default composition format for emails that are format composed in Microsoft Outlook available options are HTML RTF and Plain Text Use Microsoft Word as Select this option to use Microsoft Word when composing new default editor for email email messages from Microsoft Outlook Note that this setting messages only applies for Microsoft Outlook 2003 Use Microsoft Word as Select this option to use Microsoft Word when composing new default editor for email email messages in rich text format from Microsoft Outlook Not
100. ails and add the QR code image to the template Certain combinations of images and colors may produce a QR code that is not always readable We advise customers test the QR code with a smartphone to ensure it works as expected before releasing it in a signature To edit the properties of an existing QR code image in a template simply double click the image to access the QR code window USER MANUAL Signature Manager Outlook Edition Page 234 Changing the Size of the QR Code Having defined a QR code in the QR code window the image can be resized as required To resize the image hover your cursor over the marker in the bottom left hand corner of the image to enable sizing grab handles QR Code Logo Be Cell Size s Data Cel E we Cell Sharpness O tara as Salinas Samre r i Hover the cursor over the marker in the bottom right hand corner to enable grab handles Having done this you can simply drag the image to the required size QRCode Logo ue calsze oE pascal eh Cell Sharpness saad Cell Shape Square Background Presets Cell Appearance USER MANUAL Signature Manager Outlook Edition Page 235 Adding a Logo Image If required you can choose to associate a logo or any other image with a QR code A logo image can be displayed as a background for the OR code in the center of the QR code or in a user defined position pg 237 To add a logo imag
101. ain save button to save changes pg 79 made in this session Alternatively use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 200 Exporting a Template If required you can export a template to a file This is useful for example if you wish to delete a template but need to take a copy first just in case the template is needed in future To export a template follow the steps below 1 In the console tree select the parent category for the template so that available templates for that category are displayed in the content pane 2 Inthe content pane select the template to be exported Notice that import and export options are now activated on the toolbar 3 Select export to open the save as window The file name defaults to the name of the selected template and the file type is zip A zip file is used because there are multiple parts to a template file it is not a single document 4 Navigate drives and folders to select the required location for the template file 5 Click save to complete the export Importing a Template Previously exported pg 201 template files can be imported into the template library To do this follow the steps below 1 In the console tree select a parent category for the template Notice that import and export options are now activated on the toolbar 2 Select import to display the open window When a template is exported the ex
102. ally to the machine upon which Exclaimer Signature Manager Outlook Edition is installed However if you absolutely need to use UNC referenced images you must ensure that the Exclaimer Outlook Settings Connector Service is set up to log on with an account that has appropriate network access permissions for the specified UNC path s Using Images in OWA Signatures It is important to note that any images used in templates for OWA signatures pg 101 must be linked using a URL and not embedded USER MANUAL Signature Manager Outlook Edition Page 339 How Do Include Images for an OWA Signature Any images used in templates for OWA signatures must be linked using a URL and must not be embedded To do this choose the insert image option from the template editor toolbar to open the image window In the location field type the required address for the image Alternatively if the required address is stored in an Active Directory field you can use the arrow associated with the location to select the appropriate field Required images must be available on a computer that can be viewed externally for example ona web server USER MANUAL Signature Manager Outlook Edition Page 340 How Can I Tell Which Policies Are Using A Specific Template Each template is associated with a properties pg 204 window which includes a list of any policies that are using the template E General Information Name Copy of eSpiral Si
103. and a signature template D Template preview The set of conditions allow you to specify which users will receive which Outlook Signatures A signature template is made up of text images and or Active Directory fields This content is used to create a signature for users Finished i sauna persian Sine Sees REAR o RAMI Comets Sk dii SRR WOO ANON i eA REE You may change 4 Click next to set conditions pg 124 for your first policy You can update this policy at any time after the installation so if you are not sure what to set now simply accept default conditions and continue m Exclaimer Signature Manager Outlook Edition Setup Wizard Welcome Deployment Share Pl New Policy Setup Y ionts Ec C Outlook user is anyone L Select a template V Outlook user is a specific person 2 Template preview C Outlook user is a member of an Active Directory group Finished C Outlook user is a member of a Domain or Organizational Unit _ Outlook user has one or more specific Active Directory attributes Conditions Specify the Outlook users that you wish to receive the signature ff Edita condition by clicking an underlined value Policy applies to Outlook Users that are in the following list Administrator 1 Apply policy when all conditions are met Apply policy when any condition is met USER MANUAL Signature Manager Outlook Edition Page 24 Click to move to the next stage and select a to associate with your first policy
104. as determined by policies and associated templates Users can amend the signature at this point if required Can Change The Processing Sequence You cannot change the processing sequence but you can apply atypical templates to policies For example if you wish to include a campaign image before a signature you could associate a campaign template with an Outlook signature policy and a signature template with an Outlook campaign policy This principle applies to any of the Outlook policies signature campaign and disclaimer USER MANUAL Signature Manager Outlook Edition Page 100 Understanding the Difference between Outlook and OWA Within Exclaimer Signature Manager Outlook Edition policies can be defined for emails sent via e Microsoft Outlook pg 102 e OWA pg 102 This is determined on the options tab pg 123 for each policy as shown below Cj Square Options IT Department Signature Content Choose whether the policy should be deployed to Microsoft Outlook or to OWA E PET PEIN O Microsoft Outlook __ Set signature as default in Outlook Web Access J Image Options A Images Referenced by URLs Images Referenced by Filenames Do not change Do not change Add campaigns tothis signature Y Add disclaimers tothis signature USER MANUAL Signature Manager Outlook Edition Page 101 Microsoft Outlook Policies are applied to any emails that are sent from Microsoft Outlook Any
105. associated template is added to the signature Processing continues and if an Outlook campaign policy is applied content from the associated template is appended to the signature content Processing continues and if an Outlook disclaimer policy is applied content from the associated template is appended to the combined signature campaign content When all processing is complete the final signature is comprised of anything between one and three parts for example Karen Green Marketing Manager K network26 local t 44 0 1252 987 456 f 44 0 1252 987 456 This part of the signature was applied from an Outlook signature policy This part of the signature was applied from an on designing email signatures Outlook campaign policy www exciaimer com to make defamatory statements and not to infringe or authorize any infringement of copyright or am other legal right by emsil communications Any such communicstion is contrary to compan and outside the scope of the employment of the individus concerned Green Organization will no accept any liability in respect of such communication and the employee responsible will be personally liable for any damages or other liability arising Any views or opinions presented in this email are solely those of Karen Green and do not necessarily represent those of Green Organization
106. at all scenarios are catered for With Exclaimer Signature Manager Outlook Edition creating different versions of a template is made simple using the HTML RTF and Plain Text tabs at the top of the template editor When a tab is selected toolbar options are updated to show options that are relevant for that format This section summarizes toolbar options for each format e The HTML editor toolbar pg 213 e The RTF editor toolbar pg 214 e The Plain Text editor toolbar pg 215 USER MANUAL Signature Manager Outlook Edition Page 212 The HTML Editor Toolbar HTML templates can be sophisticated and feature rich utilizing many of the options and techniques that you would expect from web pages including tables images hyperlinks and dynamic content fields oon Wi i gt Times New Roman ov small SSS Se ee k image Line edo eae 3 I U wg A BS SB Tae Bivreriink A Fields These options are summarized below Toolbar Summary Option Save and close the current template and return to the template library Mode Mode options are used to switch between different view modes Choose from design view and work with the WYSIWYG editor source view and work with the HTML source preview preview the template applied to a test message Editor Editor options are used to perform key editorial tasks Choose from undo undo the last action in the editor redo redo the last act
107. at summarizes the purpose of the query If you have multiple administrators you might also choose to add version change dates here Active Use the browse button to select an Active Directory container or leave blank to Directory search the entire Active Directory container Start Choose to start the query with no one so the query will start with nothing and add with matched users or everyone so the query will start with all Active Directory users and remove matched users Nooper Everyone Use this icon to remove a query line Use this icon to add a new query line then Choose to add or remove matched users Remove Defaults to add if you have chosen to start with no one and remove if you have chosen to start with everyone users Select the Active Directory field to be queried then how it should be queried equal to where does not equal starts with ends with etc and finally enter a value to be matched against Use the test option to run the query and view matched users in the test pane See how do create a policy based on specific Active Directory attributes pg 167 for a working example of a policy based upon an attribute query USER MANUAL Signature Manager Outlook Edition Page 128 The Anatomy of an Outlook Policy Exceptions Exceptions are used to specify any exceptions to conditions pg 124 which have been set For example if you have defined a condition to match everyone
108. ate ccccsecccssseseceseeeeeenees 171 How do Change the Template Associated With a Policy ccccccesecccessececesceeeeececeeseceeaeeeeesenees 172 Steps 1 3 Access the Template Library from Within a Policy cccccceseccccesececeeseceeeeeeeeeeeees 172 Steps 4 6 Browse and Select New Templates cccccesccccsseccecesececesecesescceseeceeeuseceseueeeesenecs 173 How do Ensure Local Signatures Are Not Used ccccccessccccessccceesececeesececeesceeseeececeuecesseeeeesenecs 174 How Do I Change The Sequence In Which Policies RUN ssessssessesesersererserrressrersrrressrerssrrresrereererese 175 How Do I Pause Signature Updates seeesenesensrersrersrersrrrsrersrersrersrrrsrrrsreesrresrresrersrersrersreesrerseeese 176 The Pause OPTIO saccnaaeasacasentacasananasearewstionnanananonsencnonannausnenduntonennteasaesteanaeenasacahesiamisennataoatanteatsanaies 177 What If Have a Design Company Designing Our Organization s Email Signatures eseese 178 Exporting Importing an Outlook Signature essssssssrsressseeessssrrrrrrrttrrrrereessssrrrerrrtrrrereeesessrererens 178 PE POLICI TESEE D aa cenatcusge cine vies nnineageeiavaneeniaeaeeunaetin mini calseseyaseeaaeatne r i 179 Policy Tester NEF OGUCTION socccaciaccccsccaycavesceccinssesnccuinepecswscaasensnctesncvneseetamansSsccupssanesassidusewsstennawnsseeeauaniee 180 Understanding the Policy Tester Window ccsccsscssccsccssccsccecccsccn
109. ations Any such communication is contrary to company policy and outside the scope of the employment of the individus concerned Green Organization will not accept any liability in respect of such communication and the employee responsible will be personally liable for any damages or other liability arising Exclaimer Signature Manager Outlook Edition contains a range of sample signatures in the template library pg 189 If required you can edit existing templates pg 202 or create new ones pg 198 using an intuitive template editor pg 208 There are no rules as to what information can or cannot be included in a signature however a signature might include e Acomplimentary sign off Best regards Many thanks etc e Contact information e Something that gives the signature personality for example you might have your organization s tag line or other brand imagery in the signature block The behavior of a signature is set using the policy options tab pg 105 For example you may want to apply a signature to new email messages only and not to replies or forwarded messages USER MANUAL Signature Manager Outlook Edition Page 104 Outlook Signature Policy Options When an Outlook signature policy is added pg 136 or edited pg 144 all standard setup tabs are available general pg 120 template pg 121 options conditions pg
110. ature Deployment 2 Beneath the Global section add the following line RemoteSource RemoteSignatureLocation Where RemoteSignatureLocation is the location for the virtual directory For example RemoteSource C Signature Deployment The final configuration file should look similar to the example below File Edit Format View Help Global ErrorBubble 0 Pause 0 Ser verOwAUpdate 0 Conti nuousUpdate 1 Signatur eSource Dc1 outlook Signatures RemoteSource C Signature Deployment Remember that if multiple signature deployment policies pg 343 are defined you may need to update multiple ExSync cfg files each signature deployment policy is associated with its own ExSync cfg file USER MANUAL Signature Manager Outlook Edition Page 48 These changes will allow files to be generated in the specified folder similar to the following image 3 Hiro Nakamura excaimer co uk zip 4h Joseph Khadir excdaimer co uk zip 4 Karen Green exclaimer co uk zip Jb Karen Think exdaimer co uk zip 4h Olleo Hoeglund exclaimer co uk zip J Peter Jones exdaimer co uk zip 12 1 2010 9 19 AM 13 1 2010 9 19 AM 12 1 2010 9 19 AM 12 1 2010 9 19 AM 12 1 2010 9 19 AM 12 1 2010 9 19 AM 12 1 2010 9 19 AM USER MANUAL Signature Manager Outlook Edition Page 49 Configuring an Internet Facing Virtual Directory in IIS The configuration process for both S 6 pg 50 and IIS 7
111. below 1 Onthe appropriate computer click Start 2 Select administrative tools 3 Select event viewer USER MANUAL Signature Manager Outlook Edition Page 81 Exporting Configuration Settings The export current configuration settings option is used to export all settings for the Exclaimer console together with settings pg 86 policies pg 94 and templates pg 189 for Exclaimer Signature Manager Outlook Edition The export process writes all settings to an econfig file this is a proprietary file type for Exclaimer products and is required if you wish to import settings from a file To export current settings follow the steps below 1 Ensure that Exclaimer is selected in the console tree i e the topmost branch 2 Select export configuration from the actions pane or from the action menu The export configuration window is displayed Alternatively you can select the topmost Exclaimer branch in the console tree and right click to access the export configuration option Z O r m 3 Navigate to the required drive and folder into which the export file should be saved 4 Enter the required file name for the export file 5 Click save to complete the export Note that configuration files can only be exported and imported between servers in the same Active Directory forest O peat m USER MANUAL Signature Manager Outlook Edition Page 82 Importing Configuration Settings The import c
112. bles field the smart table rows window is displayed _ Suppress if field is blank By default a two column table is added If you need a smart table with more or fewer columns you can continue with the setup for two columns and adjust the number of columns after the table is inserted or you may prefer to cancel this operation and use the table pg 216 option from the HTML toolbar since this option allows you to specify the required number of rows and columns at the outset From here click add to start adding rows to the table The smart table row editor allows you to define content for each column in the row you can add text or fields as required If you are adding a field you can choose to suppress this row if no Active Directory information is found for the field when the signature is processed Use the insert option to select the Type a label for the required AD field and then use the field in the first column properties option to set properties for that field Do not show this row if no AD information is present for this field USER MANUAL Signature Manager Outlook Edition Page 268 If required you can choose to not show a table row if no Active Directory information is found for a specified field for example ZIP Postal Code Continue to add as many rows as needed If required you can select a row and use up down options to adjust the sequence You can also edit and delete existing rows
113. category is selected use view options to show templates as medium or large icons USER MANUAL Signature Manager Outlook Edition Page 192 Working with Categories Within the template library categories are used to organise templates into logical groups Default categories are provided for signatures campaigns and disclaimers but you can create as many of your own categories as required There is no right or wrong way to define categories use whatever structure suits your organizational needs To view and browse existing categories select the template library branch from the console tree Existing categories can be viewed in the tree structure or from the content pane pg 192 From here you can e Add a new category pg 194 e Rename a category pg 194 e Remove a category pg 195 USER MANUAL Signature Manager Outlook Edition Page 193 Adding a New Category To add a new template category follow the steps below 1 Select the template library branch in the console tree 2 Select the new category button from the toolbar or right click and select new category from the context menu You are prompted to enter a category name 3 Enter the required name and click OK The new category is added to the end of the categories list in the console tree Renaming a Category To rename a template category follow the steps below 1 Select the template library branch in the console tree 2 Select the ca
114. ccecccsccnccecccsccnccescesccnccescescceccecces 181 The Policy Tester TOODA arrieiros a EEO E E 182 RUNM APON y ESE a A A 183 Working with Rules Applied Information sccsccssccsccesccsccsccesccscceccesccscceccesccscceccescescceccesccscceccess 184 Checking the Reason Why A Policy Is or Is Not Applied cccccesccccessecccesecceeeseceeeesecesenecesseaeseeees 186 Previewing the Signature at Any Stage in the Process ccccccsseccccssecceeseceeesceeeeeeceseesecesaeeeeeseness 186 Working with Test Signatures sroroisosorsirniinni nunnan aE ES 187 THE LEMPELATE LIBRARY vescstnserecsicevecastepvsernesenseuinantenasaetrcashertaenseianeenusesscasasentrsaserliuseraains 188 Template Library Introduction ssessssesssseoseseoseceoseceoseceoseceoseseoseceoseseoseseosessosecsoseseoseseoseseosessoseseeseo 189 Understanding the Template Library Window ssesessessssesseseosesecseseosececseceosececseceosesecsececsececseceeseceesee 190 Teco ole TO es eaten E E E 191 The Template Library Toolbar sessesessesenseseesseereserrssrrrsseeresrersseressrrrssereseereseeresreresrereseereseeeeseereseee 192 The Template Library Content Pane essssesseseseeseseeresrrrssreresrereserresrereserreserresrereseereseereseereseereseeresee 192 VIEW OD UOI oen bananas reat apindieninud aehiaa tae Teat ieee eraaiaabarsenan eed 192 Working with Categories sessssessssessssecsssecsscecsesecseseosesecssseossoecsesecseseossseosscecsesecsssecsss
115. ccsssccsssssccsssscnnssececnsscseesssneussesecssseneuesesscusseseusseneuess EIE Understanding How Properties Are Inherited essssesenssseesesresererresrrrerrersrrrrssrersererssrerssreresrerssrerese 315 Examples of Properties in USe esssssssesesersssreserrrsssreresrerssreresreresrerssrrresreessreessrerssrerssrerssreessreresrerest 317 Field Properties senaera a Ena AEA ENEE EEE SASE EAA 317 Ryperlink Propertie Siina aE EOE ANE 317 PF IS E EE E EE EEA E EE E E E E 318 Table Proper UES rori S EN E E EEAO AEAN TA 318 THE eE O nan E 319 Understanding the Style Editor WINdOW ssssessssssssssenesrerssrerssrrrsssrrssrrressrresrrressrreserreseereserreseeeee 320 Font Propertie caesarean vk rhcton ne EEEE 321 BOC PV ORIN OS merrni E T scasanssuatannceennecaenesoaieace 322 Backeround Propertie S nerna E S 323 Border Propertie Sa saa teens stac das acedcanti nra a i i ONA A AA 324 BOM OO CNS sinisen E 325 Position Properties srinsatrestamconeussinsacidaunndeusunss antonio narun coudinuabrxonmseoutdanemieusunmnoidouesbeamini EE SNEONEN 326 Layout Properties ss ssesensessessesersrssessesrrsrrsresesresrrsrosessroreseeseosesersresessesreseeseoseserseesessesreseeseesene 327 LISE PrOD I eoria D a E a s 328 TINET TODE O aa rca E E E E E A EENE E A E EAN 329 HOW 10 iis eranen A R 330 How do I Create A Dynamic Signature Template cccccccccccsseccccsececeesececeesceseeeecessueceseueeeeeeness 331 Tapestry Business Card Example sssssss
116. cdinnenasddantndadanaduledddesnneeeadamadsanindadwaiewes 118 Th Anatomy of an O tlook POMC sc csienicecesesncevesacsineseowesainavssessinuweseesannserssxenimeseeewausnbersceosiausaceeeanestes 119 The Anatomy of an Outlook Policy General cccccecccccssecccessececeseccecesececeeseceeenecessusesessuecetseneeees 120 The Anatomy of an Outlook Policy Template cccccccesecccessececeseccecesececeeseceeeneceseuseceesueceeseneeees 121 FRE A CIO ODIOM irei nra EA E E E 122 The Template Breadcrumb alll cscccensacansstvesssiccevaswnnsdeasanneeuescovateneautsnwaimenal deamon vasawssneiedsiameapomieed 122 The Anatomy of an Outlook Policy ODTIONS isisessscessasevadarwaeddnanausinancawexcassandedacunguedanneieesaneleasansanuets 123 The Anatomy of an Outlook Policy Conditions cscscsscssssrescsvssencususenensrencussseneusrescansrencucnces 124 Available Options for Setting CONCITIONS ccccceseccceseceeeececceseccceusececeueceeeenecessuseeesenecetsenecess 125 Creating Queries With the Configure Attributes WINdOW cccccccssecceessececeeceeeeeceeeeeeeeeenees 127 The Anatomy of an Outlook Policy Exceptions sesesseseeseseesesersssrrrsrerrerrrresrereseereseeresrereseereseereseee 129 Available Options for Setting EXCEDUCINS vanicdvscidcosancenosawacnasddsducestoieubedeatsatennccpededeasueiadasevieedensweds 130 The Anatomy of an Outlook Policy Date RANge cccccccsecccessececeseccccesecceeesece
117. ciated with field to choose the required field Web page as hyperlink A Other Web page USER MANUAL Signature Manager Outlook Edition Page 262 4 Addas many fields as required in this way and then click OK to return to the template editor where the list of fields element is added to the template HTML RichText Plain Text D AdDesic bed SPP awe P hu wa O e Save amp Redo pon P Copy B I USYA se act Ce y EE o m o Close iin Properties OLORIENI 15 tist OF Fields Each of the included fields can be updated in the properties pane or double click the list of fields element to open the list of fields window Label font Fields E mail Label Email E mail Field Web page Label Blog Web page Field Telephone number Phone Telephone number f Select the list of fields element e number ey Seep ogre hi one elephone nur Li WELLL TLLE LLULL EEE EEE VETTEL EE yy HUD VETTE RavVVVVV Vv ba Ov OV USER MANUAL Signature Manager Outlook Edition Page 263 Changing the Appearance of All Field Labels To quickly change the appearance of all labels in a list of fields simply select the list of fields element and update font settings within the label font section of the properties pane HTML RichText Plain Text Set font properties for all labels in the Select the list of fields element Arial Inherited from Lis 8pt Inherited from List Cel oe S
118. ck OK Or If the folder is located on a different computer from where Exclaimer Signature Manager Outlook Edition has been installed click Object Types enable the Computers object type click OK type ComputerName where ComputerName is the name of the computer where Exclaimer Signature Manager Outlook Edition has been installed then click OK 19 In the Permissions for SYSTEM or Permissions for ComputerName box ensure the Full Control permission is set to Allow Click OK 20 Click OK or Close on all remaining dialog boxes until the main Properties window of the folder has been closed If multiple signature deployment policies pg 343 are defined for your organization you will need to configure permissions for any deployment share folders which are used in these policies To check which deployment share is specified for a signature deployment policy check the bottom of the settings pg 354 tab for each policy that is used USER MANUAL Signature Manager Outlook Edition Page 64 Chapter 3 The Exclaimer Console The Exclaimer Console Introduction The Exclaimer console can be thought of as the control center for Exclaimer Signature Manager Outlook Edition From here you can define general settings which are applicable to the system as a whole and access each section of the application This section explains how the Exclaimer console is used including e Understanding the Exclaimer Console window pg
119. csececseceosececseceosesecseseeseceesee 208 Understanding the Template Editor WindOW sessssessssesseseosecseoseceoseseoseceoseceoseceosececseceoseceosecseseoseseo 209 The Conten Ale deer ani cenanesecasdauasponsdaneuelatenoiercassershcussumaneicvehecessuessaae 210 Switching Between Different VICWS cccscccccssecccessececenececcesececeesececeueceseeeeceseueceseuecessegecessuneeetees 210 Switching Between Different Format Types cccccssccccsseccccesececeeseceeeeceeeeeceseeseceseueceesenecetsueeesees 210 The Template Editor TOODA eneinio e aE EEEE EE 210 Tere Fated ea E E A A E EE S 210 The Properties Pane e ssesssessesessrressrressrressrressrerssrrensrresseresssteeseressreesseteessteeseteeseeeesseesseeeeseeesseeeeseee 211 Toolbar YaNa ON S i wate ce ce ee eee eee 212 The HTML Editor FG OU a siisii aei E ENE E AAE EE 213 TERI Editor TOOD ie O E A E N E 214 The Plain Text Editor ToOlDa sesiis EEE E ER RO Eiere 215 WANS as E E E E veseuenuseranscaveneseun se oneecaus 216 Smart table Contact BIOCK s sresisssisiisrirern nrinn naie iE EA En EAE PiS EEA R EERE 217 Smart Table CUSTO Mikeran iiie aei aaa a akari rina isidi i ee area 217 Standard HTML Tabl sssrinin r NESE EE NEN ENNEN 217 THE HTML Element Trall sciis andi n AA n EEE Aia 218 SNS A E A E E ease E A A 219 Working With the Fields Panel seessesessesessesssressrreessreessreessreessreessreessreessreesseeessreessreessreesseeesseeesss 220 Working With Fiel
120. curity PEENTE i 29 1 Ses l E Setup Information 04 11 2013 16 38 55 Exclaimer Signature Manager Outlook Edition E System Information 04 11 2013 14 05 02 Exclaimer Signature Manager Outlook Edition Forwarded Events Information 04 11 2013 13 50 02 Exclaimer Signature Manager Outlook Edition ir Applications and Services Lo C information 04 11 2013 13 35 00 Exclaimer Signature Manager Outlook Edition he MRSS iomon 04 11 2013 14 09 15 Exclaimer Signature Manager Outlook Edition E ynie Q Information 04 11 2013 14 09 07 Q Information 04 11 2013 14 09 07 Exclaimer Signature Manager Outlook Edition Config Information 04 11 2013 10 19 55 Exclaimer Signature Manager Outlook Edition DNS Server a Exclaimer Hardware Events Internet Explorer Key Management Service p J Microsoft MSExchange Manageme Windows PowerShell Backing up configuration Subscriptions nena take 16 38 53 Log Name Exclaimer Source Exclaimer Signature Manage Logged 04 11 2013 16 39 03 Event ID 2200 Task Category None Level Information Keywords Classic N A Computer HelpFileMachine network26 local USER MANUAL Signature Manager Outlook Edition Page 80 Accessing the Windows Event Log To access the Windows event log from within the Exclaimer console simply select the status option from the actions pane The status option Alternatively you can access the Windows event log from Windows To do this follow the steps
121. d you can change the composition of the RSS feed field via the fields panel in this window RSS Iter A RSS Title A RSS Title as hyperlink A RSS Description A RSS Author A RSS Publication Date A RSS Comments fa RSS Link All RSS fields are available for selection and as with any other field properties are displayed in the right hand pane when afield is inserted and then selected However these properties relate to each element of the RSS feed Please refer to RSS feed properties pg 250 for further information about defining properties for the RSS feed as a whole i e to specify a URL and a channel USER MANUAL Signature Manager Outlook Edition Page 249 RSS Feed Properties Having added an RSS feed field and confirmed the required composite parts as above the RSS feed element is added to your template When this element is selected general settings for the RSS feed can be defined in the properties pane within the content section ae ak islets y RSS Dinn Sender agen IE8 on Windows 7 RSS URL http www exclaimer com Use RSS Channel 0 RSS Item Random Number Content RSS Title as hyperlink RSS L Fields RSS Title as hyperlink RSS Description Select the RSS feed element Key properties are summarized below Action Summary RSS URL Enter required URL for the feed Some organizations have feeds with multiple channels for example one channel for news i and a
122. d Faxes ah Wels sea Cimma TS Windows Catalog to windows Update Y FA Accessories F Administrative Tools k a fa Microsoft Exchange d F Additional Resources m Microsoft Team Foundation Server z010 m Deployment FJ Microsoft Support Tools i Active Directory Users and Computers FJ Startup F E System Manager m Windows Support Tools Internet Explorer a Outlook Express p Remote Assistance Fa Log Off Shut Down F All Programs H Start USER MANUAL Signature Manager Outlook Edition Page 37 2 Right click the organization or the Administrative Group where you want to delegate administrative permissions and then click Delegate control e Exchange System Manager File Action View Window Help gt a gS A First Organization Exphangel manization Exchange lg Global Settings Delegate control H E Recipients Internet Mail wizard H Servers 9 Connectors uha H A Tools Mew Window From Here H D Folders Reres Export List Properties Help 3 The Exchange Administration Delegation Wizard starts Click Next 4 Onthe Users or Groups page click Add 5 Inthe Delegate Control window click Browse 6 Inthe Select Users Computers or Groups window click the appropriate location in the Look in box and click the name of the user that you wish to use a Exchange Administration Delegation Wizard 4 Users or Groups Select one or more users
123. d once changes have been saved USER MANUAL Signature Manager Outlook Edition Page 144 Enabling and Disabling an Outlook Policy To quickly enable or disable an Outlook policy select the required policy either from the console tree pg 70 or the policy list pg 87 T ee EE r TE OOE jA Outiick Meit F rmit Policise ge IT Department i gd Sales Department es A an The enable disable 3 1 Everyone Else option Le Policy Tester H GP Template Library E i Signature Deployment Policies Ensure that the enabled check box is selected to enable the policy or de selected to disable the policy Click save to save changes If you do not save changes any enable disable changes will not be applied USER MANUAL Signature Manager Outlook Edition Page 145 Viewing Which Users Are Associated With an Outlook Policy To quickly view a list of any users for whom an Outlook policy applies select the policy to be checked from the console tree then either click users from the toolbar or right click and select users from the context menu Select the policy to be checked and use the toolbar option Exclaimer Signature Manager Outlook Edition G a Outlook Signature Policies Right click on the required policy to display available options i d Everyone Else S a Outlook Mail Format Policies ps fia IT Department He gj Sales Department i
124. d place to start is with a signature that contains fields from your organization s Active Directory so that information such as the sender s name and email address are updated automatically This ensures that each user s signature accurately reflects information contained within their Active Directory record The following process shows how this can be achieved 1 Select the Outlook signature policies branch in the console tree 2 Click the new button from the toolbar to start the new Outlook policy wizard pg 137 3 Onthe general window specify a meaningful name for the policy for example Standard Signature for All Users Your policy must have a valid name A valid policy name must be unique and not blank You should try to make your policy names as descriptive as possible because they are used to uniquely identify the policy in a number of areas You can also use the policy description to record comments and notes about a policy such as what it does and under what conditions it triggers We highly recommend that you use this field to keep a record of changes to a policy over time 4 Click next to progress with the wizard and choose a signature template pg 121 A range of templates are provided but you can also create your own in the template library pg 189 5 Click next to see a preview of how the selected template will appear in email messages 6 Click next to continue and set conditions pg 124 under which this pol
125. d to a specified deployment share as a ZIP file To use these signatures client computers run the ExSync agent this pulls the ZIP file from the deployment share extracts the ZIP file and makes the new signatures available in Outlook Using settings within Exclaimer Signature Manager Outlook Edition you can control e How frequently Exclaimer Signature Manager Outlook Edition creates new signatures and copies them to the deployment share the creation interval e How frequently the ExSync agent runs on users computers to retrieve these signatures for use in Outlook the update interval This process is illustrated below and described in the following sections Deployment Share _ J reation Interva Signature Manager Outlook Edition Server i a 5 oo o Client with goer poor ExSync USER MANUAL Signature Manager Outlook Edition Page 357 The Creation Interval Signatures are created by the computer which has Exclaimer Signature Manager Outlook Edition installed larger or and or more complex systems may have the product installed on more than one computer The frequency with which signatures are created the creation interval is defined for each signature deployment policy via the signature creation tab for example HELPFILEMACHINE Signature Manager Outlook Edition n H amp Outlook Signature Policies E New BE Delete Il cione i Outlook Campaign Policies 1 General G Signature Cr
126. der Location Address Hover Text Summary Click the browse sel button to open the folder location window then click browse to navigate drives and folders to specify a folder location Alternatively click insert to navigate available fields and select an Active Directory field to insert as the location If required you can use wildcards so that only certain images are used for example you might wish to use a series of images which start with 14 and would therefore specify 14 or you might only wish to use JPEG images and therefore specify re JPG Use this option to apply a hyperlink to banner images Click the browse button to open the address window then type the required URL into the address field i e the web address that should be displayed when a user clicks the image in the message Alternatively click insert to navigate available fields and select an Active Directory field as the link target for example you might wish to use the user s web page Enter text to be displayed when a user hovers the cursor over a rotating banner ad USER MANUAL Signature Manager Outlook Edition Page 246 Enter text to be displayed if images cannot be displayed Multi link HTML Ads If required you can use a third party HTML editor to create sophisticated HTML web banners to be rotated These might incorporate multiple images and hyperlinks for example Simply save your web banners as htm files and add
127. dfoldername Note that When choosing a deployment folder you should ensure that specified drive has enough disk space to store signatures for specified users in your organization Signatures are generated according to the update interval see above and stored in the deployment folder Therefore if you have 1000 users 1000 ZIP files will be created and stored The specified network share is also used to deploy the ExSync agent to users The ExSync pg 27 agent must be run by each user at login so that local signatures and settings are updated To achieve this the ExSync agent ExSync exe and its configuration file ExSync cfg should be available to users from a shared location on the network When a deployment folder is specified and the configuration is saved these two files are automatically copied from your initial installation folder into the deployment folder specified here For more detailed information about deployment see the installation and deployment pg 15 section of this guide USER MANUAL Signature Manager Outlook Edition Page 351 Associating Organizational Units with a Signature Deployment Policy Signature deployment policies are associated with users via organizational units Within a signature deployment policy organizational units are added and removed using options in the center of the signature creation tab To add an organizational unit click the add option to open the select container w
128. ds acaccaanaaaenadanesnananasacanmacsencsauenanandansaananssoadecusenacernasadueadaeroesennapacsaneesteespeaganenteentacsdes 221 Using Spaces between FICIGS sccssscccveniccsatacnncssannsagsacabesansadesaniadaracadasansaceadsiacasaeaceneandseenasadansaanaasaent 221 Copying and Pasting Fields ccccccssscccceseccccesececescceeeececeuseceseueceseuecessuseeeseuecessuecetseneeesenecs 221 PTA Fe Relan cach tecccicet E O E OE E E E ON 222 User General Fields 52 00 03 cassnuneseacdad censoneateaetiiadatanetedunanstedectuvnetedaaatedanenebetieanodsdsaemedaeataasadenawets 223 osere Ade FIE ee E E A ETE E E EES 224 User gt Telephone FieldS cores cchinassnneneratacasancansanecsbunailanes udaweadatteasdnepavecaduasuntacaeancnabedanmesimiawesmhandedioan 225 User gt Organization Field enisinia EE N 226 User gt Exchange Advanced Field cccccscccccssecccsssececeeceeceneceeseneceseueceseeeecesseneceseueeeeseeeceeseneces 226 USER MANUAL Signature Manager Outlook Edition Page 7 User gt AD Photos Fieldi eriein i airia aiiai 226 Werz OC AD FHES serais A EE E EA EERE RER STERE 227 Dynamic Content FieldS vicaieviendnnsssinduesnnndnanseibvinndwninadjensvesiannusawaextawsvelbdulvniuaienGaniacedunanawissliunaesitiabaiucentewalvad 228 Advanced il el 6 iene een ore ee mnie ne eter noe ee een ee ee ee ee ee eee ee eee ee ee 270 General PICIG sessir e EAE EEE E 312 PODOS anria 313 Working With the Properties Pane ssccc
129. ds an individual basis 4 Telephone number phone Font Arial Inherited fre Size Opt Inherited from List Bold False Inherited from Li Italic False Inherited from Li Underline False Inherited from Li Small Caps Font color 318598 Inherited Font backgroun Word wrap True gt Width gt Height USER MANUAL Signature Manager Outlook Edition Page 315 If required you can change the values associated with inherited properties on an individual basis as shown below Properties Top level appearance as A 5 list Of Fields properties to be applied to the master field and all 4 Appearance elements within it Font Arial Size 9pt Bold False Italic False Underline False Small Caps eai F oasis The telephone field has some Background Color inherited properties from the b Border master list of fields field but gt Label font bold and font color properties Prd have been changed 4 Telephone number phone Font Arial Inherited from Li Size Opt Inherited from a Bold True Italic False Inherited from Li Underline False Inherited from Li Small Caps Font color E 76923C Font backgroun Word wrap True gt Width p Height USER MANUAL Signature Manager Outlook Edition Page 316 Examples of Properties in Use The following examples show how the properties pane pg 313 updates to reflect selected content in the template
130. e iol x C Windows s ystem32 gt Get ExchangeServer i where lt _ IsClientfAccessServer eq true gt i where lt _ IsValid eq true gt al i where lt _ IsExchange20070rLater eq true gt i where lt _ dminDisplayVersion Major ge 14 gt i ForEach 0bject lt New Manag gementRoleAssignment Role ApplicationImpersonation User Get User Identity owaupdate i select object gt identity gt Ro le RoleAssigneeName RoleAssigneeType AssignmentMethod EffectiveUserNam ApplicationImpersonation OW ApplicationImp OWA Update Direct G WWindowsNsystem32 gt 5 Close the PowerShell window 6 The user account that you wish to use now has the required permission Microsoft Office 365 If your mailboxes are hosted on Microsoft Office 365 you need to grant permissions to allow a user to update the signature for everyone in your organization To do this follow the steps below on a computer within your organization with Windows PowerShell 1 Open Windows PowerShell 2 Enter the following command to connect to Office 365 Import PSSession New PSSession ConfigurationName Microsoft Exchange Credential Snull ConnectionURI https ps outlook com powershell Authentication Basic AllowRedirection AllowClobber 3 When prompted to enter credentials type the email address and password for your Office 365 Administrator account 4 Enter the following command to setup the required credentials replaci
131. e messages in rich text that this setting only applies for Microsoft Outlook 2003 format continued USER MANUAL Signature Manager Outlook Edition Page 113 Option Message Font Options When composing a new message use When composing a reply or forward use When composing plain text message use Outlook Options Remove all previous existing signatures Remove all previous existing stationery if when required Summary Specify default font settings type style size effects and color to be used when composing new email messages in Microsoft Outlook Specify default font settings type style size effects and color to be used when replying to or forwarding email messages in Microsoft Outlook Specify default font settings for composing or viewing Plain Text messages in Microsoft Outlook Note that this setting has no effect on messages received from outside of your organization Ensure that only Exclaimer Signature Manager Outlook Edition signatures are used by removing any signatures from Microsoft Outlook which users have defined locally Mail format policies are applied and local signatures deleted before new signatures are deployed to users computers Ensure that extra ad hoc formatting is avoided by removing any Microsoft Outlook stationery that may be present on users computers Any local changes to these settings in Microsoft Outlook will be overwritten each time the Outlook
132. e on the right hand side of the template editor to apply required formatting Any properties specified here will be applied to the associated conditional content when it is used see below for further information about how nested conditional fields inherit appearance properties USER MANUAL Signature Manager Outlook Edition Page 310 Understanding Inheritance of Appearance Properties Having added the master conditional field to the template you can select it and then set appearance properties on the right hand side of the template editor to apply required formatting dp corer ss Fy K green al Field Underline 9f Conditional Feld i Small Caps Font color Font backc g Behaviour Interpret m False Conditions Conditions Collection Any properties specified here will be applied to the associated conditional content when it is used However in this case we know that the conditional field contains other conditional fields so it is important to understand how nested fields inherit properties from the master field If you choose to set appearance properties for nested conditional fields content for those nested fields will be formatted as per those properties they will not inherit the appearance properties of this master conditional field For example suppose that you wanted to format signatures as follows e England address to be formatted as Arial 8pt Green you would de
133. e select the logo tab from the QR code window Here the QR code image is displayed but cannot be adjusted pg 237 so you can see how it will look with your selected image y Roe elke In center of code a Fields gt Use data from User defined to encode or select one of the QR code types SHAG If you are adding a logo image from a file on your computer or network select the browse button associated with the image source field to locate and select the required image file Alternatively you can add a logo image via an Active Directory field To do this select the arrow associated with the image source field and choose the required field a As background to code ice FM Cin center of code USER MANUAL Signature Manager Outlook Edition Page 236 The selected image is displayed with the QR code By default it is set as background to the code if required use position options to change this If the position is set to in center of code the logo image is positioned in the center of the QR code for example OER as When the position is set to as background to the code or in center of code the image is automatically scaled for a best fit with the QR code if you subsequently change the size of the QR code the logo image is scaled accordingly When the position is set to user defined you can adjust the size and the position of the logo image
134. e 0 Ser ver OwAUpdat e 0 ContinuousUpdate 1 Signatur eSour ce N9 DC1 Exclaimer Signature Deployment karen green Signatur eList john smith greenorg net joe bloggs greenorg net karen green greenorg net You must add the user s own email address last in the list of email addresses so Zz that their signature is applied as the default for their Outlook installation 3 The next time ExSync runs users specified in the ExSync cfg file will receive their additional signatures For example the user Karen Green will receive her own signature along with the signatures for john smith and joe bloggs You can repeat the process if you have more users that require multiple signatures from different users simply add another section to the ExSync cfg file Remember that if multiple signature deployment policies pg 343 are defined you may need to update multiple ExSync cfg files each signature deployment policy is associated with its own ExSync cfg file USER MANUAL Signature Manager Outlook Edition Page 44 Deploying Signatures for Remote Users You can configure your system to deploy signatures to users who work remotely or use computers that are not joined to the Active Directory domain To achieve this you need to e Deploy signatures for remote users to a given directory pg 45 e Configure an Internet facing Virtual Directory in IIS pg 50 e Install a copy of the Exclaimer Outloo
135. e Color references in web safe RGB hexadecimal if you have them e Brand style guidelines for example you might have an in house style guide which details preferred fonts to be used USER MANUAL Signature Manager Outlook Edition Page 198 To Add a New Template To add a new template follow the steps below 1 Select the new template option to open a blank template in the template editor pg 208 At this stage the new template is added to the template library with a temporary name this name reflects the category name 2 Create your template with required text and formatting Remember that you can use tables images dynamic fields and properties when creating templates Please refer to the template editor pg 208 section of this guide for detailed information about editor options 3 Switch between HTML RTF and Plain Text tabs to create the template in each format You must create versions in each format for each template as email could be Z sent in any of these three formats 4 Click save and close from the editor toolbar to return to the template library If you have not updated all format tabs HTML RTF and Plain Text warnings are displayed before you can save the template 5 If required rename pg 203 the new template 6 If required move pg 205 the template to a different category pg 193 7 Click the main save button to save changes pg 79 made in this session Alternativ
136. e deployment policies branch is selected within the Exclaimer console pg 66 general settings and information for these policies are displayed Signature Manager Outlook Edition 3 Outlook Signature Policies H J Outlook Campaign Policies t J Outlook Disclaimer Policies General E 4 Outlook Mail Format Policies TS A Seqretine E E Sacer H P Template Library Las devel General settings for signature The signature deployment policies deployment policies branch is selected From here you can e Update general settings pg 346 from the settings tab e View existing policies pg 347 and associated server settings from the servers tab e Add anew policy pg 360 via the toolbar option USER MANUAL Signature Manager Outlook Edition Page 345 Signature Deployment Policy Settings The general tab is used to enable or disable all signature deployment policies s Signature Deployment Policies brid Save Cancel Maid x J E New Signature Manager Outlook Edition E amp Outlook Signature Policies H GJ Outlook Disclaimer Policies E Genera BEU ee OEG Enable Signature Manager Outlook Edition Servers The enable option The signature deployment policies branch is selected If this option is not set to enabled no signature deployment policies will be processed i e signature updates will not be deployed to any users If required you can disable a specific signature deployment
137. e for signature pg 104 campaign pg 108 and disclaimer pg 110 policies but not for mail format pg 112 policies Also note that settings on the options pg 123 tab vary according to the type of policy pg 103 selected USER MANUAL Signature Manager Outlook Edition Page 119 The Anatomy of an Outlook Policy General Options on the genera tab are used to define basic information for an Outlook policy These settings determine how the policy is displayed throughout the system and whether or not the policy is active msanii IT Department Options on this tab are summarized below Summary Each Outlook policy must have a unique name The name entered here is displayed in the Exclaimer console tree and on any other policy lists Description This field can be used to add any useful information for the Outlook policy for example usage notes version history background or explanatory information The first line of description text is displayed in any policy lists og 118 but not the console tree Enabled Select this option to activate the Outlook policy If a policy is not enabled it will not run The Anatomy of an Outlook Policy Template The template tab shows which template is associated with the selected Outlook policy USER MANUAL Signature Manager Outlook Edition Page 120 iT Department b Save General DW template Gq Options Conditions Exceptions Date Range f N
138. e properties are used to determine how a table is displayed Available options are summarized below Option Summary table layout Select auto to adopt an automatic layout where the column width is set by the widest unbreakable content in the cells Alternatively select fixed where the horizontal layout depends upon the table s width and the width of the columns rather than the content of the cells You can also choose inherit to inherit behavior of the parent element border Choose whether table borders are collapsed into a single border or collapse detached Select collapse to collapse borders into a single border border spacing and empty cells properties are ignored Alternatively select separate to display detached borders border spacing and empty cells properties are not be ignored You can also choose inherit to inherit behavior of the parent element empty cells Use this property to determine whether or not to display borders and background for empty cells in a table only when separated borders are selected Choose from hide show or inherit caption side This property is used to specify the placement of a table caption choose from bottom top or inherit Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for a particular word in a paragraph the word would inherit its size from the paragraph lt p gt element U
139. e the drop down list to select auto or inherit Alternatively select value to select a unit pt px etc and enter the required numeric value Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for a particular word ina paragraph the word would inherit its size from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 327 List Properties List properties are used to determine how a table is displayed Available options are summarized below Summary list style type This property is used to specify the type of list item marker in a list Choose from a range of types including disc circle square inherit etc list style Use the drop down list to select none or inherit Alternatively use the image browse button to select your own image to be used as the marker in lists list style Use this property to specify whether list item markers should appear position inside or outside the content flow Choose from inside outside or inherit Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for a particular word in a paragraph the word would inherit its size from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 328 Table Properties Tabl
140. e week for an indefinite period of time To achieve this you need to create one campaign policy pg 108 and an associated template pg 189 for each day of the week Each template will contain the required image and hyperlink and each policy will be set to run on a given day This process is summarized in two stages below Stage 1 Add required banner image to campaign templates pg 152 e Stage 2 Define campaign policies pg 153 If you are running a campaign where a different image is required on a daily basis but each image must link to the same web page then you may wish to consider a different approach please see How do add a campaign image that alternates daily pg 159 You can also create more complex banner adverts in an external HTML editor and choose to rotate HTML files rather than images For further information please see Multi link HTML ads pg 247 USER MANUAL Signature Manager Outlook Edition Page 151 Stage 1 Add Required Banner Image to Campaign Templates Create pg 198 or edit pg 202 the required number of campaign templates and insert a custom image field pg 231 When you choose to add a custom image the image window is displayed so you can associate the image with hyperlink details 8 Undo E Je Cut Times New Roman e smal gt ee f hal M Redo dl sia MSExchange orc The custom CY image D Hyperlink Z WINNER osu 7 properties f
141. e you through each process step by step This process includes the Exclaimer license agreement and copies files to your preferred destination folder Once complete you can use the application for five days after which you must register for a 30 day trial pg 73 to continue using Exclaimer Signature Manager Outlook Edition To complete the installation wizard follow the steps below 1 Double click the setup file to start the installation process Manager Edition 2 Click setup to display a welcome message Welcome to the Exclaimer Signature Manager Outlook Edition Setup Wizard The Setup Wizard will install Exclaimer Signature Manager Outlook Edition on your computer Click Next to continue or Cancel to exit the Setup Wizard USER MANUAL Signature Manager Outlook Edition Page 19 3 Click the next button to view the end user license agreement End User License Agreement Please read the following license agreement carefully License agreement BEFORE YOU PLACE A CHECK IN THE I ACCEPT THE TERMS IN THE LICENSE AGREEMENT CHECKBOX AND INSTALL THE SOFTWARE CAREFULLY READ THE TERMS AND CONDITIONS OF THIS LICENSE BY PLACING A CHECK IN THE I ACCEPT THE TERMS IN THE LICENSE AGREEMENT CHECKBOX AND BY INSTALLING THE SOFTWARE YOU ARE CONSENTING TO BE BOUND BY AND ARE BECOMING THE LICENSEE TO THIS LICENSE CANCEL THE INSTALLATION AND DO NOT INSTALL OR L mee SE aem a a mM 4 Having read the license agreement
142. eate new or update existing logon bat logon vbs pg 32 Stage 2 Propagate the new GPO pg 32 USER MANUAL Signature Manager Outlook Edition Page 31 Stage 1 Create New or Update Existing Logon Bat Logon VBS If you do not already have a logon bat file or a ogon vbs file you should create one now The login script needs to be applied to the user configuration of a GPO and not the computer configuration r m 1 Locate the logon scripts folder of the required GPO in the Group Policy Object management console 2 Open the logon bat or logon vbs file If neither of these files is present create one 3 Add the script shown below into the BAT file File Edit Format View Help Ful UNC path to ExSync exsync exe Or Add the script shown below into the VBS file l File Edit Format View Help set shell createobject WwScript shell shell run M Ful UNC path to Exsync exsync exe 1 false pce oC eam 4 Save the logon bat or logon vbs file to the logon scripts folder of the GPO as found in step 1 Stage 2 Propagate the New GPO The new GPO is updated for each user when they log off and back on If you need to propagate the change before this is possible type goupdate in the Windows run field on that user s computer USER MANUAL Signature Manager Outlook Edition Page 32 Configuring OWA Updates from Server As an alternative t
143. eation fg Settings Help J Outlook Disclaimer Policies Signature Creation 1 Outlook Mail Format Policies Server Gl Policy Tester HELPFILEMACHINE t P Template Library j a Signature Deployment Policies This server will create signatures for the members of the following OUs Selected signature deployment policy The creation interval Create new signatures every 15 4 minutes Create the signatures in this network share HELPFILEMACHINE signatures The creation interval determines how often Exclaimer Signature Manager Outlook Edition creates new signatures by processing Outlook signature policies pg 104 Outlook campaign policies pg 108 Outlook disclaimer policies pg 110 and Outlook mail format policies pg 112 Generated signatures are added to the specified deployment share as a ZIP file The creation interval also determines how often OWA signatures are updated if the update from server pg 355 option is enabled What Frequency Should I Use If your organization does not change its signatures very often generating new signatures every few hours may be sufficient However if your signatures include dynamic content which may be time sensitive for example RSS feeds pg 248 or rotating banner ads pg 248 it is advisable to generate new signatures more frequently typically every 15 minutes USER MANUAL Signature Manager Outlook Edition Page 358 T
144. eceseuseeesegecessuneeetees 100 Understanding the Difference between Outlook and OWA ccsccscccsccsccecccsccscceccescceccescsccsscesees 101 MITO Or OU OO Kc E N 102 NN a E E E E E 102 POY TIDO S aaor E A AAO EAN EA cautions A ANE OAN ON TE E AAO 103 Outlook Signature Policies sccusicccsscucaransuanusacaseusbacssaroncomscusduanavaeabonseubansessamensearabsucuarbeaimosrebeosauenianes 104 Outlook Signature Policy OPtiONs cccccsseccccsseccceescccceseccceesececeueceeceecessuseceseuecessuaecessuneeesenecs 105 Outlook Campaign es 6 ssisisirisnierisninsenriie rn EEN 108 Outlook Campaign Policy QPUONS ssncesecatsceconnszevacecasacacacatwieessecteneanncosatauseesnauantmesaniabecesanesoateeeenes 109 Outlook Disclaimer Policie S sa yaccsniscrnacannanecatn naga nE rea R EENE ES 110 Outlook Disclaimer Policy Options ssessssesseseseesererrerrererrrresreresrrrssrereserresreresrereseereseereseerereeresees 111 Outlook Mail Format Policies vssoscsnassrercasnoncacearsnoncpiseansnesesareanuenccansnebone aanqnadssanenetemanonincossatonianecsaaanant 112 Outlook Mail Format Policy Options cccccccssecccessceccesecccsesececeueceeeeeceesuseceseeecesseecetseeeesenees 113 AGCESSING EXISTING Outlook PONCIES sisrisssinonsinn EO 115 Navigating policies using the console POC cisisssssscinicscsiecasinanccdsiardssesavnsbndstoasuesatecenenedsaverasieeetsbadeatonat 115 Navigating Policies Using Policy TallS wiiiiccdanswncddwassiedaasisnwoaniannc
145. ecssseosssecssseose 193 Adding a New Category cosciensa eines en ten en NEEE 194 Renaming a Catepol ssvrcscsassvsdunasvnedensintedan nnen AA RESE aa ninine 194 Removing a Category seriereeks iaa a a i a a iasa i 195 Working WIEN Template S narnii E AEAEE 196 Previewing a Template socsrsierroeriniiero ririk nn R A NE ERN E 197 Adding a New Template eosesssseensseensssressrrrssrrersrrressrerssrrsseresssrressresssrerssrerssrersererssreesererssreesererest 198 Preparat Oi esanai EEEE AEAT 198 TOG a New Template scores ctscccetenseeaccaneresdscsaceanceuatac EAEE ii 199 Cloning ad Tempi E rarse NE E E ESN 200 USER MANUAL Signature Manager Outlook Edition Page 6 Exporting a 00 9 eee ee eee ika ee ee ee ee eer 201 importing a DSTI RS seacansavenadasatieceasnanwiatonchendanassecahaiavan aeoe hanen E N ATOAN a Ehan AEn ia as 201 Editing a Template errsseiiriirerioiriineiner i inr E Ene EEEE EA E EE E E 202 Renaming a Template s sossssesseseserrssrreesreresrrrssrrrssreresrerssreessreresrtessreresttessrerssetrsrterssrerssreeesrersererest 203 Viewing Template Propertie Saecos onnaa a E E EAE E OE EA A 204 ITOWNS a Templa E eera n EEEE E 205 Removing a Template ssossssessnsssersesrrresrersrrrrsrrrrssrerssrerssrtessreresrtrssrrresetessrerssrersererssrerssreresreeeererest 206 IHE TEMPLATE EDITOR ciirsorcsiiscniniini anA 207 Template Editor Introduction s esessessssessssecseseosesecsececsececseceosececsececsececsece
146. editor toolbar pg 209 to see the effect of any dynamic fields you have inserted USER MANUAL Signature Manager Outlook Edition Page 260 List of Fields The list of fields is used to choose a number of fields to be added pg 261 together with associated labels Having added a list of fields you can specify font properties for all labels pg 264 so there is no need to format each label individually unless you have a particular need for doing so You can also choose how the fields and labels should be displayed pg 265 for example you might choose to use a tabular layout or as a single line with a given separator The example below shows an extract from a template in both design and preview modes Here a list of fields element has been added to insert three fields with associated labels displayed as a single line with a separator Design Mode Preview Mode green l green Email E mail Blog Web page Phone Telephone number Email kareng areenorg net Blog www greenorg net Phone 44 0 125 Adding a List of Fields To add a list of fields 1 Use the fields panel to insert a list of fields field When this field is added to a template the list of fields window is displayed USER MANUAL Signature Manager Outlook Edition Page 261 2 Click the add button to add the first required field The add field window is displayed 3 Enter a label for the field and use the arrow asso
147. eee 158 How Do Add A Campaign Image That Alternates Daily ccccccccsecccessececeseceeeeececeesesesseeeeeeenecs 159 Stage 1 Image Preparation sssssessesessessesersersessesresersessessrsesseosrereseeseesesreseesessrereseeseesesrrseesessene 160 Stage 2 Add a Rotating Banner Ad Field to The Required Template c cccsccccesseceeeeeeeenenees 161 Stage 3 Define a Campaign POlICY srsissrensiaeni enin A AEE 162 How Do Enforce Different Outlook Settings Per Department ssesessssresssrererreresreresrreerreresreren 164 How Do Create a Policy Based Upon Specific Active Directory Attributes sesser 167 Steps 1 and 2 Outlook User Has One or More Specific Active Directory Attributes 0 167 Steps 3 and 4 Define the QuUefy ssssesessssresssrrssrrersrrrsssrrsssrerssrerssrresererserressreesereessteeserresereeseeeee 168 Steps 5 and 6 Browse and Select an Active Directory Container essssessssserssrrresrrrssrrreerrreseeree 168 Steps 7 and 8 Choose a Start Point and Select Required Attribute essssssesseeeserrrssrrrssrrrssreees 169 Step 9 Choose How Matching Should Be Made seessssessesssenserrrssrerssrrrsserrssrrrssrrrssrrreserreserreseeeee 170 Step 10 Enter the Required Attribute Value for Matching ccccccssecccssseceeesececeeseceeeeeeeeeenecs 170 USER MANUAL Signature Manager Outlook Edition Page 5 How do I Apply a Campaign Template Before the Signature Templ
148. eeeecessuseceseecessuaeeees 132 Using the Advanced Schedule scsdicserarscdcascansssncdenavacasdudawaainsdeasneatavanntuessnnausearenainidanebimsdilesmpandsianan 133 The Anatomy of an Outlook Policy Next POLicy ssessseesesseseesesersesrrrereerererreseereseeresreresrereserreseereseee 134 USER MANUAL Signature Manager Outlook Edition Page 4 Adding a NEW Outlook Policy sesessesessecsssecsessecsesecesseceesecsosecseseceosecsoseceoseceosecesseososeceoseseosecesseseoseseesee 136 The New Outlook Policy WIZard cccccceseccccesecccescccceececcesececeusecceeuecesseecesaueceesenecetsuesessueeeesegecs 137 Step 1 Enter General Informatio sssrinin aN E AT Ei 137 Step 2 Associate the Policy with a Template cccccccssecccsssccecesececeeseceeeeseeeseeceeeuecesseeeeesenecs 138 Step 3 Preview the Selected Template ssosssssensssrnssseresrrererrresrrrsssrreserresrrresereesrrresereeserreseeeee 139 Step 4 Set Conditions for the Policy wi cicscadacicrevisedaeanancea tend sesacansednaheusastbesanscrgbiuchebensobadeabatinctinoobed 140 Step 5 Set Date Range OptiOnS ssesssssessrssrsessrsresessessesrrsssseoseereseesesseserseesessesreseeseeseseeseesessene 141 Step G FINS M UD erra a E N AAA R 142 step Or Save Chant CS eiiean n a A E AAi 142 Cloning an Existing Outlook Policy ssesessessesessecesseseoseceosececseceoseceosecsoseceoseceoseceosecsoseceeseceesecsesecseseoe 143 Changing an Existing Outlook PONI
149. eight normal bold lighter etc font style Use the drop down list to select the required font style normal italic oblique or inherit font variant Use the drop down list to select the required font variant normal small caps or inherit text transform Use the drop down list to select the required transformation capitalize lowercase none uppercase or inherit Use the drop down list to select the required color or type a value into the field text decoration Use check boxes to select one or more text decoration options Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for a particular word in a paragraph the word would inherit its size from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 321 Block Properties Use the block tab to set required block properties for the selected item In HTML elements i e items of content can be block level or inline Typically block level elements may contain inline elements and other block level elements Inline elements may contain only data and other inline elements Block level elements generally start on a new line whilst inline elements do not Available settings are summarized below Option Summary line height Use the drop down list to select normal or inherit or select value to select a unit pt px etc and
150. ely use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 199 Cloning a Template If you need to create a new template which has similar settings to an existing template it is quicker to take a copy of the existing template and then update that copy as opposed to creating a new template from first principles pg 198 The clone option is used to create a copy of an existing template for this purpose and is available from the template library toolbar and the right click menu Select the required template and use the toolbar option 7 5 eSpiral 4A Outlook Mail Format Policies i FE Policy Tester Edit l Delete s Template Library Preview Help E samieno eB Sample004 Sample005 Sample006 Sample007 Edit Delete Clone Rename Properties Move Right click on the template that you wish en New Window onfidentiality l Employer s Liability Negligent Misstatement Virus Disclaimer i E Standard Disclaimer On we l lenlinumen i to clone To clone an existing template select the template to be copied from the console tree then either click clone from the toolbar or right click and select clone from the context menu A copy of the selected template is added to the console tree ready to be updated From here you can change the name pg 203 and edit template content pg 202 as required Having updated the cloned template click the m
151. en shares cannot be viewed when browsing the network with Explorer for example You should ensure that the user who is logged into the Exclaimer console that is saving data has read and write access to this folder The following sections detail two methods of applying folder permissions These are applicable for both the sharing and the NTFS Security permissions of the shared folder i e you must make the same permission changes in both the sharing and security tabs of the folder s properties dialog Folder Permissions Easy Method Allow the Everyone group to have Read permissions USER MANUAL Signature Manager Outlook Edition Page 76 Folder Permissions Secure Method Allow Read permissions only for the computer account of each server with Exclaimer Signature Manager Outlook Edition installed upon it This is essential because the Exclaimer Signature Manager Outlook Edition Remote Deployment service runs under the LocalSystem account this account as the name suggests only has access to the local system of the machine that it is running on not to any network resources The only way this account can ever see a network resource is when the computer account is given specific access to that resource i e the folder on the network resource allows itself to be accessed by the LocalSystem account of a specific remote machine In this case access is restricted to only reading data from the remote deployment folder Example
152. eneral Information eSpiral 108 64 KB C ProgramData Exclaimer Lid Signature Manager Template Library dc 1b95ea e2bb 488c 9750 7daa38220d 76 zip amp Policies using this template Select the required template and use the toolbar option a i 5 eSpiral E 4 Outlook Mail Format Policies a wr EB Policy Tester Edit Delete gClone Rename J Properties Ul Move Export oD Template Library Preview Help G U Signatures pe E Sample002 ng 2 Sergent Sp Delete Clone Rename Properties Move Export b AO U D a ew Window Right click on the dentiality template that you wish jaa statement to access Satu Uisclaimer USER MANUAL Signature Manager Outlook Edition Page 204 Moving a Template Templates can be moved from one category to another using the move option available from the template library toolbar and the right click menu Select the required template and use the toolbar option EveyoreEse TO he 44 Outlook Mail Format Policies E ai gt E Policy Tester Edit Delete Clone Rename E Properties u es 3 Export p Template Library A Preview I Help i G U Signatures S Edit E Delete PRS LB xchad Clone alae are espiral a Ul Campaig st Rename www greenorg net GROUP j B RSS F E Properties Move Export New Window l l ontidentiality Right click on the iability ERLA AO M s statement to move gui sclaimer L TH B Gin
153. ent go HR Department bene 34 Everyone Else e Policy Tester Template Library H fi Signature Deployment Policies To clone an existing Outlook policy select the policy to be copied from the console tree then either click clone from the toolbar or right click and select clone from the context menu A copy of the selected policy is added to the console tree ready to be updated from here you can change the name description and any other required settings pg 119 When a policy is cloned a duplicate copy of the template associated with that policy is also made and added to the template library pg 189 You can edit and save this template or associate a different template pg 172 with the new policy as required Having updated the cloned policy click save to save changes USER MANUAL Signature Manager Outlook Edition Page 143 Changing an Existing Outlook Policy To update an existing Outlook policy simply select the policy either from the console tree pg 70 or the policy list pg 87 and update settings on selection tabs pg 71 as required When an Outlook policy has been changed but not saved the branch is displayed with an asterisk symbol You can see which tabs contain these unsaved changes by looking for an asterisk to the right of the tab name When you are satisfied that all required changes have been made correctly click save to save the new settings All asterisk symbols are cleare
154. enter the required numeric value vertical align Use the drop down list to select the required vertical alignment setting baseline bottom middle inherit etc or select value to select a unit pt px etc and enter the required numeric value text align Use the drop down list to select the required text alignment setting center justify left inherit etc text indent Use the drop down list to select the required text indent setting You can choose to inherit settings from the parent element or select value to select a unit pt px etc and enter the required numeric value white space Use the drop down list to determine how white space should be handled normal nowrap pre pre line etc word spacing Use the drop down list to select the required word spacing setting You can choose normal or to inherit settings from the parent element Alternatively or select value to select a unit pt px etc and enter the required numeric value letter spacing Use the drop down list to select the required letter spacing setting You can choose normal or to inherit settings from the parent element Alternatively or select value to select a unit pt px etc and enter the required numeric value Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for a particular word in a paragraph the word would inherit its s
155. er content to be used if neither of the specified conditions is met i e for messages sent by users who are not based in England New York or Texas You can enter text and or fields as required USER MANUAL Signature Manager Outlook Edition Page 309 Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 5 pg 310 for details about changing these properties 3 Click OK to save changes and exit back to the conditional field window Conditions If Country region is equal to England then this field s value is Conditional Field OR If Country region is equal to USA then this field s value is Conditional Field E none of the above apply then this field s value is Contact our Dubai office nP O Box 100000 Dubai United Arab Emi E Settings for the conditional field are now complete with two conditions one for England users and one for USA users and then required content for everyone else 4 Click OK to exit back to the template editor where the conditional field is now shown Setectiont Font size J E E ja Iun A EEBE Pek SSE SS EEE SE hg oreen if Conditional Field Underline MMELLEELETEE AM tt bf fp Small Caps Font color Font backc Behaviour Interpret m False Conditions Conditions Collection 5 Select this field and use appearance settings in the properties pan
156. er load and how quickly the import thread is given control by the operating system Similarly the import could begin sooner depending on when the save completes relative to the timer interval Before checking that configuration changes have been applied successfully on remote machines sufficient time should be allowed for those machines to actually perform the import the import can take some time with complex configurations Changing an Existing Remote Deployment Folder If all Signature Manager Outlook Edition installations are set to point to a specific remote deployment folder and you later decide to change that folder there is no need to manually change every server to point to the new location Having changed the location on one machine and saved the configuration that machine will write a copy of the configuration data to both the old AND the new locations Any servers pointing to the old location will import the configuration which includes the new remote deployment folder path so on subsequent deployments they will pull data from the new location As such you are advised NOT to delete the old remote deployment folder until enough time has elapsed for all remote machines to import the configuration file that contains the new folder location USER MANUAL Signature Manager Outlook Edition Page 78 Saving changes in the Exclaimer console If a tab contains any unsaved changes irrespective of which branch in the console t
157. er what conditions it triggers We highly recommend that you use this field to keep a record of changes to a policy over time 4 Click next to progress with the wizard and choose a campaign template pg 121 Select the required campaign template that was created in stage 1 pg 152 for example if you are creating a policy to be run on Mondays you would select the template which contains relevant content for Mondays 5 Click next to see a preview of how the selected template will appear in email messages 6 Click next to continue and set conditions pg 124 under which this policy will be applied In this case we want the campaign to be applied to all users therefore select the Outlook user is anyone option 7 Click next to access date options 8 Select the use advanced schedule option and then click add to add a new schedule for further information about these options please see the using the advanced schedule pg 133 section of this guide USER MANUAL Signature Manager Outlook Edition Page 153 9 Define the schedule for the required day of the week for example Monday Give the schedule a meaningful name Monday Product Offer 14 Nov 2013 To 01 Jan 2100 The policy is active on Mondays e for an indefinite period of time Or 1 2 3 4 5 6 7 8 90M 2 13 SAAEHESEAAASERRERERHEROAOOEERESHOROAOHEEEEEEERED The policy is set to be active on Mondays only oe i
158. esign Ltd is a limited company registered in England and Wales Registered number 1234567 Registered office Suite 1 Business Studios 1 Example Rd London Preview mode i fF gt 4 Tapestry interior design Karen Green karen reenorg net tel 44 0 1252 987 456 fax 44 0 1252 987 456 un greenorg net i Ea Tapestry interior design Ltd is a limited company registered in England and Wales Registered number 1234567 Registered office Suite 1 Business Studios 1 Example Rd London USER MANUAL Signature Manager Outlook Edition Page 331 How do Suppress Blank Lines If Fields Are Not Populated When using fields in templates it is often useful to suppress an item if there is no data in the Active Directory to populate the field for a given user There are a number of ways to suppress blank lines when defining templates you can e Use a contact block pg 332 Use asmart table pg 332 e Use afield prefix pg 333 Using a Contact Block A contact block is a pre defined set of fields presented in tabular form For example LOCUS OTE TVET GEM OEED Telephone number 7 Fag F E o ET EE EEE EE SSSVVAalhaany ESS produces Tel 44 0 1252 987 456 Fax 44 0 1252 987 456 Mobile 44 0 7733 102345 Email karen reenorq net When a contact block is used rows are not displayed if Active Directory data is not present For further
159. etails about changing these properties 18 Click OK to save changes and exit back to the conditional field window lf Department is equal to IT this field s value is You can reach the IT department Mon Fri 8am 7pm nTelephone 0 19 Settings for the conditional field are now complete with two conditions one for IT users and one for Sales users and then required content for everyone else USER MANUAL Signature Manager Outlook Edition Page 278 20 Click OK to exit back to the template editor where the conditional field is now shown B Z U mw Y YM A BF Be Tale Hyperlink A Fields green organisation Underline Small Caps Font color Font backc Behaviour Interpret m False ntains confidentia information and is intended cnly for Message Recipients you ste not Messen ANNS ify Message Sender immediately by e mail if you heve received this e mail by mistake s Conditions Collection o be secu error free as information c not accept hability for any 21 Select this field and use appearance settings in the properties pane on the right hand side of the template editor to apply required formatting Any properties specified here will be applied to the associated conditional content when it is used Gv green organisation Conditional Feld Underline OUUU NN Small Caps Font color E 4F6128 Font backe Behaviour Interpret m False Conditions Conditions Collection
160. ext Policy Karen Green Marketing Manager karen reen net t 44 0 1252 987 458 f 44 10 1252 987 456 The associated template for signature pg 104 campaign pg 108 and disclaimer pg 110 policies is previewed in the content pane From here you can e Double click anywhere in the content pane to edit the template in the template editor pg 208 e Use the breadcrumb trail at the bottom of the window to open the template library pg 189 Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 79 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 121 Right Click Options For quick access to key tasks that you may wish to complete for the template that is associated with an Outlook policy simply right click anywhere within the template tab From here you can choose to edit pg 202 this template open the template library pg 190 export the template pg 201 or view template properties pg 204 The Template Breadcrumb Trail At the bottom of the template preview a breadcrumb trail displays the name of the template being used together with its parent category pg 193 in the template gallery Click an entry in the breadcrumb trail to open the template library pg 189 to view select templates USER MANUAL Si
161. field is typically comprised of multiple user pg 223 fields e The address block pg 224 field is typically comprised of multiple user gt address pg 224 fields e Alist of fields pg 261 is comprised of any range of other fields e A conditional field pg 270 might include other fields and indeed other conditional fields Where one field i e the master field contains another field any properties associated with the master field will be inherited by the fields contained within it This is illustrated in the example below where a list of fields item contains a number of fields including telephone number When the list of fields item is selected the properties pane shows that font settings for this item are set to Arial 9ot Blue Then when the fields section of the properties panel is expanded each of the fields contained within this item are shown with their own properties by default these are inherited from the main list of fields item and this is explicitly stated in the property values Properties e ist Of Fields Top level appearance Ucara Seen a POR ne o eado the master field and all elements within it Italic Underline False Small Caps Font color i 318598 Font background co Elements within the master Background Color field automatically inherit gt Border properties from the master gt Label font but these can be changed on 4 Fiel
162. field on a new line Allow fields to control the layout t lt i lt TABLE gt lt TBODYS lt TR gt lt TD gt lt P gt lt FONT gt List Of Fiek USER MANUAL Signature Manager Outlook Edition Page 265 Available options are summarized below Action Summary In a table This is the default setting with field labels in the left hand column and fields on with each the right field and each label in Email kareng oreenoro net separate Blog www greenorg net cells Phone 44 0 1252 987 456 With this option additional properties are available so you can also specify how the table should be displayed 4 Layout Arrangement In a table with eacl v Number of Column 2 Cell spacing 0 Cell padding 0 Width Height Alignment In a table Arranges the label and field in the same cell with each label and Emai kareng greenorg net field in the Blog www greenorg net same cell Phone 44 0 1252 987 456 With this option additional properties are available so you can also specify how the table should be displayed 4 Layout i PT In a tabje with each v Number of Column 1 Cell spacing 0 Cell padding 0 Width Height Alignment continued USER MANUAL Signature Manager Outlook Edition Page 266 Action One field after another with an optional separator Each field on a new line Allow fields to control the layout Summary With this option each label and field is arranged in
163. fine these properties at stage 1 step 21 pg 301 e USA address to be formatted as Arial 10pt Red you would define these properties at stage 2 step 15 pg 308 e Address for everyone else to be formatted as Grey you would define these properties at stage 3 step 5 pg 310 USER MANUAL Signature Manager Outlook Edition Page 311 General Fields Fields in the general fields section are summarized below Field Inserts Current Date The current date which may not necessarily be the same as the message sent date USER MANUAL Signature Manager Outlook Edition Page 312 Properties Properties are used to format and control template content Almost every piece of content added to a template will have properties associated with it For example a section of text will have various font properties a table cell will have border and background color properties and a hyperlink will have URL and target properties Properties are used in all template types HTML RTF and Plain Text This section contains useful information for working with properties including e Working with the properties pane pg 313 e Examples of properties in use pg 317 Working With the Properties Pane The properties pane updates to reflect the current selection in the template editor for example View properties by group or sort Shows the type of properties being alphabetically displayed BorderCole
164. for that product on your website then you need to use a different approach please see How do insert a web style banner ad that alternates daily pg 151 USER MANUAL Signature Manager Outlook Edition Page 159 Stage 1 Image Preparation For this scenario you would have seven banner images one for each day of the week These images should be placed in a directory on your network you must ensure that the Exclaimer Outlook Settings Connector Service is set up to log on with an account that has at least read access permissions for the specified directory When these images are rotated Exclaimer Signature Manager Outlook Edition uses an index from 0 6 as shown below Index File sin O O E ea e ew Images are indexed according to filename sequence for example Filename Index Day of Week BannerO0 jpg oo Sunday Banner01 jpg Monday Banner02 jpg Tuesday Banner03 jpg Wednesday Banner04 jpg a Thursday BannerO5 jpg Friday Banner06 jpg 6 Saturday If it is important for particular images to be displayed on a given day you should ensure that your file naming convention is one which ensures images are sequenced correctly such as the example shown above USER MANUAL Signature Manager Outlook Edition Page 160 Stage 2 Add a Rotating Banner Ad Field to The Required Template Create pg 198 or edit pg 202 a campaign template and insert a rotating banner ad field When you choose to add a cu
165. from is Apply Code Tys Cell Shape Square x Backoround __Preset X Cell Appearance __ insert Oe view Code Displays information added for the image these details can be changed if required code or select one of the QR code types Choose the type Change the Add fields to insert of QR code appearance of dynamic content for required to add it the QR code QR code image to the pane below image information To apply a hyperlink to the QR code image enter link details here From here 1 Use the code type drop down list to choose the type of QR code image that you wish to create You can choose one of the following options Action Summary URL Displays a URL window enter the full URL for the website that you wish to include within the image Contact Details Displays a contact details window which is pre populated with name telephone email and address fields from the Active Directory If required use arrows associated with each field to make changes Calendar Event Displays a calendar event window so you can add event name location time zone and the event start end times Map Location Displays a map location window so you can enter latitude and longitude coordinates continued USER MANUAL Signature Manager Outlook Edition Page 233 Action Summary Telephone Displays a telephone number window which is pre populated with the Number telephone field from the Active Direct
166. g 74 e Licensing information pg 74 e The licensing toolbar pg 74 USER MANUAL Signature Manager Outlook Edition Page 73 The Licensing Process Our aim is to get you working with Exclaimer software as quickly as possible As such we have implemented a flexible licensing policy with minimal restrictions during the trial period If you have installed Exclaimer software for the first time you can use it for five days without any form of registration After five days you are prompted to register for a 30 day trial During the trial period all signatures are appended with the following text This Signature was created by Exclaimer Signature Manager Outlook Edition This message is only added when the product is in trial This text is only added when signatures are generated within the trial period once the license is activated the message is removed Having completed a trial period you can e Purchase the product from the Exclaimer website or by contacting the Exclaimer sales team e Contact the Exclaimer sales team to extend your trial Licensing Information The licensing tab shows any contact details associated with this Exclaimer license You can also see the type of license that is currently in place and the license status for example the number of days remaining for a trial The Licensing Toolbar When the licensing tab is displayed the licensing toolbar contains the following options Toolbar Option Summary
167. gnature Manager Outlook Edition Page 122 The Anatomy of an Outlook Policy Options Settings on the options tab vary depending upon the type of Outlook policy selected For further information please select one of the following links e Outlook signature policies pg 104 Outlook campaign policies pg 108 e Outlook disclaimer policies pg 110 e Outlook mail format policies pg 112 USER MANUAL Signature Manager Outlook Edition Page 123 The Anatomy of an Outlook Policy Conditions The conditions tab is used to set criteria pg 125 which determine the circumstances under which an Outlook policy is applied to messages iT Department amp New Users ER Delete amp Clone i jeneral A Template GF Options Conditions Exceptions Date Range NextPolicy Selectcondition s E _ Outlook user is anyone _ Outlook user is a specific person _ Outlook user is a member of an Active Directory group a Outlook user is a member of a Domain or Organizational Unit Se g Se a gt m b utiook user has one or more Sper tic Active Directory attnbutes Select a condition Use hyperlinks to set criteria for the TEO l condition amp Edita condition by clicking an underlined value Policy applies to Outlook Users that have a combination of Active Directory Attribute Values If multiple conditions are specified choose whether ALL must be met in order to trigger this policy
168. gnature Manager Outlook Edition Page 216 Smart table Contact Block When working with templates one of the most common requirements is to insert standard contact information for the message sender You can do this by adding individual fields pg 219 to the template but it can be neater and quicker to use a predefined contact block A contact block is essentially a table of commonly used message sender fields for example WAM TTI a a DDI Pager A Tel elephone number E mail as hyperlink Z web Web page as hyperlink E EE EEE ar SS a TT w x SS VAlksss SVM N A key benefit of using a contact block rather than individual fields is that you can choose to suppress a row if there is no information in the message sender s Active Directory information to include For example if a contact block includes a fax field but there are no fax details for a message sender the fax row of the block is not displayed when the message is sent Once inserted a contact block can be edited for example you might wish to swap one field for another or adjust the formatting using properties pg 313 For further information please see how do create a contact block pg 334 When the contact block is selected from the insert table options window table rows and attributes are not available This is because the contact block is a predefined table however you can adjust the table once it has bee
169. h the first and ending with the last ordered in an alpha numeric sequence 0 9 a z When the last banner in the sequence is reached the entire process starts again so that the user will always have a banner inserted in to their signature Exclaimer Signature Manager Outlook Edition remembers the last banner it used for each user Therefore when an Outlook signature is next requested it will update with the next banner in the sequence for that user Each time an Outlook signature is requested via ExSync pg 27 Exclaimer Signature Manager Outlook Edition displays a different banner The banners are changed on a random basis Each time an Outlook signature is requested via ExSync pg 27 Exclaimer Signature Manager Outlook Edition displays a different banner starting with the first and ending with the last ordered in an alpha numeric sequence 0 9 a z When the last banner in the sequence is reached the entire process starts again so that the user will always have a banner inserted in to their signature Rather than remembering the last banner used for each user Exclaimer Signature Manager Outlook Edition changes the banner for each request processed irrespective of user and updates with the next banner in the sequence If you have a folder of images banners and they are named for example 1 10 each time this particular template is applied to a message it will increment the number and thus the corresponding numbered image banner
170. he Active Directory Group hyperlink in the lower pane BR New Outlook Mail Format Policy Conditions Please use the list of options below to define the Users that you would like to include in this Outlook Mail Format policy Policy applies to Outlook Users that Select the Active Directory group option USER MANUAL Signature Manager Outlook Edition Page 165 9 Select the HR group from the list of groups that is displayed and click OK to return to the new Outlook policy wizard 10 Click next and then finish to complete the wizard The new policy is added to the Outlook mai format policies branch of the console tree and is selected by default 11 Once you have saved changes the policy is ready for use It is a good idea to test the policy in the policy tester pg 180 to ensure that it works as expected 12 Repeat this process for the Sales department For more detailed information about adding policies see the adding a new policy pg 136 section of this guide O r m USER MANUAL Signature Manager Outlook Edition Page 166 How Do Create a Policy Based Upon Specific Active Directory Attributes The configure attributes window pg 127 allows you to define conditions pg 124 and exceptions pg 129 based upon queries that are run on Active Directory user attributes The following example shows how to set a policy condition which uses an Active Directory attribute query In this scenario a pol
171. he Update Interval The frequency with which users computers are updated with new signatures the update interval can vary for each user or group of users The update interval is defined for each signature deployment policy via the settings pg 354 tab for example File Action Window Help a gt IMs TO Exclaine Os B Signature Manager Outlook Edition it Outlook Campaign Policies Signe ey H Outlook Disclaimer Policies Outi Cliente H Outlook Mail Format Policies r Gly Policy Tester i i Template Library S ff Signature Deployment Policies Selected signature deployment policy The update interval determines how often client computers running ExSync check the specified deployment share for a new signatures and settings ZIP file The frequency entered here will apply for any users associated with the signature deployment policy The update interval also determines how often OWA signatures are updated using ExSync on client computers This value should always be equal to or greater than the creation interval otherwise the client computers running ExSync will simply be pulling the same ZIP file as the last update What Frequency Should I Use If your organization does not change its signatures very often using the once at runtime only option may be sufficient or you could configure ExSync to run every few hours If it is likely that users may continue to create their own signatures for example if
172. he left hand side Navigate this list and select the template to be associated with this policy then click next to continue For further information about this tab see the anatomy of a policy template pg 121 section of this guide New Outlook Campaign Policy Pl General Template E Template Select the template from the Template Library to use for this policy C Template Preview L Date Applicability Copy of Copy of Sample Copy of Copy of Copy of Copy of Copy of Copy of RSS Feed Copy of RSS Feed Copy of Copy of RSS Feed Copy of Copy of Copy of USER MANUAL Signature Manager Outlook Edition Page 138 Step 3 Preview the Selected Template The selected template is previewed so you can see how it will be displayed in an email If the template contains Active Directory fields you can enable the display data from user option at the bottom of the window and select a specific user to use for the preview If required you can use the edit button in the bottom right hand corner to edit the selected template using the template editor pg 208 say z TE New Outlook Campaign Policy This is an example of how your selected signature te plate will lo USER MANUAL Signature Manager Outlook Edition Page 139 Step 4 Set Conditions for the Policy Set criteria pg 125 to determine the circumstances under which the policy is applied to messages then click next to continue Having created the p
173. hen changes are saved pg 79 If you need to create a policy which is similar to an existing policy use this option to clone pg 143 duplicate the existing policy and then edit pg 144 the duplicate version as required this can be much quicker than creating a new policy from first principles Use these options to reorganize the policy list and determine the order in which policies are applied within each policy type section Select a policy and click move up or move down as required or use move to top move to bottom options to quickly move to the start end of a section Note that if you select a section title e g Outlook campaign policies all policies of that type are selected Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 79 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 90 View Options The view option can be used to determine whether policies are displayed in list details form OF as large icons Settings MB Policies Qi Help Outlook Signature Policies IT Department Sales Department Outlook Campaign Policies IT Department Sales HR Everyone Else Department Department Outlook Disclaimer Policies ge g Fs g IT Department Sales Else Department Outlook Mail Format Polic
174. icy chains based on whether the previous Outlook policy in the chain is or is not applied These options are If this policy is applied then e Process the next Outlook signature policy e Don t process any more Outlook signature policies If this policy is not applied then e Process the next Outlook signature policy e Don t process any more Outlook signature policies USER MANUAL Signature Manager Outlook Edition Page 134 If this policy is not applied because an exception was matched e Process the next Outlook signature policy e Don t process any more Outlook signature policies You can use these options for a wide range of scenarios creating policy chains as simple or as complex as required For example you might use the if this policy is applied then gt Don t process any more Signature Manager policies of any type options for a scenario where a Director requires a given signature but does not want a mail format policy pg 112 to set the default font for messages Another example might be to define a policy to target a specific group of users and then use the if this policy is not applied then gt process the next Outlook signature policy as a way of excluding groups of users without the need to add multiple exceptions Unless a next policy option is set to don t process any more Outlook signature policies Exclaimer Signature Manager Outlook Edition will continue to process policies in the policy list pg 87 Z
175. icy is required to apply a policy to any Outlook users within the IT department of an organization Steps 1 and 2 Outlook User Has One or More Specific Active Directory Attributes SZ New Users G Delete B 9 General G Template Gy Options Conditions D Exceptic Select the Outlook user has one or more specific AD attributes option C Outlook user is a member of a Domain or Organizational Unit E i Wwutloop ser has one or more specific Active Directory attributes Wf Edita condition by clicking an underlined value Policy applies to Outlook Users that have a combination of Active Directo Click the AD attribute values link USER MANUAL Signature Manager Outlook Edition Page 167 Steps 3 and 4 Define the Query E Conditon details IT Department er e d aK then a Enter a see ful TEZ 4 ingfu name for the query Click the browse button to browse and select an Active Directory container Steps 5 and 6 Browse and Select an Active Directory Container Bia o E network26 E Computers E Domain Controllers E ForeignSecurityPrincipals E Managed Service Accounts E Microsoft Exchange Security Groups E Microsoft Exchange System Objects E Program Data E System 9 Click OK to return to the query editor 5 Select the users container USER MANUAL Signature Manager Outlook Edition Page 168 Steps 7 and 8 Choose a Start Point and Select Required Attrib
176. icy will be applied In this case we want the signature to be applied to all users therefore select the Outlook user is anyone option 7 Click next and then finish to complete the wizard The new policy is added to the Outlook signature policies branch of the console tree and is selected by default 8 Select the options pg 105 tab 9 Under default signature options choose to set signature as default for new messages in Microsoft Outlook and set signature as default for replies and forwards in Microsoft Outlook Set signature as default for new messages in Microsoft Outlook G Set signature as default for replies and forwards in Microsoft Outlook Set signature as default in Outlook Web Access 10 Once you have saved changes the policy is ready for use It is a good idea to test the policy in the policy tester pg 180 to ensure that it works as expected For more detailed information about adding policies see the adding a new policy pg 136 section of this guide Z O m USER MANUAL Signature Manager Outlook Edition Page 150 How Do Insert A Web Style Banner Ad That Alternates Daily There may be times where you wish to include a banner ad in signatures i e a banner image which when clicked by the recipient links to a web page but where the banner image and its associated hyperlink should change on a daily basis In this instance you need to control which offers are displayed on particular days of th
177. ies USER MANUAL Signature Manager Outlook Edition Page 91 Working With Encrypted and or Signed Email Exclaimer Signature Manager Outlook Edition adds Outlook signatures to email messages and configures mail format settings for your users it does not affect encrypted and or signed email messages Signed and Encrypted Signed Encrypted USER MANUAL Signature Manager Outlook Edition Page 92 Chapter 5 Working with Outlook Policies Outlook Policies Introduction Exclaimer Signature Manager Outlook Edition controls your signatures and mail format settings for both Microsoft Outlook and OWA pg 101 using Outlook policies and associated templates pg 189 Exclaimer Signature Manager Outlook Edition allows you to define any number of templates which can include signatures disclaimers campaigns branding and email formatting However one size rarely fits all for example an organization may need a standard company signature for all messages but in addition to this e Each department within the organization may require supplementary disclaimers or sign off messages e Certain people within a department may require additional signature information e At weekends certain departments may need to apply alternative signature information e At certain times of the year email signatures may need to include campaign advertising Using Exclaimer Signature Manager Outlook Edition you create Outlook policies
178. ifference between Outlook and OWA pg 101 Outlook Mail Format Policies It is not unusual for Outlook users to specify their own default fonts and font colors for new replied and forwarded email messages resulting in a range of email formats and therefore no consistent organizational brand image Exclaimer Signature Manager Outlook Edition allows you to control Outlook mail format settings pg 113 for all users so that every new replied or forwarded email complies with your organization s house style This is achieved with Outlook mai format policies using this type of policy you can control e Message format options pg 113 control the default format for message composition and preferred editors to be used e Message font options pg 114 enforce your organization s house style by specifying default font settings to be used for new messages together with replies forwarded messages and Plain Text email e General Outlook options pg 114 choose whether any signatures or stationery that a user might have set locally are retained or overwritten by Exclaimer Signature Manager Outlook Edition Outlook mail format policies are applied and local signatures deleted before new signatures are deployed to users computers Z O m USER MANUAL Signature Manager Outlook Edition Page 112 Outlook Mail Format Policy Options When an Outlook mail format policy is added pg 136 or edited pg 144 setup tabs are av
179. ifier to contains and type York into the associated value field Notice that we have only entered York here because we know that no other cities contain York If you are not confident about this be precise and use equa to New York instead 7 Click the button associated with the then this conditional field s value is field to open the expandable field editor window Enter content to be inserted if the associated condition is met i e for messages sent by users based in New York USA You can enter text and or fields as required USER MANUAL Signature Manager Outlook Edition Page 305 Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 15 pg 308 for details about changing these properties 8 Click OK to save changes and exit back to the add condition window 9 Click OK to exit back to the conditional field window 10 Click the add button to enter the condition i e to add signature content and associated rules for users based in Texas The add condition window is displayed Using the drop down lists associated with the if field navigate to select message sender gt address gt state province field A Street A P O Box City A ZIP Postal Code A Country region A Country region 2 letters 11 Click OK to save changes and exit back to the add condition window where your condition
180. in the same Active Directory forest USER MANUAL Signature Manager Outlook Edition Page 83 Chapter 4 General Settings amp Information General Settings amp Information Introduction The Signature Manager Outlook Edition branch within the Exclaimer console pg 66 tree is where all setup is completed When the parent branch Signature Manager Outlook Edition is selected within the Exclaimer console pg 66 general settings and information can be viewed and updated H Outlook Signature Policies Outlook Campaign Policies GJ Outlook Disclaimer Policies H Outlook Mail Format Policies EB Policy Tester t M Template Library rsa E Signature Deployment Policies From here you can The Signature Manager Outlook Edition branch is selected B Signature Manager Outlook Edition Selection tabs provide access to options and information e Update general settings pg 86 from the settings tab e View existing Outlook policies pg 87 from the policies tab e Add anew policy pg 136 via toolbar or actions pane options Z af m For further information about the Exclaimer console including the menu toolbar and actions pane see understanding the Exclaimer console window pg 67 USER MANUAL Signature Manager Outlook Edition Page 85 Signature Manager Outlook Edition Settings The settings tab contains general settings for the Exclaimer Signature Manager
181. in your organization you should use the update OWA from server option instead see below Select this option to update OWA signatures via the server which removes the need for OWA users to log on to the domain to update their signatures This method should only be used if most of your users always access their email via OWA and rarely log on to your domain or if their mailboxes reside on either an Exchange 2013 Server or on Office 365 If this option is not selected OWA signatures are only updated by the ExSync pg 27 agent on client machines as part of the standard Outlook signatures update process If this option is selected click the configure button to configure OWA updates from server pg 33 USER MANUAL Signature Manager Outlook Edition Page 355 Working with Signature Deployment Policies This section contains topics for working with signature deployment policies pg 343 including e Understanding the difference between signature creation and update intervals pg 357 e Adding a new signature deployment policy pg 360 e Changing a signature deployment policy pg 362 e Cloning a signature deployment policy pg 363 e Removing a signature deployment policy pg 364 USER MANUAL Signature Manager Outlook Edition Page 356 Understanding the Difference between Signature Creation and Update Intervals Within Exclaimer Signature Manager Outlook Edition signatures are created and copie
182. indow From here you can navigate the structure of organizational units and make required selections J Bl ForeignSecurityPrincipals E Bj GreenOrg a E S South America S Managed Service Accounts E E Microsoft Exchange Security Groups Bi Microsoft Exchange System Objects Program Data E System J E Test J E E Users HHA w H Once an organizational unit is added to a signature deployment policy all users within that unit will have their signatures processed according to settings defined in that policy USER MANUAL Signature Manager Outlook Edition Page 352 To remove an organizational unit that has already been added simply select the required entry from the list within the signature creation tab and select the delete option USER MANUAL Signature Manager Outlook Edition Page 353 Settings The settings tab is used to determine how frequently ExSync checks for updated signatures and whether OWA is updated from the server or from ExSync T Documentation Department El New B Delete fl Clone F General G Signature Creation WJ Settings Help Outlook Update Client ExSyne exe Every 15 5 mutes Once atruntime only Show Error Bubbles Pause O OWA Signatures Update OWA using ExSync on client Not available for Mailboxes on Office 365 or Exchange 2013 Update OWA from Server USER MANUAL Signature Manager Outlook Edition Page
183. information please refer to the user gt general fields pg 223 section of this guide Other block fields e g address block pg 224 and personal block pg 223 work in the same way Using a Smart Table The custom smart tables field can be used to insert Active Directory information in tabular form with options to suppress rows if associated information is not present For further information please refer to the smart tables pg 268 section USER MANUAL Signature Manager Outlook Edition Page 332 Using a Field Prefix An alternative approach is to place all required fields on a single line but use the prefix property to insert a carriage return before each one shown below errs a BIU mw eY A akiniai be BW Select the prefix property Press enter to begin a new line ress Enter to begin a new line ress Ctrl Enterto accept Text A string of text that appears before the field expand form USER MANUAL Signature Manager Outlook Edition Page 333 How do I Create a Contact Block Example of a contact block WAM LL LLLA M LLALL LLALL LLALL LALL LLLA Tet Telephone number Z F SS ASRS H paN Py gt gt Es SSS E R Mobile Mobile Email E mail as hyperlink IUU NVA produces Tel 44 0 1252 987 456 Fax 44 0 1252 987 456 Mobile 44 0 7733 102345 Email kareng qreenorg net How it Works When the contact block field is selected the
184. ing Manager be displayed in Microsoft OWA emails f 44 0 1252 987 456 i A summary of any mail format settings applied Pa Orbit illustration Switch between message is Download FREE whitepaper S on designing email signatures PaA whore www exclaimer com HTML Rich Text Plain Text USER MANUAL Signature Manager Outlook Edition Page 187 Chapter 7 The Template Library Template Library Introduction Templates are used to create rich sophisticated HTML layouts including tables images and dynamic Active Directory fields for signatures campaigns and disclaimers Alternative versions are also created in RTF and Plain Text formats so all message types can be handled and you can be confident that signature content is always applied consistently for all message types Within Exclaimer Signature Manager Outlook Edition all work with templates is completed using the template library within the Exclaimer console pg 66 tree Sao Exclaimer Signature Manager Outlook Edition H amp Outlook Signature Policies H Outlook Campaign Policies H 5 Outlook Disclaimer Policies a Outlook Mail Format Policies Gls Policy Tester gt E Template Library i UI Signatures H A Campaigns ce Q Disclaimers E fam Signature Deployment Policies The template library is organized using categories so that templates of the same type are grouped When the topmost branch template
185. ing options e Microsoft Outlook e OWA e Microsoft Outlook and OWA Note that OWA only allows one signature per user so if multiple signatures apply the last one processed will be used In this context the term signature refers to the signature as a whole i e the signature element the campaign element and the disclaimer element Signatures may include any number of each element for example you might require two campaigns at certain times however there is a size limitation with OWA signatures as below e Exchange 2003 4KB configurable to 16KB via a registry key e Exchange 2007 16KB non configurable e Exchange 2010 8KB non configurable e Exchange 2013 8KB non configurable USER MANUAL Signature Manager Outlook Edition Page 109 As long as the total size is within the relevant limit you can have multiple campaigns and or disclaimers applied to an OWA signature in the same way that you can for an Outlook signature As such you are advised to define dedicated policies for OWA users For further information please see understanding the difference between Outlook and OWA pg 101 Outlook Disclaimer Policies The content for an Outlook disclaimer policy is determined by the template with which the policy is associated Typically though there may be exceptions disclaimer content includes corporate and legal disclaimer content for example Green Manager K local t 44 0 1252 987 456 f
186. ion in the editor Clipboard Clipboard options are used to manipulate text Choose from copy copy currently selected text to the Windows clipboard cut remove currently selected text and copy it to the Windows clipboard paste paste previously copied text at the current cursor position Font Font options are used to apply formatting to text font name select the required font from the drop down list font size select the required font size from the drop down list Remaining options are summarized below listed from left to right bold italic underline strike through sub script super script highlight color font color Paragraph Paragraph options are used to apply paragraph formatting Options are summarized below listed from left to right numbered list bulleted list outdent indent align left center align right justify Insert Insert options are used to apply more detailed formatting and interactive content Options are summarized below listed from left to right insert table insert image insert horizontal line insert hyperlink insert fields USER MANUAL Signature Manager Outlook Edition Page 213 The RTF Editor Toolbar RTF templates can include standard formatting options and dynamic content fields _HTML RichText Plain Text LS a e pe e ed E Sae ti Redo M co B Z y amp x EY Ar Bera n Ans Etor _ aio i a eas These options are summarized below Toolbar Summary Option
187. ion of the template If you wish to preview RTF or Plain Text versions you should choose to edit the template pg 202 and select the preview mode for the required format USER MANUAL Signature Manager Outlook Edition Page 197 Adding a New Template The new template option can be accessed from the console tree and also from the template library toolbar Use the 8 e G3 Everyone Else areas H 9 4 Outlook Mail Format Policies OB Policy Tester Edit Delete 7 Rename S E Template Library Templates Helps New Template Rename Category Delete Category New Window mple006 7 Right click on a category or on the top level template library branch K _ amp UI Campaigns i E Static Banner Ad amp GI Disclaimers E Companies Act 1985 H Breach of Confidentiality p Employer s Liability Negligent Misstatement fa Virus Disclaimer Preparation It is best to collect all the information you might need before you start creating your templates For example e Legal disclaimer text obtain a brief of any legal text that must be sent with outgoing email messages it is important to check what local legislation applies to your organization to ensure compliance e Logo images any images should be in the correct size and file format for the web It is considered best practice to use small image files in any emails e General branding images
188. ional field so if you intend to use the same formatting for all signature content i e for users based in England America or anywhere else then you can leave these settings as they are and update properties for the final conditional field at the end of this process see stage 3 step 5 pg 310 For further information about how appearance properties for nested fields are inherited from the master field see understanding inheritance of appearance properties pg 311 16 Click OK to save changes and exit back to the add condition window USER MANUAL Signature Manager Outlook Edition Page 308 17 Click OK to exit back to the conditional field window where the condition for USA is now shown If Country region is equal to England then this field s value is Conditional Field OR If Country region is equal to USA then this field s value is Conditional Field Stage 3 Specify Signature Content for All Other Users With the master conditional field window now defined with two conditions one for England and the other for USA the final requirement is to define signature settings for everyone else i e users who are not based in England New York or Texas To do this 1 Move to the bottom of the conditional field window and click the button associated with the if none of the above apply then this field s value is field The expandable field editor window is displayed 2 Use this window to ent
189. irtual directory Use the same naming conventions that you would for naming a directory Alias Signatures lt Back Cancel 6 Click next and then Browse to navigate to the Remote Deployment Location as described previously Virtual Directory Creation Wizard X Web Site Content Directory Where is the content you want to publish on the Web site Enter the path to the directory that contains the content for this Web site Fath C ASignature Deployment Browse Cancel USER MANUAL Signature Manager Outlook Edition Page 52 7 Click next to set permissions Here you can accept default permissions however only Read permissions are required Virtual Directory Creation Wizard Virtual Directory Access Permissions Set the access permissions for this virtual directory Allow the following permissions M Read Run scripts such as ASF T Execute such as ISAPI applications or CGI Write Browse To complete the wizard click Next lt Back Cancel 8 Click next to confirm settings and then finish to exit from the wizard Virtual Directory Creation Wizard a You have successfully completed the Virtual Directory Creation Wizard To close this wizard click Finish ancel USER MANUAL Signature Manager Outlook Edition Page 53 Now when you check the content of the virtual directory you will see that deployed signatures are present
190. is now displayed Leave the qualifier as the default is equal to and type Texas into the associated value field USER MANUAL Signature Manager Outlook Edition Page 306 12 Click the button associated with the then this conditional field s value is field to open the expandable field editor window Enter content to be inserted if the associated condition is met i e for messages sent by users based in Texas America You can enter text and or fields as required Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 15 pg 308 for details about changing these properties 13 Click OK to save changes and exit back to the add condition window 14 Click OK to exit back to the conditional field window USER MANUAL Signature Manager Outlook Edition Page 307 15 Click OK to exit back to the expandable field editor for the USA condition which now contains a conditional field element Conditional eid Italic Underline Small Caps If required select this field and use appearance settings in the properties pane on the right hand side of the window to apply required formatting Any properties specified here will be applied to the associated conditional content when it is used i e to all English signature content However appearance property settings for nested fields are inherited from the master condit
191. is sufficient however some organizations will have more complex requirements Some examples might be e Your organization has offices in London and New York You could configure Exclaimer Signature Manager Outlook Edition to create signatures and deploy them to a single location for all users but it might be more efficient to deploy signatures for London based staff to a London based server and for New York based staff to a New York based server In this case you would define one signature deployment policy for London and another for New York To achieve this Exclaimer Signature Manager Outlook Edition should be installed at each site London and New York with remote deployment pg 75 configured between them The server in London then generates signatures for London locally and similarly the server in New York generates signatures for New York locally however remote deployment between the sites ensures that policies and templates remain consistent e Different groups of users within your organization require signature updates more regularly than others For example it may be that signatures rarely change for one department but change frequently for another In this case you might prefer to define one signature deployment policy which is set to check for signatures every 15 minutes and another which is set to check for signatures once a day e Your organization is particularly large with a very high number of signatures In this situati
192. ity new campaign will be deployed in all the appropriate signatures to to your Outlook Users in the live environment E Finish Step 6 Save Changes Having exited from the wizard the new policy is added to the list of policies in the console tree but it is not yet saved unsaved entries are displayed with an asterisk to the left of the name Click save to save changes From here you can use selection tabs pg 71 to update settings for the policy and choose to enable disable the policy if a policy is not enabled it will not be processed USER MANUAL Signature Manager Outlook Edition Page 142 Cloning an Existing Outlook Policy If you need to create a new Outlook policy which has similar settings to an existing policy it is quicker to take a copy of the existing policy and then update required settings for that copy as opposed to creating a new policy from first principles pg 136 The clone option is used to create a copy of an existing policy for this purpose and is available from the console toolbar pg 69 or the right click menu Select the policy to be cloned and use the toolbar option Exclaimer Signature Manager Outlook Edition E amp Outlook Signature Policies Re Delete Outlook Signature Policy Clone Outlook Signature Policy Select the policy to be cloned and right click to display available options d Outlook Mail Format Polic IT Departm
193. ize from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 322 Background Properties Use the background tab to set required background properties for the selected item Available settings are summarized below Option Summary background Use the drop down list to select the required color or type a value into color the field background Use the drop down list to select none or inherit Alternatively click the image browse button to select an image file from your local network drive background Use the drop down list to select if how a background image should be repeat repeated no repeat repeat repeat x repeat y or inherit background Use the drop down list to determine whether a background image is attachment fixed or if it scrolls with the rest of the page x Use the drop down list to set the horizontal start position for a background background image Choose from standard options normal center left position right inherit or select value to select a unit pt px etc and enter the required numeric value y Use the drop down list to set the vertical start position for a background background image Choose from standard options normal center left right inherit position or select value to select a unit pt px etc and enter the required numeric value Where inherit is selected the item of content will inherit the given attribute from its
194. k Edition H ZH Outlook Signature Policies u Main Server H Outlook Campaign Policies J Outlook Disclaimer Policies 4 je Outlook Mail Format Policies o Policy Tester M Template Library E i Signature Deployment Policies gt E Documentation Department General G Signature Creation W Server Select the policy that EXCHANGEDE you wish to clone and use the toolbar option dp Add YX Delete New Signature Deployment Policy Delete Signature Deployment Policy Clone Signature Deployment Policy C New Window Right click on the policy that you wish to clone to display available options Create new signatures every 151 minutes G CEE kine nes A We HELPFILEMACHINE signatures To clone an existing signature deployment policy select the policy to be copied from the console tree then either click clone from the toolbar or right click and select clone from the context menu A copy of the selected policy is added to the console tree ready to be updated from here you can change the name pg 349 server and or associated organizational units pg 350 and any other required settings pg 348 Having updated the cloned policy click save to save changes USER MANUAL Signature Manager Outlook Edition Page 363 Removing a Signature Deployment Policy To remove an existing signature deployment policy select the policy either from the console tree pg 70
195. k OK 9 Inthe Permissions for Domain Admins box ensure the Full Control permission is set to Allow 10 Click Add USER MANUAL Signature Manager Outlook Edition Page 63 11 If the folder is located on the same computer where Exclaimer Signature Manager Outlook Edition has been installed type SYSTEM then click OK Or If the folder is located on a different computer from where Exclaimer Signature Manager Outlook Edition has been installed click Object Types enable the Computers object type click OK type ComputerName where ComputerName is the name of the computer where Exclaimer Signature Manager Outlook Edition has been installed then click OK 12 In the Permissions for SYSTEM or Permissions for ComputerName box ensure the Full Control permission is set to Allow Click OK 13 Click the Sharing tab click Advanced Sharing ensure the Share This Folder option is enabled then click Permissions There is no Advanced Sharing button on Windows XP or Windows 2003 14 Click Add type Authenticated Users then click OK 15 In the Permissions for Authenticated Users box ensure the Read permission is set to Allow 16 Click Add type Domain Admins then click OK 17 In the Permissions for Domain Admins box ensure the Full Control permission is set to Allow 18 Click Add If the folder is located on the same computer where Exclaimer Signature Manager Outlook Edition has been installed type SYSTEM then cli
196. k Settings Update Client on the remote computer pg 58 Define a Deployment Directory for Remote Users There are two options for setting a deployment directory for remote users e Option 1 configure each remote user separately pg 46 Option 2 have all users retrieve their signature from the same place pg 48 The deployment directory can be e AUNC path For example DC1 Outlook Signatures e A local folder For example C Outlook Signatures Network drives for example Z Outlook Signatures cannot be used This is because the service that deploys signatures runs under the LocalSystem account by default This account does not have access to the network drives of the logged on user Procedures for both options are detailed in the following sections USER MANUAL Signature Manager Outlook Edition Page 45 Option 1 Configure Each Remote User Separately For each user requiring deployment of a remote signature you must edit the configuration file for the network based ExSync pg 27 agent 1 Locate and open the required ExSync cfg file This file can be found in the relevant network share as specified on the settings pg 354 tab for the selected signature deployment policy pg 343 for example 2 Select the appropriate signature 2 File Action Window Help creation tab E pee E HELPFILEMACHINE Signature Manager Outlook Edition s g Outlook Signature Policies E New BE Delete clone
197. l signatures If required they can download Exclaimer Signature Manager Outlook Edition and create Outlook signature designs that include fields from your Active Directory and Exclaimer Signature Manager Outlook Edition components Exclaimer Signature Manager Outlook Edition is available to download from the products page on the Exclaimer website Exporting Importing an Outlook Signature Exclaimer Signature Manager Outlook Edition signatures are exported as specially formatted zip files These zip files can then be imported in to your Exclaimer Signature Manager Outlook Edition installation For more information on exporting and importing templates please see exporting a template pg 201 and importing a template pg 201 USER MANUAL Signature Manager Outlook Edition Page 178 Chapter 6 The Policy Tester Policy Tester Introduction The policy tester simulates policy processing pg 98 for a specified user and determines which signatures campaigns or disclaimers will be added to their signature and settings ZIP file When using the policy tester you select the required sender and then run the test to simulate policy processing Having run the test you can access a process diagram to View which Outlook policies have and have not been applied pg 184 e Check the reason why an Outlook policy is or is not applied pg 186 e Preview the message at any stage in the process pg 186 Finally you can vie
198. l to and type England into the associated value field 7 Click the button associated with the then this conditional field s value is field to open the expandable field editor window Use this window to enter another conditional field to determine the city state and thus signature content for users in England First navigate to select advanced gt conditional field USER MANUAL Signature Manager Outlook Edition Page 296 The conditional field window is displayed 8 Click the add button to enter the first condition i e to add signature content and associated rules for users based in York The add condition window is displayed Using the drop down lists associated with the if field navigate to select message sender gt address gt city field Street Telephones P O Box Organization Exchange Advanced State province AD Photos ZIP Postal Code The City from the AD Other AD Fields Country region Country region 2 letters 9 Click OK to save changes and exit back to the add condition window where your condition is now displayed Change the qualifier to contains and type York into the associated value field alternatively you could use the equa to qualifier and enter the value as New York USER MANUAL Signature Manager Outlook Edition Page 297 10 Click the button associated with the then this conditional field s value is field to open the expandable field edit
199. lain Text m a Co UO i ES e an Editor ts __ J sph Redo po E copy B PU ye ee A MSE xchange org wy t gt b Y Convert to grays False v 4 Hue Z WINNER Byet 7 Image location C Users Administrat Selected custom Hyperlink image Alt text Hyperlink Image transformation KECE O E ock aspect True custom image Image width 179 Image height 103 Image rotation 0 4 Layout Image Border Opx Solid Image Padding Align Key properties are summarized below Property Summary Hyperlink Specify the full URL of the web page to be opened when recipients click the banner image in their message Alt Text Specify text to be displayed if images cannot be displayed in messages for example if a recipient has chosen to block images in email messages Image Location Displays the location of the inserted image USER MANUAL Signature Manager Outlook Edition Page 156 Stage 2 Define a Campaign Policy 1 Select the Outlook campaign policies branch in the console tree 2 Click the new button from the toolbar to start the new Outlook policy wizard pg 137 3 Onthe general pg 120 window specify a meaningful name for the policy for example Product Offer 20 03 2014 Your policy must have a valid name A valid policy name must be unique and not blank You should try to make your policy names as descriptive as possible because they are used to uniquely identify the policy in a number of areas
200. le Ensures that images referenced by a URL are not copied locally An advantage of this option is that the latest version of the image will always be used A possible disadvantage is that the specified image would not be included in signatures if there were to be a problem with the image location for example if the web server fails It should also be noted that the way in which URL referenced images are handled depends upon the recipient some email systems will not display this type of image When this option is selected any file referenced images found are copied to the user s computer and included in the email message An advantage of this option is that the image is always available on the local machine A possible disadvantage is that if the original image changes local versions will not be updated until the next update cycle This option should only be used for cases where the image is on a shared location that all internal users can access The sender s Outlook reads the specified file each time that user chooses to create a new message or replies to a message If the user does not have access to the specified location Outlook will not be able to read the file and therefore the image will not appear to the sender or recipient of the email Campaign and Disclaimer Options Add campaigns to this signature Add disclaimers to this signature There may be times where you do not wish to append campaigns to a signature for
201. licies GIT Department HR Department a Everyoe Else Outlook Disclaimer Policies 1 Outlook Mail Format Policies l ifa Everyone Else E a Signature Deployment Policies vay Signature Manager Outlook Edition QNew 2 Delete a Clone if Move Up Move Down Move to Top Im Move to Bottom F Settings BB Policies Help Outlook Signature Policies IT Department Sales Department EF HR Department amp Admin Department j Everyone Else Outlook Campaign Policies IT Department amp Sales Department HR Department amp Everyoe Ese Outlook Disclaimer Policies JIT Department E Sales Department SJ HR Department iS Everyone Else Outlook Mail Format Policies 34 Everyone Else View All Outlook signature policies are processed first All Outlook campaign policies are processed next All Outlook disclaimer policies are processed next All Outlook mail format policies are processed last after the signature has been constructed from policies applied above USER MANUAL Signature Manager Outlook Edition Page 98 Within each policy type policies are processed in the sequence that they are listed You can use move up move down move to top move to bottom options to change the sequence of policies within each section and use next policy pg 134 options for greater control over the processing sequence Thus if an Outlook signature policy is applied content from the
202. ll be retained or set this value to zero if you do not wish such backups to take place Specific settings pg 86 for Exclaimer Signature Manager Outlook Edition are available when the Signature Manager Outlook Edition branch is selected in the console tree Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 79 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 72 Licensing The licensing tab contains information and options regarding the license for Exclaimer Signature Manager Outlook Edition ay Exclaimer Console c Order 30 10 2013 lel Outlook Options amp Signatures ka WA Outlook Signatures Trial WA Outlook Campaigns Trial l WA Outlook Disclaimers Trial EA Outlook Mail Format Tria A ESA Trial license for 5 day s Your trial expires at midnight tonight Trial license for 5 day s Your trial expires at midnight tonight Trial license for 5 day s Your trial expires at midnight tonight Trial license for 5 day s Your trial expires at midnight tonight Trial license for 5 day s Your trial expires at midnight tonight Your support subscription expires at midnight tonight Licensing information is summarized in the following sections e The licensing process p
203. look Edition Page 215 Tables When working with HTML templates using the table option from the editor toolbar displays an insert table options window s Smart Table Pd A Smart Table is optimized for common layout tasks such as creating contact blocks business cards and a CAUA gris PESAN A S PELIEN Ged PALAG A Grek Tobe ean laying out Active Directory fields as it provides very simple control for suppressing rows that contain no data Contact Block Smart Table containing contact numbers and email address with labels and several layout options Use a smart table to insert a contact block or to define a custom smart table Custom Smart Table Design your own Smart Table adding text and Active Directory fields across as many columns and rows as you require Standard HTML Table Insert a standard HTML Table into the editor Select this option if you are familiar with HTML table layout and design and have no need to suppress rows that contain no data If you are familiar with HTML you can choose m u Number of columns 2 7 AutoFit to window to insert a standard a Number of rows 2 _ Spread evenly HTML table Forren o6 From here you can choose the type of table to be inserted choose from e Asmart table contact block e Asmart table custom e A standard HTML table These options are summarized in the following sections USER MANUAL Si
204. m the element trail just click the required element When you click on an element further options are displayed les Selecting properties will show properties for this table element in the properties pane pg 313 USER MANUAL Signature Manager Outlook Edition Page 218 Fields Templates can include a wide range of dynamic information using Active Directory fields pg 222 These fields are inserted into templates using the template editor pg 208 and then dynamically updated when signatures are generated For example you might define a template for a standard signature which uses fields for the message sender s name department and telephone number Each time this template is applied to a signature fields are replaced with the associated Active Directory content for the user This allows you to personalize signatures without the need to create a different signature for each individual user This section contains useful information for working with fields including e Working with the fields panel pg 220 e Working with fields pg 221 e Available fields pg 222 USER MANUAL Signature Manager Outlook Edition Page 219 Working With the Fields Panel When not in use the fields panel is hidden to avoid cluttering editing space in the template editor pg 208 To activate this panel click the fields option on the top left hand side of the template editor Toggle the pin icon to HT
205. mail format policy is applied Users must restart Microsoft Outlook before any changes to an Outlook mail format policy will be applied they are prompted to restart USER MANUAL Signature Manager Outlook Edition Page 114 Accessing Existing Outlook Policies Within Exclaimer Signature Manager Outlook Edition existing Outlook policies are accessed via the Exclaimer console tree pg 115 or by using policy tabs pg 118 from other branches of the console tree Navigating policies using the console tree All work with Outlook policies is completed from the Signature Manager Outlook Edition branch of the Exclaimer console tree pg 67 a Exclaimer a H 3 Outlook Signature Policies Outlook Campaign Policies 3 Outlook Disclaimer Policies i 1 Outlook Mail Format Policies Policy Tester H M Template Library EA Signature Deployment Policies Existing Outlook policies are organized into child branches for each policy type e Outlook signature policies pg 104 e Outlook campaign policies pg 108 Outlook disclaimer policies pg 110 e Outlook mail format policies pg 112 Select any of these branches to display existing Outlook policies of that type for example USER MANUAL Signature Manager Outlook Edition Page 115 E S Exclaimer Signature Manager Outlook Edition HR Department tg Everyone Else itt Outlook Campaign Policies H Outlook Disclaimer P
206. mail format settings pg 112 for all users so that every new replied or forwarded email complies with your organization s house style This is achieved with Outlook mail format policies with this type of policy you can control e Message format options pg 113 control the default format for message composition and preferred editors to be used e Message font options pg 114 enforce your organization s house style by specifying default font settings for new messages together with replies forwarded messages and plain text email e General Outlook options pg 114 choose whether any signatures or stationery that a user might have set locally are retained or overwritten by Exclaimer Signature Manager Outlook Edition Having defined your templates and policies there s no need to worry about complicated testing processes since Exclaimer Signature Manager Outlook Edition includes an intuitive policy tester pg 180 This simulates the generation of signatures for given Outlook users so you can quickly see if policies are defined correctly USER MANUAL Signature Manager Outlook Edition Page 12 Closing Exclaimer Signature Manager Outlook Edition The Exclaimer Signature Manager Outlook Edition application does not need to be running for policies to be processed To close Exclaimer Signature Manager Outlook Edition select exit from the file menu at the top of the Exclaimer console pg 66 USER MANUAL Signature Manager O
207. mplate by pressing the Edit button P Select a template E _ E Template preview A J Finished Karen Green Marketing Manage xaren reenorg net t 44 0 1252 987 456 f 44 0 1252 987 456 www greenorg net Lid is a limited company registered in England and Wa v Suite 1 siness Studios 1 Examole Rd London mo Display Data from User EE amp Edit Help lt Back Next gt Cancel If the selected template contains Active Directory fields the preview may vary depending on which user is associated with the policy as determined by conditions set in step 4 If required you can select a specific user via the display data from user option 7 Click next to review key settings N Exclaimer Signature Manager Outlook Edition Setup Wizard P Welcome Finished Fi Deol ae Congratulations you have completed the Signature Manager Outlook Edition Setup Wizard El New Policy Setup Test with one user PI Conditions To test your policy log on to a computer with Outlook installed and run this command Select a template HELPFILEMACHINE signatures exsync exe i i i pren if you are logged on as a user that meets your policy s conditions you should see the signature when you compose an email IMPORTANT To ensure that users get their signatures you must ensure that ExSync exe runs automatically when they log on to their computer We recommend that ExSync exe is configured to run at logon either via group policy or a logon script
208. n Page 171 How do Change the Template Associated with a Policy When viewing the template associated with a policy you can choose to access the template library pg 189 and select a new template as shown below Steps 1 3 Access the Template Library from Within a Policy 1 2 Select the template tab New SaUsers Re Cone E Edit Template Library Export Template 9 General K Template G Options Conditions g Select required signature policy in the console tree 3 i Outlook Campaign Policies Select the template library ist J Outlook Disclaimer Policies option to browse templates and A Outlook Mail Format Policies EB Policy Tester M Template Library a i Signature Deployment Policies select an alternative USER MANUAL Signature Manager Outlook Edition Page 172 Steps 4 6 Browse and Select New Templates 5 Preview the template 4 Browse existing templates Karen Green amp Tapestry interior design tel 44 0 1252 987 464 fox 44 0 1252 987 486 wwe areences net Copy of Sample001 Copy of Copy of Sampled Copy of Copy of Copy of Copy of Copy of Copy of 9 Click OK to apply the template to the policy USER MANUAL Signature Manager Outlook Edition Page 173 How do I Ensure Local Signatures Are Not Used Exclaimer Signature Manager Outlook Edition allows you to promote a consistent brand image throughout your o
209. n a social media item is added from the available icons list it is added with an icon and generic properties For example when the Facebook item is added the default hyperlink associated with the icon is htto www facebook com therefore you will need to update this with the link to your own Facebook page Properties for each item are listed within two main categories field and label Facebook Label A string of text that appears before the field expand for more j Field properties pg 254 are concerned with the behavior and appearance of the item for example what image is used for the icon what hyperlink is used when the recipient clicks on the icon etc Label properties pg 255 can be used if you wish to add some text to be displayed with an icon in the strip USER MANUAL Signature Manager Outlook Edition Page 253 Field Properties When an item is added to the social media strip a range of field properties is available however there are a number of key properties that should be checked and updated as required These items are shown below A string of text that appears before the field expand for more properties Here e The alt text property contains text that will be displayed when a message recipient hovers their cursor over the icon for that item Default text is provided but you may wish to change this to something more personal for example Visit us on Facebook e The hyperlink property co
210. n insert the Guildford address Otherwise insert the London address e lfauser s country is equal to America then insert a conditional field where Ifthe user s town contains York then insert the New York address Ifthe user s state contains Texas then insert the Dallas address e Otherwise insert the Dubai head office address For clarity this example is illustrated on the following page USER MANUAL Signature Manager Outlook Edition Page 292 Conditional field example 3 scenario es eee e888 8688S Is the user s country set to ENGLAND Is the user s STATE equal to TEXAS Does the user s CITY contain YORK CONDITIONAL FIELD CONDITIONAL FIELD e eee ee ee eee ee ee Or er eer er er ee er er er er er eer er ee ee CONDITIONAL FIELD se eee eee eee ee eee eee eee eee eee eee eee eee eee eee ee eee eee eee eee eee eee eee eee lt Z lt E N Sc Q O LL ay e p m O pa ab e10 Cc gt ab pa gt Y 20 Y To achieve this scenario using Exclaimer Signature Manager Outlook Edition follow the steps below e Stage 1 Add a conditional field and specify the first condition for users based in England via a nested conditional field to refine by city state pg 295 e Stage 2 Specify the second condition for users based in America via a nested conditional field to refine by city state
211. n inserted into the template Smart Table Custom The custom smart table option can be used to insert a table and specify content attributes using straightforward data entry fields This is a quick and easy way to insert a table and include Active Directory fields or other content at the same time the alternative would be to insert a standard HTML table and add fields or other content manually For further information please see the smart tables pg 268 page Standard HTML Table If you wish to insert a standard HTML table and do not wish to specify any content until after it has been added to the template use the standard HTML table option This is useful for example if you wish to insert a basic table to form the basic layout of a template or if you wish to include tabular data which is not comprised of fields USER MANUAL Signature Manager Outlook Edition Page 217 Having selected the standard HTML table option from the insert table window you can set the number of columns and rows together with border autofit and spread attributes Then click OK to insert the table and start to add content The HTML Element Trail When working with any kind of table in the HTML template editor it may be useful to note the HTML element trail at the bottom of the editor window Depending on the size of your table it can sometimes be tricky to select a particular row column or cell but you can do this very easily fro
212. n the console tree USER MANUAL Signature Manager Outlook Edition Page 206 Chapter 8 The Template Editor Template Editor Introduction The template editor is used to add edit and preview templates in HTML RTF and Plain Text formats With a look and feel that will be familiar to Microsoft Outlook users you can create templates which are as basic or as sophisticated as required This section provides an introduction to the template editor including e Understanding the template editor window pg 209 e Template editor toolbar variations pg 212 e Fields pg 219 e Properties pg 313 USER MANUAL Signature Manager Outlook Edition Page 208 Understanding the Template Editor Window The template editor is used to add edit and preview templates in HTML RTF and Plain Text formats Switch between template formats Template editor Insert Active Directory fields toolbar using the fields HHH pnn e226 Table Hyperlink A Fields Properties al A i conn geen i cing ER Switch between Apply formatting Field case Do not chang Font and define controls Size view modes for content using Bold Italic properties Underline Small Caps Font color g Font backc Behavior Template eg ff Interpret rr False content area a Hide if blar False 4 Content Trim Do not chang Fallback va Suppress n Lu tillustration E lt
213. n this field s value is field The expandable field editor window is displayed 19 Use this window to enter content to be used i e the London address You can enter text and or fields as required 1 Viliers Street Covent Garden London WC2N 1AB USER MANUAL Signature Manager Outlook Edition Page 300 Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 21 pg 301 for details about changing these properties 20 Click OK to save changes and exit back to the conditional field window If City is equal to York then this field s value is Contact our York office n1 The Avenue York England YO1 2AB OR If State province is equal to Surrey then this field s value is Contact our Guildford office in21 High Street Guildford Settings for the conditional field are now complete with two conditions one for York users and one for Surrey users and then required content for all other users based in England 21 Click OK to exit back to the expandable field editor for the England condition which now contains a conditional field element Italic Underline Small Caps USER MANUAL Signature Manager Outlook Edition Page 301 If required select this field and use appearance settings in the properties pane on the right hand side of the window to apply required formatting Any properties specified here will be applied to
214. nature Manager Outlook Edition Page 88 The Policy List All existing Outlook policies are listed in the upper section of the main content area these are the same policies that you will see listed in the console tree E Exclaimer a amp Outlook Signature Policies Bs Everyone Else Outlook Campaign Policies HR Department i Everyone Else Outlook Disclaimer Policies 4 Outlook Mail Format Policies 4 Sales Department HR Department e Policy Tester M Template Library E i Signature Deployment Policies You can double click any Outlook policy from the list to view and edit its settings pg 119 It does not matter if you access policies from the console tree or from the policy list shown here use whichever method is most convenient for the task in hand USER MANUAL Signature Manager Outlook Edition Page 89 The Policies Toolbar When the policies tab is displayed the policies toolbar contains the following options Toolbar Option New Delete Move Up Move Down Move to Top Move to Bottom Summary Select this option to access options for creating a new signature pg 104 campaign pg 108 disclaimer pg 110 or mail format pg 112 policy Use this option to remove pg 148 the currently selected policy Select a policy from the list and use this option to delete it the policy is removed from the list but is only permanently deleted w
215. nature Nenloument Policies Campaigns Disclaimers Select the required category and click OK to complete the operation Click the main save button to save changes pg 79 made in this session Alternatively use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 205 Removing a Template Templates can be removed using the delete option available from the template library toolbar and the right click menu Select the required template and use the toolbar option Lj Everyone Else a 5 eSpiral 43 Outlook Mail Format Policies Pe E Policy Tester 2 Edit Delete Clone 4 Rename E Properties u Move 3 Export p Template Library A Preview I Heip Bra U Signatures S Edit Delete am x Clone nS espiral Rename www greenorg net GROUP Properties Right click on the M ove template that you wish Export to remove New Window A Contidentiality Employer s Liability ZI Negligent Misstatement 5 Virus Disclaimer i Standard Disclaimer onature Denloument Pal es Having selected the delete option you are prompted to confirm that you wish to proceed The selected template will be deleted Are you sure that you want to delete this template Click yes to remove the selected template A template is not permanently deleted until settings have been saved If you exit without zZ saving or cancel changes the template will be reinstated i
216. nd events depicted herein are fictitious and not associated with any real company organization product domain name e mail address logo person place or event Signature Manager Outlook Edition and other Exclaimer devices are either registered trademarks or trademarks of Exclaimer Ltd in the United Kingdom and or other countries Exclaimer may have trademarks copyrights or other intellectual property rights covering subject matter in this document All other company and product names are acknowledged as being the trademarks or registered trademarks of their respective companies Unless expressly provided in a written license agreement from Exclaimer Ltd the furnishing of this document does not give you any license to these trademarks copyrights or other intellectual property This document was last updated 28 January 2014 exclaimer Copyright 2014 Exclaimer Ltd All rights reserved This document may not be copied photocopied reproduced translated or converted to any electronic or machine readable form in whole or in part without the express written permission of Exclaimer Ltd Complying with all applicable copyright laws is the responsibility of the user USER MANUAL Signature Manager Outlook Edition Page 365
217. nd other formatting properties which are applied to the conditional field element as a whole See step 23 pg 290 for details about changing these properties 16 Click OK to save changes and exit back to the add condition window where your second condition is now displayed USER MANUAL Signature Manager Outlook Edition Page 287 17 Click OK to exit back to the conditional field window where both conditions are now displayed If Country region 2 letters is equal to FR then this field s value is Custom Image in10 rue dela Grange aux Belles Pz 18 To define signature content that should be applied for everyone else i e people who are not in France or Germany move to the bottom of this window and click the button associated with the if none of the above apply then this field s value is field The expandable field editor window is displayed 19 Use this window to enter content to be used if neither of the specified conditions are met i e for messages sent by non French German users You can enter text and or fields as required to enter an image of a globe the custom image field can be used RSS Feed Social Media Strip Composite Field List Of Fields USER MANUAL Signature Manager Outlook Edition Page 288 20 Select the required custom image pg 231 in the normal way and add the Head Office address details as text alternatively you could use Active Directory address fields if applicable
218. net Explorer E Internet Explorer 64 bit a Windows Contacts a Windows Update di Accessories di Administrative Tools di Extras and Upgrades di Maintenance di Microsoft Exchange Server 2007 ta Exchange Management Console fe Exchange Management Shell E4 Exchange Server Help Etart Search Po f b y Start 2 A black PowerShell window is displayed Type the following command and press ENTER Get MailboxDatabase Add ADPermission User lt Username here gt AccessRights ExtendedRight ExtendedRights ms Exch Store Admin Replacing lt Username here gt with the user account that you wish to use C Windows s ystem32 gt Get MailboxDatabase i Add ADPermission User OWAUpdate AccessRights ExtendedRight ExtendedRig P hts ms Exch Store Admin E Identity Deny Inherited Mailbox Database Domain OWAU pdate False False C Windows s ystem32 gt 3 The user account you wish to use now has the required permission USER MANUAL Signature Manager Outlook Edition Page 40 Microsoft Exchange 2010 Exchange 2013 Windows Small Business Server 2011 The specified user account must have the Store Admin permission and also the Application impersonation role To achieve this please follow the steps below 1 Click Start gt All Programs gt Microsoft Exchange Server 2010 gt Exchange Management Shell E Internet Explorer 64 bit E Internet Explorer ey Windows Update
219. ng Username here with the user account that you wish to use New ManagementRoleAssignment Role ApplicationImpersonation User Get User Identity Username here Select Object Identity If you receive an error reading New ManagementRoleAssignment is not recognized as the name of a cmdlet function script file or operable program please contact Exclaimer Support for assistance 5 Close the PowerShell window The user account you wish to use now has the required permission USER MANUAL Signature Manager Outlook Edition Page 42 Deploying Multiple Users Signatures to a Designated User You may have users who send as or send on behalf of other email users for example a Personal Assistant might send messages on behalf of a Company Director Exclaimer Signature Manager Outlook Edition can deploy multiple signatures to a single user with a simple change to the ExSync configuration file In this example we will be deploying multiple signatures to a single user karen green 1 Locate and open the required ExSync cfg file This file can be found in the relevant network share as specified on the settings pg 354 tab for the specific signature deployment policy pg 343 for example 2 Select the appropriate signature creation tab pw E HELPFILEMACHINE E Signature Manager Outlook Edition a amp GH Outlook Signature Policies E New Delete clone i Wizard Generated Signature P
220. nother for announcements Use this option if a specific channel selection is required RSS Item Choose whether to display a random feed entry or a sequential number Use the drop down list and scroll down to the sequencers section to change this setting Content Any fields that have been included in the RSS feed element as defined when the RSS feed field was added to the template pg 248 are shown here If you wish to change these fields click to activate this property and then select the browse button to open the content window Remember that you can switch to preview mode from the template editor toolbar pg 209 to see the effect of any dynamic fields you have inserted USER MANUAL Signature Manager Outlook Edition Page 250 Social Media Strip The social media strip field inserts a strip of predefined social media icons which can then be tailored to meet your requirements By default the social media strip includes icons and associated properties for Facebook LinkedIn Twitter YouTube and Google Plus green organisation Karen Green Marketing Manager To add a social media strip to your template select the social media strip field from the fields panel to access the social media strip window Add a completely new social media item Delete an item from the current strip Add an item from the list of Personalize social available icons n ERZ media items using ra AE A properties Social
221. nstances of the console use this option to display all windows horizontally across the screen Use this option to open the help system Use this option to display version information for the console Console Toolbar The console toolbar provides quick access to key tasks These tasks are also available from the console menu pg 68 but have been placed on the toolbar for faster access Options on this toolbar vary depending on which branch of the console tree pg 70 is currently selected Those listed below are available when the top level Exclaimer branch is selected Function Summary Back Whilst navigating through the console tree use this option to go back one level Forward If you are navigating the console tree and used the back button use this option to go forward again i e to return to the point reached before you went back Up Whilst navigating through the console tree use this option to move up to the parent of the current branch Show Hide Use this toggle option to show the console tree if it is currently Console Tree hidden or hide the console tree if it is currently shown Show Hide Use this toggle option to show the actions pane if it is currently Actions Pane hidden or hide the actions pane if it is currently shown USER MANUAL Signature Manager Outlook Edition Page 69 Console Tree To navigate the Exclaimer console and all applications within it a familiar tree structure is used The
222. nt or a specific country or with a certain manager With Exclaimer Signature Manager Outlook Edition you can define queries based upon the full range of Active Directory attributes The configure attributes window is opened when defining a condition pg 124 or an exception pg 129 using the Outlook user has one or more specific Active Directory attributes option and then selecting the Active Directory Attribute Values options Start the query with Display name for Browse Active the query The selected Directory containers x all Active Directory users Or no users Mttributes Active Directory zn details container namne on y Remove query ane h Start with IN one gi Heit then Adc gt users where select lel le A Add query Choose to add or Select an Active Select how the Type the value to remove matched Directory field to field is queried be matched users be queried Primasy SMTP Address Test the query Test results are listed in the Test pane USER MANUAL Signature Manager Outlook Edition Page 127 Options in the configure attributes window are summarized below Field Summary Condition Enter a name for this query This name is displayed in the main condition exception name window cits dion by aa underlined value Policy applies to Outlook Users that Meet the Active Directory Attribute Condition Sales Department It is advisable to specify a name th
223. ntains a link to the main site for the social media item for example nttp www facebook com You should update this link to reflect your own feed page for example http www facebook com pages Exclaimer 148766371817678 e The image location property shows where the icon for the social media item is stored If you are happy to use the default icon then there is no need to change this however if you wish to use an alternative icon you should change this property accordingly USER MANUAL Signature Manager Outlook Edition Page 254 Label Properties Label properties can be used if you wish to add text to a social media item for example Facebook Twitter Linkedin YouTube To do this click anywhere within the topmost label field to activate it and then click the associated down arrow to open the text box and add required text Facebook Label A string of text that appears before the field expand for more properties USER MANUAL Signature Manager Outlook Edition Page 255 Adding a New Item to the Social Media Strip If you need to add a social media item which is not shown in the available icons list click the add new option at the top of the social media strip window Add a new item gt Facebook Field p Facebook Label From here the add icon window is displayed USER MANUAL Signature Manager Outlook Edition Page 256 Complete details for this item using the table below as a guide T
224. number of policies can be applied to Microsoft Outlook emails For example your Sales department might have a standard signature comprised of a signature policy for contact details a campaign policy for company branding and a disclaimer policy for a standard disclaimer However at different times of the year you may wish to apply a second campaign policy to promote specific products OWA OWA is a webmail service that is provided as part of Microsoft Exchange Server Exchange 2003 onwards For policies to work with OWA you must e Ensure that your system is configured for OWA pg 18 Ensure that required policies are set for OWA and not Microsoft Outlook When this is done Exclaimer Signature Manager Outlook Edition will automatically update a user s OWA signature Exactly how this is done depends upon how your installation is configured please see installation and deployment pg 15 and configuring OWA updates from the server pg 33 for further information It is important to note that any images used in templates for OWA signatures must be linked using a URL and not embedded For further information please see how do include images for an OWA signature pg 340 USER MANUAL Signature Manager Outlook Edition Page 102 Policy Types Within Signature Manager Outlook Edition there are four distinct Outlook policy types e Outlook signature policies pg 104 e Outlook campaign policies pg 108 e Outlo
225. o image you may need to adjust these settings to ensure that the logo is displayed clearly This is particularly relevant where the position of the logo image is set to as background to the code or user defined With default cell appearance settings the logo image is typically obscured by the QR code however reducing the cell size and cel sharpness will increase transparency making the logo image clearer You may also find that adjusting the cell shape and color settings for the QR code also helps with the clarity of a logo image USER MANUAL Signature Manager Outlook Edition Page 239 Rotating Banner Ad The rotating banner ad field can be used where you have a selection of images that you would like to use on a rotational basis within a template To achieve this you place required images in a given folder and then set properties for the rotating banner ad field so that it checks this folder and rotates any images found at your required frequency You can choose to rotate items randomly sequentially and using more advanced options specify a more precise frequency of rotation for example daily weekly monthly etc As well as standard image files you can also rotate HTML web banners see Multi link HTML ads pg 247 for further information Z m The following process explains how to use this field for rotating images with an associated hyperlink i e when a user clicks the image displayed in their email mess
226. o using ExSync to update OWA signatures updates can be made to OWA from the server This method of signature deployment should only be implemented if you have users who access their email only by OWA and rarely log on to your domain or if you have mailboxes on Office 365 or Exchange 2013 When this method is used deployment of OWA signatures is actioned by the server rather than the ExSync client As such it uses processing and memory resources on your server every time OWA signatures are updated If you are at all concerned about the impact of updating OWA signatures from the server and you do not have mailboxes on Office 365 or Exchange 2013 you should consider the ExSync deployment pg 27 method instead To ensure that OWA signatures are always up to date follow the steps below 1 Within the Exclaimer console select the signature deployment policies pg 343 branch of the tree 2 Fromhere select the required deployment policy A default deployment policy is created automatically when Exclaimer Signature Manager Outlook Edition is installed and a deployment share is specified in the setup wizard pg 22 but additional deployment policies can also be added 3 Select the settings tab to view settings pg 354 for the selected deployment policy F HELPFILEMACHINE Update OWA using ExSync on client Configure USER MANUAL Signature Manager Outlook Edition Page 33 4 Inthe OWA signatures section at the bottom of the
227. ode select the QR code tab Here you will see the QR code and the logo but only the QR code can be adjusted Hover your cursor over the QR code image to enable positioning grab handles then simply drag it to the required position In summary although the QR code and the logo image are associated with each other each of these items can only be adjusted within its respective QR code or logo tab Keep in mind that you are positioning the logo in relation to the QR code or vice versa you are not specifying where these items are positioned within the template Once the QR code and any associated logo are confirmed and the QR code window is closed their ultimate position and alignment within the template is controlled by any settings and properties associated with the QR code element in the template editor as with any other field USER MANUAL Signature Manager Outlook Edition Page 238 Optimizing the display of QR codes and logos Each OR code is comprised of cells as shown below The composite parts of a QR code are known as cells Using cell appearance and color settings for the QR code you can control the size sharpness shape color and background of these cells Cell Size _ SE DataCell W Cell Sharpness ae Cell Shape Square x Parone Cell Color When a OR code is first added these settings are automatically defined to display the code with optimal clarity However if you are also using a log
228. ok Edition Page 55 3 Right click on the Default Web Site node and select Add Virtual Directory Internet Information Services 115 Manager gt 057 gt Sites Default WebSite ga Fa 4 Enter an alias and a Deployment Folder Location Add Virtual Directory USER MANUAL Signature Manager Outlook Edition Page 56 Now when you check the content of the virtual directory you will see that deployed signatures are present E Internet Information Services 115 Manager G TIS7 Sites DefaultWebSite Signatures P a a s 1157 1S7 Administrator 2 Application Pools Default Web Site mi Signatures Content USER MANUAL Signature Manager Outlook Edition Page 57 Installing the Exclaimer Outlook Settings Update Client on Remote Computers The Exclaimer Outlook Settings Update Client must be installed on each remote computer and or computers that are not joined to the Active Directory domain To achieve this the following preparation is required e Each end user should download the Exclaimer Outlook Settings Update Client an MSI file to their computer This file is added to your Exclaimer Signature Manager Outlook Edition installation directory when the product is first installed It can be copied from here and distributed to remote users as required e You will need to know the URL of the remote signature location and the SMTP Address for each user s account your ne
229. ok disclaimer policies pg 110 e Outlook mail format policies pg 112 The first three types are used to construct the final signature and the last mai format is used to apply general formatting options for further information please refer to the Outlook policies pg 94 section of this guide USER MANUAL Signature Manager Outlook Edition Page 103 Outlook Signature Policies The content for an Outlook signature policy is determined by the template with which the policy is associated Typically though there may be exceptions signature content includes a signature block a section of text towards the end of an email that communicates who recipients are communicating with and provides assurance that they are dealing with a real person rather than an electronically generated message For example Karen Green iarketing Manager KG networn26 local t 44 0 1252 987 456 l l f 44 0 1252 987 456 This part of the signature areenora net was applied from an Outlook signature policy on designing email signatures www exclaimer com Any views cr opinions presented in this email are solely those of Karen Green and do not necessarily represent those of Green Organization Employees of Green Organization are expressly required not to make defamatory statements and not to infringe or authorize any infringement of copyright or any other legal right by emsil communic
230. olicies dd Outlook Mail Format Policies E Template Library E fi Signature Deployment Policies From here select any Outlook policy from the tree and right click to view actions that can be taken with that policy E E Exclaimer Signature Manager Outlook Edition amp New Outlook Signature Policy za Users Delete Outlook Signature Policy G Clone Outlook Signature Policy New Window is 5 Outlook Discla Outlook Mail F H Gig Policy Tester USER MANUAL Signature Manager Outlook Edition Page 116 Having selected an Outlook policy from the tree use the content pane to access all setup options and actions from the content pane S Exclaimer i Signature Manager Outlook Edition amp Outlook Signature Policies Qt All settings for the selected policy are displayed across a series of tabs See the anatomy of a policy pg 119 for further information about policy setup options USER MANUAL Signature Manager Outlook Edition Page 117 Navigating Policies Using Policy Tabs Existing Outlook policies can also be accessed from other branches of the console tree via a policies tab vay Signature Manager Outlook Edition Outlook Campaign Policies amp IT Department Sales Department amp HR Department amp Everyone Else Outlook Disclaimer Policies IT Department G Sales Department J HR Department J
231. olicy you can update the conditions at any time and also add exceptions pg 129 For further information about this tab see the anatomy of a policy conditions pg 124 page of this guide C Outlook user has one or more specific Active Directory attributes Policy applies to Outlook Users that USER MANUAL Signature Manager Outlook Edition Page 140 Step 5 Set Date Range Options By default new policies are set to run continuously however you can set a date range if required For further information about this tab see the anatomy of a policy date range pg 132 page of this guide amp New Outlook Campaign Policy Pl General Template Template Preview Date Select a date range and pattem for your Microsoft Outlook Campaign Policy Continuous From 14 Nov 2013 00 00 z Fe 14 Nov 2013 23 59 E Use Advanced schedule i EQ Policy is active when any of the following schedules applies USER MANUAL Signature Manager Outlook Edition Page 141 Step 6 Finish Up Click finish to exit the wizard and return to the Exclaimer console amp New Outlook Campaign Policy Pl General Finish Bi Templ Congratulations Your new Outlook Campaign policy has been successfully created Click Finish to complete this Wizard Pi Template Preview Pl Conditions Once you have completed this wizard click Save to save your new policy or Cancel to discard it When you click Save this Fi Date Applicabil
232. om the _ UI Campaigns root of the template OF Disctsi library branch ea O Ga 7 i IR Sionature Deolovment Poli ae ei pe Options shown here are summarized in the following sections USER MANUAL Signature Manager Outlook Edition Page 190 The Console Tree When the top level template library branch is selected in the console tree any template categories are shown as child branches followed by templates within those categories Top level branch Category Templates j Orbit Illustration Category Category USER MANUAL Signature Manager Outlook Edition Page 191 The Template Library Toolbar The template library toolbar provides quick access to key tasks Options on this toolbar vary depending on which branch of the library is currently selected Those listed below are available when the top level template library branch is selected Function Create new category Adds a new category to the bottom of the console tree pg 194 Import a template Previously exported template files can be imported into the pg 201 template library The Template Library Content Pane When the top level template library branch is selected the content pane displays available categories as a series of tabs If a category is selected templates within that category are shown in the content pane and if a template is selected the content pane shows a preview of that template View Options When a
233. on you might choose to split the processing load between different servers for different groups of people Since signatures are generated one after the other utilizing multiple servers in this way means that signatures are generated in parallel according to the number of servers Signature deployment policies are associated with users via organizational units using signature creation pg 350 options USER MANUAL Signature Manager Outlook Edition Page 343 All work with signature deployment policies is completed from the signature deployment policies branch of the console tree E S Exclaimer Signature Manager Outlook Edition H Outlook Signature Policies H Outlook Campaign Policies E Outlook Disclaimer Policies H Outlook Mail Format Policies mE Policy Tester ci E Template Library J Main Server All existing policies are shown in the tree and from here you can e View or update general settings for signature deployment policies pg 345 e View or update information and settings for an existing signature deployment policy pg 348 e Add anew signature deployment policy pg 360 e Change a signature deployment policy pg 362 e Cloning a signature deployment policy pg 363 e Remove an existing signature deployment policy pg 364 USER MANUAL Signature Manager Outlook Edition Page 344 General Settings amp Information for Signature Deployment Policies When the signatur
234. on the task Finally click save to save changes A policy is not permanently deleted until settings have been saved If you exit zZ without saving or cancel changes the policy will be reinstated in the console tree USER MANUAL Signature Manager Outlook Edition Page 148 How To This section contains instructions for completing a selection of common tasks with policies using Exclaimer Signature Manager Outlook Edition including e How dol create my first Outlook signature pg 150 e How dol insert a web style banner ad that alternates daily pg 151 e How dol create a web banner advert with a disclaimer pg 155 e How dol add a campaign image that alternates daily pg 159 e How dol enforce different Outlook settings per department pg 164 How dol create a policy based upon specific Active Directory attributes pg 167 How dol apply a campaign template before the signature pg 171 e How dol change the template associated with a policy pg 172 e How dol ensure local signatures are not used pg 174 e How do change the sequence in which policies run pg 175 e How dol pause signature updates pg 176 e How dol have a design company design and create our organization s email signature pg 178 USER MANUAL Signature Manager Outlook Edition Page 149 How Do I Create My First Outlook Signature If you are setting up a signature policy for the first time a goo
235. ons will change since some options are only applicable to a given format for example you can insert tables into HTML templates but not in RTF or Plain Text versions Fora summary of the different toolbar options see template editor toolbar variations pg 212 The Fields Panel The fields option is used to insert dynamic content from the Active Directory Click on the fields option to activate the fields panel a list of available fields that can be inserted into the template Once a field has been inserted this panel is automatically hidden so that the template editor is not cluttered Fields can be used in all template formats HTML RTF and Plain Text For further information see the fields pg 219 section of this guide USER MANUAL Signature Manager Outlook Edition Page 210 The Properties Pane Properties are used to format and control template content Almost every piece of content added to a template will have properties associated with it for example text tables images fields hyperlinks etc The properties pane changes to reflect the current selection in the template editor see the properties pg 313 section of this guide for further information USER MANUAL Signature Manager Outlook Edition Page 211 Toolbar Variations When working with the template editor each template is created in three formats HTML RTF and Plain Text You must define all three formats for each template this ensures th
236. ook Edition will cycle through them as follows Banner01 jpg 00 Banner0O2 jpg 01 Banner03 jpg 02 Banner04 jpg 03 BannerO5 jpg 04 Banner01 jpg 05 Banner0O2 jpg 06 Banner04 jpg 07 BannerO5 jpg 08 Banner jpg 51 Banner jpg 00 Banner jpg 01 USER MANUAL Signature Manager Outlook Edition Page 242 Action Summary Day of the This allows you to cycle through banner ads changing to a different banner ad every day Year of the year Each day of the year is given a number 000 364 365 This corresponds to the index of files in the folder that you have specified for a banner ad If your folder contains just five files Exclaimer Signature Manager Outlook Edition will cycle through them like this Banner01 jpg 000 Banner02 jpg 001 Banner03 jpg 002 Banner04 jpg 003 Banner05 jpg 004 Banner01 jpg 005 Banner02 jpg 006 Banner04 jpg 007 Banner05 jpg 008 Banner jpg 365 Banner jpg 000 Banner jpg 001 Year This allows you to cycle through banner ads changing to a different banner ad every year For example suppose you have the following four files 0 a gif 1 b gif 2 c gif 3 d gif If the year was 2009 you can calculate which file will be displayed using the following equation 2009 4 where 2009 is the year and 4 is the number of files you have in the folder 2009 4 502 as integer 502 4 2008 2009 2008 1 The re
237. oolbar Summary option Icon Name Enter a name for this item This name is used to identify this item in the available icons list Location Click the browse button associated with this field to navigate drives and folders to locate the required image Hyperlink Enter the full URL associated with this item for example http www facebook com pages Exclaimer 148766371817678 Alt Text Enter text to be displayed when a message recipient hovers their cursor over the icon for this item for example Visit us on Facebook Removing an Item from the Social Media Strip To remove an item from the social media strip simply select the required item in the center pane and click the cross icon at the top of the social media strip window Remove an item Facebook Field Facebook Label USER MANUAL Signature Manager Outlook Edition Page 257 Reorganizing the Social Media Strip Social media items are displayed in the sequence that they appear within the center pane of the social media strip window To change this sequence select an item and use move up move down buttons to shift its position in the list Customizing the Social Media Strip Once a social media strip has been added to a template you can define properties for the strip as a whole For example you can define a border background color and layout To do this select the social media strip and access the properties panel Choose how the social media strip
238. or the custom image Lock aspect Image width Image height Image rotation 4 Layout gt Image Border Image Padding Align USER MANUAL Signature Manager Outlook Edition Page 152 Key properties are summarized below Property Summary Hyperlink Specify the full URL of the web page to be opened when recipients click the banner image in their message Alt Text Specify text to be displayed if images cannot be displayed in messages for example if a recipient has chosen to block images in email messages Image Location Displays the location of the inserted image You should create one template for each day of the week As such you are strongly advised to use meaningful names for the templates for example Monday Product Offer Tuesday Product Offer etc Stage 2 Define Campaign Policies 1 Select the Outlook campaign policies branch in the console tree 2 Click the new button from the toolbar to start the new Outlook policy wizard pg 137 3 On the general pg 120 window specify a meaningful name for the policy for example Monday Product Offer Campaign Your policy must have a valid name A valid policy name must be unique and not blank You should try to make your policy names as descriptive as possible because they are used to uniquely identify the policy in a number of areas You can also use the policy description to record comments and notes about a policy such as what it does and und
239. or the server list pg 347 Then either right click and select delete from the context menu or click delete from the toolbar Signature Manager Outlook Edition H amp Outlook Signature Policies H Outlook Campaign Policies i 3 Outlook Disclaimer Policies ean jA Outlook Mail Format Policies S Select the policy that i Policy Tester EXCHANGEDE EVONA AIS H Template Library Gh OEE eke USE the toolbar option OUs New Signature Deployment Policy Delete Signature Reployment Policy Clone Signature Dep ime New Window Right click on the policy that you wish to remove to display available options emaan A n a HELPFILEMACHINE signatures Having chosen to delete a signature deployment policy you are asked are you sure you want to delete this policy Click yes to confirm the deletion or no to abandon the task Finally click save to save changes A policy is not permanently deleted until settings have been saved If you exit without saving or cancel changes the policy will be reinstated in the console tree USER MANUAL Signature Manager Outlook Edition Page 364 Copyright Notice The information in this document is subject to change without notice Exclaimer Ltd assumes no responsibility for any errors that may appear in this document Unless otherwise noted the example companies organizations products domain names e mail addresses logos people places a
240. or window Use this window to enter content to be inserted if the associated condition is met i e for messages sent by users based in York England You can enter text and or fields as required 1 The Avenue York England YO1 2AB By default any text entered here will inherit font and other formatting properties which are applied to the master conditional field element as a whole as defined at the very end of this process However if you wish to apply specific appearance properties for England signatures you can define them in step 21 pg 301 For further information about how appearance properties for nested fields are inherited from the master field see understanding inheritance of appearance properties pg 311 11 Click OK to save changes and exit back to the add condition window 12 Click OK to exit back to the conditional field window USER MANUAL Signature Manager Outlook Edition Page 298 13 Click the add button to enter the condition i e to add signature content and associated rules for users based in Surrey The add condition window is displayed Using the drop down lists associated with the if field navigate to select message sender gt address gt state province field Telephones Organization Exchange Advanced 3A State province AD Photos ZIP Postal Code Other AD Fields Country region Country region 2 letters 14 Click OK to save changes and exit back
241. ore than one default signature the last policy processed Microsoft Outlook will be applied This option is only available if deployment is set to Microsoft Outlook rather than OWA continued USER MANUAL Signature Manager Outlook Edition Page 106 Set signature as default for replies and forwards in Microsoft Outlook Set signature as default in OWA Summary Ensures that if the policy is applied this signature will be used by default when a user replies to or forwards an email using Microsoft Outlook This option is only available if deployment is set to Microsoft Outlook rather than OWA Ensures that if the policy is applied this signature will be used by default when a user creates a new email using OWA and if they reply to or forward a message This option is only available if deployment is set to OWA rather than Microsoft Outlook Image Options Images referenced by URLs gt Include with the message Images referenced by URLs gt Do not change Images referenced by filename gt Include with the message Images referenced by filename gt Do not change When this option is selected any URL referenced images are copied to the user s computer and included in the email message An advantage of this option is that the image is always available on the local machine A possible disadvantage is that if the original image changes local versions will not be updated until the next update cyc
242. ory If required use the arrow associated with this field to make changes SMS Text Displays the SMS text window Here enter the required telephone number if required use the arrow associated with this field to populate it via an Active Directory field Then enter required text for the SMS text message in the field below you can use the insert button to include Active Directory fields here Text messages are limited to 160 characters in length any content after 160 characters will be truncated 2 Having selected the code type and entered associated details the image and any details that you entered are added to the QR code window From here you can use toolbar options to Change the size sharpness and shape of the QR code image Change the color of the image i e the actual composite parts and or the image background Click in the information pane populated with details you have entered so far and insert Active Directory fields Preview the image using details for a selected user 3 If you would like recipients to be able to click on the QR code image to access a website or perhaps a mailto link enter link details using hyperlink and alt text fields 4 If required click the logo tab at the top of the window to apply a logo to the image Here you can browse for the required logo or use the arrow associated with the logo field to add a logo via an Active Directory field 5 Click OK to confirm det
243. oto of the user Photo Insert other photo of the user Thumbnail Logo Insert thumbnail logo associated with the user Thumbnail Photo Insert thumbnail photo associated with the user Although the Active Directory includes fields for photos there is no in built straightforward way to add photos to it The Exclaimer Outlook Photos application allows you to create and manage images for all objects in your Active Directory please contact us if you would like further information USER MANUAL Signature Manager Outlook Edition Page 226 User gt Other AD Fields Fields in the other AD fields section are summarized below Field Inserts Home Address Insert the user s home address Personal Title Insert the user s personal title Postal Address Insert the user s postal address AD Field Insert details from the Custom AD field this can be used to access data in the Active Directory for which no specific field exists in Signature Manager Outlook Edition This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the postal address field to indicate a genuine alternative address whilst another may use this field for something completely different USER MANUAL Signature Manager Outlook Edition Page 227 Dynamic Content Fields This section summarizes dynamic content fields which can be used when defining templa
244. ou need to update the URL for a hyperlink you can select the link in the content pane and then either choose the hyperlink option from the toolbar or you USER MANUAL Signature Manager Outlook Edition Page 318 The Style Editor When adding or changing templates in HTML format it is likely that you will want to apply style attributes to different items of content for example you might want to set font type font color borders positioning etc If you are not familiar with HTML markup this can be a daunting prospect however Exclaimer Signature Manager Outlook Edition includes an intuitive style editor which makes styling HTML content a simple task The style editor is accessed from the properties pane when an item of content is selected Ch preview Paste Cor 2 Meme ee A EESE Tale BHyreriink W Field Mode Editor Clipboard Font Paragraph _ Tapestry interior design First name Last name s C S id E mail FONT SIZE 10px FONT F el Telephone number fax Fax Open the styled editor Whenever the style property is shown click the associated browse button to open the style editor and make required style selections For further information please see understanding the style editor window pg 320 USER MANUAL Signature Manager Outlook Edition Page 319 Understanding the Style Editor Window The style editor is divided into upper and lower panes The upper
245. pane contains a series of tabs which are used to access different style settings The lower section contains a preview pane which is used to preview how content will look when selected style properties are applied and displays CSS markup A Font Block Background i Border Pi Box Position I Layout i List HH Table ie 7 4 ml font size 10 pe Any bee HTML settings font weight E tabs font style font variant lhe gacceece CSS style preview Style properties are accessed via the following tabs e Font pg 321 e Block pg 322 e Background pg 323 e Border pg 324 e Box pg 325 e Position pg 326 e Layout pg 327 e List pg 328 e Table pg 329 CSS style code All available options on these tabs relate to CSS properties These options are summarized in the following sections however for more detailed information you may wish to consult a CSS reference for example http www w3schools com USER MANUAL Signature Manager Outlook Edition Page 320 Font Properties Use the font tab to set required font properties for the selected item Option Summary font family Use the drop down list to select the required font font size Use the drop down list to select the required font size x small small medium etc or select value to select a unit px pt mm in em etc font weight Use the drop down list to select the required font w
246. pg 55 is detailed in the following sections Configuring a Virtual Directory Using IIS 6 1 Open Internet Information Services Manager inetmgr exe Yes IS V6 0 2 Expand nodes and locate the Default Web Site entry a 1156 ilocal computer H Application Pools El Web Sites 7 reFault Web Site xtensio USER MANUAL Signature Manager Outlook Edition Page 50 3 Create a new Virtual Directory Action gt New gt Virtual Directory Internet Information Services 11S Manager Ty File Action view Window Help la x d Explore Go S gt wu Open Eg permissions Bo Path Status SE E estart htm Be grrr if Ei Start Stop a i Fause web Site web Site Fron filet Virtual Directory Virtual Directory From File All Tasks New window From Here Delete Rename Refresh Export List Properties Help Yirtual Directory Creation Wizard Ek Welcome to the Virtual Directory Creation Wizard This wizard helps you create a new virtual directory on this Web site To continue click Next Cancel USER MANUAL Signature Manager Outlook Edition Page 51 5 Click next and enter an alias with which users will connect to this virtual directory Virtual Directory Creation Wizard Virtual Directory Alias Specify a short name or alias for this virtual directory Type the alias you want to use to gain access to this Web v
247. plates are composed without any formatting information however you can still include Active Directory fields When the template editor is set to Plain Text mode the toolbar is shown as below HTML RichText Plain Text H laiia asn peut l viitespace fa Fields ee siliasaan ee These options are summarized below Toolbar Summary Option Save and close the current template and return to the template library Mode options are used to switch between different view modes Choose from design view and work with the WYSIWYG editor preview preview the template applied to a test message Editor Editor options are used to perform key editorial tasks Choose from undo undo the last action in the editor redo redo the last action in the editor Clipboard Clipboard options are used to manipulate text Choose from copy copy currently selected text to the Windows clipboard cut remove currently selected text and copy it to the Windows clipboard paste paste previously copied text at the current cursor position View options are used to help when working with Plain Text Select the whitespace option to view paragraph markers within the editor and click word wrap to wrap text to accommodate the window size These options do not change the way in which the template will be viewed by recipients Insert options are used to insert Active Directory fields into the template USER MANUAL Signature Manager Out
248. ported file format is zip Notice that the default file type here is set to zip m 3 Navigate drives and folders to select the required import file 4 Click open to complete the import and add the template to the template library USER MANUAL Signature Manager Outlook Edition Page 201 Editing a Template The edit option is available from the console tree from the library toolbar and by double clicking anywhere in the template preview pane Select the required template and use the toolbar option 2 9 4 Outlook Mail Format Policies Cr i Policy Tester l Edit Delete Clone Rename 7 Properties l Move Export a Dp Template Library ee Ou i pe E Sample002 Sample003 Sample004 B Sample005 E Sample006 i E Sample007 gt Sample008 gt Orbi Edit A j F Delete 3 an Clone Rename Right click on the template that you wish Properties Move to change Export Pe E Compi New Window H Breach of Confidentiality Employer s Liability A 2 Negligent Misstatement Virus Disclaimer i Standard Disclaimer RE inanature bei men nes Having selected the edit option the template is opened in the template editor pg 208 Simply make required changes then click save and close from the editor toolbar to return to the template library When you are satisfied with changes to the template click the main save button to save changes
249. r and imported by the other installations Initially Exclaimer software must be installed on each server installation cannot be completed via remote deployment Once installed specify a remote deployment folder to manage subsequent configuration changes with remote deployment each installation must have the same remote deployment folder USER MANUAL Signature Manager Outlook Edition Page 75 How It Works The remote deployment folder is defined using the remote deployment tab within the Exclaimer Console The specified folder must be a shared folder on the network only one remote deployment folder should be used on an entire domain When configuration changes are saved the computer on which those changes have been saved pushes new configuration data to the remote deployment folder Remote machines receive notification from the operating system when new configuration data is detected in the shared folder and they then pull i e import that data into their local installation Push and pull operations are completed via the Exclaimer Signature Manager Outlook Edition Remote Deployment service The Remote Deployment Folder Create a shared folder on your network that will be accessible by all machines that are running Exclaimer Signature Manager Outlook Edition If you do not want the share to be visible to users you should use a hidden share This is done by adding a dollar S symbol to the end of the share name Hidd
250. range pg 132 and next policy pg 134 However the options tab contains settings which vary between policy types Available options are shown below IT Department GI New Users afDelete Gi Clone Ba Deployment Options Deploy disclaimerto Microsoft Outlook and Microsoft OWA HO Here you can choose to deploy the disclaimer policy to one of the following options e Microsoft Outlook e OWA e Microsoft Outlook and OWA Note that OWA only allows one signature per user so if multiple signatures apply the last one processed will be used In this context the term signature refers to the signature as a whole i e the signature element the campaign element and the disclaimer element Signatures may include any number of each element for example you might require two campaigns at certain times however there is a size limitation with OWA signatures as below e Exchange 2003 4KB configurable to 16KB via a registry key e Exchange 2007 16KB non configurable e Exchange 2010 8KB non configurable e Exchange 2013 8KB non configurable USER MANUAL Signature Manager Outlook Edition Page 111 As long as the total size is within the relevant limit you can have multiple campaigns and or disclaimers applied to an OWA signature in the same way that you can for an Outlook signature As such you are advised to define dedicated policies for OWA users For further information please see understanding the d
251. re specific Active Directory attributes pg 126 USER MANUAL Signature Manager Outlook Edition Page 125 Outlook User Is Anyone This is a blanket or wildcard condition which will apply the policy for all users Outlook User Is a Specific Person Use the mail users link to browse and select a specific user from the user list Outlook User Is a Member of an Active Directory Group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups Outlook User Is a Member of a Domain or Organizational Unit Use the domain or organizational unit link to browse and select the required domain s or unit s from a container list Outlook User Has One or More Specific Active Directory Attributes Use the Active Directory attribute values link to open the configure attributes window pg 127 to define queries to be resolved for matching required users At least one condition must be set to apply policies If a condition is not selected the default condition of Outlook user is anyone is used Z O m USER MANUAL Signature Manager Outlook Edition Page 126 Creating Queries With the Configure Attributes Window The configure attributes window allows you to define conditions pg 124 and exceptions pg 129 based on queries that are run on Active Directory user attributes for example you might want to define a policy to match all users within a given departme
252. re used to set any date time limitations for an Outlook policy No date criteria specified Policy can be set to run between two dates Fram 04 Nov 2013 00 00 Fell Te 04 Nov 2013 23 59 Specify precise days and times By default the date range tab is set to continuous which means that there are no date or time restrictions associated with the Outlook policy Alternatively specific to and from dates can be set so that the policy has a start end time or a detailed schedule can be set USER MANUAL Signature Manager Outlook Edition Page 132 Using the Advanced Schedule The advanced schedule works by selecting days of the week that the Outlook policy is active or inactive Each day is split into time intervals which can be adjusted using a sliding scale at the bottom of the window this means that Outlook policies can be set to run on precise days at precise times To use the advanced schedule click the use advanced schedule radio button and then click add The example below shows how the schedule is used to create a policy that is only active at weekends An end date is set far into the future as the policy needs to run for the foreseeable future Specify a meaningful display name Advanced Schedu The schedule scale Name Weekend shown here in 30 a rer minute intervals From 24 Sep 2009 To 01 Jan 2100 0 O 0 1 2 3 4 5 6 7 8 9 1011 912013 14 15 16 17 18 19 20 21 2223
253. ree pg 67 is active it is displayed with an asterisk symbol for example Asterisk symbol a indicates unsaved changes oy ID Monarmont P 0 HR Department on the associated tab bed Save QO nce Roa Peas General G Template Gy Options AD Conditions Exceptions Date Range Next Policy ners Make signature read only Deploysignatursts MicrosoROulook EO Y Set signature as default for new messages in Microsoft Outlook 2 g V Set signature as default for replies and forwards in Microsoft Outlook _ Set signature as default in Outlook Web Access E Image Options i Images Referenced by URLs Images Referenced by Filenames Include with the message I Include with the message i t i i n Ss eed er se Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs If you are unsure about any changes that have been made use the cance button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 79 Configuration Backups Before changes are saved existing configuration settings are automatically backed up Details of any backups are written to the Windows event log for example e al B m Event Viewer Local gt Sp Custom Views 4 a Windows Logs Application Date and Time Se
254. required test criteria use this option to run the current policy test Use this option to clear all settings in the policy tester and start from a clean point USER MANUAL Signature Manager Outlook Edition Page 182 Running a policy test To run a policy test follow the steps below 1 Ensure that policies are in the correct sequence on the policy list pg 87 Select the policy tester branch of the console tree Use the browse button associated with the Outlook user field to select the required user Click the arrow associated with the test date field to select the required date from a popup calendar Having selected a date you can adjust the time manually if required Click the run test button from the toolbar If a policy test applies signatures in a way that was not expected ensure that your policies are sequenced correctly For further information please see understanding how policies are processed pg 98 USER MANUAL Signature Manager Outlook Edition Page 183 Working with Rules Applied Information Having run a policy test an additional tab named rules applied is displayed a Policy Tester amp Run Test n l Policy Tester Rules Applied Outlook Signatures 2 Help Signature Copy of a Sample001 a Date Pattern Applies IT Depart unit From here you can view the outcome of the policy test as a process diagram Here each policy processed is displayed
255. rganization you can achieve the same results by defining policies based upon specific Active Directory attributes pg 167 1 Select the Outlook mail format policies branch in the console tree 2 Click the new button from the toolbar to start the new Outlook policy wizard pg 137 3 On the general pg 120 window specify a meaningful name for the policy for example HR Mail Format Your policy must have a valid name A valid policy name must be unique and not blank You should try to make your policy names as descriptive as possible because they are used to uniquely identify the policy in a number of areas You can also use the policy description to record comments and notes about a policy such as what it does and under what conditions it triggers We highly recommend that you use this field to keep a record of changes to a policy over time 4 Click next to progress with the wizard and access Outlook options USER MANUAL Signature Manager Outlook Edition Page 164 5 Click the browse button for each required option under message font options and define the required font Angsana Hea nganaUP C Aparajita Arabic Typesetting Arabic si ama sample Text Lox UA 6 Click OK to return to the new Outlook policy wizard 7 Click next to continue and set conditions pg 124 under which this policy will be applied 8 Select the Outlook user is a member of an Active Directory group option and then select t
256. rganization by sending emails with common signature branding promotional and disclaimer content However if users create their own local signatures using Microsoft Outlook s signature options this consistency can be lost You can prevent use of local signatures and stationery by defining a mai format policy pg 112 and selecting remove all previous existing signatures and or remove all previous existing stationery options a HR Department Hse iNew ZaUsers Delete 491 Clone m 43 Outlook Options Q Conditions Exceptions DateRange 4 E3 Me Fi t0 ti x Compose in this message fonat HTML Use Microsoft Word as default editor for email messages I Use Microsoft Word as default editor for messages in rich text format 2 al Message Font Options A oe When composing a new message use Arial 10pt Black Ee When composing reply or forward use Arial 10pt Black When composing plain text message use Courier New 10pt Black Removeall previous existing signatures 1 Remove all previous existing stationery i Options to remove local signatures and email stationery For further information about mail format policy options please see the mail format policy options pg 113 USER MANUAL Signature Manager Outlook Edition Page 174 How Do Change The Sequence In Which Policies Run Within each policy type policies are processed in the sequence that
257. rst time the setup wizard is launched automatically This wizard takes you through the basic setup required to create your first signature policy and get started with Exclaimer Signature Manager Outlook Edition To complete this wizard follow the steps below 1 The first stage of the setup wizard displays summary information about the process J Exclaimer Signature Manager Outlook Edition Setup Wizard P Welcome Welcome E Deni S Welcome to the Exclaimer Signature Manager Outlook Edition Setup Wizard 2 New Policy Setup O Conditions ee eee Exclaimer Signature Manager Outlook Edition and to create your first policy for creating signatures for your Outlook users L Select a template C Template preview Dang a wani yau OR ack 1H O Finished A Signature Policy This consists of a template of text and or images that is used to generate Outlook Signatures for users that meet one or more conditions A Deployment Folder Signatures are created as zip files in a shared network folder You can then quickly and easily configure each computer in your network to update their Outlook signatures from this folder lt Back MESE SS a 2 Click next to move to the next stage and set a deployment share This folder is primarily used to store signatures as generated by Exclaimer Signature Manager Outlook Edition in the form of a zip file and for users to access the ExSync pg 27 agent When choosing a deployment share you should ensure that
258. ry to company g and outside the scope of the employment of the individus concerned Green Orgsnizatio accept any liability in respect of such communication and the employee responsibil This part of the signature personally liable for any damages or other liability arising was applied from an Outlook disclaimer policy To achieve this the following policy types are used e Outlook signature policy pg 104 e Outlook campaign policy pg 108 e Outlook disclaimer policy pg 110 USER MANUAL Signature Manager Outlook Edition Page 96 Additionally you can define mai format policies pg 112 to control the default composition font presented to users when they choose to create reply to or forward an email message You can create as many policies of each type as required and set criteria to determine how they are applied under given circumstances For example you might have different signatures campaigns and disclaimers for different departments within your organization or for different office locations or for specific time periods etc It is not mandatory for signatures to be comprised of all three parts A signature might be as simple as applying the sender s contact details and a company logo or you might only want to apply disclaimer text for a given set of circumstances you can use the policy types in any way that suits your organizational requirements Outlook policies are always processed in the same seq
259. seesseseesesceesescescesceseesescescescesceseesescescescescesceseeseeseeo 84 General Settings amp Information Introduction sssessssecesseosssecsesecsssecsesecseseosesecsesecssseosssecseseoseseoseseoe 85 Signature Manager Outlook Edition Settings sessesesseseosecesseceoseceosececseceoseceoseceeseceeseceeseceeseceesecssseoe 86 Signature Manager Outlook Edition Policies csscsscceccssccscceccesccscceccesccscceccesccnccescesccsccescescceccesees 87 The OM Eaa r N E OA TA A O A toimatetastedacetas 89 The Policies TOGIDAN sosser inn E A E EAEE 90 VIEW OD UODS arare A E E E E A E 91 Working With Encrypted and or Signed Email ccssssccsssscccsssscccnsssscccscsecccscsececcsccecscsssesecsscesecsses 92 USER MANUAL Signature Manager Outlook Edition Page 3 WORKING WITPVOUT LOOK POLICIES osiscnsccunsiccssmesnnsaanaseeinxinvansesnapielsebamnsasmesmiscaniaonastenseneatan 93 OGUGOK Policies WALL OCUCUI OI cops stcsecese se sneriespepaesesstieccuesmeceaespasanenssescseeesouanenshanmcese euseeesvanacebineneceacseuncies 94 Mat icom Outlook PONCY spisrcsrnsmirnen 96 Understanding How Outlook Policies are Processed ccscssccsccssccscceccesccscceccesccsccnccesccssceccescescceccescs 98 When Does Processing Take Place ccccssccccsssccecsecccescceeeececeeseceseueceeseneceseueceseuecessunecessgneeeeenecs 100 Can Change The Processing Sequence ccccsssccccesececeesececeececeeeececeusececeuecessu
260. sesssensesenssrrrrerrerssrrrerresesreren 341 SIGNATURE DEPLOYMENT POLICIES rirrorrrireririrrraro risor tiraron r EErEE EE EEEE E 342 Signature Deployment Policies Introduction ssessssessssesssseosssecseseossseossseossceosesecsssecssoeossseossseossseose 343 General Settings amp Information for Signature Deployment Policies sessesessesessecessecsesecsssecseseoseseoe 345 Signature Deployment Policy Settings ccccsssccsssssscccsssccecnscecesssesesseseeuecesecusseseuesssseusseseoussesees 346 Signature Deployment Policy Servers cccccccssecccesececeececcesececeueceseecesseneceseueceseuceesenecetseneeetees 347 The Anatomy of a Signature Deployment Policy csccssccsccecccsccsccecccscceccescescceccescesccsccescesccnccescs 348 RT Mg ap E E E E E E E eee 349 signature Creati sesime EEEE AER 350 Associating Organizational Units with a Signature Deployment POlicy ccccceseeceeeeeeeeeeeeeees 352 E AU a A A E EE A eh Gate ce E EE A A T EAE E A E A A E E E 354 Working with Signature Deployment Policies sccsccsccssccsccesccsccsccesccscceccescscceccesccscceccescescceccess 356 Understanding the Difference between Signature Creation and Update Intervals 357 TCS AIO LA ec A A E A E A E A E A A 358 What Frequency Should I USEe sesesssseeessensseerssrrrssrrrssrrresrrrssrrresrrreserreserressrresereeserreserreserreseeeee 358 me Ua SST ops adessnecteciionsonascesuance ane sobaGensunesaencosss
261. sition Properties Positioning properties are used to position an element They can be used to place an element in front of or behind another and to specify what should happen when an element s content is too big Here you select a positioning method and if required define positioning using top bottom left and right properties Note that properties work differently depending on which positioning method is selected The following positioning methods are available Option Summary absolute An absolute position element is positioned relative to the first parent element that has a position other than static If no such element is found the containing block is lt html gt Static elements can overlap other elements fixed An element with a fixed position is positioned relative to the browser window it does not move even if the window is scrolled Fixed positioned elements can overlap other elements static A static positioned element is always positioned according to the normal flow of the page Static positioned elements are not affected by the top bottom left and right properties inherit Inherit positioning from the parent element The z index property is used to control the behavior of overlapping elements i e which element should be placed in front of or behind others Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for
262. ssssessseessrrrssrrrssrrrsserrssrrrsssrerssrerssrerssrressteeserersereessrereseeeese 331 How do I Suppress Blank Lines If Fields Are Not Populated ccccccesseccceseeceeesececeesecesenseeeeenees 332 US HS COT BOOK aeaa 332 CS USS VA FOD lE aR TEE 332 Usine a Field PreK cripian aai A AA NA 333 How do I Create a Contact Block scccpeccoossssncussstanaaeiaisecnesevavgansesaacnananeacannonetobevabacsuascannnunnedameabtonauauex 334 Example of a contact DIO CK i aucisiisaisointsscndnwsatnritedsdcinniainatnapandddewadewse bse teauinvadowabuniitulduamdantilniwinindaivedeawaandes 334 HOWEN O sae otis EE E E E ns oontide aise E N EE 334 Updating an Existing Contact BICC cesscasannecisnsnesasanteancimncosciaissenescensnbeteatinberanceadedinteeatssnercbetentueds 336 How Do I Set the Font for Text in a Template ssosenssssesssersererrssrrrsrrrrssrressrreserrrssrerssrreesrreesreress 337 USER MANUAL Signature Manager Outlook Edition Page 8 How Do Insert a Single Banner Ad for a Campaign cccccccsseccccesecccesececeeeceeseeceeeueceseueeeeseness 338 ULER an CS EEEE EEA ESA E IOA A AEE SAE IEE E 339 Using Images in OWA SignatureS sssssssssessesersrrsessrssrsrrsresesrrsresessessesrrsessessesreseesessesresreseesene 339 How Do Include Images for an OWA Signature sessssssssesresesrresrrrerrresrrressrresererssrerssreresreresreress 340 How Can I Tell Which Policies Are Using A Specific Template ssoeseos
263. stments Expand the appearance properties section to TA bl PENTA adjust font settings for pE taal Image Line fields in the contact block able Mb Hyperlink a Fields Select the contact block e Elet i S Fa d amp Expand the fields ee properties section to Cc LMA ll espiral adjust fields in the GROUP contact block Expand the layout properties section to change how the contact block is arranged lt 4 lt lt SPAN gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt P gt Contact Block USER MANUAL Signature Manager Outlook Edition Page 336 How Do Set the Font for Text in a Template To set the font and any other formatting attributes for field items in a template select the required field and use appearance properties in the properties pane shown below You can also apply formatting via the template editor toolbar pg 209 HTML RichText Plain Text Undo 7 Times New Roman Font size z Redo L B Z U amp xX x eS cma capea Font Field case Do not chang times New R Select field or Size Default Bold Default Italic Default Underline Default Small Caps Default Font color i FF33CC Font backc Default Behavior Interpret rr False Hide if blar False Content Trim Do not change Fallback va Suppress n gt Prefix gt Suffix other textual item in the template USER MANUAL Signature Manager Outlook Edition
264. stom image the folder location window is displayed so you can specify the image location that was decided in stage 1 pg 160 Here you can choose to browse to the required location or if the location is determined from an Active Directory field use the insert drop down list to select the Active Directory field which contains the required location Once inserted you can select the field and view update properties as shown below HTML a RichText Plain Text Set the banner chooser to day of the week Chosen folder for required images The rotating Banner chooser banner ad field Content Folder location Filter Address Hover text Define hyperlink Alt text properties for the banner images USER MANUAL Signature Manager Outlook Edition Page 161 Key properties are summarized below Property Summary Use the browse button and select day of week Folder location Specify the directory in which required banner images have been placed Filter If required you can specify a wildcard filter to determine which images are used By default is specified which means that all images in your specified folder will be considered Address Specify the full URL of the web page to be opened when recipients click a banner image in their message For example http www exclaimer com Hover Text Specify text to be displayed when recipients hover their cursor over a banner image in their message
265. sult of 1 would display b gif from the list of files If you had the same four files and the year was 2010 you can calculate which file will be displayed using the following equation 2010 4 where 2010 is the year and 4 is the number of files you have in the folder 2010 4 502 as integer 502 4 2008 2010 2008 2 The result of 2 would display c gif from the list of files USER MANUAL Signature Manager Outlook Edition Page 243 Action Month Summary If you had the same four files and the year was 2011 you can calculate which file will be displayed using the following equation 2011 4 where 2011 is the year and 4 is the number of files you have in the folder 2011 4 502 as integer 502 4 2008 2011 2008 3 The result of 3 would display d gif from the list of files This allows you to cycle through banner ads changing to a different banner ad every month For example suppose you have the following four files a gif b gif c gif d gif If the month was July the 7th month you can calculate which file will be displayed using the following equation 7 4 where July 7 is the month and 4 is the number of files you have in the folder 7 4 1 as integer 1 4 4 7 4 3 The result of 3 would display d gif from the list of files If you had the same four files and the month was September the 9th month you can calculate which file will be displayed using the following equation 9 4 where
266. t node are displayed in the content pane These settings are accessed using a series of content tabs pg 71 at the top of the pane USER MANUAL Signature Manager Outlook Edition Page 70 Selection Tabs Information and settings are organized into a series of tabs accessed from the top of the content pane Available tabs vary depending on which branch of the console tree is currently selected Those shown here are available when the top level Exclaimer branch is selected settings pg 72 licensing pg 73 remote deployment pg 75 and help Actions Pane The actions pane displays quick access to common tasks for the selected node Available actions vary depending on which branch of the console tree is currently selected The actions pane can be hidden or shown using the hide show actions pane pg 69 option on the toolbar Z O m USER MANUAL Signature Manager Outlook Edition Page 71 Exclaimer Console Settings The settings tab contains options for the Exclaimer console a Exclaimer Console gore ahaa Settings Licensing sly Remote Deployment Help Keep a copy of the last 10 2 successfully saved configurations i Each time that configuration changes are saved a backup of the previous configuration is created and details of this are stored in the Windows event log pg 81 The keep a copy of the last option is used to specify the maximum number of backups that wi
267. teeseeneieaegsteGaraeoredancenesenaeeenetnenabeteieus 359 What Freguency Should I USE Poseren inoia noise E E ER 359 Adding a New Signature Deployment POlicy ccccccsseccccssececessccceeeccceesececeeseeeeeuecessunecessueeeesenecs 360 Changing a Signature Deployment Policy ccccccceseccccesececesceceeececeeseceeeueceeseeceseueeeesenecessueeetees 362 Cloning a Signature Deployment Policy ccceecccceseccccsecccesececeeececeusececeueceesenecessueeeesegecessuesetees 363 Removing a Signature Deployment Policy ssssessesessesesensssresssrererreresrrrerrerssrerssrersererssrerssreresreresrerese 364 CODE NENO UCE srine AEE EEOAE OTRA 365 USER MANUAL Signature Manager Outlook Edition Page 9 Chapter 1 Getting Started Exclaimer Signature Manager Outlook Edition Overview Exclaimer Signature Manager Outlook Edition allows you to create great looking professional signatures centrally including company branding legal disclaimers and promotional content for use in all email messages sent from Microsoft Outlook and Microsoft OWA pg 101 How does it work Within Exclaimer Signature Manager Outlook Edition a signature is not just a block of contact information for the message sender In this context a signature is comprised of three distinct parts e Signature business card content e Campaign sales promotional content e Disclaimer legal corporate content These parts are defined in separate
268. tegory to be updated 3 Right click and select rename category from the context menu The existing name is presented in editable form 4 Update the category name and click OK When you are satisfied that all changes have been made correctly click the main save button to save changes pg 79 made in this session Alternatively use the cancel button to abandon all changes USER MANUAL Signature Manager Outlook Edition Page 194 Removing a Category It is important to note that removing a category will also remove any templates within that category If required you can move existing templates pg 205 to alternative locations within the template library or you may wish to rename pg 194 the category rather than remove it To remove a template category follow the steps below 1 Select the template library branch in the console tree 2 Select the category to be removed 3 Right click and select delete category from the context menu You are prompted to confirm that you wish to proceed E The category Managers and all the templates contained in it will be deleted Are you sure you want to delete this category 4 Click yes to remove the category A category is not permanently deleted until settings have been saved If you exit zZ without saving or cancel changes the category will be reinstated in the console tree USER MANUAL Signature Manager Outlook Edition Page 195 Working wi
269. tes in Exclaimer Signature Manager Outlook Edition e Content from file pg 229 Custom hyperlink pg 230 Custom image pg 231 e QR code pg 232 e Rotating banner ad pg 240 e RSS feed pg 248 e Social media strip pg 251 e Composite field pg 259 e List of fields pg 261 e Custom smart table pg 268 USER MANUAL Signature Manager Outlook Edition Page 228 Content from File The content from file field is used to insert content from an external document by specifying a location for the required document This is useful for example if you need to use content that is constantly being updated rather than adding text directly into the template editor each time there is a change simply specify a location to the original file and the latest content will always be included The file location specified must be accessible to the user NETWORK SERVICE To use content from an existing file in a template follow the steps below 1 Use the fields panel to insert a content from file field and open the file location window 2 Click the browse button to display the open window and navigate drives and folders to select the required file Alternatively use the insert button to select an Active Directory field to insert as the file source Remember that you can switch to preview mode from the template editor toolbar pg 209 to see the effect of any dynamic fields you have inserted USER MAN
270. th Templates Templates are used to create rich sophisticated HTML layouts including tables images and dynamic Active Directory fields for signatures campaigns and disclaimers Alternative versions are also created in RTF and Plain Text formats so all message types can be handled Within Exclaimer Signature Manager Outlook Edition all work with templates is completed using the template library within the Exclaimer console pg 66 tree E E Exclaimer Signature Manager Outlook Edition i amp Outlook Signature Policies H Outlook Campaign Policies H 5 Outlook Disclaimer Policies E e Outlook Mail Format Policies E Policy Tester _ fe W Signatures QI Disclaimers E fi Signature Deployment Policies Having selected a template you can preview and edit content in different formats using an intuitive template editor pg 208 and of course you can add new templates to the library This section explains how to work with templates including e Previewing a template pg 197 e Adding a new template pg 198 e The template editor pg 208 e Cloning a template pg 200 e Exporting a template pg 201 e Importing a template pg 201 e Editing a template pg 202 e Renaming a template pg 203 e Viewing template properties pg 204 e Moving a template pg 205 e Removing a template pg 206 You can also learn more about specific tasks using the how to pg 330 section for templates USER MANUAL
271. the button associated with the then this conditional field s value is field to open the expandable field editor window Use this window to enter content to be inserted if the associated condition is met i e for messages sent by French users You can enter text and or fields as required to enter an image of a French flag the custom image field can be used A hyperlinked image built from text and or fields W Composite Field List Of Fields Custom Smart Table USER MANUAL Signature Manager Outlook Edition Page 283 8 Select the required custom image pg 231 in the normal way and add Paris address details as text alternatively you could use Active Directory address fields if applicable Tel 33 1 12 34 56 78 Any text entered here will inherit font and other formatting properties which are applied to the conditional field element as a whole See step 23 pg 290 for details about changing these properties 9 Click OK to save changes and exit back to the add condition window where your first condition is now displayed USER MANUAL Signature Manager Outlook Edition Page 284 10 Click OK to exit back to the conditional field window f none of the above apply then this field s value is 11 Click the add button to enter the second condition i e to add signature content and associated rules for German users The add condition window is displayed f Then this conditional
272. the placement of a border around elements and to space elements in relation to other elements A box is comprised of margins borders padding and actual content as illustrated below C55 box model reference Top bor der E Left Right pP m am m am m m m oam a a oa aa a oa a wee ee ee ee Use the box tab to define margin and padding settings for the selected item see border properties pg 324 for border settings For each option you can choose to define individual settings for top bottom left and or right borders or select the same for all check box to apply the first setting to all borders Available settings are summarized below Option Summary padding Padding is used to clear an area around the content Use the drop down list if you wish to inherit padding from the parent element or select value to select a unit pt px etc and enter the required numeric value margin Margins are used to clear an area around the border Use the drop down list to determine the margin size auto inherit or select value to select a unit pt px etc and enter the required numeric value Where inherit is selected the item of content will inherit the given attribute from its parent element For example if you are setting the font size for a particular word in a paragraph the word would inherit its size from the paragraph lt p gt element USER MANUAL Signature Manager Outlook Edition Page 325 Po
273. the recipient clicks on the image the specified web page will open in their default browser You can specify an image from a specific file location or from an Active Directory field To do this follow the steps below 1 Use the fields pane to insert a custom image field When this field is added to a template the image window is displayed 2 Enter link information for the image as summarized below Item Summary Location Click the browse button to the right of the location field to navigate drives and folders to specify an image location Alternatively click the down arrow associated with this field to select an Active Directory field to insert as the image source for example you might wish to use the user s thumbnail photo Hyperlink Use this option to add a hyperlink for the image Type the required URL into the hyperlink field i e the web address that should be displayed when a user clicks the image in the message Alternatively click the down arrow associated with this field to select an Active Directory field to insert as the link for example you might wish to include the user s web page Alt Text Enter text to be displayed when the recipient hovers their mouse over the image or if the image cannot be displayed Remember that you can switch to preview mode from the template editor toolbar pg 209 to see the effect of any dynamic fields you have inserted USER MANUAL Signature Manager
274. the text element When you click on a field it behaves like a table cell For a correct selection you should see the borders of the cell clearly marked For example nZ A irst name AILL OF o o o First name o o o USER MANUAL Signature Manager Outlook Edition Page 221 Available Fields This section summarizes all fields that can be used when defining templates in Exclaimer Signature Manager Outlook Edition e User gt General pg 223 e User gt Address pg 224 e User gt Telephone pg 225 e User gt Organization pg 226 e User gt Exchange Advanced pg 226 e User gt AD Photos pg 226 User gt Other AD Fields pg 227 e Dynamic content pg 228 e Advanced fields pg 270 e General fields pg 312 USER MANUAL Signature Manager Outlook Edition Page 222 User gt General Fields Fields in the general fields section are summarized below Field Inserts Contact Block A block of contact information for the user in tabular form Once selected you can choose fields to be grouped in a table as a standard contact block This is a good way to add signature type details since you can suppress fields if they are blank and so avoid blank lines in a signature or any other block of fields For further information please see how do I create a contact block pg 334 First Name The first name of the user E mail E mail address for the user E mail as hyperlink Displays a h
275. them to the required folder location for your rotating banner ad It is recommended that Universal Naming Convention UNC referenced images are used where possible However if necessary you can use URL referenced images on a computer that can be viewed publicly or images which have been copied locally to the machine upon which Exclaimer Signature Manager Outlook Edition is installed USER MANUAL Signature Manager Outlook Edition Page 247 RSS Feed The RSS feed field is used to insert an RSS feed into email messages for example Karen Green Marketing Manager EMO amp amp Space Exploration Sky watchers in Europe Asia and parts of Alaska and Canada will experience a partial eclipse of the Sun on Saturday May 31st To insert an RSS feed use the fields pane to insert an RSS feed field When this field is added to a template the content window is displayed USER MANUAL Signature Manager Outlook Edition Page 248 This window is used to determine which RSS feed elements should be included in the template i e what RSS details should be displayed when the email message is received An RSS feed is comprised of anumber of different elements By default the RSS title as hyperlink and RSS description elements are included which means that recipients of the email message would see each RSS item with a title and summary text as shown in the example at the start of this section If require
276. tlook Web Access OWA signatures are updated For further information please refer to the settings pg 354 section of this guide USER MANUAL Signature Manager Outlook Edition Page 361 Changing a Signature Deployment Policy To update an existing signature deployment policy simply select the policy either from the console tree pg 70 or the server list pg 347 and update settings on selection tabs pg 348 as required When a policy has been changed but not saved the branch is displayed with an asterisk symbol You can see which tabs contain these unsaved changes by looking for an asterisk to the right of the tab name When you are Satisfied that all required changes have been made correctly click save to save the new settings All asterisk symbols are cleared once changes have been saved USER MANUAL Signature Manager Outlook Edition Page 362 Cloning a Signature Deployment Policy If you need to create a new signature deployment policy which has similar settings to an existing policy it is quicker to take a copy of the existing version and then update required settings for that copy as opposed to creating a new policy from first principles pg 360 The clone option is used to create a copy of an existing signature deployment policy for this purpose and is available from the console toolbar pg 69 or the right click menu File Action Window Help E Exclaimer S Signature Manager Outloo
277. to close the console If any unsaved changes are detected you are prompted to save before exiting Options on this menu vary depending on which branch of the console tree og 70 is currently selected Those listed below are available when the top level Exclaimer branch is selected Use this option to access the new Signature Manager Outlook Edition policy option and create a new policy pg 136 Export Configuration Use this option to export current configuration settings pg 82 for the console for example if you wish to use the same settings to set up another server within your organization Import Configuration Use this option to import current configuration settings pg 83 for the console for example if you are setting up a server using the settings from another server within your organization continued USER MANUAL Signature Manager Outlook Edition Page 68 Summary Use this option to open another instance of the console for example if you need to refer to settings made in one tab whilst updating another All open windows are listed at the bottom of the window menu so you can easily switch between sessions The new window option is also available from the actions menu If you have used the new window option to open multiple instances of the console use this option to display all windows in a cascade Tile Horizontally If you have used the new window option to open multiple i
278. twork administrator should be able to provide this information USER MANUAL Signature Manager Outlook Edition Page 58 The client installation process 1 Double click the MSI file to launch the Exclaimer Outlook Settings Update Client Setup wizard sim Exclaimer Outlook Settings Update Client Setup Welcome to the Exclaimer Outlook Settings Update Client Setup Wizard Update Client on your computer Click Next to continue or Cancel to exit the Setup Wizard jz Exclaimer Outlook Se tting 5 Update Client Setu p License agreement BEFORE YOU PLACE A CHECK IN THE I ACCEPT THE TERMS IN THE LICENSE AGREEMENT CHECKBOX AND INSTALL THE THIS LICENSE BY PLACING A CHECK IN THE I ACCEPT THE TERMS IN THE LICENSE AGREEMENT CHECKBOX AND BY USER MANUAL Signature Manager Outlook Edition Page 59 3 Click next to define an installation location By default this is set to Program Files i Exclaimer Outlook Settings Update Client Setup Destination Folder Click Next to install to the default folder or click Change to choose a Install Eeclaimer Outlook Settings Update Client to C Program Files amp 86 eclaimer Ltd Cient 4 Click next to define user settings for the application Here the SMTP Address should be defined as the user s default email address and the Remote Signature Location should be defined as the external Web address of the deployment location for signatures In our example this
279. uence signatures then campaigns and finally disclaimers This means that the signature template is applied first then the campaign template and then the disclaimer template for further information see understanding how policies are processed pg 98 Whilst you cannot change this processing sequence you can add atypical content to policies For example if you wish to include a campaign image before a signature you could associate a campaign template with a signature policy and a signature template to a campaign policy USER MANUAL Signature Manager Outlook Edition Page 97 Understanding How Outlook Policies are Processed Within Exclaimer Signature Manager Outlook Edition there are four distinct Outlook policy types O O utlook signature policies pg 104 utlook campaign policies pg 108 Outlook disclaimer policies p pg 110 Outlook mail format policies pg 112 The first three types are used to construct the final signature and processing always takes place in the following sequence 0O Once the signature has been constructed any mail format policies are processed and applied before the final signature is deployed You can see this sequence reflected in the policies tab choose the Signature Manager Outlook Edition branch in the console tree and click the policies pg 87 tab E Outlook Signature Policies _ IT Department BA amp Everyone Else amp Outlook Campaign Po
280. ure content for users within two given departments and a generic signature for everyone else The scenario for this example is illustrated below pT mT m m m e e e e e e e e e e E E E E E E E E E E E E E E E E E E E E E tated E E E E E E E E e e e CONDITIONAL FIELD Is the user s DEPARTMENT set to IT Oo E maroner A Te e e e e e e e e E e E E E E E E E E E e E E y USER MANUAL Signature Manager Outlook Edition Page 272 To achieve this scenario using Exclaimer Signature Manager Outlook Edition follow the steps below 1 Edit pg 202 or create pg 198 the required template so that the template editor is open 2 Position your cursor at the position where conditional content is required 3 Using the fields panel insert a conditional field listed in the advanced section The conditional field window is displayed 4 Click the add button to enter the first condition i e to add signature content and associated rules for the IT department The add condition window is displayed USER MANUAL Signature Manager Outlook Edition Page 273 5 Using the drop down lists associated with the if field navigate to select user gt organization gt department field AD Photos gt a Compa Other AD Fields I Eaa The Department from the AD he Department from the AD A Manager E mail 6 Leave the qualifier as the default is equal to and type IT into the associated value field 7
281. urrent configuration settings option is used to import all settings for the Exclaimer console As such the import will include all settings pg 86 policies pg 94 and templates pg 189 for Exclaimer Signature Manager Outlook Edition It is important to note that all settings will be imported which means that your existing configuration will be overwritten Before the import takes place existing configuration settings are automatically backed up you can find the location of this backup file by checking the Windows Event Log pg 81 Settings must be imported from an econfig file this is a proprietary file type for Exclaimer products and is created whenever the export configuration settings pg 82 option is used To import configuration settings follow the steps below 1 Ensure that you have backed up existing settings by exporting the current configuration pg 82 2 Ensure that Exclaimer is selected in the console tree i e the topmost branch 3 Select import configuration from the actions pane or from the action menu The import configuration window is displayed Alternatively you can select the topmost Exclaimer branch in the console tree and right click to access the import configuration option m 4 Navigate drives and folders to select the econfig file to be imported 5 Click open to complete the import Note that configuration files can only be exported and imported between Z servers
282. ute 7 Set start with to Select department from the list of attributes USER MANUAL Signature Manager Outlook Edition Page 169 Step 9 Choose How Matching Should Be Made 9 Select equals from the list of conditions does not equal starts with does not start with ends with does not end with contains does not contain is less than is less than or equal to Rect is greater than is greater than or equal to is present is not present 10 Enter the value to be matched USER MANUAL Signature Manager Outlook Edition Page 170 How do Apply a Campaign Template Before the Signature Template Policy types are always processed in the same sequence as illustrated below oo This means that signature content is added first then campaign content then disclaimer content Although you cannot change this sequence you can swap content in policies so that your signature campaign and disclaimers appear in a different order For example if you wish to include a campaign image before a signature you could associate a campaign template with a signature policy and a signature template with a campaign policy This principle applies to any of the Outlook signature policies signature campaign and disclaimer For further information about how policies are processed see understanding how policies are processed pg 98 USER MANUAL Signature Manager Outlook Editio
283. utlook Edition Page 13 Chapter 2 Installation amp Deployment Installation Overview The installation process for Exclaimer Signature Manager Outlook Edition is very straightforward using an installation wizard to copy required files and complete most setup behind the scenes Once the installation is complete you may need to complete a few additional steps depending upon how you wish to deploy signatures from Exclaimer Signature Manager Outlook Edition to your Outlook users There are two possible scenarios to consider e Within your organization most users log on to your domain via Microsoft Outlook but some occasionally use OWA In this situation set deployment via a BAT or a VBS file as a logon script pg 29 or a Group Policy Object GPO pg 31 Or e Within your organization most users typically use OWA and rarely log on to your domain via Microsoft Outlook In this situation set deployment via a BAT or VBS file as a logon script pg 29 or a Group Policy Object GPO pg 31 This sets ExSync for the relatively few users who log on to your domain and you should then configure OWA settings to use server updates see updating OWA signatures from the server pg 33 USER MANUAL Signature Manager Outlook Edition Page 15 The Installation Process With both deployment scenarios described above in mind the following diagram summarizes the installation and setup process for Exclaimer Signature
284. w original messages and their final output pg 187 If a policy test applies signatures in a way that was not expected ensure that your policies are sequenced correctly For further information please see understanding how policies are processed pg 98 USER MANUAL Signature Manager Outlook Edition Page 180 Understanding the Policy Tester Window The policy tester allows you to select an Outlook user for whom a test signature will be applied together with a date and time so you can check any date range pg 132 conditions that might be set amp Run Test cp Reset cE Policy Tester Help v Enter details of the Outlook User and the date that you want to test then click Run Test Outlook User Administrator Testdate 8 20 2010 1 21 02 PM Simply use the browse button associated with the Outlook user field to select the required user and click the arrow associated with the test date field to select the required date from a popup calendar Having selected a date you can adjust the time manually if required Remember that any signatures generated in the policy tester are never actually deployed so you can select whichever sender is most appropriate for testing a policy without concern USER MANUAL Signature Manager Outlook Edition Page 181 The Policy Tester Toolbar The following options are available from the policy tester toolbar Toolbar Summary option Run Test Having set
285. will be e SMTP Address peter jones exclaimer co uk e Remote Signature Location http www mycompany co uk Signatures i Exclaimer Outlook Settings Update Client Setup Application Configuration Specify required settings for the application SMTP Address peter jones exclaimer co uk Remote Signature Location http Awww mycompany co uk Signatures USER MANUAL Signature Manager Outlook Edition Page 60 5 Click next to confirm settings ie Exclaimer Outlook Settings Update Client Setup 6 Click instal to perform the installation Upon completion you have the option to immediately start the Remote Client or it will be started the next time the user logs on to their computer ie Exclaimer Outlook Settings Update Client Setup Completed the Exclaimer Outlook Settings Update Client Setup Wizard Click the Finish button to exit the Setup Wizard M Launch Application USER MANUAL Signature Manager Outlook Edition Page 61 7 You can check that ExSync is running by viewing processes in Windows Task Manager oo oo 02 06 oo g0 oo oo End Process 8 Signatures are now deployed to this computer and can be seen in Microsoft Outlook If any errors are encountered updating signatures they will be shown in the Application Event Log of this computer USER MANUAL Signature Manager Outlook Edition Page 62 Configuring Required Permissions for the Deployment Share Folder
286. with a yes or no indicator so you can see if the policy was applied When you hover the cursor over a segment of the diagram additional options are displayed a _ Policy Tester i Policy Tester E Rules App Check why the policy was was not applied Preview the message at this stage in policy processing Date Pattern Applies IT Depa Yes no indicates if the policy was Policy names applied Condition Applies x Sales Department USER MANUAL Signature Manager Outlook Edition Page 184 At the bottom of the rules applied window summary information is available From here you can view basic settings for the policy test and an explanation of how the selected policy has been processed at the selected stage a Policy Tester aE Policy Tester e Rules Applied F Outlook Signatures Help Signature Copy of Sample001 a Signature Signature 3 la Copy of Copyof Copy of Copy of Sample001 Copy of Sample Signature OWA Sample002 Signature Date Pattern No Applies IT Departm Condition Selected stage Bien in processing m O i Yes Apply Outlook Hgnaoture a Sales Department Processing Policy Sales Action Add signature using Template O stration Summary Summary information information for about how the policy test settings selected policy has been processed USER MANUAL Signature Manager Outlook Edition Page 185
287. you have recently implemented Exclaimer Signature Manager Outlook Edition and users are still getting used to the new process it may be helpful to run ExSync more frequently so you can be sure that any signatures and mail formatting applied locally are removed and replaced with signatures generated by Exclaimer Signature Manager Outlook Edition USER MANUAL Signature Manager Outlook Edition Page 359 Adding a New Signature Deployment Policy Signature deployment policies are added using the new signature deployment policy option this option is available from the console tree pg 70 and from the console toolbar pg 69 Use the toolbar option 6 Exclaimer Signature Manager Outlook Edition i amp Outlook Signature Policies Outlook Campaign Policies t J Outlook Disclaimer Policies E 1 Outlook Mail Format Policies m Policy Tester Sepiuymen rocies Right click on the signature deployment policies branch in the console tree USER MANUAL Signature Manager Outlook Edition Page 360 Having selected this option a new signature deployment policy is created This policy is added to the console tree and the signature creation pg 350 tab is displayed File Action Window Help O Basima E e Signature Manager Outlook Edition H E Outlook Signature Policies E New BtDelete cone r paz Outlook Campaign Policies General G Signature Creation J Settings Help H
288. yperlink window with predefined settings to insert your email address as a hyperlink You can just accept these properties or change if required USER MANUAL Signature Manager Outlook Edition Page 223 User gt Address Fields Fields in the address section are summarized below Field Inserts Address Block A block of address information for the user in tabular form Includes street city state province and zip postal code Street information for the user P O Box information for the user City information for the user State province information for the user Zip Postal Code Zip postal code information for the user Country Region Country region information for the user Country Region 2 Two letter country abbreviation for the user e g UK letters This information is taken from the Active Directory therefore content may vary from one organization to another For example one organization may use the P O Box field to indicate a genuine box number whilst another may use this field for something completely different USER MANUAL Signature Manager Outlook Edition Page 224 User gt Telephone Fields Fields in the telephone section are summarized below Field Inserts Home telephone number for the user Other Home Other home telephone number for the user Pager Pager number for the user Other Pager Other pager number for the user Mobile Mobile telephone number for the user This
289. ze File The template has not been saved amp Policies using this template When a template is selected the properties option is available from the template library toolbar and from the right click menu Select the required template and use the File Action Window Help toolbar option gt 2 5 eSpiral B Signature Manager Outlook Edition HP Outlook Signature Policies 2 Edit Delete gClone Rename Properties Q Move Export Outlook Campaign Policies Preview Help H Outlook Disclaimer Policies E 4 Outlook Mail Format Policies m Policy Tester E Template Library _ amp E Signatures gt E ae espiral GROUP Right click on the Rename template that you wish Properties to access Move ba 5 Export USER MANUAL Signature Manager Outlook Edition Page 341 Chapter 9 Signature Deployment Policies Signature Deployment Policies Introduction Signature deployment policies are used to control the way in which signatures are updated and deployed to specified users For each policy you define settings including which users pg 350 the policy is applied for which server pg 350 should be used a network share for deployed signatures how frequently ExSync checks for updates pg 354 and whether OWA is updated from the server or from ExSync pg 354 For many organizations having one signature deployment policy which contains settings for all users

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