1. Home
  2. IT Process Automation Tutorials
  3. Process Automation – Create and Deploy an Outlook Signature for Multiple Users

Process Automation – Create and Deploy an Outlook Signature for Multiple Users

In this Process Automation tutorial, we will showcase how to create, update or deploy a Windows Outlook signature for one or multiple users using a template. This workflow automation eliminates inconsistency throughout the company’s email signature and avoids having users look for branded collaterals.

Note: The workflow targets users who are currently logged into their machine. The process modifies the HKEY CURRENT USER registry key. Refer to “How to deploy a default email signature in Outlook” for more details about technical details about the method.

Disclaimer:

To be able to implement this tutorial, you will need access to the full version of Goverlan Reach and its Process Automation framework. If you don’t currently own a valid license, you can download a free version of our remote access software on our website. The 30-day trial is free and no credit card is required.  

Process Automation Step 1

First, we must create a signature in Outlook that we will be copying to the destination users PC. In this case, we created a signature template called Goverlan as shown below.

Process Automation Step 2

On the machine that you created the Outlook Signature, open the location %APPDATA%\Microsoft\Signatures. You will find files that correspond to the name of the Signature that we created in step 1. Copy these files to a centralized location as we will be copying them to the same folder path location that corresponds to the user account of each target machine using a Scope Action later on in this tutorial.

Process Automation Step 3

Now create a Scope Action, set it to the Machines Scope and add the Machine with the corresponding logged in user. Proceed to Actions. If you have never created a Scope Action before, please refer to the below video and the Scope Action Creation Basics article for more information.

Process Automation Step 4

You will now create 4 separate Actions:

1st Action – Close Outlook.exe process (Outlook must be closed FIRST in order for this method to work.)

Add/Remove > Execute Computer Action > Processes > Terminate a Process

Process Name: Outlook.exe

Terminate Child Processes: True

2nd Action – Copy Signature files (From Step 2.)

Add/Remove > Execute Computer Action > File and Directory Actions > Transfer a Directory

Source Directory Local Path: C:\users\vcruz\documents\Goverlan Signature (this is the full path of the location of the signatures. You can use \\networkpath\folder if you stored the files on a network drive.)

Destination Directory Local Path: C:\users\username\Appdata\Roaming\Microsoft\Signatures

Overwrite Existing File: True

Include Sub-Directories: True

3rd Action – Delete Outlook First-Run Registry Key

Add/Remove > Execute Computer Action > Registry Actions > Delete a Value

Registry Key Path: HKEY_CURRENT_USER\Software\Microsoft\Office\XX.X\Outlook\Setup (The xx.x must be replaced by your Outlook version, simply open REGEDIT on any machine with Outlook installed and confirm the version number.)

Value Name: First-Run

4th Action – Add Signature Keys

TO SET THE DEFAULT SIGNATURE FOR A NEW EMAIL:

Add/Remove > Execute Computer Action > Registry Actions > Set a String Value

Registry KeyPath: HKEY_CURRENT_USER\Software\Microsoft\Office\XX.X\Common\MailSettings (The xx.x must be replaced by your Outlook version, simply open REGEDIT on any machine with Outlook installed and confirm the version number.)

Value Name: NewSignature

Is Expandable String: True

Value Data: Goverlan (This is the name of the Signature that was created in Step 1.)

TO SET THE DEFAULT SIGNATURE FOR A REPLY EMAIL:

Add/Remove > Execute Computer Action > Registry Actions > Set a String Value

Registry Key Path: HKEY_CURRENT_USER\Software\Microsoft\Office\XX.X\Common\MailSettings (The xx.x must be replaced by your Outlook version, simply open REGEDIT on any machine with Outlook installed and confirm the version number.)

Value Name: ReplySignature

Is Expandable String: True

Value Data: Goverlan (This is the name of the Signature that was created in Step 1.)

Process Automation Step 5

Once all the Actions are created your Actions area should look like the following:

Was this article helpful?

Related Articles