One of the features that Shared Email Templates for Outlook offers is team signatures. They automatically appear in the message body when you paste a template from the corresponding team folder. But is there a way to make your team signature change depending on who is pasting the template? Sure, there is.
Creating a personalized team signature begins with a little preparatory work. Just decide what personal details you'd like to include in the signature, and then edit and add properties for each team member.
For example, you'd like to see a user's full name, job title, email address, office address, and social networks links. Adding a user’s photo, along with a company's logo and banner, would be a good idea, too.
To customize a user's full name, job title, email address, and office address, replace them with the ~%Insert macro. Select the info you'd like to be changeable and click Insert macro:
Select Insert Profile Property:
Then choose the corresponding profile property:
Once you replace all the personal info with the macro, the signature will look like in the screenshot below:
As for the information that is the same for all your team members, for example your company's logo, name, phone number, and website, there are two ways to add these details to your team signature.
Simply type in the company's name, phone number, and website:
Add these details to your team properties and use the ~%Insert macro to pull them:
After all the macro placeholders are in the right places, the signature will look like this:
To make your team signature catchier, complement it with a user's photo, the company's logo and banner.
The built-in signature options offer you a possibility of inserting a photo, a company logo, or a banner, from OneDrive, SharePoint, URL, or your device, using one of the icons shown in the screenshot below:
However, if you use this method, you will get the same picture for all the team members.
To get a picture that will change for each team member, add it to the user's or team's properties. You can do that with the ~%Insert macro. Just follow these steps:
Once you've created the necessary properties, go back to editing your team signature and pull those properties by using the ~%Insert macro. This is how your team signature containing the macro placeholders might look like:
To pull a user's social networks links, decide what social networks you want to display in the signature. Let's take LinkedIn and WhatsApp as an example. The way to leave only two icons is quite easy:
Don't worry about the empty cells you'll get after removing the icons, the cells are visible only in the editing mode.
As soon as you get the icons in order, use Insert Profile Property again to make the social networks links change according to the user's profile:
To add a user's photo and other properties from Azure Active Directory, select the Use Azure AD properties checkbox right at the beginning:
In this case, your signature will be filled with macros automatically and look like in the screenshot below:
Alternatively, you can use Insert Photo from Azure AD and Insert Azure AD Property to get only the information you need:
As a result of all the work done, your team signature will pull the personal details of the user who is pasting the template, while the team details will be the same for each team member. Just compare the samples below:
How to set signatures
How to dynamically update your signature
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