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USER MANUAL

1. ccceeeeeeee cnet ee teeta eee e ea eeenas 119 Accessing Existing Polici S cccccceee eee cence eect e eee ee eens eee EE E 120 Navigating Policies Using the Console Tree c ecceeeee eee eee eee e ee eae eae 120 Navigating Policies Using Policy Tabs cece cece eee e nett eee ee teens 121 The Anatomy Of a POIiCY 0 ccc eee eee ener e tenet eaee 122 The Anatomy of a Policy General ccc ceee cece eee eee eee eee eee ee eae eaes 123 The Anatomy of a Policy Template c cccee eee eee e eee eee eee ee eae eaes 124 The Anatomy of a Policy Options ceeceeeee cece e eee eee eee neta eae 125 The Anatomy of a Policy Conditions c cece ceee eee eee ee cnet eae eaes 125 The Anatomy of a Policy ExCeptions c cece eee eee eee eee teen rreren 129 The Anatomy of a Policy Date Range cceeceee eee eee eee eee ee teens 131 The Anatomy of a Policy Next Policy ccceecee eee cece ee eee eee ee eee eaes 133 Adding a New Policy cc cece eee eee tener tata 135 The New Outlook Policy Wizard c ce ceee cece neces eee eee e eee ee ee neta eae 136 Cloning a PONCY ss sect ccdeten iar atetas Hee laeddete tau b Mivareliedentereehea ited s Mie decdetaeigte 141 Changing a PONCY icctccketes ine tianara tags herent beseeteieglalhemcivededetesiets 142 Enabling and Disabling a Policy ccc
2. Signature Manager 2 0 4 These changes will allow files to be generated in the specified folder similar to the following image IB Signature Deployment TT Ov J m Local Disk C Signature Deployment X g Search Signature Deployment a Organize y Indudein library Share with New folder fil a z sir Favorites Name Date modified Type EE Desktop J Downloads 4 Hiro Nakamura exdaimer co uk zip 12 1 2010 9 19 AM Compressed zippe oe 4 Joseph Khadir exclaimer co uk zip 12 1 2010 9 19 AM Compressed zippe Libraries ub Karen Green exclaimer co uk zip 12 1 2010 9 19 AM Compressed zippe Documents 4 Karen Think exciaimer co uk zip 12 1 2010 9 19 AM Compressed zippe a Music 4 Olleo Hoeglund exclaimer co uk zip 12 1 2010 9 19 AM Compressed zippe Pictures 4 Peter Jones exclaimer co uk zip 12 1 2010 9 19 AM Compressed zippe Videos E Sebastien Gruyere exclaimer co uk zip 12 1 2010 9 19 AM Compressed zippe jm Computer xal 2 d 8 items Signature Manager 2 0 Configuring an Internet Facing Virtual Directory in IIS The configuration process for both IIS 6 see below and IIS 7 see page 52 is detailed in the following sections Configuring a Virtual Directory Using IIS 6 1 Open Internet Information Services Manager inetmgr exe oix Fie Action view Window Help l xi 2m eleme m D ONS a aet Computer Local Version
3. Basic Advanced W Start with No one 7 then Add users where Department equals IT SP 10 Enter the value to be matched OB Test Display Name Recipient Type Primary SMTP Address Test OK Cancel Signature Manager 2 0 How do Change the Sequence in Which Policies Run Within each policy type policies are processed in the sequence that they are listed in the policies list pg 88 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 Signature Manager Signature Manager File Action Window Help a cz The policies tab is 3 ed selected 8 Sigh Use move up and move down buttons Exclaimer e Outlook Signature Policies amp Sales Signature Policy HR Signature Policy FAT Signature Policy amp Outlook Campaign Policies HR Campaign Policy IT Campaign Policy amp Sales Campaign Policy amp Outlook Disclaimer Policies HR Disclaimer Policy J IT Disclaimer Policy EF Sales Disclaimer Policy 31 Outlook Mail Format Policies 9 HR Mail Format Policy 29 IT Mail Format Policy 39 Sales Mail Format Policy Policy Tester i Template Library Settings Policies HH Status Help De
4. Images This option should only be used for cases where the referenced by image is on a shared location that all internal users can filename gt Do access The sender s Outlook reads the specified file not change 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 Add campaigns There may be times where you do not wish to append w e Sle set Campaigns to a signature for 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 Add disclaimers Select this option if you wish to append disclaimer me e e E content to this signature where a disclaimer policy applies If this option is not selected any applicable disclaimer policy content will be ignored Signature Manager 2 0 Outlook Campaign Policies The content for a 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 Think KT ten etuonk26 local t 2020 123 4667 thinkboxart com This
5. text decoration none Cancel Style properties are accessed via the following tabs e Font pg 231 e Block pg 232 e Background pg 233 e Border pg 234 e Box pg 235 e Position pg 236 e Layout pg 237 e List pg 238 e Table pg 238 Signature Manager 2 0 All available options on these tabs relate to CSS properties These options are summarized the following sections however for more detailed information you may wish to consult a CSS reference for example http www w3schools com 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 weight 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 color 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
6. W Password Ww CA Server W Deployment share vss 2 Show Error Bubbles 1 Pause 2g Advanced OWA Maximum signature length 4096 byte s i 3 Set the update mode to the once or to continuous Selecting once sets ExSync to update immediately and then close down selecting continuous updates at continuous intervals as defined by the update interval 4 If the update mode see above is set to continuous define how often policies are applied to user computers For large organizations more frequent updates may place a high load on your server 5 Save changes Signature Manager 2 0 Ensuring that ExSync exe Runs Automatically Once ExSync exe 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 Signature Manager 2 0 Deploying via a Logon Script This method of deployment is useful if you already have a logon script or if you wish to deploy signatures to a select number of users for test purposes For clarity this process has been documented in three stages e Stage 1 Create new or update existing logon bat pg 29 e 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 logon bat file you should create one now 1 Open Windows Notepad 2 Cre
7. Outlook user has one or more specific Active Directory attributes ve Edit an exception by clicking an underlined value Policy DOES NOT apply to Outlook Users that Do not apply policy when all conditions are met Do not apply 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 Signature Manager 2 0 Available Options for Setting Exceptions When working with exceptions pg 129 for a policy the following options are available Outlook user is a specific person C Outlook user is a member of an Active Directory group Outlook user is a member of a Domain or Organizational Unit Outlook user has one or more specific Active Directory attributes When an exception is selected further options are available as summarized below Option 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 Outlook user has one or more specific Active Directory attributes Summary Use the mail users link to browse and select a specific user from the user list Use the Active Directory group link to browse and select the required group from a list of Active Directory groups Use the domain or organizatio
8. E A 1156 local computer 1156 local computer 2 Expand nodes and locate the Default Web Site entry ioi Fg Fie Action View Window Help E x e Oi X AB m S gt au Internet Information Services Status qs 1156 local computer iisstart htm Application Pools pagerror gif B Web Sites Default Web Site E Web Service Extensior Signature Manager 2 0 3 Create a new Virtual Directory Action gt New gt Virtual Directory D Internet Information Services IIS Manager ps ol x Ta Fie Action View Window Help l x amp Explore e m m T Open ag Inter Permissions F oe raia sstart htm 5j Start Stop Hi Pause Web st All Tasks gt Web Site from file Virtual Directory Virtual Directory From file New Window from Here Delete Rename Refresh Export List Properties Create new Web Virtual Directory 4 Click next to launch the Virtual Directory Creation Wizard irtual Directory Creation Wizard Welcome to the Virtual Directory Creation Wizard This wizard helps you create a new virtual directory on this Web site To continue click Next Signature Manager 2 0 5 Click next and enter an alias with which users will connect to this virtual directory irtual Directory Creation Wizard a x
9. Export Export all settings and policies see the export CCE oA configuration section on page 79 Import Import a previously exported configuration file see the CCEA import configuration section on page 80 Licensing Access the licensing tab to view licensing information see the Exclaimer console licensing section on page 71 Create an Launch the new Outlook signature policy wizard pg 136 Outlook and create a new policy for deployment to Microsoft signature Outlook CROEN Launch the new Outlook Web Access signature policy signature wizard pg 136 and create a new policy for deployment to Microsoft Outlook Web Access OWA WEUECE Access the Signature Manager policies pg 88 window to policies view existing policies and change the sequence in which policies are processed pg 153 View status information pg 74 for Exclaimer Signature Manager Signature Manager 2 0 Signature Manager Status The status tab contains information and actions regarding activity with Signature Manager Entries are categorised as completed warnings or errors as shown below Status toolbar By Signat Manager Save New Settings tee Policies Status Help Filter All Hide Completed M warnings Errors fi Pause 5414 2010 ere eo emecessing Outlook User Adminis 5 14 2010 period ocessing Outlook User Admin i ues a 5 14 2010 ocessing Outlook User cjones siss 5 14 2010 1 12 25 PM Proce
10. 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 In the 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 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 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 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 Signature Manager 2 0 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 Signature Manager Orbit Illustration File Action Window Select the re
11. Signature Manager 2 0 Increasing the Default Outlook Web Access Signature Length The default maximum length of an Outlook Web Access signature in Exclaimer Signature Manager is 4096 bytes the same as that for the Microsoft Outlook Web Access You may have a requirement that means your organization s OWA signatures are larger than the default maximum length Whether or not you can do this depends upon which version of Microsoft Outlook Web Access is in use as Summarized below Microsoft Outlook Web Access 2007 or 2010 It is not possible to exceed the maximum default signature length in these versions As such you should ensure that the signature applied for Microsoft Outlook Web Access 2007 2010 users is no more than e 4096 bytes in length for Microsoft Outlook Web Access 2007 Or e 8192 bytes in length for Microsoft Outlook Web Access 2010 Microsoft Outlook Web Access 2003 In Microsoft Outlook Web Access 2003 it is possible to increase the maximum default signature length up to a maximum of 16000 bytes This is done using the Microsoft Exchange Server Outlook Web Access Web Administration tool available to download from the Microsoft website Alternatively you can change the maximum signature length in the Windows Registry Amending entries in your Windows Registry can cause serious problems that may require you to reinstall your operating system Any changes you make to your Windows Registry are made entirely
12. eb page as hyperlink Update font Italic EEL A properties for the Size selected item Underline True vet i Select required 7 Content Tapestry interior design Ltd is a limitec element in the gland and Wales Address http Web pac number 1234567 Registere template Studios 1 Example Hover text td London Text to displa Web page _ Font color 4 gt The Foreground color of the font Leave blank to inherit from the p lt SPAN gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt SPAN gt Web page as hyperlink Signature Manager 2 0 How do I Insert a Single Banner Ad for a 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 lel ES ie mi aw mi Lg Image Line T Hyperlink A Fields Insert option EEN lt BODY gt i Element Behavior ALink Ea Background BgProperties None Link o 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 locally to the machine upon which Exclaimer Signature Manager is installed However if you absolutely need to use UNC referenced images you must ensure that the Exclaimer Outlook Settings Connector Service i
13. Signature Manager Signature Manager File Action Window Help 2 a ee Gg The settings tab Exclaimer Signat 2 Manager Save RT 3 Settings W Policies E Status Help General x Enable Signature Manager Policies J Template Library Outlook Settings Update Client Update Mode Continuous 1 Select the Signature Manager branch Update Interval 15 minute s D Update Outlook Web Access signature amp settings from server Account W Password Deployment folder helpDC signatures asa Show Error Bubbles 3 Pause The signature deployment folder 23 Advanced OwA Maximum signature length 4096 byte s Signature Manager 2 0 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 fo ExSync cfg Notepad os e Ie File Edit Format View Help Global 1 ErrorBubble 0 Pause 0 ServerowAupdate 0 continuousupdate 1 signatureSource DC1 0utlook Signatures 3 Add the following lines to the configuration file RemoteUsers DefaultSMTPAddress RemoteSignatureLocation Where DefaultSMTPAddress 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
14. Source dec Bl U amp exy Y A B22 Hyperlink A Fields Close Q Preview Find 35 i aes tect Table a Actions Mode Editor Clipboard Font Paragraph Insert a z EJA lt SPAN gt Tapestry interior design E Element Style Id Class FONT FAMILY f Open the style editor Style 4 gt This attribute specifies style information for the current elem lt SPAN gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt SPAN gt 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 on page 230 Signature Manager 2 0 Understanding the Style Editor Window The style editor is divided into upper and lower panes The upper 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 HTML markup Style Editor A Font Block Gf Background i Border E Box g Position fE Layout tE List H Table table layout hd border collapse z border spacing x px Settings tabs empty cells ei caption side 7 Style preview and HTML font size lOpx font family Arial Helvetica sans serif color CCCCCC
15. 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 virtual directory Use the same naming conventions that you would for naming a directory Alias Signatures 6 Click next and then Browse to navigate to the Remote Deployment Location as described on page 44 irtual Directory Creation Wizard xj 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 Path C Signature Deployment Browse Signature Manager 2 0 7 Click next and to set permissions Here you can accept default permissions however only Read permissions are required irtual Directory Creation Wizard i l x Virtual Directory Access Permissions Set the access permissions for this virtual directory Allow the following permissions gessessossseeg I Run scripts such as ASP J Execute such as ISAPI applications or CGI M Write l Browse To complete the wizard click Next lt Back Cancel 8 Click next to confirm settings and then finish to exit from the wizard irtual Directory Creation Wizard x You have successfully completed the Virtual Directory Creation Wizard To close this wizard click Finish Signature Manager 2 0 9 Now when you check the content of th
16. 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 Delete Category i C The category Signatures and all the templates contained in it will lt be deleted 4re you sure you want to delete this category No 4 Click yes to remove the category Signature Manager 2 0 Working with 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 all work with templates is completed using the template library within the Exclaimer console tree Exclaimer oe Signature Manager H 7 Outlook Signature Policies Outlook Campaign Policies H Qutlook Disclaimer Policies H 39 Outlook Mail Format Policies Ls Policy Tester H T Signatures H l Campaigns l Disclaimers Having selected a template you can preview and edit content in different formats using an intuitive template editor 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 178 e Adding a new template pg 179 e The templat
17. 7 Outlook Disclaimers i al Outlook Campaigns a he Outlook Signatures z Outlook Mail Format La amp Support Subscription lads Exclaimer Signature Manager New Register For 30 Day Trial Buy Now yj Activate Full License Settings e Licensing B Status Help amp 3 Cancel License information Version Z2F5D4 E26NM GHFY 54P03 S 7BMx License for 1000 user s License for 1000 user s 2 0 License for 1000 user s 2 0 License for 1000 user s 2 0 License for 1000 user s 2 0 364 Days remaining of your license period Licensing information is summarized in the following sections e The licensing process pg 72 e Licensing information pg 72 e The licensing toolbar pg 73 e Actions pg 73 Signature Manager 2 0 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 This message is only added when the product is in trial This text is only added when signatures are generated within the trial
18. C wi rie x Find Paste opy Editor Clipboard Insert E Haa 2 D A 2 E RSS Item Fields S224 4A RSS Title RSS Title as hyperlink A RSS Description A RSS Author A RSS Publication Date a RSS Comments A RSS Link Signature Manager 2 0 l 3 Add any RSS fields that you wish to include in the template 4 Click OK to return to the template editor 5 Select the newly inserted field and check the properties pane properties for the feed are shown 6 Set properties as follows Action Summary Content The RSS feed field is a composite field pg 222 which means it is comprised of multiple fields By default these fields are RSS Title and RSS Description however you can click the browse button to open the composite field editor and amend these if required RSS eiii Some organizations have feeds with multiple channels for example one channel for news and another 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 RSS URL Enter required URL for the feed Signature Manager 2 0 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 departmen
19. ea l Telephone number E Appearance i Field case Do not change CLEC i Set properties for the Field Font Bomoseen number Direct Lined i selected field Prefix Font Ge Suffix Font a imal Behavior Hide if blank True Interpret markup False Content Fallback value Prefix Telephone Suffix Direct Line spila First name Last name Title YM ddd Selected field Suppress new lines ZA Trim Do not change Orbit illustration orbit illustration Ltd is a limite gistered in England and Wales stered number 123 Example Rd Hide if blank Do not display the prefix and suffix if the field has no data This setting ignores the Fallback v 4 gt 4 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 Telephone numi In this example the telephone field is selected and the hide if blank property is set to true As such any information associated with this field will not be displayed if no telephone number is found in the Active Directory for the message sender Prefix and suffix properties have also been used to add text before after the field value Here the word Telephone will be added before the inserted telephone number and then Direct Line will be added after it Of course we might have typed the word Telephone directly into the template and added the field after it However by add
20. ii O Bl Uw ewW A Close Q Preview Find Paste a A re EET Ex Z moa Actions Mode Editor Clipboard Font oat Properties SE 4 E lt 10 gt First name Last name Title Template content E Eleme k area Set formatting and content control options using the Insert Active Directory fields using the fields properties panel panel ColSpan 1 Height NoWrap False RowSpan 1 Yalign Top Width N E Element Style Jo S a j id WS A Class Style Orbit illustration n i Row lt TR gt orbit illustratiog Bread b trait TIE e Registered nur E maserd mieery fice dios Table lt TABLE gt G ee the current selection hat Example Rd L ee point in the template Title 4 4n advisory title for the linked resource lt SPAN gt lt TABLE gt 72TBODY gt lt TR gt lt TD gt The editor has a familiar intuitive design as summarized in the following sections Signature Manager 2 0 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 ready for you to start adding changing content You can use the toolbar to format and add content together with fields pg 200 and properties pg 227 The Breadcrumb Trail As you work with template content the breadcrumb trail at the bottom of the editor window updates to show your current position You can select any element in the trail t
21. is set to continuous define how often Signature Manager policies are applied to user computers For large organizations more frequent updates may place a high load on your server Select this option to update Outlook Web Access 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 If this option is not selected OWA signatures are only updated by the ExSync program on client machines as part of the standard Outlook signatures update process If this option is selected a user account and password must be specified You must enter the name of a user with sufficient permissions to update all mailboxes on your system Typically this would be an Exchange Domain Administrator note that this account is also given rights to log on as a service on this system The password specified must be a valid password for the given user this is checked when your changes are saved For further information please refer to configuring server updates p9 34 You can also enter a valid CA Server This is the name of the mailbox server where the account mailbox is hosted If this field is left blank Signature Manager attempts to detect the relevant server but this is not possible in certain environments for example Exchange 2010 Database Availability Groups where
22. j Element Layout A Other Web Ea e The Web page from the AD lt SPAN gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt P gt a Curent Dat Rpa 3 Click OK to return to the template editor Signature Manager 2 0 4 To set additional properties for the hyperlink select the newly inserted custom hyperlink field 5 Check the properties pane to view properties for the field Set properties as follows Action Summary Acei Click the browse button to the right of the address field to open the address window Click insert to navigate available fields and select the required entry Hover Enter text to be displayed when a user hovers the cursor Text over the link Text to Enter text that users click to activate the link for example Display Cheers Karen My own web page The IT support team can be reached on 012345 123456799 Monday Friday 9am 6pm Signature Manager 2 0 Custom Image The custom image field allows you to insert an image and use it as a trigger for a hyperlink for example Exclaimer website 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 panel to insert a custom image field The image location window is displayed 2 Click browse to navigate local and network drives and select the required image 3 Having selected the image click OK to close the image loca
23. when defining a condition pg 125 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 The selected Display name Active Directory Browse Active for the query container Directory containers Start the query Configure Attributes with all Active D Conditon details Directory users p or no users Condition name Active Directory Container Basic Advanced o Remove query Start with No one A then dd users where select r select iy Select an Active Directory field to be queried Choose to add or remove matched users Select how the Type the value field is queried to be matched ee Test Display Name Recipient Type Primary SMTP Address Test results are listed in the Test pane Signature Manager 2 0 Options shown here are summarized below Field Summary Condition Enter a name for this query This name is displayed in the name main condition exception window all Edita condition by clicking an underlined value Policy applies to Outlook Users that Meet the Active Directory Attribute Condition Sales Department It is advisable to specify a name that 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 L to s
24. Edit Format View Help Global q ErrorBubble 0 Pause 0 ServerowAUpdate 0 Conti nuousUpdate 1 p SignatureSource N9 DC1 Exclaimer signature Deployment karen green SignatureList john smith greenorg net joe bloggs gr eenorg net karen green gr eenorg net 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 Signature Manager 2 0 Deploying Signatures to Remote Users If you have remote users who use computers that are not joined to the Active Directory domain to access your network you can configure the system to deploy signatures to their local copy of Outlook To achieve this you need to e Deploy signatures for remote users to a given directory see page 41 e Configure an Internet facing Virtual Directory in IIS see page 47 e Install a copy of the Exclaimer Outlook Settings Update Client on the remote computer see page 55 These tasks are summarized in the following sections Signature Manager 2 0 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 see page 42 e Option 2 have all users retrieve their signature from the same place see page 44 In both cases the configuration fi
25. Policy To remove an existing policy select the policy either from the console tree pg 65 or the policy list pg 88 Then either right click or select delete from the context menu or click delete from the toolbar Signature Manager Sales Signature Policy File Action Window Help Select the policy to be removed and use the es a Lt toolbar option Exclaimer Sales Signature Policy amp Outlook Signature Policies ses Sausers GDelete G7 Clone i AT emplate GR Options Conditions Exceptions amp New Outlook Signature Policy amp HR Signe i E IT Signat SA Users EE Outlook Cam amp Delete Outlook Signature Policy HR Came Gy IT Campd Sales Cat E New window Clone Outlook Signature Policy l Ses Select the policy to be oa Sj Outlook Disclaimer Policies removed and right J HR Disclaimer Policy click to display a i ad available options J IT Disclaimer Policy Sales Disclaimer Policy 4 Outlook Mail Format Policies 1 New Outlook Mail Format Policy 1 HR Mail Format Policy 94 IT Mail Format Policy it bo Sales Mail Format Policy x E Policy Tester H ip Template Library Having chosen to delete a 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 Signature Manager 2 0 How to This section contains instructio
26. a deployment location for your signatures and settings E Deployment Share C New Policy Setup Exclaimer Signature Manager signatures are created and distributed as zip files in a shared network folder A lightweight A application ExSync exe then runs on each user s computer to deploy the signature s to the local computer ExSync is LJ Conditions usually called from the users logon script and run from this same shared network folder Select a template LJ Template preview All users requiring a signature should have access to the shared network folder J Finished Deployment share E He lt Back Net gt Cance When choosing a deployment share you should ensure that specified drive has enough disk space to store signatures for all users in your organization Signatures are generated according to the update interval and stored in the deployment share Therefore if you have a 1000 users 1000 ZIP files will be created and stored Signature Manager 2 0 4 Click next to move to the next stage and review setup required for your first policy Welcome Administrator Mailbox Deployment Share E New Policy Setup LJ Conditions Select a template J Template preview d Finished sa h Exclaimer Signature Manager Setup Wizard gt New Policy Setup Set up a policy to create Outlook Signatures You are now ready to set up a policy that creates Outlook Signatures for users that meet spec
27. 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 For further information see the properties section on page 227 Signature Manager 2 0 Template Editor Toolbar Variations When working with the template editor each template is created in three formats HTML RTF and Plain Text It is advisable to create a version of each template to allow for cases where email is sent in any format With Exclaimer Signature Manager 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 192 e The RTF editor toolbar pg 194 e The plain text editor toolbar pg 196 Signature Manager 2 0 The HTML Editor Toolbar HTML templates can be sophisticated and feature rich utilising many of the options and techniques that you would expect from web pages including tables images hyperlinks and dynamic content fields When the template editor is set to HTML mode the toolbar contains the following options Toolbar Option Summary Save and close the current template and return to the template library Mode option
28. all items except for completed entries you would click hide buttons for warnings and errors categories Filter by time period and status type For maximum flexibility you can refine the status list using both filter and hide options The Status Toolbar When the status tab is displayed the status toolbar contains the following options Toolbar Option Summary Select this option to access options for creating a new signature pg 107 campaign pg 112 disclaimer pg 114 or mail format pg 116 policy Signature Manager 2 0 Actions The following actions are available from the status tab Action Select this option to Export Export all settings and policies see the export CCE o configuration section on page 79 Import Import a previously exported configuration file see the CCE import configuration section on page 80 Licensing Access the licensing tab to view licensing information see the Exclaimer console licensing section on page 71 Create an Launch the new Outlook signature policy wizard pg 136 Outlook and create a new policy for deployment to Microsoft signature Outlook GENE Launch the new Outlook Web Access signature policy signature wizard pg 136 and create a new policy for deployment to Microsoft Outlook Web Access OWA WEEGEE Access the Signature Manager policies pg 88 window to policies view existing policies and change the sequence in which policies are pro
29. at your own risk Exclaimer cannot be held responsible for any problems arising from Windows Registry changes Signature Manager 2 0 If you wish to update your registry follow the steps below 1 2 7 9 In Windows click start and then run In the run field type regedit and click OK Expand the registry subkey of HKEY_LOCAL_MACHI NE SYSTEM CurrentControlSet Services MSExchangeWeb OWA Right click OWA and click new Click on DWORD Value Type SignatureMaxLength and press enter to name the object Right click SignatureMaxLength and click modify In the value data box select decimal as base Type 16000 and click OK 10 Update Exclaimer Signature Manager with the new setting see the following section Signature Manager 2 0 Updating the Signature Length in Exclaimer Signature Manager If you choose to increase the default signature length you must remember to set the same value as the OWA Maximum signature length in Exclaimer Signature Manager To do this follow the steps below 1 Within the Exclaimer console select the Signature Manager branch of the console tree 2 Select the settings tab to view general settings D Signature Manager Save New X 3 Settings B Policies E Status L Help General x Enable Signature Manager Policies i Outlook Settings Update Client Update Mode Continuous Ww Update Interval 15k minute s i Update Outlook Web Access signature amp se
30. c cceeeeee eee ee eee teen een eed 97 Introduction to PoliCieS 2 ici ccs neev dee eeeee eedine ete eee ce dnned beeen nets rete dened de ede ieee 98 Understanding How Policies are ProceSSe d ccccscceseeeeeeeeeeeeeeaeeeneeeneeenees 100 When Does Processing Take Place ecceeee eset eee eee eee ee eee eee ea eae ened 103 Can Change the Processing SEQUENCE 0 ccc eee eee eee eee eet ee eee ea eae 103 Understanding the Difference between Outlook and OWA Policies 104 Microsoft OUTIOOK eissor kinnt a Geetadeuia ethyl acddimbecgtabieanteged 104 Microsoft Outlook Web Access OWA ccccccececcceeeeeeueeeeeeeeuguaueeeeeeaes 105 Policy TYPES mron ennaa orice gihidaiens pia A D Ea naa ELA ine DATENT a SAAE AER 106 Outlook Signature POIiCieS irscsscrrcereni anire EE 107 Signature Policy Options sos irsinin a Eea aE ETA a 108 Outlook Campaign Policies cece eee eee eee ee eee eee tenet tae 112 Campaign Policy Options cc ccce cece ene eee teeta 113 Outlook Disclaimer Policies 00 cece cece eect ee eee e eee nae tented 114 Disclaimer Policy Options ccc cceee cece eee eee eee ee eee eee eee tenet eae naee 115 Outlook Mail Format Policies 0 cce cece eee eee eee eee eee need 116 Mail Format Policy Options cccceeee eee eee ee eee ee teen a eae ee teeta ee 117 Signature Manager 2 0 Working with Signature Manager POIiCi S
31. configuration section on page 80 Licensing Access the licensing tab to view licensing information see the Exclaimer console licensing section on page 71 Create an Launch the new Outlook signature policy wizard pg 136 Outlook and create a new policy for deployment to Microsoft signature Outlook EREE Launch the new Outlook Web Access signature policy signature wizard pg 136 and create a new policy for deployment to Microsoft Outlook Web Access OWA Manage Access the Signature Manager policies pg 88 window to policies view existing policies and change the sequence in which policies are processed pg 153 View status information pg 74 for Exclaimer Signature Manager Signature Manager 2 0 Signature Manager Policies The policies tab contains a list of all Signature Manager policies together with relevant actions which are available from the toolbar pg 91 and from the actions pane pg 93 View options Policies toolbar e Signature Mang clone Move Up Move Down Settings g Policies B Status Help Policy Name Description Outlook Signature Policies amp Sales Signature Policy amp HR Signature Policy amp IT Signature Policy Outlook Campaign Policies HR Campaign Policy GIT Campaign Policy Sales Campaign Policy Outlook Disclaimer Policies 8 HR Disclaimer Policy g IT Disclaimer Policy g Sales Disclaimer Policy Outlook Mail Forma
32. copy as opposed to creating a new template from first principles 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 Signature Manager Sales Dept ioj x File Action Window Help Select the required a template in the console Ka 3 oJ tree and use the toolbar option gt Exclaimer on Signature Manager i Outlook Signature Polic JeEdit Delete Clone Rename F Properties l Move Preview 4 Help po EF Outlook Disclaimer Polic 23 Outlook Mail Format Po a Policy Tester Karen Green ip Template Library sa isatior T Signatures 3 Edit Delete i i Clone Right click on the c s template that you CXC aimer Rename wish to clone as lanat s add laimer Properties anue Move New Window Signatures Sales Dept 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 Signature Manager 2 0 From here you can change the name pg 184 and edit template content pg 183 as required Having updated the cloned template click the main save button to save changes made in this session Alternatively use the cancel button to abandon all changes
33. example Smart Table Row Editor xi Column 1 Column 2 Department Department Insert Properties Insert Properties Suppress this row if EEEL is blank OK Cancel In this example a department field has been added but we have chosen to suppress this row if the sender s department field is blank This means that the line will not be included if there is no information to show thus avoiding blank lines Signature Manager 2 0 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 misc section in the properties pane From here select the browse button to the right of the cell properties entry The smart table rows window is displayed so you can add edit or remove rows as required Template Editor ojx HTML RichText Plain Text lH sete I Undo fe Select font Font size bi 9 Source do Save amp 7 Bs Uw xX LLY A eS SB inset Close Q Preview Find 2 nse Actions Mode Editor Clipboard Font Paragraph a WMttiiiiiiiiiiiiiiilitiiyitiiiitijiillitiiltitiess Bz a i Si A Contact Block ia Telephone number p E E Appearance Display Name Contact Block Select the contact i block i Layout Four line E HTML Cell properties Expand for cell pre Row properties Expand
34. first principles Move Up Move Use these options to reorganize the policy list and Down determine the order in which policies are applied Select a policy and click move up or move down as required Signature Manager 2 0 View Options The view option is used to determine whether policies are displayed in list details form Settings B Policies Status Help Policy Name i Description Outlook Signature Policies amp Sales Signature Policy EF HR Signature Policy amp IT Signature Policy Outlook Campaign Policies HR Campaign Policy IT Campaign Policy Sales Campaign Policy Outlook Disclaimer Policies J HR Disclaimer Policy ESAT Disclaimer Policy EJ Sales Disclaimer Policy Outlook Mail Format Policies J HA Mail Format Policy IT Mail Format Policy 3 Sales Mail Format Policy Or as large icons F Settings 1 Policies T Status 2 Help Outlook Signature Policies Sales HR Signature IT Signature Signatu Policy Policy Outlook Campaign Policies HR Campaign IT Campaign Sales Policy Policy Campai Outlook Disclaimer Policies i i F HR Disclaimer IT Disclaimer Sales Policy Policy Disclaim Outlook Mail Format Policies 2 fA HR Mail IT Mail Format Sales Mail Format Policy Policy Format Policy Signature Manager 2 0 Actions The following actions are available from the policies tab Action Select this option to
35. for example Mai LLL LLL LLALL LLL LLL LLL LLL LLALLA LLALLA Mel Sender Telephone number Fac Sender Fax Sender Mobile Email E mail as hyperlink Z METTLE Ei iiiiiliiiddddddedd dy Hi SSS LSS Sl M amp S amp S amp W ASNS fas 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 227 For further information please see how do create a contact block on page 247 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 section on page 223 Signature Manager 2 0 Standard HTML Table If you wish to insert a standard HTML table and do not wish specify any content
36. for row pr Table propertie Expand for table p Z G A A 6 7 Z A A L El Misc s Expand for row FA Size 2 4 E Plain text Column yi El Rtf Use the browse 7 Column i a A a a contact block editor orbit illustration Ltd is a limi c d in England and Wales Registered number 1234567 Registere uite 1 Business Studios 1 Example Rd London y Rows 4 gt The rows of data that this smart table will emit lt SPAN gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt P gt Contact Block Signature Manager 2 0 How do I 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 field font properties in the properties panel shown below You can also apply formatting via the template editor toolbar Template Editor ioj x HTML RichText Plain Text J Desi Undo r Sie a lH A o Select font v Font size j E Save amp Source por U abe 2 ab A Jam M i B Z gt x x Insert Close Q Preview poy Fi X2 Si Actions Mode Editor Clipboard Font Paragraph ah al Properties q mn m i 7 T Fa xl Web page a A s jan zs Tapestry interior de El Appearance Display Name Web page as hype First name Last name ree root o E mail as hyperlink Font Font backc EE aa a S a 007000
37. have been saved Enabling and Disabling a Policy To quickly enable or disable a policy select the required policy either from the console tree or the policy list File Action Window Help gt Els En Sales Signature Policy Signature Manager m i Bac E Outlook Signature Policies ENew Sausers E iDelete Eg done re General E Template GF Options Conditions GD Exceptions E HR Signature Policy General i Name amp F Outlook Campaign Policies Sales Signature Policy HR Campaign Policy Description IT Campaign Policy Ls amp Sales Campaign Policy H Outlook Disclaimer Policies I HR Disclaimer Policy IT Disclaimer Policy i g Sales Disclaimer Policy Enable or disable the 3 Outlook Mail Format Policies policy 39 New Outlook Mail Format Policy 99 HA Mail Format Policy 9 IT Mail Format Policy i el Sales Mail Format Policy a Policy Tester oe Ww Template Library Ensure that the enabled check box is selected to enable the policy or de selected to disable the policy Click save to save changes Signature Manager 2 0 Viewing which Users are Associated with a Policy To quickly view a list of any users for whom a 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 Signature Manager Sales Signature Policy O1 x F
38. 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 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 G i i gaue mnoge oro responder nee Simply save your web banners as htm files and add them to the required folder location for your rotating banner ad Signature Manager 2 0 RSS Feed Use the RSS feed option to insert an RSS feed into email messages for example Cheers Karen Banks show first recovery signs Financial firms may be recovering with b the first time in two years an industry survey The IT support team can be reached on 012345 123456789 Monday Friday 9am 6pm To insert a feed follow the steps below 1 Use the fields panel to insert an RSS feed field A content window is displayed which is similar to the template editor but it is only used to add RSS fields 2 In the content window click the fields button to open the fields panel The RSS feed field is a composite field pg 222 which means it is comprised of multiple fields By default these fields are RSS Title and RSS Description however you can add additional elements using fields shown here Content oix J Undo Redo ge Cut 4 Whitespace ares p
39. person place or event Exclaimer Signature Manager 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 31 January 2011 exclaimer Don t press send without it Copyright 2011 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 Signature Manager 2 0
40. pg 253 Signature Manager 2 0 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 For example you might choose to insert a contact block pg 247 When working in HTML format you can be as creative as you like with tables images shading etc To give you ideas and help you get started a number of custom designs are included with the Signature Manager installation an example is shown below 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 Karen Green karen feenorg net tel 44 0 1252 987 456 fax 44 0 1252 987 456 vwaw greenorg net design Ltd is a limited company registered in England and Wales Registered number 1234567 Suite 1 Business Studios 1 Example Rd London Signature Manager 2 0 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 two ways to suppress blank lines use a contact block pg 247 or use a field prefix pg 246 Using a Contact Block A contact block is a pre defined set of f
41. s Rules Applied ra Outlook Signatures Help Signature OwA Mail Fo Input ImagSales Signature Signature Optic gt Condition a Applies Selected stage in policy processing 0 wi A v Apply Outlook reo R donoture y Condition fn Applies 5 a A i Summary 8 i information for FFS Summary information about how the policy test settings z selected policy has EO Policy gt been processed ales Signature Policy Testing User KT network26 local Test Date and Time Test Conditions to see if 7 10 2010 2 04 PM The user meets the Active Directory Attribute Condition Sales Signature Result True Signature Manager 2 0 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 Condition fed i l The user meets the Active Directory Attribute Condition Sales Signature More detailed information is available at the bottom of the rules applied tab as described in the previous section Signature Manager 2 0 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
42. section of the signature was applied from a Campaign policy This message and any associated files is intended only for the use of the individual or entity to which it is addressed and may contain information that is confidential subject to copyright or constitutes a trade secret If you are not the intended recipient you are hereby notified that any dissemination copying or distribution of this message or files associated mith this message is strictly prohibited If you have received this message in error please notify us immediately by replying to the message and deleting it from your computer Messages sent to and from us may be monitored Internet communications cannot be guaranteed to be secure or error free as information could be intercepted corrupted lost destroyed arrive late or incomplete or contain viruses Therefore we do not accept responsibility for any errors of omissions that are present in this message or any attachment that have arisen as a result of e mail transmission If verification is required please request a hard copy version Any views or opinions presented are solely those of the author and do not necessarily represent those of the company Exclaimer Signature Manager contains a range of sample campaigns in the template library pg 168 If required you can edit existing templates pg 183 or create new ones pg 179 using an intuitive template editor pg 188 There are no rules as to what information can o
43. template is selected the content pane shows a preview of that template View Options When a category is selected use view options to show templates as medium or large icons Som ix a Import x Medium Icons Large Icons Export Choose to view templates as medium or eSpiral large icons Signature Manager 2 0 Working with Categories Within the template library categories are used to organise templates into logical groups U Signatures C cocor eSpiral Orbit Illustration Tapestry xChangeUK Sales Signature IT Signature HR Signature T Campaigns i b E RSS Feed Static Banner Ad Sales Banner Copy of Sales Banner Ln ay Copy of Copy of Sales Banner i T Disclaimers cooo pe Companies Act 1985 Breach of Confidentiality p Employer s Liability pe Negligent Mis stateme s Virus Disclaimer pe Standard Disclaimer z Sales Disclaimer r IT Disclaimer HR Disclaimer 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 From here you can e Add anew ca
44. the selected policy amp Template Karen Green Marketing Manager karengMareenotg net t 44 0 1252 987 450 Orbit illustration tra 3 limit mpany Signatures Orbit Illustration The associated template for signature pg 107 campaign pg 112 and disclaimer pg 114 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 188 e Use the breadcrumb trail at the bottom of the window to open the template library pg 168 Signature Manager 2 0 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 173 in the template gallery Click an entry in the breadcrumb trail to open the template library pg 168 to view select templates The Anatomy of a Policy Options Settings on the options tab vary depending upon the type of policy selected For further information please select one of the following links e Outlook signature policies pg 107 e Outlook campaign policies pg 112 e Outlook disclaimer policies pg 114 e Outlook mail format policies pg 116 The Anatomy of a Policy Conditions The conditions tab is used to set criteria pog 126 which determine the circumstances under which a policy is applied to messages Conditions rd Select co
45. the user Country Region Country region information for the user Country Region 2 Two letter country abbreviation for the user e g letters UK Signature Manager 2 0 Telephone Fields Fields in the telephone section are summarized below Field I nserts Home 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 telephone number for the user Other Mobile Other mobile number for the user Fax Fax number or the user Other Fax Other fax number for the user IP Phone IP phone number for the user Other IP Phone Other IP phone number for the user Notes for the user Signature Manager 2 0 Organization Fields Fields in the organization section are summarized below Field Inserts Department The department in which the user works The company for whom the user works Vegeeas BSel y elas The name of the user s manager Manager E mail The email address of the user s manager Manager E mail as The email address of the user s manager hyperlink presented as a hyperlink Exchange Advanced Fields These fields are a set of standard fields added by Exchange in which administrators can place any data that they require There will be fields named Extension Attribute X where X is a number between 1 and 15 Dynamic Content Fields This section summarizes dynamic content fi
46. 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 layout of a template or if you wish to include tabular data which does not include fields 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 Using the Breadcrumb 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 lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt FONT gt lt P gt Contact Block 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 from the element trail just click the required element When you click on an element further options are displayed Copy X Delete z Properties sa TABLE gt lt TBODYS lt TR gt lt TD gt Selecting properties will show properties for this table element in the properties pane Signature Manager 2 0 Fields Templates can include a wide range of dynamic information using Active Directory fields pg 200 These fields are inserted into templates using the template editor pg 188 and then dynamically updated when signatures are gener
47. 02 jpg 006 Banner04 jpg 007 Banner05 jpg 008 Banner jpg 365 Banner jpg 000 Banner jpg 001 Signature Manager 2 0 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 Index File 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 result 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 t 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 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 Signature Manager 2 0 This allows you to cycle through banner ads changing to a different banner ad every month For example suppose you
48. 3305 PM Saving updated configura 1 26 2011 4 32 16 PM Backing up configuratig d 1 26 2011 4 32 15 PM Saving updated opfffauta Operation Started 1 26 2011 4 32 16 PM i 16 32 16 865 Backing up configuration 6 16 32 26 382 1 older backup file s was were removed to conform t 16 32 26 382 Configuration successfully backed up to file C Progrd Connection succeeded Once you have chosen to display information for an entry in the status list you can use up down arrow buttons to step through details for previous next entries in the list This is quicker than closing the details window and selecting another entry from the status list Signature Manager 2 0 Exporting Configuration Settings The export current configuration settings option is used to export all settings for the Exclaimer console and all Exclaimer applications within it As such the export will include all settings policies pg 98 and templates pg 168 for Exclaimer Signature Manager 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 2 Ensure that Exclaimer is selected in the console tree i e the topmost branch Select export current configuration settings from the actions pane or from the action menu The export configuration window is displaye
49. 58 Signature Manager 2 0 TRE POLICY TESTER cossentir iain niaNm ah aiaRenpaTaRte 159 MEFOAUCHION weeicercts ce aiadaraidaticaengiesnth iaennatd a EE and teal E E A E 160 Understanding the Policy Tester WiINdOW cceceeee eee cette ee eee e tetas teeta eee 161 The Policy Tester Toolbar cceccece cece eee eee eee eee eee e eae tena ena e nae 161 Running a Policy Test cece cece ne nna ee 162 Working with Rules Applied Information ccccceee eee ee eee eee eee eee tenes 163 Checking the Reason Why a Policy Is or Is Not Applied eceeeeeee 165 Previewing the Signature at Any Stage in the Process sceeeeeeee ees 166 Working with Test Signatures cceece eee eee ee ee eee eee ee eee eta eee ene eae 167 THE TENRLATE LIBRART purutasuna aa 168 IMEPOAUCTION wigic cece ce tetias apa EE EE E EEEE 169 Understanding the Template Library WINdOW ssssssssssssrssssssrrrssssrernrnererens 170 The Console Tree seirena hona ae eaa a E EE a 171 The Template Library Toolbar ssssssssssrsssesrrsrssrrrrrrsrerirrrsssrirrrnsrrrrrnnns 172 The Template Library Content Pane cc ccee cece eee eee eects eet etna eae 172 View Option eccceceehed ede ceebancdy de ernie eld alex ehad vin eae ETE neha eed Seeded ia cote 172 Working with Categories ccc cece cece eee eee ee eee teeta een n ae tae ee eee 173 Adding a New Category ccceccece cece ce
50. Access Updates from the Server As an alternative to using ExSync to update Outlook Web Access OWA updates can be made to OWA from the server This method of signature deployment should only be used if you have users who access their email only by Outlook Web Access OWA and rarely log on to your domain 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 you should use the ExSync deployment method pg 26 Signature Manager 2 0 To ensure that OWA signatures are always up to date follow the steps below 1 Within the Exclaimer console select the Signature Manager branch of the console tree 2 Select the settings tab to view general settings e Signature Manager New 7 Settings ee Policies Status Help General l x Enable Signature Manager Policies i Outlook Settings Update Client Update Mode Continuous iy WwW Server update Update Interval 15 2 minute s G settings Password CA Server Account B x W Deployment share amp Show Error Bubbles 1 Pause 2g Advanced DOWA Maximum signature length 4096 byte s i 3 Enter the username and password for the account to be used 4 Save changes
51. Contact Block Contact blocks are used to present contact information using Active Directory fields in a smart table For example WAM viii Tel Telephone number Fad Email A S a SSS SSNS a PAH a produces Tel 44 0 1252 987 456 Fax 44 0 1252 987 456 Mobile 44 0 7733 102345 Email karen reenorg net How it Works When the contact block field is selected the smart table rows window is displayed Use this window to specify which fields to include in the table Smart Table Rows Ed Column 1 Column 2 Suppress if field is blank Add Tal rein renee annaa Sender Telephone numb Sender Telephone number _ Fax Sender Fax Sender Fax Mobile Sender Mobile Sender Mobile Email E mail as hyperlink Sender E noai Use add edit and delete options to update fields in the block Default fields in the contact block are listed Up Down OK l Cancel Signature Manager 2 0 Click add to add a new row to the contact block table Type a label for the Use the insert field in the first drop down list to column insert required field to associate with the label Smart Table ow Editor Column 1 Insert Properties Insert Properties Use this option to suppress blank lines 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
52. ES aniier 81 lntrod ctiOM creii iii a aa OEE E E E E E E one 82 General Settings and Information ssssssssssssrrsssrrrrrsrsrrrrrnrsrrrrrnnsrrnrrrenerrnn 83 Signature Manager SettingS sssssssssrrsssrrrrrrsrerirrrnsnrirrrnsnnrrurnnrerrn nn nnns 84 Available Settings s sssssssssssssresssrrsrsserrrnrsesrrrrrnesrernnnerrrrnnnenrrrernenes 85 The Settings Toolbar cccceccceeee cece eee eee eee eee E ei 87 PACUIOINS a3 oc nee ats ss Swe ene ne td EERE Gaew eats becca een sean ee bse dean ayia Senne s 87 Signature Manager POIiCi S cc cece cette eee teen eee nent e eae 88 The Policy Elst sipiin iien inn an aa eie ws Hel valk nena ih Sdlecegen Glencoe pellets 90 The Policies Too Daly 2 sciec ese eesic ee estan eed erecta code ent deliv dee a vad ewene eee 91 VIEW OPEONS mecan adatai a cis eden eid twas Vitae etad ded iets 92 A CEOS speicean aimed anes Rn a eia dias nears eee bits Seley oa tiated ened ents te 93 Signature Manager Status c cece cece cece eee eee eee nee teeta ene eaten eee 94 Filtering the Status List cece eee eee eee teeta eae e eee 95 The Status TOO DAM scseieeieetetotaasnghie Move teltnaceeeseeldotenta nig heats biveglanadedes ghee 95 ACHONS arte tiaithan vag ha hades Mun senatavg hae a hated dua dene ate ida Me edaan deuce aw glare 96 Status Information Retention ccc eect eee e eee eee e eee 96 Working with Encrypted and or Signed Email
53. Exclaimer Signature Manager 2 0 User Manual 3 a USA 1 888 450 9631 Don t press send without it niae diim icon Exclaimer EXC Olf er UK 44 0 1252 531 422 Contents Gea pa Seo yea il el Degi eer eee err ereee E tre eer attr eon t nr ier rere ert 10 Signature Manager OVErVieW ccc cce cece eee eee een eee eect ne teen eaten 11 HOW Does it WOrk ec tiedes ieee iiaa annaa dees wealeeden Parla ide ed N E a aE 11 B t That s Not Allicscecies onte etek dnd eda akenetnde a E EEN a nets cee 12 And There s MOre ccccccec eee cere ee ea E E EAN eee eee tenes 12 Further Help and SUpport cccecceee eee ee eee ene nee eee eee EEEE 13 Closing Signature ManaQelL 0 cceccee cece e eee eee een ene eee nett ete e teeta 13 INSTALLATION amp DEPLOYMENT cacrncsanmsnnds stor iiudta stead ahedade dead unandentoannccadwodeasen 14 Installation Overview 0 ccc cee ene aetna ene nett e eee nee 15 The Installation Process ccc cece eee eee eee eee aetna eae nate nee 16 Configuring Outlook Web ACCESS 6 cece eee e cence eee tenes eee nett nent e ated 17 The Installation Wizard 0 ccc cece e E nent nates 18 The Setup Wizard iestev teehee gender tee ete ie itewis bode re Guide dapaeess beta pie raided Sete 21 Setting UP EXSYMG sciccsicctsaneeaaseeg satigu bitten aeae nated TE eid eke ewes tae 26 How do Obtain a Copy of ExSync xXe 2 cece e cence eee eee
54. G THE LICENSEE TO THIS LICENSE IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS LICENSE LEAVE THE I ACCEPT THE LICENSE AGREEMENT CHECKBOX UNCHECKED AND DO NOT INSTALL OR USE THE SOFTWARE x 7 accept the terms in the License Agreement Print Cancel Signature Manager 2 0 3 Having read the license agreement check the accept the terms in the license agreement box and click next to specify a destination folder for installed files ie Exclaimer Signature Manager Setup Destination Folder Click Next to install to the default folder or click Change to choose another Install Exclaimer Signature Manager to C Program Files x86 Exclaimer Ltd Signature Manager Change caren From here you can accept the default folder or click to specify a new location 4 Click next to review ie Exclaimer Signature Manager Setup Ready to install Exclaimer Signature Manager Click Install to begin the installation Click Back to review or change any of your installation settings Click Cancel to exit the wizard caren Signature Manager 2 0 5 Click the install button to perform the installation ie Exclaimer Signature Manager Setup Installing Exclaimer Signature Manager Please wait while the Setup Wizard installs Exclaimer Signature Manager Status Copying new files SSeS 6 Click finish to close the wizard If you are installing Sign
55. P Logging hai Edit Bindings Mappings Respo Start Manage Web Site ma Stop Her 8 K Refresh f Browse Web Site Modules Output SSL Settings f X Remove pri tting 5 Browse 80 http _ al Advanced Settings Rename PA 3 Configure UE Switch to Content View vital Help E Festes ven Content vew orine Hep 4 In the Alias field enter an alias for this virtual Directory In the Physical path field enter or browse to the Remote Deployment Location as described on page 44 Add Virtual Directory 2 xi Site name Default Web Site Path Alias Signatures Example images Physical path Esmeuredsioment SSS Pass through authentication Connect as Test Settings com Signature Manager 2 0 5 Now when you check the content of the virtual directory you will see that deployed signatures are present Internet Information Services IIS Manager a i 4 dD x 6 gt 157 Sites Default WebSite Signatures gt CERIC Fie View Help eee el Signatures Content Fn e i IS G g PR Signatures Tasks Gy Start Page Virtual Director ER re M E84 1157 1S7 Administrator Filter 7 Bso Gyshow al 2 Application Pools Namea O O o o Jye Ss di Switch to Features View S Sites Jh Helmuet Grusser exclaimer co uk zip Compressed B Explore Default Web Site J Hiro Nakamu
56. Signature Deployment The final configuration file should look similar to the example below g Ej ExSync cfg Notepad Eea File Edit Format View Help Global N ErrorBubble 0 Pause 0 ServerowAupdate 0 continuousupdate 1 Signatur eSource DC1 outlook Signatures Remoteusers Peter JonesGexclaimer co uk C Signature Deployment John smith exclaimer co uk C Signature Deployment Karen GreenGexclaimer 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 Signature Manager 2 0 Option 2 Deploy All User Signatures to the Same Location 1 Navigate to the location where signatures were originally deployed you would have specified this in the Signature Manager setup wizard For example DC1 Outlook Signatures If you are not sure what deployment location was specified when Signature Manager was first installed simply open Signature Manager select the Signature Manager branch in the Exclaimer Console and check the settings tab In the following example the deployment location is set to helpDC Signatures Signature Manager Signature Manager File Action Window Help 2 4 sE G The settings tab 2 Exclaimer Signat 2 Manager t Outlook Signature Policies EF Outlook Campaign Policies Settings Policies Status L Help Outlook D
57. X ls Source anes BF 0 XW A Porsgraph keer Close Q Preview ai Find Faste 2 aiii aragrap nse Actions Mode Editor Clipboard Font Properties A a oz A lt TABLE gt First name Last name Title z 24 E Element Layout E mail fas hyperlink Align Left t Telephone number Background fWWeb page as hyperlink BaColor Eal Border 0 BorderColor Selected table Caption CellPadding 15 CellSpacing 1 Height TableFooter TableHeader Width E Element Style Orbit illustration orbit illustration Ltd is a limited company red in England and Wales Registered number 1234567 Registered Suite 1 Business Studios Example Rd London Table settings can be adjusted Element Layout 4 gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt TABLE gt Signature Manager 2 0 How to This section contains instructions for completing a selection of common tasks with templates using Exclaimer Signature Manager including How do create a dynamic signature template pg 244 How do suppress blank lines if fields are not populated pg 245 How do create a contact block pg 247 How do set the font for text in a template pg 250 How do insert a single banner ad for a campaign pg 251 How do include images for an OWA signature pg 252 How can tell which policies are using a specific template
58. able from the toolbar and from the right click menu Signature Manager Orbit Illustration File Action Window Help Select the required f X n template in the console a IE AJ tree and use the toolbar option 5 Exclaimer Orbit Illustration 4A Signature Manager z a l nS Outlook Signature Polic Edit Delete Clone Rename Properties Q Move p amp Outlook Campaign Polic Preview 2 Help J Outlook Disclaimer Polic 34 Outlook Mail Format Po i Policy Tester E D Template Library T Signatures kareng areenorg net 3 Karen Green Marketng Manager t 44 0 1252 987 456 Sales Dept yaan greenorg net HR Dept Admin eSpiral x O Tag A Edit A m 4 e ho 1 oS CH gf Delete r Campa Clone ee x E T Disclait a Rename Orbit illustration Right click on the Sa A Froperties template that you T Move wish to access O New Window 4 gt Signatures Orbit Illustration Signature Manager 2 0 Moving a Template Templates can be moved from one category to another using the move option available from the template library toolbar and from the right click menu Signature Manager Orbit Illustration ioj x File Action Window Help Select the required Pe Ly template in the console tree and use the toolbar 2 Exclaimer Orbit Illustration ee Be ancel Signature Manager H amp Outlook S
59. ail Format Policies He 9 New Outlook Mail Format Policy xj 99 HA Mail Format Policy D jd IT Mail Format Policy AE i 3I Sales Mail Format Policy pe e Policy Tester He i Template Library To clone an existing 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 122 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 168 You can edit and save this template or you can associate a different template pg 155 with the new policy as required Having updated the cloned policy click save to save changes Signature Manager 2 0 Changing a Policy To update an existing policy simply select the policy either from the console tree pg 65 or the policy list pg 88 and update settings 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
60. 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 Signature Manager 2 0 Understanding How Policies are Processed Within Signature Manager there are four distinct policy types e Outlook signature policies pg 107 e Outlook campaign policies pg 112 e Outlook disclaimer policies pg 114 e Outlook mail format policies pg 116 Signature Manager 2 0 The first three policy types are used to construct the final signature and processing always takes place in the following sequence 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 branch in the console tree and click the policies tab Signature Manager Signature Manager File Action Window Help gt Bf 9 J Outlook Signature Policies i i GF HR Signature Policy amp IT Signature Policy io ig Sales Signature Policy Outlook Campaign Policies HR Campaign Po
61. annerOl jpg 5 BannerO2 jpg 6 Banner0O3 jpg 0 Banner04 jpg 1 Banner05 jpg 2 BannerO1 jpg 3 BannerO2 jpg 4 BannerO3 jpg 5 Banner04 jpg 6 As can be seen from the example above Exclaimer Signature Manager repeats the sequence so that users will always have a banner inserted in to their signatures Signature Manager 2 0 This allows you to cycle through banner ads changing to a different banner ad every week 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 will cycle through them as follows BannerO1 jpg 00 BannerO2 jpg 01 BannerO3 jpg 02 Banner04 jpg 03 Banner05 jpg 04 BannerO1 jpg 05 Banner02 jpg 06 Banner04 jpg 07 Banner05 jpg 08 Banner jpg 51 Banner jpg 00 Banner jpg 01 This allows you to cycle through banner ads changing to a different banner ad every day 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 will cycle through them like this BannerOl jpg 000 BannerO2 jpg 001 BannerO3 jpg 002 Banner04 jpg 003 Banner05 jpg 004 BannerO1 jpg 005 Banner
62. as 40 Define a Deployment Directory for Remote USEFIS ccc cece eseeeeeeeeeeeeeenes 41 Option 1 Configure Each Remote User Separately cceeeeeeee eee es 42 Option 2 Deploy All User Signatures to the Same Location 6065 44 Configuring an Internet Facing Virtual Directory in HS 47 Configuring a Virtual Directory Using IIS 6 cece cece e ee eee teeta eae 47 Configuring a Virtual Directory Using IIS 7 cece eee eee ee eee teeta teed 52 Installing the Exclaimer Outlook Settings Update Client cece 55 The Client Installation Process ccceceee eee eee ee eee teens eee eee aetna eae 56 THE EXCLAIMER CONSOLE i titaitsssictrsses ors iaaa aa ad ciara lasts tindea a aatatl 60 IMEPOAUCHION sirist une a E ey hes id a eee dango 61 Understanding the Exclaimer Console WindOW cceeeceee teeta eee eee teenies 62 The Console Ment scn se ex ieee takaan phos taweddadseda oetal ved viele edebes relay 63 The Console Toolbar ccc cccecce eee eee eee nett ene ne teeta 64 The Console Tre cc cece cece ene nee ene eee nantes 65 The Content Pane ess cciee cae ener rte eneh erent ea iia ent de E dan eee bide deters 66 S lection TADS sei rites cerns eari a EAA AEA AEN a ee A AA ADEE eur dateca ues 66 The Actions Pane c cece een ene nee ne nents 66 Exclaimer Console SettingS ccccceeee eee eee eect eee eee aetna teeta eee
63. at Po Policy Tester D Template Library z ul Signatures E SE Sales Dept t 4400 1252 007 00 yaan greenorg net HR Dept Admin 2 Baw Delete Right click on the template that you Clone wish to remove Rename iC illustration Properties Karen Green Marketing Manager _ 5 PEI Be U Gc oe ei T Disclai Move New Window Signatures Orbit Illustration Having selected the delete option you are prompted to confirm that you wish to proceed Click yes to remove the selected template Signature Manager 2 0 The Template Editor 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 Understanding the template editor window pg 189 Template editor toolbar variations pg 191 Fields pg 200 Properties pg 227 Signature Manager 2 0 Understanding the Template Editor Window The template editor is used to add edit and preview templates in HTML RTF and Plain Text formats click a field label for summary information Switch between HTML and plain Template Editor text formats HTML RichTe Toolbar options Undo z H 3 R z Jo Arial o Save amp
64. ate Server HELPDC mu Settings x Send Eror notifications i Test x Send Warning notifications Send status updates every 60 minute s i Include a maximum of 10 2 issue reports in a Status Notification Email 1 Gi Backup Keep a copy of the last 10 successfully saved configurations Signature Manager 2 0 Fields on this tab are summarized below for actions see page 70 Error and or warning messages can be sent by email Settings in this section allow you to define who should receive these messages and how they will be received Specify an email account to receive notification emails Specify an email account to be displayed as the sender of notification emails Specify a subject line for notification emails Click the browse button to select a mail server via which email notifications will be sent This mail server must be configured to receive SMTP email from this computer Click the settings button to define settings for the selected mail server Mail Server Settings xi Port 29 WD Use Secure Sockets Layer GL Use default credentials WD Use these credentials ra WwW OK Cancel Port Select the port number on which your mail server listens for email send requests Typically this is set to 25 Use Secure Choose whether your mail server Sockets requires an SSL connection for email Layer send requests Typically this is set to off Use default Choose whether your ma
65. ate a file named logon bat 3 Enter the full UNC path to ExSync E Ej logon bat Notepad lo amp jl File Edit Format View Help Full UNC path to ExSync exsync exe For example Server Share exsync exe 4 Save the logon bat file and copy it to your shared NETLOGON folder Signature Manager 2 0 Stage 2 Set logon bat as the Logon Script for Required Users If required you can set logon 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 oT ax Member Of Diatin Enviorenert Sessions Remote contol Terminal Services Profle COM ExchangeGeneal E malAddresses ExchangeFeatues ExchangeAdvanced General Address Account Profle Telephones Organization User profile Profte path f Logon script _ logon bat Home folder Local path Genet e o 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 Signature Manager 2 0 Deploying via Group Policy Object GPO This method of deployment allows you to deploy the login scr
66. ate uses fields from the Active Directory you can enable the Display Data from User option below and select a New Policy Setup 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 template by pressing the Edit button Conditions i Pl Select a template Karen Green E Template preview al Gen LJ Finished Tel 4 0 1252 987 456 Mobile 44 0 7733 102345 IP Phone AS6 karenai areencra net www creencra net oe Mail Utilities for Microsoft Exchange This signature was added by Exclaimer Signature Manager Display Data from User a Apply amp F Edit He lt Back Newt gt Cancel If the selected template contains Active Directory fields the preview might vary depending on which user is associated with the policy as determined by conditions set in step 5 If required you can select a specific user via the display data from user option at the bottom of the preview window Signature Manager 2 0 8 Click next to review key settings H Exclaimer Signature Manager Setup Wizard gt E Welcome Finished E Administrator Mailbox Congratulations you have completed the Signature Manager Setup Wizard Deployment Share New Policy Setup Exclaimer Signature Manager is now set up and configured with a policy for creating Outlook Signatures for all users that meet P
67. ated 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 201 e Working with fields pg 202 e Available fields pg 203 Signature Manager 2 0 Working with the Fields Panel When not in use the fields panel is hidden to avoid cluttering editing space in the template editor pg 188 To activate this panel click the fields option on the top left hand side of the template editor Template Editor HTML RichText Plain Text a Source R a ste Copy B Z abe X e Y A Close Q Preview Find Paste e 2 Actions Mode Editor Clipboard Font ws a General S Contact Block me Title First name Click the fields button to view existing fields that can be used in templates Scroll down the list to view fields which are organized into related groups namely e General pg 204 e Address pg 205 e Telephone pg 206 e Organization pg 207 e Exchange Advanced pg 207 e Dynamic content pg 207 e AD Pictur
68. ature Manager for the first time the setup wizard pg 21 is launched You should complete this wizard to create your first policy and get started with Signature Manager Signature Manager 2 0 The Setup Wizard Having completed the installation wizard pg 18 for the first 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 To complete this wizard follow the steps below 1 The first stage of the setup wizard displays summary information about the process wl Exclaimer Signature Manager Setup Wizard D gt E welcome Welcome i J Administrator Mailbox Welcome to the Exclaimer Signature Manager Setup Wizard J Deployment Share J New Policy Setup This wizard will guide you through a few easy steps to set up Exclaimer Signature Manager and to create your first policy for creating signatures for your Outlook users Conditions 7 Select stemelote During this wizard you will set up J Template preview An Administrator Mailbox This is the mailbox of a user who should receive any notifications from the software such as errors or Finished warnings It is recommended that this mailbox belongs to a user who regularly checks their messages J Finishes Signature Policy This consists of a template of text and or images that is used to generate Outlook Signatures for users that meet one o
69. by checking the status tab for the Exclaimer console see page 78 Signature Manager 2 0 Chapter 4 Signature Manager Settings amp Policies Introduction The Signature Manager branch within the Exclaimer console tree is where all setup is completed Exclaimer H Outlook Signature Policies amp Outlook Campaign Policies H EF Outlook Disclaimer Policies H 37 Outlook Mail Format Policies po Policy Tester H i Template Library Exclaimer Signature Manager controls your signatures and mail format settings for both Microsoft Outlook and Microsoft Outlook Web Access pg 104 using policies There are four distinct policy types Outlook signature Outlook campaign Outlook disclaimer and Outlook mail format When the parent branch Signature Manager is selected general settings and information pg 83 can be viewed and updated Below this child branches are used to manage policies and access other key areas within Exclaimer Signature Manager including e Outlook signature policies pg 107 e Outlook campaign policies pg 112 e Outlook disclaimer policies pg 114 e Outlook mail format policies pg 116 e The policy tester pg 159 e The template library pg 168 Signature Manager 2 0 General Settings and Information When the parent branch Signature Manager is selected general settings and information can be viewed and updated Signature Manager Signature Manag
70. c Active Directory attributes P Edita cd Policy applies to Outlook Users that have a combination of Active Directory Attribute Values 2 Click the Active Directory Attribute Values link Apply policy when all conditions are Apply policy when any condition is met Signature Manager 2 0 Steps 3 and 4 Define the query Configure Attributes xi Conditon details Condition name IT Department Active Directory Container Directory container Basic Advanced 3 Enter a meaningful name for the query Start with No one Bd 4 Click the browse button to browse and geeen mm select an Active 7 then Add i users where select select a ee Test Display Name Recipient Type Primary SMTP Address Test OK Cancel ee Signature Manager 2 0 Steps 5 and 6 Browse and select an Active Directory container Active Directory Container xi File a Sq network26 2 Users ay Computers d E Domain Co BER 9 see e ver E ForeignSec Fa Program Data E Microsoft Exchange Security Groups E Microsoft Exchange System Objects E DCSL Services H f Ge 6 Click OK to return to the query editor 1 Item s selected Signature Manager 2 0 Steps 7 and 8 Choose a start point and select required attribute Configure Attributes xi Conditon details Condition name IT Department Acti
71. 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 Use the drop down list to select the required letter spacing 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 Signature Manager 2 0 Background properties Use the background tab to set required background properties for the selected item Available settings are summarized below Option Summary background color Use the drop down list to select the required color or type a value into the field background image Use the drop down list to select none or inherit Alternatively click the browse button to select an image file from your local network drive background repeat Use the drop down list to select if how a background image should be repeated no repeat repeat repeat x repeat y or inherit background Use the drop down list to determine whether a attachment background image is fixed or if it scrolls with the rest of the page x background Use the drop down list to set the horizontal start position position for a background image Choose from standard options normal center left right inherit or select value to select a unit pt px etc and enter the required numeric value y ba
72. cceee cece eee eee eee ee teeta eee neta eens 142 Viewing which Users are Associated with a POIiCy c eeeeeeeeeeee ee eee eaees 143 REMOVING a POLICY vei sedeceey ectnedee eehaeende ed ete di be nee een aE eee anda odes 145 HOW 0 ta aeania auseretiagencieecitegceen aie Aa te wun ARAA EATEN NEEESE 146 How do Create a Policy Based upon Active Directory Attributes 147 Steps E and2 oron en E E te net cane tated E NA EOE E EA RA 147 Steps 3 and ranieri eian E E tee E R E E EA EESE EE 148 Steps 5 and O rrigisiroeioniaiu iii a Eni a E EEE a E AE EEA NN 149 Steps 7and G ete fee lek eee eles aa lee ie ee a ee dei ele 150 SECD Oi EE S waseg an Palanan E 151 Step 10 wisivanscivsneincntintivatddy eE E E vane ninddal EA ORERE anes 152 How do I Change the Sequence in Which Policies RUN sceeeeeeeeenees 153 How do I Place a Campaign Template before a Signature Template 154 How do Change the Template Associated with a Policy ccceeeeeaees 155 Steps LoS 23s de cee cnet a aAA chi sap tind ac lsat ore E Aa st AE Aai 155 Steps 4 6 crer AE C RE A ox a OE ERR 156 How do Ensure that Local Signatures are Not USed eceeeeeeee eee ee 157 How do Pause Signature Updates c cece cece eee eee eee eee eee eae 158 The Enable Signature Manager Policies Option cceeeeeeee eee eee 158 The Pause Option wi cisccavies eia kaaret eerie eee nti ld lakes ele Pena ees 1
73. cessed pg 153 View status information pg 74 for Exclaimer Signature Manager Status Information Retention At the bottom of the status tab you can set the number of days that status information is to be retained GB Retain status information for 7TH dai Any status information older than the specified number of days is permanently deleted Signature Manager 2 0 Working with Encrypted and or Signed Email Exclaimer Signature Manager adds Outlook signatures to email messages and configures mail format settings for your users it does not affect encrypted and or signed email messages A A A Signed and Encrypted Signed Encrypted Signature Manager 2 0 Introduction to Policies Within Exclaimer Signature Manager a signature is constructed using three distinct parts a signature business card content a campaign sales promotional content and a disclaimer legal corporate content These parts are defined in separate policies and then combined when given criteria are met to form the final Outlook signature For example Karen Think KT netvot26 local t 2020 123 4667 www thinkboxart com This section of the Signature was applied from a signature policy This section of the signature was applied from a Campaign policy This message and any associated files is intended only for the use of the individual or entity to which it is addressed and may contain information that is confi
74. ckground Use the drop down list to set the vertical start position position for a background image Choose from standard options normal center left right inherit or select value to select a unit pt px etc and enter the required numeric value Signature Manager 2 0 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 Signature Manager 2 0 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 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 CSS box model reference Use the box tab to define margin an
75. crosoft Outlook Launch the new Outlook Web Access signature policy wizard pg 136 and create a new policy for deployment to Microsoft Outlook Web Access OWA Access the Signature Manager policies pg 88 window to view existing policies and change the sequence in which policies are processed pg 153 View status information pg 74 for Exclaimer Signature Manager Signature Manager 2 0 Exclaimer Console Status The status tab contains information and actions regarding activity within the Exclaimer console Entries are categorised as completed warnings or errors as shown below Status toolbar Hide status mm oce Settings a Licensing C Status a Help Filter All Hide Completed warnings Errors ff Pause Information Fitter by time Backing up configuration period Saving updated configuration x Sending Status Update Mail x 5 2 2010 11 58 32 PM License Update x 4 30 2010 11 59 17 PM Sending Status Update Mail b 4 30 2010 11 59 17 PM License Update E 4 29 2010 3 29 57 AM QD 4 29 2010 3 29 57 AM 4 28 2010 3 12 41 PM 4 28 2010 3 12 37 PM 4 28 2010 1 57 53 PM 4 28 2010 1 57 49 PM Sending Status Update Mail License Update Backing up configuration Saving updated configuration Backing up configuration Saving updated configuration iv 4 28 2010 12 27 27 PM Backing up configuration 4 28 2010 12 27 24 PM Saving updated configuration I 4 28 2010 12 00 07 AM Licens
76. cross a series of tabs displayed in the content pane when a policy is selected 3 General B Template E Options Conditions Exceptions E Date Range ah Next Policy Options for these tabs are summarized in the following sections e General pg 123 e Template pg 124 e Options pg 125 e Conditions pg 125 e Exceptions pg 129 e Date range pg 131 e Next policy pg 133 Signature Manager 2 0 The Anatomy of a Policy General Options on the general tab are used to define basic information for a policy These settings determine how the policy is displayed throughout the system and whether or not the policy is active 3 General General Name Sales Signature Policy G Description Z Enabled D 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 list throughout the application Besepiesle 9 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 121 Enabled Select this option to activate the policy If a policy is not enabled it will not run Signature Manager 2 0 The Anatomy of a Policy Template The template tab shows which template is associated with
77. cted in the console tree any template categories are shown as child branches followed by templates within those categories z U Signatures Orbit Illustration Tapestry xChangeUK Sales Signature IT Signature e L HR Signature T Campaigns i E RSS Feed Static Banner Ad Sales Banner Copy of Sales Banner Copy of Copy of Sales Banner i m Disclaimers catesory a p Companies Act 1985 p Breach of Confidentiality pe Employer s Liability H Negligent Mis stateme Virus Disclaimer H Standard Disclaimer Sales Disclaimer p IT Disclaimer 1 HR Disclaimer Signature Manager 2 0 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 Options listed below are available when the top level template library branch is selected Option Function Notes QP New category Create new Adds a new category to the category pg 174 bottom of the console tree Import Import a template Previously exported template files pg 182 can be imported into the 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
78. d Navigate to the required drive and folder into which the export file should be saved Enter the required file name for the export file Click save to complete the export Signature Manager 2 0 Importing Configuration Settings The import current configuration settings option is used to import all settings for the Exclaimer console and all Exclaimer applications within it As such the import will include all settings policies pg 98 and templates pg 168 for Exclaimer Signature Manager 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 79 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 79 2 Ensure that Exclaimer is selected in the console tree i e the topmost branch 3 Select import current configuration settings from the actions pane or from the action menu The import configuration window is displayed 4 Navigate drives and folders to select the econfig file to be imported 5 Click open to complete the import Remember 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
79. d padding settings for the selected item see border properties pg 234 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 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 Signature Manager 2 0 Position 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
80. dential subject to copyright or constitutes a trade secret If you are not the intended recipient you are hereby notified that any dissemination copying or distribution of this message or files associated with this message is received this message in error please notify us immediately by rep from your computer Messagessentto and from us may be monitore This section of the signature was applied from Internet communications cannot be guaranteed to be secure of a disclaimer policy intercepted corrupted lost destroyed arrive late or incomplete or accept responsibility for any errors of omissions that are present in this have arisen as a result of e mail transmission If verification is required please aqua a hard copy version Any views or opinions presented are solely those of the author and do not necessarily represent those of the company To achieve this the following policy types are used e Outlook signature policy pg 107 e Outlook campaign policy pg 112 e Outlook disclaimer policy pg 114 Signature Manager 2 0 Additionally you can define mail format policies pg 116 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
81. deploy the disclaimer policy to one of the following options e Microsoft Outlook e Microsoft Outlook Web Access e Microsoft Outlook and Microsoft Outlook Web Access Signature Manager 2 0 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 long as the total size is under 4KB 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 Qutlook and OWA on page 104 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 allows you to control Outlook mail format settings pg 117 for all users so that every new replied or forwarded email complies with your organization s house style This is achieved w
82. e Next Policy amp Signature Options Bai Deployment Options Name Sales Signature Ww Make signature read only 5 Deploy signature to Microsoft Outlook amp Default Signature Options Set signature as default for new messages in Microsoft Outlook i Set signature as default for replies and forwards in Microsoft Outlook Image Options A Images Referenced by URLs X Images Referenced by Filenames Include with the message i Include with the message i Do not change Do not change 4 Campaign and Disclaimer Options Add campaigns to this signature i x Add disclaimers to this signature Signature Manager 2 0 These options are summarized below 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 Pete v Sample001 Karen Greer Signatures Select this option to deploy signatures as read only on users computers This prevents signatures deployed from Exclaimer Signature Manager from being deleted Note that this does not prevent users from changing signatures in their email messages Choose whether this signature should be used in Microsoft Outlook or Microsoft Outlook Web Access OWA Note that OWA only allows one signature per user so if multiple signatures ap
83. e Update Z Connection succeeded Available options are summarized in the following sections e Filtering the status list pg 75 e The status toolbar pg 77 e Actions pg 77 Signature Manager 2 0 Filtering the Status List Potentially the status list could become very long therefore it is useful to filter the list to display entries that are most relevant to you Options are available to filter the status list by a given time period and or by category Filter by Time Period Use the drop down filter list to select a time period Having made your selection the status list is updated to show only items that occurred within that time period Exclaimer Console 3 Settings S Licensing Ca Status Help m Hide Completed MP warnings e Errors T ES a Information Backing up configuration Saving updated configuration Sending Status Update Mail License Update Sending Status Update Mail License Update Sending Status Update Mail D 4 29 2010 3 29 57 AM Filter by Status Type Use hide buttons to exclude items for completed warnings or errors from the list For example to exclude all items except for warnings you would click hide buttons for completed and errors categories O Exclaimer Console S New 3 Settings e Licensing Status Help Started Information 4 30 2010 11 59 17 PM License Update 4 29 2010 3 29 57 AM License Update The comple
84. e editor pg 188 e Cloning a template pg 181 e Exporting a template pg 182 e Importing a template pg 182 e Editing a template pg 183 e Renaming a template pg 184 e Viewing template properties pg 185 e Moving a template pg 186 e Removing a template pg 187 You can also learn more about specific tasks using the how to section for templates see page 243 Signature Manager 2 0 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 Signature Manager Orbit Illustration ioj x File Action Window Help ZTK a gt 3E S 2 Exclaimer Orbit Illustration a Signature Manager TER 7 7 q 7 x g D ti ok Signature Pobd Edit Delete Clone 4 Rename E Properties T Move Outlook Campaign Polic E Preview 2 Help p J Outlook Disclaimer Polic rj Outlook Mail Format Po p Policy Tester See how the en Green Marketing Manager S D Template Library template looks in U Signatures the preview tab i i E Sales Dept HR Dept Admin eSpiral sponses Orbit illustration library d alien Ir England and Wales R Use the template breadcrumb trail to access parent categories Signatures Orbit Illustration From here you can e Double click anywhe
85. e virtual directory you will see that deployed signatures are present Internet Information Services IIS Manager S iol x Eile Action view window Help l x e Am EnB ema 9 Internet Information Services E 1156 local computer E Application Pools B Web Sites Default Web site Signatures fl Web Service Extensior gt H l Helmuet Grusser exclaimer co uk zip Hiro Nakamura exclaimer co uk zip Joseph Khadir exclaimer co uk zip 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 Signature Manager 2 0 Configuring a Virtual Directory Using IIS 7 1 Open Internet Information Services Manager inetmgr exe Internet Information Services IIS Manager E loj x Coo Gy gt Start Page x PI File View Help HIA If Eis 3 1157 11S7 Administrator Microsoft Internet Information Semicesm Application Server Manager _ E Online resources Recent connections Connection tasks IIS News Enable IIS News IIS News is disabled click the Enable IIS News link to get the most recent online news 2 Expand nodes and locate the Default Web Site entry Internet Information Services IIS Manager a a Dj x 13 gt 1157 gt Si
86. ea eens 67 ACUIONS errira iinne Enan aeeaeiihads EEE hie aan aia MoAb dais epee geal eee en 70 Exclaimer Console LiC nsing cceeeeee eect eee ee eee eee eee eee a a eee 71 The Licensing ProCeSS ccceeee eect nee eee ene ene ee eee tennant 72 Licensing Information cc ccee cece ee eee een ene ee ene teen neta ee eee 72 The Licensing Toolbar cccece cece eee ene eee tenes etna teeta ees 73 ACON S aiengana enai ieee bale Ta dedi lee Seder riya eta ede ENARE tz eee 73 Exclaimer Console StatuS ccc cece eee eee eee eect nett eaten 74 Filtering the Status LiSt cece eee eee ene eee e eee ee eee 75 Filter by Time Period cece cece cece eee eee eee eee eee neta eee ea eta eee tae 75 Filter by Status Type wsccisuc ieee s epheecita erence etadaleea tee E EEEE a 75 Filter by Time Period and Category cceee eee e eee eee teeta e neta teeta eene eee 76 The Status Toolbar morsiden cece ene eee ene aetna tae 77 ACHONS Sta cstactnoninpadadeuets gpeadd nis bei add delgapiaady hel epiadapnelantidined E ENGE 77 Saving Changes in the Console 0 cee eeee eect eee eee eee eee eae ate teeta tenes 78 Exporting Configuration SettingS ccccece cece eee eee eee ee eee ene e eaten eens 79 Importing Configuration SettingS ccc cece eee eect eee eee teeta teeta 80 Signature Manager 2 0 SIGNATURE MANAGER SETTINGS amp POLICI
87. ecret If you are not the inte ereby notified that any dissemination copgymg or distribution of this message or files associated HTML Rich Text Plain Text Signature Manager 2 0 Chapter 6 The 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 Within Exclaimer Signature Manager all work with templates is completed using the template library within the Exclaimer console tree Exclaimer oe Signature Manager SB Outlook Signature Policies H amp Outlook Campaign Policies H E Outlook Disclaimer Policies H 39 Outlook Mail Format Policies fa Policy Tester I T Signatures F T Campaigns T Disclaimers eedt h The template library is organized using categories so that templates of the same type are grouped When the topmost branch template 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 170 e Working with categories pg 173 e Adding a new template pg 179 e The template editor pg 188 e Clon
88. ection explains how the Exclaimer console is used including Understanding the Exclaimer Console window pg 62 Exclaimer console settings pg 67 Exclaimer console licensing pg 71 Exclaimer console status pg 74 Exporting configuration settings pg 79 Importing configuration settings pg 80 If you already know about the console and wish to get started with Signature Manager see the Signature Manager section of this help on page 81 Signature Manager 2 0 Understanding the Exclaimer Console Window The Exclaimer console window is split into three panes as shown and summarized below Signatur Manager Toolbar ire Policies File Action Window Selection tabs j S Exclaimer C Om Y 2 Settings p Licensing F Status Help w lt A or ii 3 Signature Manager H amp Outlook Signature Policies amp Outlook Campaign Policies Export Configuration Import Configuration i EF Outlook Disclaimer Policies amp Status Eae Cele 7 a A Licensing f pa iepa Policies SendTo Administrator Signature Manager A a ip Template Library From StatusU pdate E xclaimer com W W Create an Outlook signat Subject Exclaimer Signature Manager Status Update ie Create an OWA signatur Server HELPDC cas Settings W k Manage policies Send Eror notifications G T
89. ed 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 collapse border or 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 Signature Manager 2 0 Examples of Properties in Use The following examples show how the properties pane updates to reflect selected content in the template editor e Field properties pg 240 e Hyperlink properties pg 241 e Table properties pg 242 Signature Manager 2 0 Field Properties aS gt siw
90. ed from outside of your organization Remove all previous Ensure that only Signature Manager signatures existing 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 Remove all previous Ensure that extra ad hoc formatting is avoided existing stationery by removing any Microsoft Outlook stationery that may be present on users computers Signature Manager 2 0 Working with Signature Manager Policies Policies are used to construct signature content from associated templates pg 168 and to determine the circumstances under which signatures are applied In short a policy can be thought of as a set of rules or conditions that must be met for a particular signature to be applied to email messages This section contains topics for working with policies including Accessing existing policies pg 120 The anatomy of a policy pg 122 Adding a new policy pg 135 Cloning an existing policy pg 141 Changing an existing policy pg 142 Enabling and disabling a policy pg 142 Viewing which users are associated with a policy pg 143 Removing a policy pg 145 You can also learn more about specific tasks using the how to section for policies see page 146 Signature Manager 2 0 Accessing Existing Policies Within Exc
91. ed to update Outlook signatures regularly using minimal processing memory resources You can automate the process of running ExSync exe on client machines using a Group Policy Object GPO pg 31 or a logon script pg 29 Users will not be aware of the program running during the normal operation of their machine How do I Obtain a Copy of ExSync exe When you complete the installation process pg 15 and the setup wizard pg 21 the ExSync exe program 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 27 e Ensure that ExSync exe runs automatically on all client computers pg 28 Signature Manager 2 0 Setting the Update Mode for ExSync Using Signature Manager settings you can set the mode in which Signature Manager policies are applied to user computers via ExSync pg 26 To do this follow the steps below 1 Within the Exclaimer console select the Signature Manager branch of the console tree 2 Select the settings tab to view general settings 6 Signature Manager Save 3 Cancel New X 3 Settings Policies E Status L Help General x Enable Signature Manager Policies i Outlook Settings Update Client Choose how ExSync updates are performed Update Mode Continuous Update Interval 153 minute s 1 Update Outlook Web Access signature amp settings from server i Account
92. eee teeta ee ene eee 26 Setting the Update Mode for EXSYNC ccceccee eee eee teeta e eens teen eee ee eee 27 Ensuring that ExSync exe Runs Automatically cceee cece cece eee ee eee eee 28 Deploying via a Logon Script ccc cece eee eee eee ene ee eens 29 Stage 1 Create New or Update existing logon bat cceeee cece eens eee 29 Stage 2 Set logon bat as the Logon Script for Required Users 00008 30 Stage 3 Ask Users to Log Out and Log Back IN ccccc eee ece cence eeeeeeeeenenas 30 Deploying via Group Policy Object GPO cece cece eect ee eee eee teen e ee ene eee 31 Stage 1 Create New or Update Existing logon bat logon vbs File 32 Stage 2 Propagate the New GPO cece cece ee eee eee ee eaten senate teen ees 33 Configuring Outlook Web Access Updates from the Server ccccceeseeeeeeeeees 34 Increasing the Default Outlook Web Access Signature Length 066 36 Microsoft Outlook Web Access 2007 or 2010 ce cceeeee eect eee teeta eee 36 Microsoft Outlook Web Access 2003 cccccee eee cece eee teeta tet eee neta tetas 36 Updating the Signature Length in Exclaimer Signature Manager c ese00s 38 Deploying multiple users Signatures to One Designated USer ceeee ees 39 Signature Manager 2 0 Deploying Signatures to Remote USESS cccccecceece cece eee eeeeeeaeeeaeeenesnneeenen
93. elds which can be used when defining templates in Exclaimer Signature Manager e Content from file pg 208 e Custom hyperlink pg 209 e Custom image pg 211 e Rotating banner ad pg 212 e RSS feed pg 220 e Composite field pg 222 e Custom smart table pg 223 Signature Manager 2 0 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 Browse Oet gt on j 2 Click the browse button to display the open window 3 Navigate drives and folders to select the required file 4 Click open to select the file and return to the file location window Signature Manager 2 0 Custom Hyperlink A custom hyperlink can be used to insert a standard hyperlink i e the URL for a web page and any other kind of link for example a mailto email link Additionally it has the option to inc
94. elect an Active Directory Directory container or leave blank to search the entire Active Directory container Start with a Use this icon to remove a query line Choose to start the query with no one so the query will start with nothing and add matched users or everyone so the query will start with all Active Directory users and remove matched users Start with a a a Use this icon to add a new query line EO Choose to add or remove matched users Addeen 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 where should be queried equal to 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 Signature Manager 2 0 The Anatomy of a Policy Exceptions Exceptions are used to specify any exceptions to conditions pg 125 which have been set For example if you have defined a condition to match everyone within a given department you might define an exception to exclude individual people within that department Use the exceptions tab to set required criteria Exceptions A Select exception s i 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
95. email please provide your name company name and product version together with a description of your query Closing Signature Manager The Signature Manager application does not need to be running for policies to be processed To close Signature Manager select exit from the file menu at the top of the Exclaimer console pg 60 Signature Manager 2 0 Chapter 2 Installation amp Deployment Installation Overview The installation process for Exclaimer Signature Manager 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 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 Outlook Web Access 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 Outlook Web Access 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 e This sets ExSync exe for the relatively few users who log on to your domain and you should then conf
96. emplate Item 1 LabellItem 1 Content Item 2 LabellItem 2 Content Item 3 LabelllItem 3 Content Item 4 LabelllItem 5 Content 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 zl button to the right of the cell properties entry The smart table rows window is displayed so you can add edit or remove rows as required Signature Manager 2 0 AD Pictures Fields Fields in the AD Pictures section are summarized below Field Inserts JPEG Photo Insert JPEG photo 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 Other AD Fields Fields in the other AD fields section are summarized below Field I nserts Home Address Insert the user s home address Personal Title Insert the user s personal title Postal Address Insert the user s postal address Custom 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 Signature Manager 2 0 Server Fields Fields in the server fields section are summarized below Field Inserts Server Distinguished name information for the generating Distinguished server f
97. emplate with a campaign policy This principle applies to any of the Outlook signature policies signature campaign and disclaimer Signature Manager 2 0 Understanding the Difference between Outlook and OWA Policies Within Signature Manager policies can be defined for emails sent via e Microsoft Outlook pg 104 e Microsoft Outlook Web Access OWA pg 105 This is determined on the options tab for each policy as shown below amp Options amp Signature Options Va Deployment Options Name Sample001 1 y Make signature read only sso gusssessusevesvesvecsesvesseesvssoessessssessussuesessveeseseusssssssosssseseeevesvesseosesssssessesseose Deploy signature to Choose whether the policy should be deployed dj Options to Microsoft Outlook or g ee dhe on to Outlook Web Access A Images Referenced by URLs Y Images Referenced by Filena Include with the message Include with the message 1 Do not change Do not change 4 Campaign and Disclaimer Options Add campaigns to this signature i x Add disclaimers to this signature i Microsoft Outlook Policies are applied to any emails that are sent from Microsoft Outlook Any 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 f
98. eo When composing plain text message use Courier New 10pt Black bast E Outlook Options Remove all previous existing signatures i Remove all previous existing stationery These options are summarized below Option Summary Compose in this Choose the default composition format for message format emails that are composed in Microsoft Outlook available options are HTML RTF and plain text UES Ulei ae Select this option to use Microsoft Word when default editor for composing new email messages from Microsoft email messages Outlook Note that this setting only applies for Microsoft Outlook 2003 EES Ulei aE Select this option to use Microsoft Word when default editor for composing new email messages in rich text email messages in format from Microsoft Outlook Note that this rich text format setting only applies for Microsoft Outlook 2003 When composing a Specify default font settings type style size new message use effects and color to be used when composing new email messages in Microsoft Outlook Signature Manager 2 0 When composing a Specify default font settings type style size reply or forward use effects and color to be used when replying to or forwarding email messages in Microsoft Outlook When composing Specify default font settings for composing or plain text message viewing plain text messages in Microsoft use Outlook Note that this setting has no effect on messages receiv
99. er iof x File Action Window Help See X gt 3E D Exclaimer Signature Manager Sit amp Outlook Signature Policies in Outlook Campaign Policies Settings B Policies HH Status Help J Outlook Disclaimer Policies Genea rj Outlook Mail Format Policies z Policy Tester cm m Template Library Outlook Settings Update Client Enable Signature Manager Policies Update Mode Continuous BLE Update Interval 154 minute s 2 Update Outlook Web Access signature amp settings from server Password WD CA Server W Deployment share helpDC signatures Show Error Bubbles 2 Pause GZ 23 Advanced OWA Maximum signature length 4096 byte s 1 From here you can e Update general settings from the settings tab pg 84 e View existing policies from the policies tab pg 88 e View status information from the status tab pg 94 e Add anew policy via toolbar or actions pane options pg 135 Signature Manager 2 0 Signature Manager Settings The settings tab contains general settings for the Exclaimer Signature Manager application Key actions can also be found in the actions pane Signature Manager Signature Manager File Action Window Help A E e Settings toolbar 9 Esclaimer Signatu Manager E i amp Outlook Signature Policies Outlook Campaign Policies Settings Policies HH S
100. es pg 225 e Other AD Fields pg 225 e Server pg 226 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 Signature Manager 2 0 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 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 First name fF irst namei EZZ dt OF o o o First name o o o Signature Manager 2 0 Available Fields This section summarizes all fields that can be used when defining templates in Exclaimer Signature Manager General pg 204 Address pg 205 Telephone pg 206 Organization pg 207 Exchange Advanced pg 207 Dynamic content pg 207 AD Pictures pg 225 Other AD Fields pg 225 Server pg 226 Signature Manager 2 0 General Fields Fie
101. essed on page 100 Signature Manager 2 0 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 168 and then select a new template as shown below Steps 1 3 Access the template library from within a policy Signature Manager Sales Campaign Policy File Action Window Help 3 Select the template library option to browse and 3 ed select alternative templates Er Exclaimer Sales Campaign Policy Signature Manager amp Outlook Signature Policies Sales Signature Policy HR Signature Polic G IT Signature F 1 Select required Outlook Campai las euler y se HR Campaig tree GQ IT Campaign Policy J Outlook Disclaimer Policies 2 Select the template tab HR Disclaimer Policy EJ IT Disclaimer Policy Ara EF Sales Disclaimer Policy Orbit illustration 35 Outlook Mail Format Policies 39 HRA Mail Format Policy p 99 IT Mail Format Policy i 3I Sales Mail Format Policy og Policy Tester E D Template Library Campaigns Sales Banner Signature Manager 2 0 Steps 4 6 Browse and select a new template Template T Signatures eSpiral 5 Preview the template A Orbit Illustration Tapestry xChangeUK Sales Signature IT Signature Ill HR Signature Orbit illustration T Campaig
102. est HH Status v Send Warning notifications Send status updates every wok minute s Include a maximum of 10 24 issue reports in a Content pane Gi Backup Keep a copy of the last 10 gt successfully sa e Available options in the Exclaimer console are summarized in the following sections e Console menu pg 63 e Console toolbar pg 64 e Console tree pg 65 e Content pane pg 66 e Selection tabs pg 66 e Actions pane pg 66 Signature Manager 2 0 The Console Menu The console menu provides access to key areas and tasks within the Exclaimer Console Available options are summarized below File Save Use this option to save any changes made in the current content pane pg 66 Exit Use this option to close the console If any unsaved changes are detected you are prompted to save before exiting Action Options on this menu vary depending on which branch of the console tree pg 65 is currently selected Those listed below are available when the top level Exclaimer branch is selected New Use this option to access the new signature manager policy option and create a new policy pg 135 Export Configuration Use this option to export current configuration settings pg 79 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 configurati
103. evel 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 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 Geese iiss it is currently hidden or hide the console tree if it is currently shown Show Hide Use this toggle option to show the actions pane if Neils ee it is currently hidden or hide the actions pane if it is currently shown Signature Manager 2 0 The Console Tree To navigate the Exclaimer console and all applications within it a familiar tree structure is used The 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 64 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 Child AND parent branch Parent branch with unsaved changes Child AND parent Exelaimer i branch wi
104. have the following four files Index File 0 a gif 1 b gif 2 c gif 3 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 September 9 is the month and 4 is the number of files you have in the folder 9 4 2 as integer 2 4 8 9 8 1 The result of 1 would display b gif from the list of files 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 Index File 0 a gif 1 b gif 2 c gif 3 d gif continued Signature Manager 2 0 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 5 4 20 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
105. he next signature type policy in sequence Outlook signature or the next campaign policy if no further signature policy policies exist Don t process Don t process any more signature type policies but anymore Outlook continue with subsequent campaign disclaimer and signature policies mail format policies Don t process Do not process any more policies of any type anymore Signature Manager policies of any type Signature Manager 2 0 If this policy is not applied then Option Summary Process the next Process the next signature type policy in Outlook signature sequence or the next campaign policy if no policy further signature policies exist Don t process Don t process any more signature type anymore Outlook policies but continue with subsequent signature policies campaign disclaimer and mail format policies Don t process Do not process any more policies of any anymore Signature type Manager policies of any type 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 anymore Signature Manager policies of any type options for a scenario where a Director requires a given a signature but does not want a mail format policy 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 select
106. hould 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 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 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 188 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 3 Switch between HTML RTF and plain text tabs to create the template in each format 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 184 the new template 6 If required move pg 186 the template to a different category 7 Click the main save button to save changes made in this session Alternatively use the cancel button to abandon all changes Signature Manager 2 0 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
107. ields presented in tabular form For example WALL idee ret___ Telephone number y A e TE SSS EGG Sw SO gt aS BS produces 4 el 44 0 1252 987 456 Fax 44 0 1252 987 456 Mobile 44 0 7733 102345 Email karen reenorg net When a contact block is used rows are not displayed if Active Directory data is not present See how do create a contact block on page 247 for further information Signature Manager 2 0 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 Template Editor 10l x HTML RichText Plain Text H 9 Undo Pe Select font Font size w Z Source Redo Save amp gt B ra U abe x2 ab X X h Close Q Preview Find T 2 Hades nsert Actions Mode Editor Font Properties a Sz 2 E Titles E Appearance Field case Do not change Field font Prefix font Suffix font espiral gamm Behavior de if blank False GROUP Select the prefix terpret mar False property ontent L splat Fallback value 3 Select press enter to begin a new line _ Prefix 4 gt PS 4 string of text that appears before the Field lt SPAN gt lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt P gt lt SPAN gt Title Signature Manager 2 0 How Do I Create a
108. 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 Signature Manager 2 0 Adding a New Policy Policies are added using the new Outlook policy wizard or the new Outlook web access 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 areas of Exclaimer Signature Manager from the console tree pg 65 from the console toolbar pg 64 and from the actions pane pg 66 Having selected the required new policy option the new Outlook policy wizard pg 136 is launched Signature Manager 2 0 The New Outlook Policy Wizard Outlook policies are added using the new Outlook policy wizard or the new Outlook web access 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 from the console tree pg 65 from the console toolbar pg 64 and from the actions pane pg 66 The new Outlook web access policy option is available from the actions pane pg 66 The process is the same for both shown below however policy options pg 125 will be set for Microsoft Outlook or Microsoft Outlook Web Access automatically dependent upon which op
109. ific conditions policy consists of a set of conditions and a signature template 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 that meet the set of conditions The wizard will default to a condition that creates an Outlook Signature for Administrator for testing purposes You may change this it desired lt Back New gt Cancel 5 Click next to move to the next stage and set conditions for your first policy You can update this policy at any time after the installation so if you are not sure what to set at this point simply accept default conditions and continue J Welcome Administrator Mailbox Deployment Share P New Policy Setup E Conditions Select a template Template preview d Finished Help Exclaimer Signature Manager Setup Wizard Conditions Specify the Outlook users that you wish to receive the signature Select condition s C Outlook user is anyone M 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 CO Outlook user has one or more specific Active Directory attributes wv Edit a condition by clicking an underlined value Policy applies to Outlook Users that a
110. ign sales promotional content e Disclaimer legal corporate content These parts are defined in separate policies which are combined when given criteria are met to form the final Outlook signature A 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 107 campaign pg 112 or disclaimer pg 114 e The circumstances under which the policy should be triggered using conditions pg 125 exceptions pg 129 date range pg 131 and next policy pg 133 options e How the signature should be deployed Microsoft Outlook or Microsoft Outlook Web Access pg 109 e Signature content using templates pg 168 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 is installed and appropriate deployment options have been set it is running in the background all of the time Any new or updated signatures are copied to a central deployment folder the deployment share and then deployed to Outlook use
111. ignature Polic p amp Outlook Campaign Polic Preview k Help z EF Outlook Disclaimer Polic 4 Outlook Mail Format Po z E5 Policy Tester D Template Library m Signatures kareng areenorg net 1 Sales Dept the Agena deer HR Dept Admin eSpiral A Edit Delete Clone 4 Rename E Propertie Ql Move Karen Green Marketing Manager Edit Delete Clone Rename r b Properties bit Mlustea Right click on the template that you New Window wish to move it illustration Move gt Signatures Orbit Illustration Having selected the move option a list of available categories is displayed Move Template xi Category gapereeeeeeseeseeeeseceenenssssesenssenessnsssnesssssnsnsnsssnsesnsesesesesesssesssesetessseenssssssesscssseesssesecesesessseseseseresecasesasesasecasecasnsnsesesesesey Campaigns Disclaimers Select the required category and click OK to complete the operation Signature Manager 2 0 Removing a Template Templates can be removed using the delete option available from the template library toolbar and the right click menu Signature Manager Orbit Illustration File Action Window Help Select the required template in the console a ey tree and use the toolbar option Exclaimer Signature Manager oS Outlook Signature Polic Outlook Campaign Polic Preview k Help p g Outlook Disclaimer Polic p 99 Outlook Mail Form
112. igure Exclaimer Signature Manager OWA settings to use server updates see updating OWA signatures from the server pg 34 Signature Manager 2 0 The Installation Process With both deployment scenarios described above in mind the following diagram summarizes the installation and setup process for Exclaimer Signature Manager 1 Install Signature Manager 174 Complete the setup wizard 3 Check ExSync setup 4 4 Deploy via logon script Deploy via GPO Only required if most users access email via OWA 5 Configure Outlook Web Access updates from server Optional setup Increase ignature Optional setup 6b Deploy multiple users to one designated use Here steps 1 to 4 are mandatory irrespective of how most users access their email Then step 5 is only required if most users use Outlook Web Access and steps 6a and 6b are entirely optional Signature Manager 2 0 Configuring Outlook Web Access If you wish to update Outlook Web Access OWA signatures the machine used for the Exclaimer Signature Manager 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 MAPI Client and Collaboration Data Objects installed An Exchange 2010 server with MAPI Client and Collaboration Data Objects 1 2 1 version 6 5 8165 0 or above ins
113. il server credentials requires secure credentials in order to Use these send emails If you set this to on a user credentials and password must be specified in subsequent fields User Your mail server will use credentials of the specified user when sending emails Password Specify the appropriate password for the user specified for sending emails Signature Manager 2 0 Summary Send error This option must be enabled in order that notification notifications messages can be sent Safe Wae This option must be enabled in order that warning notifications messages can be sent Send status Specify the frequency with which notification emails are updates sent to the specified account The frequency is entered in minutes and must be set to a value between 1 and 1440 one day Notification emails are sent after the specified time has elapsed but notification emails are not sent if no errors or warnings have been generated Include a Specify the maximum number of errors warnings to be maximum included in each notification email If the number of errors of warnings exceeds this value only the earliest occurrences are included A number between 1 and 99 may be entered Backup Each time that configuration changes are saved a backup of the previous configuration is created the location of these backup files can be found by checking the status tab pg 74 Keep a copy Specify the maximum number of backup
114. ile Action Window Help Select the policy to be f X checked and use the a T d toolbar option S Exclaimer RE Signature Manager 7 Outlook Signature Policies aoe G New ausers GDdelete GeClone LAT emplate GF Options Conditions G Exceptions a gt amp New Outlook Signature Policy 0 HR Signe E IT Signat SA Users 2 Outlook Cam GF Delete Out HR Camp Select the policy to be IT Cam i pa checked and right He amp Sales Cat click to display F g Outlook Disc available options J HR Disclainte EJ IT Disclaimer Policy i J Sales Disclaimer Policy oe 4 Outlook Mail Format Policies Signature Policy re Policy e Policy 39 New Outlook Mail Format Policy z 29 HR Mail Format Policy 94 IT Mail Format Policy Enabled J 3I Sales Mail Format Policy p a Policy Tester F ip Template Library Signature Manager 2 0 From here a list of users is displayed in a policy users window These are users who match criteria specified for the policy Policy Users Fale ES This is the list of users defined by the policy conditions and exceptions Use the test feature to test whether a policy would Outlook User To check if the policy will be applied to a given user having processed any other policies you should use the policy tester pg 159 Signature Manager 2 0 Removing a
115. in a Template cecceeeee eee e cence eee eaes 250 Signature Manager 2 0 How do Insert a Single Banner Ad for a Campaign cceeeee eee eee es 251 UNC IMAGES tiie cesatedian cet ante tneketatadd heck whet tan aiaated duledbaweaiamenehmweniaaede s 251 Using Images in OWA Signatures c cece eee ee ee eee eee teen ee eae eaes 251 How do include images for an OWA signature cccee eee eee eee en 252 How Can Tell Which Policies are using a Specific Template 253 Other RESOUICES wie ccesee cede exe beens nK nak ee bene da ot EEEE EEEE EKE ewes 254 EXClalMeEr SUPPOT Ei sti osceissetaatomndehs hive e a aea E E a A a 254 Exclaimer Sal S o iccsceecses pees tides ended eaaa A PEIE AREENA n EE SEA TENNET ENS 254 Copyright Notice ccc nner ene neta tenes 255 Signature Manager 2 0 Chapter 1 Getting Started Signature Manager Overview Exclaimer Signature Manager 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 Outlook Web Access pg 104 How does it Work Within Exclaimer Signature Manager 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 Campa
116. ing a template pg 181 e Exporting a template pg 182 e Importing a template pg 182 e Editing a template pg 183 e Renaming a template pg 187 e Moving a template pg 186 e Removing a template pg 187 You can also learn more about specific tasks using the how to section for templates see page 243 Signature Manager 2 0 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 Signature Manager Outlook Signature Policies File Action Window Help gt Sel 9 Browse temipates within S Exclaimer Fiji Te each category using Signature Manager content tabs H amp Outlook Signature Polic i amp Outlook Campaign Polic T Signatures p J Outlook Disclaimer Polic ra Outlook Mail Format Po p Policy Tester S T Signatures Categories are displayed from the root of the template library branch Orbit Illustration Tapestry eSpiral Orbit Illustration When a category branch is expanded templates for that category are listed xChangeUK Options on the template library toolbar vary depending upon whether a category or a template is selected Rename Clone Properties Tapestry Options shown here are summarized in the following sections Signature Manager 2 0 The Console Tree When the top level template library branch is sele
117. ing it as a field prefix and in conjunction with the hide if blank property we can be sure that the text is only displayed if a telephone number is found for the message sender Signature Manager 2 0 Hyperlink Properties Template Editor iof x HTML RichText Plain Text H A Design Undo pe Select font v Font size p i Source Re Save amp wie ally sae g abe Ee As P a To ale Close Q Preview pa Find Bs te uv X2 _ _ _ siete nse Actions Mode Editor Clipboard Font fa Properties q T cs Oi Web page as hyp E Appearance Display Name Web page as hyperlin E mail as hyperlink Field font D MAI CU D E Content 3 i Address http Web page eoeeseoeesesooeseosooosesoosesessosssoseeoseossososoosesonesooso diiiihosoecesssoossossosoososososesososoosossssososssosoooseo i Hover text Text to display Web page First name Last name Title Change the URL hover and display text for the hyperlink Orbit illustration orbit illustration Ltd is a limited company registered in England and Wales registered office Suite 1 Bus S Address 4 gt The destination URL when the hyperlink is clicked 4 lt TABLE gt lt TBODY gt lt TR gt lt TD gt lt SPAN gt Web page as hyperlin Signature Manager 2 0 Table Properties Template Editor iof x HTML RichText Plain Text HH E Beaks ot i Times New Roman small
118. ions are used to apply Select font 7 Font size formatting to text B Z U e X A A e fontname select the required font from the drop down list Font on e 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 options are used to apply paragraph formatting Options are summarized below listed from left to m mi m M whl ili tl right Paragraph numbered list bulleted list outdent indent align left center align right justify Insert options are used to apply more a detailed formatting and interactive Ba content In RTF mode you can insert Table dynamic content fields Insert Signature Manager 2 0 The Plain Text Editor Toolbar Plain text templates are composed without any formatting information but you can still include Active Directory fields When the template editor is set to plain text mode the toolbar contains the following options Toolbar Option Summary Save and close the current template and return to the tH template library Save amp Close Actions Mode options are used to switch between different A Design view modes Choose from Q Preview e design view and work with the WYSIWYG editor Mode e preview preview the template with sample specific user AD data 2 Und
119. ipt 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 Create new or update existing logon bat logon vbs pg 32 e Stage 2 Propagate the new GPO pg 33 Signature Manager 2 0 Stage 1 Create New or Update Existing logon bat logon vbs File If you do not already have a logon bat file or a logon vbs file you should create one now To do this 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 you should create one 3 Add the script shown below into the BAT file A logon bat Notepad o amp File Edit Format View Help Full UNC path to ExSync exsync exe R Signature Manager 2 0 Or Add the script shown below into the VBS logon vbs Notepad kodad File Edit Format View Help set shell cCreateobject wScript shell a shell run ExSync exe 1 false 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 gpupdate in the Windows run field on that user s computer Signature Manager 2 0 Configuring Outlook Web
120. 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 Signature Manager 2 0 Layout properties Layout properties are used to determine if and how items are displayed on the page Available options are summarized below Option 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 i
121. isclaimer Policies Ceni 3 Outlook Mail Format Policies no x Enable Signature Manager Policies i Be Policy Tester Template Library Outlook Settings Update Client Update Mode Continuous 1 Update Interval 15 minute s Select the Signature Manager branch Update Outlook Web Access signature amp settings from server cco Je Password Deployment folder helpDC signatures Show Error Bubbles i 3 Pause The signature deployment folder 2g Advanced OWA Maximum signature length 4096 byte s 2 Signature Manager 2 0 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 g ExSync cfg Notepad os e Ie File Edit Format View Help Global 1 ErrorBubble 0 Pause 0 ServerOwAUpdate 0 Conti nuousUpdate 1 Signatur eSource Dc1 outlook Signatures 3 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 p ExSync cfg Notepad CIEE File Edit Format View Help Global N ErrorBubble 0 Pause 0 ServerowaAupdate 0 Conti nuousUpdate 1 Signatur eSource Dc1 outlook Signatures RemoteSource C Signature Deployment
122. ith Outlook mail format policies using this type of policy you can control e Message format options control the default format for message composition and preferred editors to be used See page 117 for details e Message font options 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 See page 117 for details e General Outlook options choose whether any signatures or stationery that a user might have set locally are retained or overwritten by Exclaimer Signature Manager See page 118 for details Signature Manager 2 0 Mail Format Policy Options When an Outlook mail format policy is added or edited all standard setup tabs are available qeneral pg 123 template pg 124 options pg 125 conditions pg 125 exceptions pg 129 date range pg 131 and next policy pg 133 However the options tab contains settings which are specific to mail format policy types General a Outlook Options Conditions O Exceptions a Date Range ate Next Policy B Message Format Options i Compose in this message format HTML O Use Microsoft Word as default editor for email messages Use Microsoft Word as default editor for messages in rich text format 2 a Message Font Options When composing a new message use Arial 10pt Black laa When composing reply or forward use Arial 10pt Black fal
123. k Exclaimer Signature Manager allows you to control Outlook mail format settings pg 117 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 control the default format for message composition and preferred editors to be used pg 117 e Message font options enforce your organization s house style by specifying default font settings for new messages together with replies forwarded messages and plain text email pg 117 e General Outlook options choose whether any signatures or stationery that a user might have set locally are retained or overwritten by Exclaimer Signature Manager pg 118 Having defined your templates and policies there s no need to worry about complicated testing processes since Exclaimer Signature Manager includes an intuitive policy tester pg 159 This simulates the generation of signatures for given Outlook users so you can quickly see if policies are defined correctly Signature Manager 2 0 Further Help and Support A range of documentation and literature is available for all Exclaimer products on our website http www exclaimer com If you are not able to find information that you need in this help or from our website please send an email to Exclaimer Technical Support support exclaimer com When sending an
124. l Conditions the policy s conditions You can make further enhancements and add extra policies from within the Exclaimer Console cess mane Y Launch Exclaimer Console E Template preview E Finished You can test your new signature by lagging on to a computer with Outlook installed as a user that meets the policy s conditions and running the application ExSyne exe ExSyne exe can be found in the following Network Share helpDC signatures Once you are able to manually update signatures this way we recommend that you configure ExSync to run automatically on each user s computer using either of the following options Modifying the logon script Modifying group policy Further information on these options can be found in the help file Hep lt Back mih 9 Click finish to exit and launch Exclaimer Signature Manager From here you may wish to check set additional deployment options see setting up ExSync pg 26 deploying via a logon script pg 29 deploying via GPO pg 31 configuring Outlook Web Access updates from server pg 34 increasing the default Outlook Web Access signature length pg 36 and deploying multiple user s signatures to one user pg 39 Signature Manager 2 0 Setting up ExSync To deploy signatures from Exclaimer Signature Manager to each user s computer a small program named ExSync exe needs to be running on each client machine ExSync exe is design
125. laimer Signature Manager policies are accessed via the Exclaimer console tree or by using policy tabs from other branches of the tree pg 121 Navigating Policies Using the Console Tree All work with policies is completed from the Signature Manager branch of the Exclaimer console tree Exclaimer e Signature Manager FP Sales Signature Policy F HR Signature Policy eas amp IT Signature Policy amp Outlook Campaign Policies HR Campaign Policy IT Campaign Policy po ee amp Sales Campaign Policy F Si Outlook Disclaimer Policies F Sales Disclaimer Policy p e EF IT Disclaimer Policy 4 Outlook Mail Format Policies e 2I HR Mail Format Policy 39 IT Mail Format Policy 39 Sales Mail Format Policy H eS Policy Tester i ip Template Library From here all existing policies are shown as child branches within the tree Select any policy from the tree and right click to view actions that can be taken Exclaimer Signature Manager F Outlook Signature Policies HP Signa amp New Outlook Signature Policy ih Ga IT Signat Sa Users a amp Outlook Carp amp R Sales Car amp amp HR Camp L SPIT Campa OF Mew Window E Outlook Disclaimer Policies E J Sales Disclaimer Policy HR Disclaimer Policy z IT Disclaimer Policy Delete Outlook Signature Policy Clone Outlook Signature Policy hd Carat Signatu
126. late in the console tree and use the toolbar y z option 9 Exclaimer Orbit Illust Signature Manager ae H Tr Outlook Signature Polic A Edit Delete Clone 4 Rename E Properties T Move Outlook Campaign Polic Preview k Help SFE Outlook Disclaimer Polic pe 99 Outlook Mail Format Po z Policy Tester D Template Library I ul Signatures karena areenorg net i t 44 0 1252 987 456 vara greenorg net Karen Green Viarketng Manager Sales Dept HR Dept Admin eSpiral Tar Edit xC Delete Clone th g Disclait gt Bact Right click on the template that you Properties wish to rename Move New Window gt Signatures Orbit Illustration Having selected the rename option you are prompted to enter a template name Rename Template xi Template Name Simply enter the required name and click OK Signature Manager 2 0 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 that are using the template Template Properties xi ies General Information Name Sales Signature Size 129 93 KB File C ProgramD ata Exclaimer Ltd Signature Manager T emplate Library b1 6d8a91 5244 43fc 91 6e e0677a3ee36f zip amp Policies using this template amp Sales Signature Policy Properties are avail
127. lation process for each client as detailed on the following page Signature Manager 2 0 The Client Installation Process 1 Double click the MSI file to launch the Exclaimer Outlook Settings Update Client Setup wizard ie Exclaimer Outlook Settings Update Client Setup i l oj xi Welcome to the Exclaimer Outlook Settings Update Client Setup Wizard The Setup Wizard will install Exclaimer Outlook Settings Update Client on your computer Click Next to continue or Cancel to exit the Setup Wizard exclaimer 2 Click next to view and accept the License Agreement i Exclaimer Outlook Settings Update Client Setup i l oj xi End User License Agreement 4 Please read the following license agreement carefully P License agreement BEFORE YOU PLACE A CHECK IN THE 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 IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS LICENSE CANCEL THE INSTALLATION AND DO NOT INSTALL OR USE THE x ene IV accept the tems in the License Agreement Pit ek ne __Concel_ Signature Manager 2 0 3 Click next to define an installation location By default this is set to Prog
128. lds in the general fields section are summarized below 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 create a contact block on page 247 The first name of the user Initials for the user The last name of the user Display name for the user Description information for the user Office information for the user Telephone number for the user Other telephone number for the user E mail address for the user E mail address presented as a hyperlink for the user Web page address for the user Web page address for the user presented as a hyperlink Alternative web page for the user The date at the time of message composition Signature Manager 2 0 Address Fields Fields in the address section are summarized below Field I nserts Address Block A block of address information for the user in tabular form Includes street city state province and zip postal code Street Street information for the user P O Box P O Box information for the user City City information for the user State Province State province information for the user Zip Postal Code Zip postal code information for
129. le for the network based ExSync program must be edited as detailed in the following sections To deploy signatures from Exclaimer Signature Manager to each user s computer a small program named ExSync exe needs to be running on each client machine ExSync exe is designed to update Outlook signatures regularly using minimal processing memory resources For further information please refer to the Signature Manager help file The deployment directory can be e A UNC 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 Signature Manager 2 0 Option 1 Configure Each Remote User Separately 1 Navigate to the location where signatures were originally deployed you would have specified this in the Signature Manager setup wizard For example DC1 Outlook Signatures If you are not sure what deployment location was specified when Signature Manager was first installed simply open Signature Manager select the Signature Manager branch in the Exclaimer Console and check the settings tab In the following example the deployment location is set to helpDC Signatures
130. lete org accept responsibility for any errors or omissions that are present in this qe orany attachment have arisen as a result of e mail transmission If verification is required please request a hard copy version Any views or opinions presented are solely those of the author and do not necessarily represent those of the company Any 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 Signature Manager 2 0 However at different times of the year you may wish to apply a second campaign policy to promote specific products When Does Processing Take Place When Exclaimer Signature Manager is enabled on a system it is running in the background all of the time When an Exchange 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 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 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 a signature policy and a signature t
131. licy IT Campaign Policy i Sales Campaign Policy 8 Outlook Disclaimer Policies ii g HR Disclaimer Policy EAT Disclaimer Policy E Sales Disclaimer Policy 4 Outlook Mail Format Policies i 94 HR Mail Format Policy IT Mail Format Policy jo Sales Mail Format Policy z Policy Tester E ip Template Library xX ay Signature Manager New v g Delete WD Settings amp Policies J Status Help Policy Name Outlook Signature Policies Clone Move Up Move Down F view z Description amp F HR Signature Policy amp IT Signature Policy amp Sales Signature Policy All signature manager policies are processed first Outlook Campaign Policies amp PHR Campaign Policy amp IT Campaign Policy amp Sales Campaign Policy All campaign policies are processed second Outlook Disclaimer Policies J HR Disclaimer Policy g IT Disclaimer Policy EJ Sales Disclaimer Policy All disclaimer policies are processed third Outlook Mail Format Policies 39 HA Mail Format Policy 3 IT Mail Format Policy 39 Sales Mail Format Policy All mail format policies are processed last Within each policy type policies are processed in the sequence that they are listed You can use move up move down options to change the sequence of policies within each section and for greater control over processing sequence use next policy options pg 133 Signature Manager 2 0 Thus if a signature policy i
132. lt Insert options are used to apply more S Image Line detailed formatting and interactive content Options are from left to right insert table insert image insert horizontal line insert hyperlink insert fields Table Hyperlink 4 Fields Signature Manager 2 0 The RTF Editor Toolbar RTF templates can include standard formatting options images and dynamic content fields When the template editor is set to RTF mode the toolbar contains the following options Toolbar Option Summary Save and close the current template tH and return to the template library Save amp Close Actions a Mode options are used to switch A Design between different view modes Choose Q Preview Horni e design view and work with the Mode WYSIWYG editor e preview preview the template with sample specific user AD data Undo Editor options are used to perform key editorial tasks Choose from Redo Ponte e undo undo the last action in the Fd Find editor Edit e redo redo the last action in the editor e find search for text in the editor s Clipboard options are used to ge Cut manipulate text Choose from Paste Ci Copy e paste paste previously copied text at the current cursor position Clipboard e cut remove currently selected text and copy it to the Windows clipboard e copy copy currently selected text to the Windows clipboard Signature Manager 2 0 Toolbar Option Summary i Font opt
133. lude other Active Directory fields This means that you can create a custom hyperlink and insert for example the general gt web page field to insert a link to the user s own web page in a 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 An address window is displayed pep Insert OK Cancel 2 Click insert to navigate available fields and select the required entry Template Editor ioj x HTML RichText Plain Text H Design ruund Yo Cut Select font Font size i bl ios See al Ee i 5 BlUm Y Ay BEBE ta marl t Coy U X X E A v Close Q Preview Bra EnS si S Table Actions Mode Editor Clipboard Font Paragraph Insert fa Properties a Properties pari a A z eu 4 lt P gt First name Last name Title E Element Layout 4lign NotSet E mail as hyperlink E Element Style t Teleph b a a9 feb page fas hyperlink Glass http Style Title OK Cancel 2 Telephone number l For m S r Sequencers gt TAR Initials Address gt 4A Last name Telephones gt TA Display name Date and Time gt A Description Organization gt TAR Office Exchange Advanced A Telephone number Other AD Fields gt A Other Telephone number Server gt 4A E mail
134. mpaigns at certain times however there is a size limitation with OWA signatures As long as the total size is under 4KB 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 on page 104 Outlook Disclaimer Policies The content for a 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 Karen Think KT netvot26 local t 2020 123 4667 thinkboxart com This message and any associated files is intended only for the use of the individual or entity to which it is addressed and may contain information that is confidential subject to copyright or constitutes a trade secret If you are not the intended recipient you are hereby notified that any dissemination copying or distribution of this message or files associated with this message received this message in error please notify us immediately by re This section of the from your computer Messages sent to and from us may be monite signature was applied from Bias a disclaimer policy Internet communications cannot be guaranteed to be secure or intercepted corrupted los
135. n Policy IT Campaign Policy Es amp Sales Campaign Policy F E Outlook Disclaimer Policies HR Disclaimer Policy J IT Disclaimer Policy i wm ff Sales Disclaimer Policy 4 Outlook Mail Format Policies pe 39 HR Mail Format Policy 5 IT Mail Format Policy i je Sales Mail Format Policy p e Policy Tester E M Template Library You can double click any policy from the list to view and edit its settings pg 122 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 Signature Manager 2 0 The Policies Toolbar When the policies tab is displayed the policies toolbar contains the following options Toolbar Option Summary New Select this option to access options for creating a new signature pg 107 campaign pg 112 disclaimer pg 114 or mail format policy pg 116 Delete Use this option to remove pg 145 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 when changes are saved For further information see page 145 If you need to create a policy which is similar to an existing policy use this option to clone duplicate the existing policy pg 141 and then edit pg 142 the duplicate version as required this can be much quicker than creating a new policy from
136. n view the final output using the Outlook signatures tab pg 167 Signature Manager 2 0 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 131 conditions that might have been set m a Policy Tester amp Run Test g Reset Policy Tester U Help Enter details of the Outlook User and the date that you want to test then click Run Test amp Outlook User Administrator B Run Test Test date 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 The Policy Tester Toolbar The following options are available from the policy tester toolbar Toolbar Summary option Run Test Having set required test criteria use this option to run the current policy test gP Reset Use this option to clear all settings in the policy tester and start from a clean point Signature Manager 2 0 Running a Policy Test To run a policy test follow the steps below 1 2 Ensure that policies are in the correct sequence on the policy list pg 88 Select the policy tester branch of the console tree Use the browse bu
137. nal unit link to browse and select the required domain or unit from a container list 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 Signature Manager 2 0 The Anatomy of a Policy Date Range Options on the date range tab are used to set any date time limitations for a policy ta Date Range E Date Range Continuous DateRange i 06 Jul 2010 00 00 From To O68 Jul 2010 23 59 Use Advanced schedule i TS Policy is active when any ofthe following schedules applies By default the date range tab is set to continuous which means that there are no date or time restrictions associated with the 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 Signature Manager 2 0 Using the Advanced Schedule The advanced schedule works by selecting days of the week that the 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 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 int
138. nature Manager Policies Option When this option is de selected all signature pg 107 campaign pg 112 and disclaimer pg 114 policies will be disabled In this case Exclaimer Signature Manager still runs but it will not find any policies to process The Pause Option When this option is selected Exclaimer Signature Manager stops sending policy settings updates to users computers It is particularly useful for example if you are performing maintenance tasks on the server and wish to prevent errors being reported during this time Signature Manager 2 0 Chapter 5 The Policy Tester Introduction The policy tester is used to simulate policy processing so you can ensure that correct signatures and mail formatting options are applied to users Using the policy tester you can select a user for whom the signature will be generated together with a date time at which it would appear to have been generated Signatures generated in the policy tester are never actually applied so you can select whichever user is most appropriate for testing without concern When a policy test is defined and run Exclaimer Signature Manager processes all active policies You can then access a process diagram pg 163 to e View which policies have and have not been applied e Check the reason why a policy is or is not applied e Preview the signature at any stage in the process to see any additional content applied Additionally you ca
139. nding the Template Editor WindOwW cceeeeee eee eee teen ee eae aes 189 The Content Areawcs cuarain eevee edn en aaa code tena avid A EREE 190 The Breadcrumb Trail ssssusssssssunssssssrnressrsrrrrnsrnrrnnnnrrrennenerrennsnerrun 190 Switching Between Different Format Types ccceeeee eee eee eae eee eens 190 The Template Editor Toolbar cccc cece eee eee eee ee eee neta eae teeta ene ened 190 The Fields Panelaca ccecs cnthertonavdahs Siva cs ode hetsdaan tele iedas era aigvekeecgh bien ache 190 The Properties Pane 0 ccccceee cece eee eee eee eee ene eens eens eee eee ene nnaee 190 Template Editor Toolbar Variations ccccceee eee ee cette eect eee e teen eeeaeeaes 191 The HTML Editor Toolbar ccceccece cece eee eee a enaee 192 The RIF Editor Toolbar wsccccccereetes cei get edie Eea ed ieee 194 The Plain Text Editor Toolbar ccccececeee eee eee eee eee eee eae teen e netted 196 Ta DIGS races seas ence caesar E neces agametae E E erncmnens 197 Smart Table Contact BIOCK cccee cece eee ene e ene a eee ties 198 Smart Table CUSTOM esiceieieteuseedhiddves eda hetaserebocdentssce lente a A OE tale 198 Standard HIME Table icicetecewsee nied iieianhthase cobieceelsocgden dear eed beans iets 199 PIC DS iii stone 2 obiddinacausiaatspecn sebast plod keladevienaensiadielans E 200 Working with the Fields Panel ccccecee eee eee ee eee eee ea
140. ndition s Outlook user is anyone 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 iv Outlook user has one or more specific Active Directory attributes Selected condition Edita condition by clicking an underlined value Policy applies to Outlook Users that Meet the Active Directory Attribute Condition Sales Department Use hyperlinks to set criteria for the condition Apply policy when all conditions are met Apply policy when any condition is met If mulitiple conditions are set choose whether ALL conditions must be met to trigger the policy or if just one is enough Signature Manager 2 0 Once a condition is selected any options 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 are displayed as hyperlinks in the lower pane select these links to set refine criteria for the associated condition Available Options for Setting Conditions When working with conditions pg 125 for a policy the following options are available Outlook user is anyone 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 Outlook user has one or more specific Acti
141. nner Copy of Sales Banner Copy of Copy of Sales Ba a a Disclaimers Companies Act 1985 HR Signature Breach of Confidentiality E PERA Help lt Back f Signature Manager 2 0 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 188 ce New Outlook Signature Policy Pi General Template Preview BS Template This is an example of how your selected signature template will look Template Preview 1 Ld Conditions LJ Finish J a Karen Green Marketing Manager karen reenorg net t 44 0 1262 987 456 t 44 0 1252 987 466 ww greenorg net orbit illustration Ltd Suite 1 8 Display Data from User js Apply amp F Edt Help Cancel Signature Manager 2 0 Step 4 Set Conditions for the Policy Set criteria pg 126 to determine the circumstances under which the policy is applied to messages then click next to continue Having created the policy you can update the conditions at any time and also add exceptions pg 129 For further information about this
142. ns RSS Feed Static Banner Ad 4 Browse existing templates Copy of Sales Banner Copy of Copy of Sales Ba T Disclaimers Companies Act 1985 Breach of Confidentiality 6 Click OK to apply Employer s Liability the template to the policy Negligent Mis statement ee ee ia oo OK Cancel Signature Manager 2 0 How do Ensure that Local Signatures are Not Used Exclaimer Signature Manager allows you to promote a consistent brand image throughout your organization 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 mail format policy pg 116 and selecting remove all previous existing signatures and or remove all previous existing stationery options P Sales Mail Format Policy iNew ausers Delete yi Clone General Outlook Options Conditions GD Exceptions g Date Range at Next Policy 2 Message Format Options Compose in this message format Use Microsoft Word as default editor for email messages 1 Use Microsoft Word as default editor for messages in rich text format a Message Font Options When composing a new message use Arial 10pt Black se When composing reply or forward
143. ns for completing a selection of common tasks with policies using Exclaimer Signature Manager including How do create a policy based upon specific Active Directory attributes pg 147 How do change the sequence in which policies run pg 153 How do apply a campaign template before the signature pg 154 How do change the template associated with a policy pg 155 How do ensure local signatures are not used pg 157 How do pause signature updates pg 158 Signature Manager 2 0 How do Create a Policy Based upon Active Directory Attributes The configure attributes window pg 127 allows you to define conditions pg 125 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 policy 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 IT Signature Policy sve EG New Users GDdelete F Clone F Options Conditions Exceptions Date Range gE Next Policy 4 gt Select condition s x Outlook user is a member of a Domain or Organizational Unit Outlook user has one or more specific Active Directory attributes 1 Select Outlook user has one or more specifi
144. nsert 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 if images cannot be displayed Signature Manager 2 0 Action Summary Filter 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 09 and would therefore specify 09 or you might only wish to use JPEG images and therefore specify J PG Folder Click the browse button to open the folder Location 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 Enter text to be displayed when a user hovers the cursor over a rotating banner ad image Signature Manager 2 0 Rotating Banner Ad Sequencing Each time an Outlook signature is requested via ExSync pg 26 Exclaimer Signature Manager 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 Exclaimer Signature Manager remembers the last banner it used for each user Therefore when an Outlook signature is next reque
145. o Editor options are used to perform key editorial tasks are Choose from A e undo undo the last action in the editor Find Editor e redo redo the last action in the editor e find search for text in the editor Clipboard options are used to manipulate text Choose ge Cut from Paste 3 Copy e paste paste previously copied text at the current cursor position Clipboard e cut remove currently selected text and copy it to the Windows clipboard e copy copy currently selected text to the Windows clipboard View options are used to help when working with plain MI Whitespace text Select the whitespace option to view paragraph markers within the editor and click word wrap to wrap text to accommodate the window size View These options do not change the way in which the template will be viewed by recipients Insert options are used to insert dynamic content Koa fields is Fields Insert Signature Manager 2 0 Tables When working with HTML templates selecting the table option from the editor toolbar displays an insert table options window Insert Table xi Smart Table Smart Table is optimized for common layout tasks such as creating contact blocks business cards and other ordered groups of information It is recommended that you use a Smart Table when laying out Active Directory fields as it provides very simple control for suppressing rows that contain no data Contact Block Use a smart table o Ka Sma
146. o select that part of the template and display a popup menu which contains shortcuts to key tasks for the selected element 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 It is advisable to create each template in all three formats to allow for situations where email recipients cannot view HTML or RTF messages 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 options will change since some options are only applicable to a given format For example you can insert tables pg 197 into HTML templates but not in RTF or Plain text versions For a summary of the different toolbar options see template editor toolbar variations on page 191 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 section on page 200 The Properties Pane Properties are used to format and control template content Almost every piece of content
147. o the future as the policy needs to run for the forseeable future Advanced Schedule Weekend From 24 Sep 2009 T 0I Jan 2100 0 Sa EE PEER AEE Monday through Fnday from 00 00 to 00 00 Policy is active 7 Making the policy inactive for icale 30 men interval the selected days means that it 3 p 47 Poloj is inactive z 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 E Policy i actve when any of the following schedules applie Signature Manager 2 0 To update an existing schedule select its name and click edit Similarly click delete to remove the selected schedule The Anatomy of a Policy Next Policy If you have a number of policies which are dependent upon each other you can create a policy chain using the next policy tab lo Next Policy Fa Next policy rules i F If this policy is applied then Process the next Outlook Signature policy If this policy is not applied then Process the next Outlook Signature policy iy Whilst you control the sequence in which policies are processed using the policy tab pg 88 the next policy tab allows you to define specific policy chains based on whether the previous policy in the chain is or is not applied These options are If this policy is applied then Option Summary Process the next Process t
148. of the process diagram until additional icons are displayed Click lt a 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 Signature Preview Administrator Outlook Signatures Sample001 1 26 23 KB Administrator Tel Mobile IP Phone Fax Administrator network26 local exclaimer Mail Utilities for Microsoft Exchange This signature was added by Exclaimer Signature Manager HTML Rich Text Plain Text Signature Manager 2 0 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 mail format settings a Policy Tester JRun Test lt P Policy Tester zs Rules Appledan z View the signature as it Karen Think would be presented in Microsoft Outlook z Outlook Signatures OS ImagS ales Signature View the signature as it me J OWA Signature would be presented in Microsoft Outlook Web Access emails Sales Banner 39 Mail Format Options Sales Mail Format Policy View a summary of any Be mail format settings applied ceoke Orbit illustration This message Switch between is intended only for the use of the individual or message formats Bed and may contain information that is confid por constitutes a trade s
149. on page 15 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 that are not shown in the status window pg 94 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 By default OWA signatures cannot be greater than 4096 bytes in size This limit can be modified via the registry for Exchange 2003 but you must ensure that the OWA maximum signature length setting matches the registry value For further information see increasing the default Outlook Web Access signature on page 36 Signature Manager 2 0 The Settings Toolbar When the settings tab is displayed the settings toolbar contains the following options Toolbar Option Summary New Select this option to access options for creating a new signature pg 107 campaign pg 112 disclaimer pg 114 or mail format pg 116 policy Actions The following actions are available from the settings tab Action Select this option to Export Export all settings and policies see the export CCIE oA configuration section on page 79 Import Import a previously exported configuration file see the CCEA import
150. on is required please request a hard copy version Any views or opinions presented are solely those of the author and do not necessarily represent those of the company Exclaimer Signature Manager contains a range of sample signatures in the template library pg 168 If required you can edit existing templates pg 183 or create new ones pg 179 using an intuitive template editor pg 188 Signature Manager 2 0 There are no rules as to what information can or cannot be included in a signature however a signature might include e A complimentary 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 108 For example you may want to apply a signature to new email messages only and not to replies or forwarded messages Signature Policy Options When an Outlook signature policy is added or edited all standard setup tabs are available general pg 123 template pg 124 options pg 125 conditions pg 125 exceptions pg 129 date range pg 131 and next policy pg 133 However the options tab contains settings which vary between policy types Available options for a signature policy type are shown below General Template F Options Conditions Exceptions Date Rang
151. on settings 09 80 for the console for example if you are setting up a server using the settings from another server within your organization Window New Window 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 Cascade 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 instances of the console use this option to display all windows horizontally across the screen Contents Use this option to open the help system About Use this option to display version information for the console Signature Manager 2 0 The Console Toolbar The console toolbar provides quick access to key tasks These tasks are also available from the console menu pg 63 but have been placed on the toolbar for faster access Options on this toolbar vary depending on which branch of the console tree pg 65 is currently selected Those listed below are available when the top level Exclaimer branch is selected Option Function Summary ie Back Whilst navigating through the console tree use this option to go back one l
152. ontent at the same time the alternative would be to insert a standard HTML table pg 197 and add fields or other content manually Having selected the smart tables field the smart table rows window is displayed Smart Table Rows xi Column 1 Column 2 Suppress if field is blank 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 policy is processed Type a label for the Use the insert field in the first drop down list to column insert required field to associate with the label Smart Table ow Editor Column 1 Insert Properties Insert Properties Suppress this row if is blank OK Cancel Use this option to suppress blank lines Signature Manager 2 0 Continue to add as many rows as required Smart Table Rows xi Column 1 Column 2 Suppress if field is blank ltem 1 Label ltem 1 Content ltem 2 Label Item 2 Content ltem 3 Label ltem 3 Content ltem 4 Label Item 5 Content Up Down OK Cancel If required you can select a row and use up down options to adjust the sequence You can also edit and delete existing rows Once all rows have been added click OK to insert the table into the t
153. or a standard disclaimer However at different times of the year you may wish to apply a second campaign policy to promote specific products Signature Manager 2 0 Microsoft Outlook Web Access OWA Outlook Web Access 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 17 e Ensure that required policies are set for Outlook Web Access and not Microsoft Outlook When this is done Exclaimer Signature Manager will automatically update a user s Outlook Web Access signature whenever they log on to your domain Exactly how this is done depends upon how your installation is configured please see installation and deployment pg 15 and configuring server updates pg 34 for further information Signature Manager 2 0 Policy Types Within Signature Manager there are four distinct policy types e Outlook signature policies pg 107 e Outlook campaign policies pg 112 e Outlook disclaimer policies pg 114 e Outlook mail format policies pg 116 The first three types are used to construct the final signature and the last mail format is used to apply general formatting options for further information please refer to the policies section on page 98 Signature Manager 2 0 Outlook Signature Policies The content for a signature policy is determined by the
154. or example CN HELPDC O0U Domain NEMIS Controllers DC network26 DC local Server IP IP address details for the generating server for Address example fe80 e5ce af42 688c d2d8 10 192716812671 Server Locale Locale information for the generating server for example en US Saa oS The NETBIOS name for the generating server for Name example HelpDC Server Qualified Qualified domain information for the generating Domain server for example HelpDC network26 local Signature Manager 2 0 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 228 e The style editor pg 229 e Examples of properties in use pg 229 Signature Manager 2 0 Working with the Properties Pane The properties pane updates to reflect the current selection in the template editor View properties by group or sort alphabetically eu lt TABLE gt E Element Layout Shows the type of Align Left properties being Background displayed BgColor Bo
155. or more text decoration options Signature Manager 2 0 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 enter the required numeric value vertical Use the drop down list to select the required vertical alignment align 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 Use the drop down list to determine how white space should Space be handled normal nowrap pre pre line etc word Use the drop down list to select the required word spacing spacing setting You
156. period once the license is activated the message is removed Having completed a trial period you can e Purchase and then activate the license e Contact the Exclaimer sales team email sales exclaimer com to extend your trial Licensing Information The licensing tab shows any contact details associated with this Exclaimer license together with installed products features and version information 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 Signature Manager 2 0 The Licensing Toolbar When the licensing tab is displayed the licensing toolbar contains the following options See the adding a new policy section pg 135 This option is only displayed if you have registered for a 30 day trial Having purchased a license you will receive an email which includes a product activation key Access the Exclaimer website products page http www exclaimer com products aspx to purchase a license Actions The following actions are available from the licensing tab Export all settings and policies see the export configuration section pg 79 Import a previously exported configuration file see the import configuration section pg 80 Access the licensing tab to view licensing information pg 71 Launch the new Outlook signature policy wizard pg 136 and create a new policy for deployment to Mi
157. ply 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 long as the total size is under 4KB 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 104 Signature Manager 2 0 Ensures that if the policy is applied this signature will be used by default when a user creates a new email using Microsoft Outlook If a user fulfils the criteria for more than one default signature the last policy processed will be applied This option is only available if deployment is set to Microsoft Outlook rather than Microsoft Outlook Web Access 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 Microsoft Outlook Web Access Ensures that if the policy is applied this signature will be used by default when a use
158. quired template in the console a ij tree and use the toolbar option Exclaimer e Signature Manager H ZH Outlook Signature Polic p amp Outlook Campaign Polic Preview k Help z g Outlook Disclaimer Polic 29 Outlook Mail Format Po a Policy Tester D Template Library T Signatures karena areenorg net Sales Dept Rad T H HR Dept Admin eSpiral 4 Double click m i om A s anywhere in the x j Edit Right click on the 2 oD n content pane template that you 1 i i Delete wish to edit H Edit Delete Clone 4 Rename E Properties U Move Karen Green Marketing Manager k Clone i A Disclat poe Orbit tat illustration Properties Lid is a limited company registers Move New Window Signatures Orbit Illustration Having selected the edit option the template is opened in the template editor pg 188 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 made in this session Alternatively use the cancel button to abandon all changes Signature Manager 2 0 Renaming a Template The rename option is available from the console tree and from the template library toolbar Signature Manager Orbit Illustration ioj xi Fie Action Window Help Select the required temp
159. r cannot be included in a campaign however content often includes images including rotating banner ads pg 212 and or RSS feeds pg 220 The behavior of a campaign policy is set using the policy options tab see page 113 for details Signature Manager 2 0 Campaign Policy Options When an Outlook campaign policy is added or edited all standard setup tabs are available general pg 123 template pg 124 options pg 125 conditions pg 125 exceptions pg 129 date range pg 131 and next policy pg 133 However the options tab contains settings which vary between policy types Available options for a campaign policy type are shown below General SM Template amp Options Conditions Exceptions E Date Range e Next Policy Ya Deployment Options Deploy campaign to Microsoft Qutlook and Microsoft Outlook Web Access 0 Here you can choose to deploy the campaign policy to one of the following options e Microsoft Outlook e Microsoft Outlook Web Access e Microsoft Outlook and Microsoft Outlook Web Access 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 Signature Manager 2 0 Signatures may include any number of each element for example you might require two ca
160. r creates a new email using Microsoft Outlook Web Access OWA and if they reply to or forward a message This option is only available if deployment is set to Microsoft Outlook Web Access rather than Microsoft Outlook 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 cycle 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 Signature Manager 2 0 Option Summary
161. r 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 Hep lt Back i New Canca 2 Click next to move to the next stage and set an administration mailbox If required click the browse button to browse user accounts and make a selection The account specified will receive warning and notification emails from Exclaimer Signature Manager wl Exclaimer Signature Manager Setup Wizard Welcome Administrator Mailbox BB Administrator Mailbox Select a mailbox to which Exclaimer Signature Manager should send notification messages d Deployment Share J New Policy Setup Exclaimer Signature Manager will send messages to the mailbox specified below if a warning or error situation is encountered A License expiry notifications are also sent to this mailbox d Conditions J Select a template J Template preview Mailbox J Finished Administrator ES he Signature Manager 2 0 3 Click next to move to the next stage and set a deployment share This folder is primarily used to store signatures as generated by Signature Manager in the form of a zip file and for users to access the ExSync program w Exclaimer Signature Manager Setup Wizard gt Welcome Deployment Share z E Administrator Mailbox Specify
162. ra exdaimer co uk zip Compressed Edit Permissions H E Signatures 4 Joseph Khadir exdaimer co uk zip Compressed 2 Lb Karen Green exdaimer co uk zip Compressed Convert to Application E Karen Think exdaimer co uk zip Compressed e Add Application Lib Olleo Hoeglund exclaimer co uk zip Compressed So Add Virtual Directory Li Peter Jones exdaimer co uk zip f Compressed Last Modified 11 30 2010 jj Sebastien Gruyere exclaimer co uk zip Compressed 12 44 54 PM Manage Virtual Directory Browse Advanced Settings M42 Refresh x Remove Aoo gt Hee Online Help E Feanres view Signature Manager 2 0 Installing the Exclaimer Outlook Settings Update Client 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 Signature Manager installation directory when Signature Manager 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 network administrator should be able to provide this information Having completed the above you can perform the instal
163. ram Files i Exclaimer Outlook Settings Update Client Setup Destination Folder Click Next to install to the default folder or click Change to choose another Install Exclaimer Outlook Settings Update Client to C Program Files amp 86 Exclaimer Ltd Client 4 Click next to define user settings for the application Here e The SMTP Address should be defined as the user s default email address e The Remote Signature Location should be defined as the URL for the remote signature location i e the URL required for the remote user to access the deployment location where signature files reside For example fe Exclaimer Outlook Settings Update Client Setup i Application Configuration Specify required settings for the application SMTP Address peter jones exclaimer co uk Remote Signature Location http www mycompany co uk Signatures Signature Manager 2 0 5 Click next to confirm settings ie Exclaimer Outlook Settings Update Client Setup f oj xj Ready to install Exclaimer Outlook Settings Update Client fe Click Install to begin the installation Click Back to review or change any of your installation settings Click Cancel to exit the wizard Bek inst Carcet_ 6 Click install 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 O
164. rary b1 6d8a91 5244 43fc 916e e0677a3ee36F zip amp Policies using this template amp Sales Signature Policy When a template is selected the properties option is available from the template library toolbar It is also available from the right click menu see viewing template properties on page 185 for detailed instructions Signature Manager 2 0 support exclaimer com http www exclaimer com support home KB aspx http www exclaimer com cs forums default aspx 44 0 1252 531 422 1 888 450 9631 27 0 11 561 0900 31 0 228 567066 49 0 421 5371 458 44 0 1252 531 422 sales exclaimer com usasales exclaimer com sales exclaimer nl sales exclaimer de sales exclaimer co za sales exclaimer com sales exclaimer com sales exclaimer es sales exclaimer com 01252 531422 1 888 450 9631 31 0 228 567066 49 0 421 5371 458 27 0 11 561 0900 36 20 422 3984 33 4 76 21 17 03 34 947 257 714 44 0 1252 531422 User Manual Signature Manager 2 0 254 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 and events depicted herein are fictitious and not associated with any real company organization product domain name e mail address logo
165. ration section pg 80 Licensing Access the licensing tab to view licensing information pg 71 Create an Launch the new Outlook signature policy wizard pg 136 Outlook and create a new policy for deployment to Microsoft signature Outlook ERGOE Launch the new Outlook Web Access signature policy signature wizard pg 136 and create a new policy for deployment to Microsoft Outlook Web Access OWA WENELL Access the Signature Manager policies pg 88 window to policies view existing policies and change the sequence in which policies are processed pg 153 View status information pg 74 for Exclaimer Signature Manager The actions pane displays quick access to common tasks for the selected node It can be hidden or shown using the hide show actions pane button on the toolbar Available actions 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 new pg 135 export configuration pg 79 and import configuration pg 80 Signature Manager 2 0 Exclaimer Console Settings The settings tab contains options and actions for defining how email notifications are sent and received together with backup details Exclaimer Console sve Settings e Licensing E Status L Help amp Status Notification Ene SendTo Administrator From StatusUpdate E xclaimer com Subject Exclaimer Status Upd
166. rder 2 BorderColor jj a3c640 Caption CellPadding 0 CellSpacing 0 Height TableFooter TableHeader Width E Element Style Id Class Style BORDER COLLAP Title Summary information for the Element Layout mare CRON 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 Signature Manager 2 0 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 Signature Manager includes an intuitive style editor which makes styling HTML content a straightforward task The style editor is accessed from the properties pane when an item of content is selected Template Editor Mil x HTML RichText Plain Text tH Design 9 Undo Ye Select font Font size EE EE kil Image Line Save amp
167. re Manager 2 0 Navigating Policies Using Policy Tabs Existing policies can also be accessed from other branches of the console tree via a policy tab in the content pane Siorotre Meneger New Gdelete Giclone lt Move Up J Move Down F view Settings de Policies Status Help Policy Name Description Outlook Signature Policies amp Sales Signature Policy EF HR Signature Policy EIT Signature Policy Outlook Campaign Policies HR Campaign Policy GIT Campaign Policy Sales Campaign Policy Outlook Disclaimer Policies g HR Disclaimer Policy g IT Disclaimer Policy J Sales Disclaimer Policy Outlook Mail Format Policies 29 HA Mail Format Policy ST Mail Format Policy 3I Sales Mail Format Policy Policy tabs are available from the Signature Manager branch and also from the Signature Manager policies branch The sequence in which policies are listed here 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 options to change the sequence of this list For further information please see understanding how policies are processed on page 100 Signature Manager 2 0 The Anatomy of a Policy A Signature Manager policy includes a range of settings which control how policies are processed and what signature content should be applied These settings are organized a
168. re in the following list Administrator Apply policy when all conditions are met Apply policy when any condition is met Signature Manager 2 0 6 Click next to move to the next stage and select a template to associate with your first policy 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 ba u Exclaimer Signature Manager Setup Wizard Welcome Select a template Bi Administrator Mailbox Choose a template for creating your signature Deployment Share Dal New Policy Setup T Signatures Conditions i SampleOdl mnt E Select a template Sample002 J Template preview Sample003 la Finished Sample004 Karen Green Sample005 Sample006 Sample007 j Os exclaimer eSpiral Orbit Illustration Tapestry xChangeUK ia Campaigns RSS Feed Static Banner Ad IO Disclaimers Companies Act 1985 I vi Breach of Confidentialit a o 7 Click next to preview the selected template to see how it would be presented when a signature is generated W Exclaimer Signature Manager Setup Wizard PI Welcome Template preview Bi Administrator Maibox This is an example of how your signature will look Deployment Share If your signature templ
169. re in the preview tab to edit the template pg 183 in the template editor pg 188 e Select a template category pg 173 from the template breadcrumb trail to view other templates in that category e Use toolbar options to edit pg 183 delete pg 187 clone pg 181 rename pg 184 or move pg 186 the template Signature Manager 2 0 Adding a New Template The new template option can be accessed from the console tree and from the template library toolbar Signature Manager Signatures i i p Use the new option Fie Action Window Help apaa T Ly when a category is selected E 2 Exclaimer 1 Signai Signature Manager H amp Outlook Signature Polic z amp Outlook Campaign Polic z EF Outlook Disclaimer Polic 29 Outlook Mail Format Po z S Policy Tester Se my Template Library Edit Delete New Template Rename Category Delete Category Right click on a Tiasa ie Tapestry template option ez xChangeUK H U Campaigns cam T Disclaimers New Window eSpiral Orbit Illustration Tapestry Signature Manager 2 0 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 s
170. rs automatically So when a user chooses to create a new email message or if they choose to reply to forward a message they will see any applicable signatures in their message Signature Manager 2 0 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 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 which will be familiar to anyone who has worked with Microsoft Outlook or Microsoft Word Versions are created in HTML RTF and Plain Text formats with an instant preview 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 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 Outloo
171. rt Table containing contact numbers and email address with labels and several to insert a standard layout options content block or a custom smart table i Custom Smart Table Ha 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 2 with HTML insert a Number of columns 24 AutoFit to window standard HTML table v Number of rows 2 Spread evenly Border thickness Cancel Specify the number of rows columns and table properties for a custom smart table or a standard HTML table From here you can choose the type of table to be inserted choose from e A smart table contact block pg 198 e Asmart table custom pg 198 e A standard HTML table pg 199 These options are summarized in the following sections Signature Manager 2 0 Smart Table Contact Block When working with templates a common requirement is to insert standard contact information for the message sender You can do this by adding individual fields pg 200 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 fields relating to the sender
172. s applied content from the associated template is added to the signature Processing continues and if a campaign policy is applied content from the associated template is appended to the signature content Processing continues and if a 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 Think KT netiok26 local t 2020 123 4667 inna thinkboxart com This section of the Signature was applied from a signature policy Orbit illustration orbit illustr This section of the signature was applied from a campaign policy This message and any associated files is intended only for the use of the individual or entity to which it is addressed and may contain information that is confidential subject to copyright or constitutes a trade secret If you are not the intended recipient you are hereby notified that any dissemination copying or distribution of this message or file sociated mith this message is stm received this message in error please notify us immediately by rep from your computer Messages sent to and from us may be monitor This section of the signature was applied from Internet communications cannot be guaranteed to be secure or a disclaimer policy intercepted corrupted lost destroyed arive late or incomp
173. s are used to switch between different view modes Choose from e design view and work with the Q Preview WYSIWYG editor Mode e source view and work with the HTML source e preview preview the template with sample specific user AD data 4 Undo Editor options are used to perform key editorial tasks Choose from Redo HORN e undo undo the last action in the FB Find editor Edit e redo redo the last action in the editor e find search for text in the editor gt Clipboard options are used to manipulate Je Cut text Choose from Paste Cil Copy e paste paste previously copied text at the current cursor position Clipboard e cut remove currently selected text and copy it to the Windows clipboard e copy copy currently selected text to the Windows clipboard Signature Manager 2 0 Toolbar Option Summary Font options are used to apply formatting Times New Roman small 3 to text B Z Udg EYA e font name select the required font from the drop down list e 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 taal ae Paragraph options are used to apply i2 i2 tE 2E paragraph formatting Options are from left to right numbered list bulleted list B22 outdent indent align left center align right justify lt
174. s 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 must be linked using a URL and not embedded For further information about OWA signatures see understanding the difference between Outlook and OWA signatures on page 104 Signature Manager 2 0 How do I include images for an OWA signature Any images used in templates for Outlook Web Access OWA signatures should be linked using a URL and not embedded To do this choose the insert image option from the template editor toolbar then select the URL option and enter the required address for the image Browse for Picture Ez Image location Enter a URL for the Local resource required image Image location For browsers that cannot display images this attribute specifies alternate text Required images must be available on a computer that can be viewed externally for example on a web server Signature Manager 2 0 How Can Tell Which Policies are using a Specific Template Each template is associated with a properties window pg 227 which includes a list of any policies that are using the template Template Properties xi El General Information Name Sales Signature Size 129 93 KB File C ProgramD ata E xclaimer Ltd s Signature Managers Template Lib
175. s that will be of the last retained or set this value to zero if you do not wish such backups to take place Signature Manager 2 0 Actions The following actions are available from the settings tab Action Select this option to Export Export all settings and policies see the export eolaliellecldelammmm configuration section pg 79 Import Import a previously exported configuration file see the eolaliele ldelamm import configuration section pg 80 Licensing Access the licensing tab to view licensing information pg 71 Create an Launch the new Outlook signature policy wizard pg 136 Outlook and create a new policy for deployment to Microsoft signature Outlook GRICE Launch the new Outlook Web Access signature policy signature wizard pg 136 and create a new policy for deployment to Microsoft Outlook Web Access OWA WENELL Access the Signature Manager policies pg 88 window to policies view existing policies and change the sequence in which policies are processed pg 153 View status information pg 74 for Exclaimer Signature Manager Signature Manager 2 0 Exclaimer Console Licensing The licensing tab contains information and actions regarding licenses for Signature Manager Exclaimer Console g Licensed Customer Details Company Name Exclaimer Contact Name Exclaimer E mail ig Licensed Product Details Features p Order 40754 1 27 2011
176. scription Policy Name Outlook Signature Policies amp Sales Signature Policy HA Signature Policy amp IT Signature Policy Outlook Campaign Policies cC A pe move up and move down buttons to re sequence the list amp HR Campaign Policy amp IT Campaign Policy Sales Campaign Policy Outlook Disclaimer Policies J HR Disclaimer Policy J IT Disclaimer Policy EJ Sales Disclaimer Policy Outlook Mail Format Policies 5 HA Mail Format Policy AJIT Mail Format Policy 39 Sales Mail Format Policy For further information about how policies are processed see understanding how policies are processed on page 100 Signature Manager 2 0 How do I Place a Campaign Template before a Signature Template Policy types are always processed in the same sequence as illustrated below 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 proc
177. ssing Outlook User csmith iv 5 14 2010 1 12 25 PM Processing Outlook User ExclaimerSIUS 5 14 2010 1 12 25 PM Processing Outlook User Helmut x Gruber oO 5 14 2010 1 12 25 PM Processing Outlook User JKelly 5 14 2010 1 12 25 PM Processing Outlook User Joseph Khadir 5 14 2010 1 12 25 PM Processing Outlook User Karen Green 5 14 2010 1 12 25 PM F imebeblesk User Karen Think 5 14 2010 1 12 25 PM Retention User Mail Monitor v 5714 2010 1 12 25 PM period ser Oll H glund iv 5 14 2010 1 12 25 PM ser Peter Jones 5 14 2010 1 12 24 PM GB Retain status information for Z Successfully connected to the Exclaimer Outlook Settings Connector Service Available options are summarized in the following sections e Filtering the status list pg 95 e The status toolbar pg 95 e Actions pg 96 Signature Manager 2 0 Filtering the Status List Potentially the status list could become very long therefore it is useful to filter the list to display entries that are most relevant to you Options are available to filter the status list by a given time period and or by category Filter by time period Use the drop down filter list to select a time period Having made your selection the status list is updated to show only items that occurred within that time period Filter by status type Use hide buttons to exclude items for completed warnings or errors from the list For example to exclude
178. sted it will update with the next banner in the sequence for that user Each time an Outlook signature is requested via ExSync Exclaimer Signature Manager displays a different banner The banners are changed on a random basis Each time an Outlook signature is requested via ExSync Exclaimer Signature Manager 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 changes the banner for each request processed irrespective of user and updates with the next banner in the sequence These options allow you to define images to be used based upon specific AD attributes These are for advanced use only please contact support pg 13 for further information Signature Manager 2 0 Each day of a week is given a number Sunday Monday Tuesday Wednesday Thursday WW amp W nN eS Friday 6 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 will cycle through them as follows BannerO1 jpg 0 BannerO2 jpg 1 BannerO3 jpg 2 Banner04 jpg 3 Banner05 jpg 4 B
179. t 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 panel to insert a composite field The content window is very similar to the template editor but it is only used to add fields to the composite 2 In the content window click the fields button to open the fields panel 3 Add any fields that you wish to make up the composite field As with any other fields you can set properties pg 227 to control behavior and formatting for example Content ioj x i Undo Redo E Jo Cut 4 Whitespace ae _ A Fields P Find Paste ae Word Wrap Editor Clipboard View Insert fal one is part of the Company l Properties q n Group z ee 4 Company Field Font Prefix Font Suffix Font E Behavior Hide if blank False Interpret mar False E Content Fallback value Fallback value The value to use when the field is empty _ ok Cancel 4 Click OK to return to the template editor 5 If required select the newly inserted composite field and view adjust properties Signature Manager 2 0 Smart Tables The 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 c
180. t destroyed arive late or incomplete o accept responsibility for any errors or omissions that are present in this message or any attachment that have arisen as a result of e mail transmission If verification is required please request a hard copy version Any views or opinions presented are solely those of the author and do not necessarily represent those of the company Signature Manager 2 0 Exclaimer Signature Manager contains a range of sample disclaimers in the template library pg 168 If required you can edit existing templates pg 183 or create new ones pg 179 using an intuitive template editor pg 188 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 see page 115 for details Disclaimer Policy Options When an Outlook disclaimer policy is added or edited all standard setup tabs are available general pg 123 template pg 124 options pg 125 conditions pg 125 exceptions pg 129 date range pg 131 and next policy pg 133 However the options tab contains settings which vary between policy types Available options for a disclaimer policy type are shown below 3 General E7 Template 4 amp Options Conditions D Exceptions g Date Range os Next Policy Ya Deployment Options Deploy disclaimer to Microsoft Outlook and Microsoft Qutlook Web Access Ey Here you can choose to
181. t Policies 3I HR Mail Format Policy 317 Mail Format Policy 39 Sales Mail Format Policy 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 91 options to change the sequence of policies within each section and use next policy options for greater control over processing sequence pg 133 Signature Manager 2 0 Note that you can change the sequence that policies run within each policy type section but policy types always run in the same sequence 2 Campaign Policies Once the signature has been constructed any mail format policies are processed and applied before the final signature is deployed For further information see understanding how policies are processed pg 100 Available options from the policies tab are summarized in the following sections e The policy list pg 90 e The policies toolbar pg 91 e View options pg 92 e Actions pg 93 Signature Manager 2 0 The Policy List All existing 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 Exclaimer 3 Outlook Signature Policies peg Sales Signature Policy F HR Signature Policy o ted IT Signature Policy Outlook Campaign Policies D HR Campaig
182. t 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 Use the drop down list to select auto hidden scroll visible or inherit clip top right Clip options are used to handle cases where an image is bottom left larger than its containing element The clip property allows you to specify the dimensions of an element so the element is clipped to this size when required USe 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 Signature Manager 2 0 List properties List properties are used to determine how a table is displayed Available options are summarized below Option 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 image Alternatively use the 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 position should appear inside or outside the content flow Choose from inside outside or inherit Table properties Table properties are used to determine how a table is displayed Available options are summariz
183. t to Microsoft signature Outlook EROE Launch the new Outlook Web Access signature policy signature wizard pg 136 and create a new policy for deployment to Microsoft Outlook Web Access OWA WFeVatelel Access the Signature Manager policies pg 88 window to policies view existing policies and change the sequence in which policies are processed pg 153 View status information pg 74 for Exclaimer Signature Manager Signature Manager 2 0 Saving Changes in the Console If a tab contains any unsaved changes irrespective of which branch in the console tree pg 65 is active it is displayed with an asterisk symbol 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 cancel button to abandon all changes Before changes are saved existing configuration settings are automatically backed up you can find the location of this backup file by checking the status tab pg 74 for the Exclaimer console Signature Manager Exclaimer _ Of x File Action Window Help Sel 2 a EES Exclaimer Console Settings S Licensing A Status Help Filter All Hide Completed M warnings E Errors D Resume Started Information 1 26 2011 4 39 07 PM Backing up configuration 172572011 4
184. tab see the anatomy of a policy conditions on page 125 box New Outlook Signature Policy Pi General Conditions Please use the list of options below to define the Outlook Users that you would like to include in this Outlook Signature policy P Template Template Preview E Conditions Ld Finish A Select condition s A Outlook user is anyone O Outlook user is a specific person Outlook user is a member of an Active Directory group O Outlook user is a member of a Domain or Organizational Unit O Outlook user has one or more specific Active Directory attributes rf Edit a condition by clicking an underlined value Policy applies to Outlook Users that Apply policy when all conditions are met Apply policy when any condition is met Help lt Back Newt gt l Cancel Signature Manager 2 0 Step 5 Finish Up Click finish to exit the wizard and return to the Exclaimer console EN New Outlook Signature Policy General Finish E Template Congratulations Your new Outlook Signature policy has been successfully created Click Finish to complete this Wizard Template Preview Conditions Once you have finished the wizard click Save to save and deploy changes to your configuration or Cancel to discard them E Finish Help Step 6 Save Changes Having exited from the wizard the new policy is added to the list of policies in the console tree b
185. talled Signature Manager 2 0 The Installation Wizard The installation process for Exclaimer Signature Manager is completed using a familiar wizard approach to guide 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 71 to continue using Signature Manager To complete the installation wizard follow the steps below 1 Double click the setup file to start the installation and display a welcome message j Exclaimer Signature Manager Setup Me xi 7N Welcome to the Exclaimer Signature Manager Setup Wizard The Setup Wizard will install Exclaimer Signature Manager on your computer Click Next to continue or Cancel to exit the Setup Wizard exclaimer Back Net Cancel 2 Click the next button to view the end user license agreement ie Exclaimer Signature Manager Setup Ioi Ee End User License Agreement Please read the following license agreement carefully End User License Agreement BEFORE YOU CLICK ON THE I ACCEPT THE LICENSE AGREEMENT CHECKBOX AND INSTALL THE SOFTWARE CAREFULLY READ THE TERMS AND CONDITIONS OF THIS LICENSE BY CLICKING ON THE I ACCEPT THE LICENSE AGREEMENT CHECKBOX AND BY INSTALLING THE SOFTWARE YOU ARE CONSENTING TO BE BOUND BY AND ARE BECOMIN
186. tatus Help a5 Outlook Disclaimer Policies General i Be Outioak Mal Forma Policies Enable Signature Manager Policies i z eE Policy Tester H ip Template Library Outlook Settings Update Client Update Mode Continuous y Update Interval 156 minute s 2 Update Outlook Web Access signature amp settings from server W ccol Password W CA Server W Deployment share helpDC signatures Show Error Bubbles 2 Pause 1 2g Advanced OWA Maximum signature length 4096 byte s 2 Available options are summarized in the following sections e Available settings pg 85 e The settings toolbar pg 87 e Actions pg 87 Signature Manager 2 0 Available Settings Fields on this tab are summarized below for actions see page 87 Enable or disable all Signature Manager policies including signatures campaigns disclaimers and mail format policies If this option is not set to enabled Exclaimer Signature Manager policies will not be applied to any of your organization s email messages Select the mode in which Signature Manager policies should be applied to user computers via ExSync pg 26 Select once for ExSync to update immediately and then close down or select continuous to update at continuous intervals as defined by the update interval below For further information please refer to setting up ExSyne IPO 26 If the update mode see above
187. ted and warnings buttons are selected so only warnings are displayed Signature Manager 2 0 Filter by Time Period and Category For maximum flexibility you can refine the status list using both filter and hide options Exclaimer Console 3 Settings Ay Licensing L Status 4 Help Patguecccscccccsccsccceocscccaceccsccsascwcesoceg Fiter Al JF Hide completed warnings t9 Errors Information Sending Status Update Mail License Update Last 10 minutes Yesterday Last hour Sending Statu erne mu megs Last week icense Upda MA came RLA Last month options to refine the Last year status list e_n Signature Manager 2 0 The Status Toolbar When the status tab is displayed the status toolbar contains the following options Toolbar Option Summary New gt Signature See the adding a new policy section pg 135 Manager policy Actions The following actions are available from the status tab Action Select this option to Export Export all settings and policies see the export MeVEA configuration section pg 79 Import Import a previously exported configuration file see the COMC UIE OA import configuration section pg 80 Licensing Access the licensing tab to view licensing information pg 71 Create an Launch the new Outlook signature policy wizard pg 136 Outlook and create a new policy for deploymen
188. tegory pg 174 e Rename a category pg 175 e Remove category pg 176 Signature Manager 2 0 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 New Category xi Name x 3 Enter the required name and click OK The new category is added to the end of the categories list in the console tree Signature Manager 2 0 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 category to be updated 3 Right click and select rename category from the context menu The existing name is presented in editable form Rename Category Ed Category Name Signatures 4 Update the category name and click OK Signature Manager 2 0 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 186 to alternative locations within the template library or you may wish to rename pg 175 the category rather than remove it The delete category option is available from the console tree and from the actions pane To remove a template category follow the steps below
189. 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 and not just an electronically generated message For example Karen Think KT netwot26 local t 2020 123 4667 nkboxart com This section of the Signature was applied from a signature policy This message and any associated files is intended only for the use of the individual or entity to which it is addressed and may contain information that is confidential subject to copyright or constitutes a trade secret If you are not the intended recipient you are hereby notified that any dissemination copying or distribution of this message or files associated with this message is strictly prohibited If you have received this message in error please notify us immediately by replying to the message and deleting it from your computer Messages sent to and from us may be monitored Internet communications cannot be guaranteed to be secure or error free as information could be intercepted corrupted lost destroyed arrive late or incomplete or contain viruses Therefore we do not accept responsibility for any errors of omissions that are present in this message or any attachment that have arisen as a result of e mail transmission lf verificati
190. ten etna ena 201 Working with Fie ldS vic cece ceccedes ceeae cide eet eeeiende cet ete eens cette ee dened eee 202 Available Field Si rrsccdesca seit e tees pidge a eens Ge a Mea sade ean cate 203 Propertie S ices tcck ica aniest na ciice tunttan aE ok dew A a E died aE EAEE 227 Working with the Properties Pane cceceeee cece eee eee teens teeta eee eeas 228 The Style EditOp ssce cseeeps de eieces enone exceed betes esa wee ee ee ee te Sete cee ees 229 Examples of Properties in USC ccceceee cece eee eee eee eee ee teen a teeta ee 239 HOW CO iit a atta pts need usec cutters nae nan A Ea n EEA dha dy gah ava E Pheead 243 How do Create a Dynamic Signature Template cceceee cece e eee eee 244 Design Moge se iisiiee cctne cee saenteeceeied exude cette ovis wate acne e cede ett s 244 Preview Modei siine 2 cad dre eesibedea tedden gaan baw hades aed dae ede viele 244 How do I Suppress Blank Lines if Fields are Not Populated 00005 245 Using a Contact BIOCK cc ccc cece eect eee eee ee ener e aea 245 Using a Field Prefix 0c cece cee c ian eee eee eee nets eee teen E 246 How Do I Create a Contact Block cece cece eect ee eee eee teeta eee na eeaes 247 HOW IE WORK Sissa cen tatieten tote betbatecher a a wwteddeceduiewheiiduentvelecdvtantgta 247 Updating an Existing Contact DIOCK cece cece eee teeta eee teeta eae naes 249 How do Set the Font for Text
191. tes Default Web Site CEOE File View Help C Default Web Site Home HIS amp Q Gy Start Page 3 1157 11S7 Administrator Sede wea TES 2 Application Pools us 6 Sites Default Web Site J rs Basic Settings af o EQ E ttings Authentication Compression Default Directory View Applications Boomer Boning View Virtual Directories Pl El Manage Web Site Error P i Restart ages Handler HTTP Logging Mappings Respo D Start of B Stop in 3 MIME Types Modules Output SSL Settings 5 Browse 80 http Caching Advanced Settings Configure Limits Erare ven canteen Signature Manager 2 0 3 Right click on the Default Web Site node and select Add Virtual Directory ol x 0G gt 1157 Sites gt Default WebSite ea 2 1 File View Help Default Web Site Home e LIA Ie to D Explore Gy Start Page Edit Permissions S 84 1157 S7 Administrator Groupby Area JEM 2 Application Pools us Edit Site Sites F Bindings a a Eg E Basic Settings D Explore J v p E Edit Permissions Compression Default Directory View Applications z i Document Browsing View Virtual Directories P Add Application Me yy EE Manage Add Virtual Directory 2 il 7 ee 7 Restart ERA Handler HTT
192. th Signature Manager S Outlook Signature Policies F HR Department Admin Department Child branches F Sales Department with unsaved F IT Department changes p amp amp Wizard Generated Disclaiming Policy H amp Outlook Campaign Policies E EF Outlook Disclaimer Policies H 34 Outlook Mail Format Policies pee E5 Policy Tester D Template Library unsaved changes The asterisk symbol is cleared from a branch once its settings have been saved Signature Manager 2 0 The Content Pane Having selected a node in the console tree any information and settings associated with that node are displayed in the content pane These settings are accessed via a series of content selection tabs pg 66 at the top of the pane 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 67 licensing pg 71 and status pg 74 The Actions Pane The actions pane displays quick access to common tasks as listed below Action Select this option to Export Export all settings and policies see the export CLUE oA configuration section pg 79 Import Import a previously exported configuration file see the CCUR A import configu
193. tion window and return to the template editor 4 Select the newly inserted image 5 Check the properties pane properties for the image are shown 6 Set properties as follows Action Summary Aee Use this option to apply a hyperlink to the image Click the browse button to the right of the address field to open the address window 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 Hover Enter text to be displayed when a user hovers the cursor Text over the image je voce Enter text to be displayed if images cannot be displayed Image Use this property as a way to change the custom image gein Click the browse button to the right of the image location field to open the image location window Click browse to navigate drives and folders to specify an image location Alternatively click insert to navigate available fields and select an Active Directory field to insert as the image for example you might wish to use the user s thumbnail photo Signature Manager 2 0 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 req
194. tion 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 on page 123 cy New Outlook Signature Policy General General ba Template Please enter a descriptive name for your Outlook Signature Policy You can also add some comments describing your policy Template Preview Gaia Ld Conditions Name J Finish New Outlook Signature Policy Description Al Enabled i te CEST cros Signature Manager 2 0 Step 2 Associate the Policy with a Template A list of available templates pg 168 is displayed organized by category down the 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 on page 124 Fae New Outlook Signature Policy General Template tenes Select the template from the Template Library to use for this policy Template Preview d Conditions U Signatures m O Finish eSpiral we Orbit Illustration wa Tapestry xChangeUK eSpiral Orbit Illustration Tapestry Sales Signature IT Signature DC yot SEUNS HR Signature Toms RSS Feed xChangeUK Sales Signature IT Signature Static Banner Ad Sales Ba
195. tte ee eee eee teen e ee ene n neta eet e nee nae nas 174 Renaming a Category ccc ccec cece eee eee eee eee eee teeta eae tenet nena ena 175 REMOVING a Category 2 ccc cece cece eee eee eee ene eee EE nena nee eee ene a 176 Working with Templates ccc cece eee e eee eee eee ene aa aa eae tenes 177 Previewing a Template ccc cee cece cece e ee eee nett nena nneeaes 178 Adding a New Template cece cece e eee eee e ee eee nena ene teenie eee 179 PRED aration sivsaweteiat octane eedend dl eee T EE eae eed ended eed 180 To Add a New Template cece eee e eee e eee ee teeta eae e een e nee nae nae 180 Cloning a Template 0 cc cece cece eee nen ere eee ated 181 Exporting a Template 0 cc cece cece eee eee eee tenet teeta eee ne na eeaes 182 Importing a Template 0 c cece eee eee eee ents teeta ene eee na tenes 182 Editing a Template ix ci cegide niin ee aa cet eee ene tue ee eens EEEE dda eee 183 Renaming a Template cc iccdsieterseeeds sive dentee tat eee dened AEE EEE 184 Viewing Template Properties cece cece cece e eee eee eee eee netted 185 Moving a Template cece eee eee eee eee eee eee enna iaaa aAa 186 Removing a Template 0 ccc ceee cece eee e eee eee eee eee eens eee teen e nena eta 187 Signature Manager 2 0 The Template Editor ccc cece cece eee eee ene eee eee eee aed 188 Understa
196. ttings from server i Account k Pa word D CA Server 2 Deployment share Show Error Bubbles i Pause i Set new signature length 2g Advanced OWS Maximum signature length 4096 3 Save changes Signature Manager 2 0 Deploying multiple users Signatures to One 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 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 ExSync cfg file this can be found in your deployment share as specified when Signature Manager was installed pg 15 and found on the Signature Manager settings tab pg 84 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 kare n 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 A lt ExSync cfg Notepad ESEE File
197. tton 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 Signature Manager 2 0 Working with Rules Applied Information Having run a policy test an additional tab named rules applied is displayed Policy Tester JRun Test ED Copy lt P Policy Tester E Rules Applied F amp Dutlook Signatures Help Signature ImagSales Signature e Policy From here you can view the outcome of the policy test as a process diagram Here each policy processed is displayed 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 Preview the message at this stage in the Check why the policy was was not applied process Condition Applies Yes No indicates whether the Apply Outlook policy was Signature applied Sales Signature Poli Signature Manager 2 0 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 m a Policy Tester Save amp Cancel 2JRun Test 1 Copy lt P Policy Tester
198. uired 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 pg 214 for example daily weekly monthly etc 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 message 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 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 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 on page 214 5 Choose the required sequence 6 Set remaining properties as follows Action Summary Address Use this option to apply a hyperlink to banner images Click the browse button to open the address window 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 i
199. use Arial 10pt Black When composing plain text message use Courier New 10pt Black fat E Outlook Options beri Dh Options to remove Remove all previous existing signatures i existing signatures and stationery Remove all previous existing stationery i For further information about mail format policy options please see the mail format policy options on page 117 Signature Manager 2 0 How do I Pause Signature Updates There may be times that you need to stop Exclaimer Signature Manager from processing policies To do this you can use options on the settings tab pg 84 Signature Manager Signature Manager ioi xi Fie Action Window Help x gt 8 amp 9 Exclaimer WA ZH Outlook Signature Policies Outlook Campaign Policies Settings Policies E Status Help EJ Outlook Disclaimer Policies General H 4 Outlook Mail Format Policies eE Policy Tester i Template Library Outlook Settings Update Client 6 Signature Manager Enable Signature Manager Policies i The enable option Update Mode Continuous Update Interval 15k minute s 2 Update Outlook Web Access signature amp settings from server Account Password CA Server Deployment share helpDC signatures Show Error Bubbles i The pause option Bae ttt 23 Advanced OWA Maximum signature lenath 4096 bytes i The Enable Sig
200. ut 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 66 to update settings for the policy and choose to enable disable the policy if a policy is not enabled it will not be processed Signature Manager 2 0 Cloning a Policy If you need to create a new 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 The clone option is used to create a copy of an existing policy for this purpose and is available from the console toolbar or from the right click menu Signature Manager Sales Signature Policy OF x File Action Window Help Select the policy to be 2x z cloned and use the a tJ toolbar option S Exclaimer Sales Signature Policy 8 e Outlook Signature Policies oO TEER Bote Meh ae LLAT emplate GA Options Conditions Exceptions 41 gt EF HR Signd amp New Outlook Signature Policy SA users amp Delete Outlook Signature Policy re Policy Clone Outlook Signature Policy New Window W Select the policy to be cloned and right click J HR Disclaimer Policy 2 IT Disclaimer Policy to rey available E PEE options a 3 Sales Disclaimer Policy p 39 Outlook M
201. utlook Settings Update Client Setup oj xj a Completed the Exclaimer Outlook Settings Update Client Setup Wizard Click the Finish button to exit the Setup Wizard MV Launch Application exclaimer Signature Manager 2 0 7 You can check that ExSync is running by viewing processes in Windows Task Manager LI lon File Options View Help Applications Processes Services Performance Networking Users csrss exe SYSTEM 00 1 340K Client Server R dwm exe Administ 00 1 196K Desktop Windo explorer exe Administ 02 15 088K Windows Explorer ExSync ex Administ 06 1 248K Exdaimer Outlo mmc exe Administ 00 5 160K Microsoft Mana taskeng exe Administ 00 2 572K Task Scheduler taskmor exe Administ 00 2 020K Windows Task winlogon exe SYSTEM 00 1 312K Windows Logon Show processes from all users esses CPU Usage 10 Physical Memory 24 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 Signature Manager 2 0 Chapter 3 The Exclaimer Console Introduction The Exclaimer console can be thought of as the control centre for Signature Manager From here you can define general settings which are applicable to the system as a whole and access each section of the application This s
202. ve Directory Container Users xX Basic asic ee 7 Set start with to Start with No one iy no one A then Add gt Fo select J Ea Surmame Given Name Distinguished Nam Home MDB Member Of Primary Mail Addre Proxy Addresses Display Name Tes i Home Exchange S Country K Manager Reports 8 Select Company department from the list of attributes Display Name Alia Primary SMTP Address Object Category Object Class Common Name User Principal Nam More z Test OK Cancel A Signature Manager 2 0 l Step 9 Choose how matching should be made Configure Attributes WO Conditon details Condition name IT Department W Active Directory Container Users as Basic Advanced x Start with No one enter data A then Add users where Department M Ee select does not equal A starts with does not start with 9 Select equals ends with from the list of does not end with conditions contains does not contain is less than is less than or equal to is greater than is greater than or equal to is present is not present OR Test Display Name Signature Manager 2 0 l Step 10 Enter the required attribute value for matching Configure Attributes xi D Conditon details Condition name IT Department W W Active Directory Container a
203. ve Directory attributes OOOUOU When a condition is selected further options are available as summarized below Option Summary Outlook user is This is a blanket or wildcard condition which will anyone apply the policy for all users Outlook user is a Use the mail users link to browse and select a specific specific person user from the user list Outlook user is a Use the Active Directory group link to browse and aan a Aen select the required group from a list of Active Directory group Directory groups Outlook user is a Use the domain or organizational unit link to browse member of a and select the required domain or unit from a Domain or container list Organizational unit Outlook user has Use the Active Directory attribute values link to open EO e the configure attributes window pg 127 to define Active Directory queries to be resolved for matching required users attributes Signature Manager 2 0 Creating Queries with the Configure Attributes Window The configure attributes window allows you to define conditions pg 125 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 department or a specific country or with a certain manager With Exclaimer Signature Manager you can define queries based upon the full range of Active Directory attributes The configure attributes window is opened
204. you should supply the name of the Client Access Server CAS Signature Manager 2 0 The deployment share is set when you install Signature Manager pg 15 and complete the setup wizard pg 21 This folder is primarily used to store signatures as generated by Signature Manager in the form of a zip file It is from here that signatures are deployed to Outlook users Local paths C F etc are not supported for deployment You must specify a UNC path servername networksharedfoldername This folder is also used to deploy ExSync exe to users The ExSync pg 26 client program must be run by each user at login so that local signatures and settings are updated To achieve this the ExSync program ExSync exe and its configuration file ExSync cfg should be available to users from a shared location on the network When a deployment share is specified and the configuration is saved these two files are automatically copied from your initial installation folder into the deployment share specified here When choosing a deployment share you should ensure that specified drive has enough disk space to store signatures for all users in your organization Signatures are generated according to the update interval pg 85 and stored in the deployment share Therefore if you have a 1000 users 1000 ZIP files will be created and stored For more detailed information about deployment see the installation and deployment section of this help

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