Intune as your Email Signature Manager for Outlook

Intune as your Email Signature Manager for Outlook

Looking for a free and lightweight solution for Microsoft Intune to manage company e-mail signatures for Outlook? Look no further!

Prerequisites

You manage Windows 10 devices that are:

  • Azure AD Joined;
  • Managed with Microsoft Intune;
  • Deployed with the Microsoft 365 Apps (Outlook)

Note: The app leverages the -AccountId parameter of the Connect-AzureAD cmdlet for Single Sign-On. Please note that this has only been tested on Azure AD Joined devices. It may or may not work on Hybrid Azure AD Joined devices.

On GitHub, I published the source for a Win32 app that can be wrapped with the Microsoft Win32 Content Prep Tool for Microsoft Intune. The application queries Azure Active Directory as the signed-in user, generates their signatures from a template included in the app, and then deploys them to the user’s Outlook signatures in %APPDATA%\Microsoft\Signatures.

Pros & Cons

Pros:

  • Supports Single Sign-On. Signatures are seamlessly deployed to a user!
  • When managing devices with Microsoft Intune, no other (commercial) 3rd party tools required are required.
  • Free of charge!

Cons:

  • Email signatures are only deployed to Outlook. Does not support Outlook on the Web and Mobile apps.
  • More complex to update an email signature template compared to 3rd party tools that offer a WYSIWYG (What you see is what you get) editor.

How does it work?

  1. Download the source files from https://github.com/jseerden/IntuneEmailSignatureManagement
  2. Modify the email signature template files to your liking and include placeholder values. Supported placeholder values for the templates are listed below.

    An option to modify the templates is to temporarily put them in your %APPDATA%\Microsoft\Signatures folder, edit them from the Outlook Signatures editor and put them back in the source folder.

    Note: It is important that the actual values are available on the Azure AD user, either managed from Active Directory or directly in Office 365 / Azure AD. The placeholder values are replaced with the actual values configured on the user object.

    An example signature template is included, that looks like this:
  3. Package the source folder with the Microsoft Win32 Content Prep Tool, for example: IntuneWinAppUtil.exe -c '.\Source' -s '.\Source\install.ps1' -o '.\Package'
  4. Deploy the .intunewin app with Microsoft Intune to your users!

Supported placeholder values

  • %DisplayName%
  • %GivenName%
  • %Surname%
  • %Mail%
  • %Mobile%
  • %TelephoneNumber%
  • %JobTitle%
  • %Department%
  • %City%
  • %Country%
  • %StreetAddress%
  • %PostalCode%
  • %Country%
  • %State%
  • %PhysicalDeliveryOfficeName%

Deploying the Win32 app

Upload the .intunewin file you generated as a Win32 app in Microsoft Intune and use the install values below.

Install command

PowerShell.exe -ExecutionPolicy Bypass -WindowStyle Hidden -File "install.ps1"

Uninstall command

PowerShell.exe -ExecutionPolicy Bypass -WindowStyle Hidden -File "uninstall.ps1"

Install behavior

User

Detection rules

  • Manually configure detection rules

Example:

  • Rule type: File
  • Path: %APPDATA%\Microsoft\Signatures
  • File or folder: Default signature.htm
  • Detection method: File or folder exists

Note: You can change the signature’s display name in Outlook by changing the file names in the Source\Signatures folder. Make sure to translate the changes into the detection rules!

Result

When the app is deployed to the user, the placeholder values in the template are replaced with the actual values on the user object and the signatures are saved in the user’s signatures folder.

Leave a Reply

Your email address will not be published. Required fields are marked *