Manual POLICY PATROL SIGNATURES FOR OUTLOOK, GOOGLE APPS & OFFICE 365

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1 Manual POLICY PATROL SIGNATURES FOR OUTLOOK, GOOGLE APPS & OFFICE 365

2 MANUAL Policy Patrol Signatures This manual, and the software described in this manual, are copyrighted. No part of this manual or the described software may be copied, reproduced, translated or reduced to any electronic medium or machine-readable form without the prior written consent of Red Earth Software except that you may make one copy of the program solely for back-up purposes. Policy Patrol is a registered trademark of Red Earth Software. All product names referenced in this documentation belong to the respective companies. Copyright 2013 by Red Earth Software. All rights reserved.

3 Contents at a Glance 1 Introduction Installation Creating Signatures Applying Signatures Event History Server Administration Troubleshooting iii

4 Table of Contents 1 Introduction Policy Patrol Signatures Supported Systems Policy Patrol versions Why do I need centralized signatures? Conventions Installation Policy Patrol Signatures components System requirements Installing Policy Patrol Signatures Server components Installing the Outlook 2010/2013 Add-In Installing the Outlook 2003/2007/XP Add-In Installing the Outlook Client Using a Group Policy to Install the Outlook Add-Ins and Client Creating Signatures Create a new signature User Fields Force upper case or lower case Adding more Directory fields Office 365 and Google Apps Directory fields Editing an signature Duplicating an signature Renaming an signature Deleting an signature Applying Signatures Introduction Signature Rules for Outlook Sending on behalf of another user Signatures in Google Apps Signatures in Office Signatures in Outlook Web Access Editing a signature rule Enabling/Disabling a signature rule Renaming a signature rule Deleting a signature rule Event History Events Server Administration Connection User security User access rights Component access rights Licensing System configuration System Parameters Troubleshooting Knowledge Base iv

5 7.1.1 How do I install Policy Patrol Signatures in a cluster? I cannot see the Office 365 node Is Send on Behalf supported by Policy Patrol Signatures? Contacting Red Earth Software v

6 Chapter 1 Introduction P olicy Patrol Signatures allows you to centrally manage your signatures in Microsoft Outlook, Google Apps and Office 365 and ensure a uniform corporate appearance as well as utilize your s as marketing tools. 1.1 Policy Patrol Signatures With Policy Patrol Signatures you can: Add professional signatures & disclaimers Control your signatures centrally Ensure a uniform corporate look Utilize s as marketing tools 1.2 Supported Systems Policy Patrol Signatures allows you to centrally manage signatures on the following systems: Microsoft Outlook Google Apps Office 365 Outlook Web Access (on-premise Exchange Server needed see note below)! Note If you have an on-premise Exchange Server, our Policy Patrol Disclaimers product for Exchange Server is probably more suitable for you. Policy Patrol Disclaimers works at Exchange Server level and adds signatures and disclaimers to your outgoing s. Take a look at our product comparison between Policy Patrol Disclaimers and Policy Patrol Signatures to find out which product is right for you: 6

7 1 INTRODUCTION 1.3 Policy Patrol versions Policy Patrol is available in the following versions: Policy Patrol Signatures for Google Apps & Outlook Policy Patrol Signatures for Office 365 & Outlook Policy Patrol Signatures for Outlook Policy Patrol Signatures for Outlook & Outlook Web Access* * This version requires a local Exchange Server, see note below.! Note If you have an on-premise Exchange Server, our Policy Patrol Disclaimers product for Exchange Server is probably more suitable for you. Policy Patrol Disclaimers works at Exchange Server level and adds signatures and disclaimers to your outgoing s. Take a look at our product comparison between Policy Patrol Disclaimers and Policy Patrol Signatures to find out which product is right for you: If you want to switch your version, you can do so by going to Local server > Licenses. Enter a serial number for a different version. If you are evaluating, select your license, click Remove and OK. A dialog will appear from where you can select the version you wish to install. Select the version and click OK. 1.4 Why do I need centralized signatures? By controlling and managing your company s signatures centrally, you can ensure that the company portrays a uniform corporate look and that s include the necessary legal disclaimers. This avoids users from having to configure signatures themselves, which can lead to an inconsistent corporate image and a possible legal loophole. Also, by centrally managing your signatures, it is a simple process to update a signature with a short marketing message regarding an upcoming special or event. This allows you to make full use of s as marketing tools. 7

8 1 INTRODUCTION 1.5 Conventions Conventions used in this manual: Bold text is used to signify a selection or button, for instance the Deliver button, or the option Move to Folder. Courier font is used to signify text that must be entered in the program, for instance enter price list and click Search to search for the term. Paragraph and chapter names are listed in between parentheses, for instance for instructions on how to install Policy Patrol, consult chapter 2 Installation. Keys are displayed in capitals and in between brackets, such as [CAPS], [TAB] or [DELETE]. Throughout the manual there are Tips, Info and Notes that contain useful information: Note type: Tip Info Note Contains: Useful information to get the best out of Policy Patrol More in-depth, background information Important notes that you should be aware of 8

9 Chapter 2 Installation T his chapter describes how to install the different server and client components of Policy Patrol Signatures and the different system requirements for the server and client. 2.1 Policy Patrol Signatures components The Policy Patrol Signatures installation consists of three server components that can all be installed on the same machine or on different machines: Administration Console: The Administration Console is used to configure the program. This component can be installed on any machine. If you wish to configure Policy Patrol from multiple locations, you can install the Administration Console on multiple machines and connect to the same Database Server. Database Server: The Database Server contains the configuration files. This component can be installed on any machine. Exchange Server Client: The Exchange Server Client is required if you wish to apply Signatures to Microsoft Outlook Web Access. This component needs to be installed on an Exchange Server with the mailbox role. If you have multiple Exchange Servers, you will need to install this component on every Exchange Server with the mailbox role.! Note If you have an on-premise Exchange Server, our Policy Patrol Disclaimers product for Exchange Server is probably more suitable for you. Policy Patrol Disclaimers works at Exchange Server level and adds signatures and disclaimers to your outgoing s. Take a look at our product comparison between Policy Patrol Disclaimers and Policy Patrol Signatures to find out which product is right for you: 9

10 2 INSTALLATION Policy Patrol also includes client components, one of which needs to be installed on the client machine where you wish to manage Outlook signatures: Outlook AddIn for Outlook 2010/2013: This component needs to be installed on every Outlook 2010/2013 machine for which you wish to control the signatures in Microsoft Outlook. This installation can be pushed out to the clients through a group policy. Note that you do not need to install the Outlook AddIn if only Microsoft Outlook Web Access will be used. Outlook AddIn for Outlook 2003/2007/XP: This component needs to be installed on every Outlook 2003/2007/XP machine for which you wish to control the signatures in Microsoft Outlook. This installation can be pushed out to the clients through a group policy. Note that you do not need to install the Outlook AddIn if only Microsoft Outlook Web Access will be used. Outlook Client (only if AddIns above are not suitable): This component needs to be installed on client machine for which you wish to control the signatures in Microsoft Outlook. This installation can be pushed out to the clients through a group policy. Note that you do not need to install the Outlook Client if only Microsoft Outlook Web Access will be used.! Note If you have Google Apps or Office 365 and you are not using Outlook, you only need to install the Administration Console and the Database Server. If you are using Outlook with Google Apps or Office 365, you also need to install the Outlook add-in. 2.2 System requirements The following programs must exist on the Policy Patrol Database Server machine: Windows Server 2003/2008 or Windows XP Professional, Windows Vista (apart from the Home edition) or Windows 7/8. Microsoft.NET Framework 3.5 (If this is not installed, the Policy Patrol program will install this for you) If you have Office 365: PowerShell 2.0! Note Active Directory is not required for Policy Patrol Signatures if you have Google Apps or Office

11 2 INSTALLATION To install the Microsoft Outlook 2010/2013 Add-In, the following programs must exist on the machine:.net Framework 3.5 (this must be installed prior to the AddIn installation) Microsoft Outlook 2010/2013 Windows Operating System Since the Outlook Add-In runs using the logged on credentials rather than Local System, it is required for the user to have write permissions in the registry. To install the Microsoft Outlook 2003/2007/XP Add-In, the following programs must exist on the machine:.net Framework 2.0 (this must be installed prior to the Add-In installation) Microsoft Outlook 2003/2007/XP Windows Operating System Since the Outlook Add-In runs using the logged on credentials rather than Local System, it is required for the user to have write permissions in the registry. To install the Microsoft Outlook Client (only if the above AddIns are not suitable for some reason), the following programs must exist on the machine: Microsoft Outlook XP, 2003, 2007, 2010 or 2013 Windows Operating System.NET Framework 2.0 (this must be installed prior to the client installation) To install the Exchange Server Client (only for on-premise Exchange Server), the following programs must exist on the machine: Microsoft Exchange Server 2003, 2007, or 2010 (with a mailbox role) Microsoft.NET Framework 3.5 (If this is not installed, the Policy Patrol program will install this for you) 2.3 Installing Policy Patrol Signatures Server components To install Policy Patrol Signatures, please follow the next steps: 1. Double-click on the executable. The Install Program will start up. If you do not have Microsoft.NET Framework 3.5 installed, the Policy Patrol installation program will install it for you. 11

12 2 INSTALLATION 2. In the Welcome Screen, click Next. 3. Read the License Agreement and select I accept the terms in the license agreement and click Next. 4. Enter your User name and Organization name. Click Next. 5. Select which components you wish to install. You can select from Administration (Administration console), Database Server (configuration files) and Exchange Server Client (connects with Microsoft Outlook Web Access. The first two components can be installed on any machine, the Exchange Server Client however must be installed on an Exchange Server with a mailbox role. When you are ready, click Next. 12

13 2 INSTALLATION 6. Enter your serial number or select Install a 30-day evaluation license. Click Next. 7. Only if you are installing the Exchange Server Client: In order to gain access to the Outlook Web Access signatures, a new Policy Patrol user account must be created. Specify the User name and Password that Policy Patrol will use. The installation will automatically assign the correct rights. Please note that if you want to use an existing account instead of creating a new one, that this account cannot be a member of the Administrators group. If the account does not yet exist, leave the option Create this user account enabled so that Policy Patrol will automatically create the user account. Note that after installing the Exchange Client, the service Policy Patrol Signatures Exchange Client service will be created. When you are ready, click Next. 8. Click Install to start installing the program. 13

14 2 INSTALLATION 9. When the installation is completed, click Finish.! Note There is no need to reboot the server after installation and no services need to be restarted. 2.4 Installing the Outlook 2010/2013 Add-In The Policy Patrol Signatures Outlook 2010/2013 Add-In must be installed on each machine with Outlook 2010/2013 that needs to have the signature updated. To install the Microsoft Outlook 2010/2013 Add-In, the following programs must exist on the machine:.net Framework 3.5 (this must be installed prior to the Add-In installation) Microsoft Outlook 2010 or 2013 Windows Operating System 14

15 2 INSTALLATION Since the Outlook Add-In runs using the logged on credentials rather than Local System, it is required for the user to have write permissions in the registry. Note that this is not required when using a GPO to install the Add-In (see paragraph 2.7) To install the Outlook Add-In follow the next steps: 1. Double-click on Policy Patrol Signatures Outlook Add-In2010_2013.msi, by default located in C:\Program Files Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2010_2013.msi (on 32-bit systems) or C:\Program Files (x86)\red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2010_2013.msi (on 64-bit systems). 2. Click Next in the Welcome screen. 3. Click Next to install to the default folder. 15

16 2 INSTALLATION 4. Enter the name of the Policy Patrol Signatures Server. Click Next. 5. Click Next to start the installation. 6. Click Close to exit the Installation. 16

17 2 INSTALLATION 7. Now open up Outlook. A Microsoft Office Customization Installer dialog will be shown. Click Install to complete the installation of the Outlook plugin. The Add-in should now be listed under File > Options > Add-Ins in Outlook. Each time a new signature is applied by Policy Patrol Signatures the above message will appear in the task bar. The user will have to close and open Outlook for the new signature to apply. 2.5 Installing the Outlook 2003/2007/XP Add-In The Policy Patrol Signatures Outlook 2003/2007/XP Add-In must be installed on each machine with Outlook 2003/2007/XP that needs to have the signature updated. To install the Microsoft Outlook 2003/2007/XP Add-In, the following programs must exist on the machine:.net Framework 2.0 (this must be installed prior to the Add-In installation) Microsoft Outlook 2003/2007/XP Windows Operating System Since the Outlook Add-In runs using the logged on credentials rather than Local System, it is required for the user to have write permissions in the registry. Note that this is not required when using a GPO to install the Add-In (see paragraph 2.7) To install the Outlook Add-In follow the next steps: 1. Double-click on Policy Patrol Signatures Outlook Add-In2003_2007.msi, by default located in C:\Program Files Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2003_2007.msi (on 32-bit systems) or C:\Program Files (x86)\red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2003_2007.msi (on 64-bit systems). 17

18 2 INSTALLATION 2. Click Next in the Welcome screen. 3. Click Next to install to the default folder. 4. Enter the name of the Policy Patrol Signatures Server. Click Next. 18

19 2 INSTALLATION 5. Click Next to start the installation. 6. Click Close to exit the Installation. 7. Now open up Outlook. A Microsoft Office Customization Installer dialog will be shown. Click Install to complete the installation of the Outlook plugin. The Add-in should now be listed under File > Options > Add-Ins in Outlook. Each time a new signature is applied by Policy Patrol Signatures the above message will appear in the task bar. The user will have to close and open Outlook for the new signature to apply. 2.6 Installing the Outlook Client The Policy Patrol Signatures Outlook Client only needs to be installed if for some reason the Outlook Add-Ins are not suitable. However it is recommended to install the Outlook Add-Ins (see paragraph 2.4 and 2.5) instead of the Outlook Client. 19

20 2 INSTALLATION! Note It is recommended to install the Outlook Add-Ins (see paragraph 2.4 and 2.5) instead of the Outlook Client. To install the Microsoft Outlook Client, the following programs must exist on the machine: Microsoft Outlook XP, 2003, 2007, 2010 or 2013 Windows Operating System.NET Framework 2.0 (this must be installed prior to the client installation) To install the Policy Patrol Signatures Outlook Client, follow the next steps: 1. Double-click on Policy Patrol Signatures Outlook Client.msi located in \Program Files\Red Earth Software\Policy Patrol Signatures\Redist. 2. Click Next in the Welcome screen. 3. Read the License Agreement and select I accept the terms in the license agreement and click Next. 20

21 2 INSTALLATION 4. Enter your User name and Organization name. Click Next. 5. Select the Destination folder for the Policy Patrol Signatures Outlook Client. By default this is C:\Program Files\Red Earth Software\Policy Patrol Signatures client (NET) (on 32-bit systems) and C:\Program Files (x86)\red Earth Software\Policy Patrol Signatures client (NET) (on 64-bit systems). If you wish the change the default folder, click Change. When you are ready, click Next. 6. Enter the name of the Policy Patrol Signatures server, for example SERVER1. Click Next. 21

22 2 INSTALLATION 7. Click Install to start installing the program. 2.7 Using a Group Policy to Install the Outlook Add-Ins and Client To deploy the Outlook Add-Ins and Outlook Client to multiple client machines in one go, you must create a Group Policy Object. Follow the next steps to create a GPO: 1. Create a shared folder with the.msi file(s) on the Server Domain. The Outlook 2010/2013 Add-In msi file is located on the Policy Patrol Signature server, by default in: \Program Files\Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2010_2013.msi The Outlook 2003/2007/XP Add-In msi file is located on the Policy Patrol Signature server, by default in: \Program Files\Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2003_2007.msi The Outlook Client msi file is located on the Policy Patrol Signature server, by default in: \Program Files\Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Client.msi 2. Open the Group Policy Management Console, right-click the domain and select Create and Link a GPO here. 22

23 2 INSTALLATION 3. Enter a name for the new GPO and click OK. 4. Go to Group Policy Objects, right-click on the object that you just created and select Edit. 5. Go to Computer Configuration > Software Settings. Right-click on Software Installation and select New > Package. 6. Enter the path for the.msi file: For the Outlook 2010/2013 Add-In: \Program Files\Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2010_2013.msi For the Outlook 2003/2007/XP Add-In: \Program Files\Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Add-In2003_2007.msi For the Outlook 2007, 2003, XP Client: \Program Files\Red Earth Software\Policy Patrol Signatures\Redist\Policy Patrol Signatures Outlook Client.msi Click Open. 7. Select Assigned as the deployment method and click OK. 23

24 2 INSTALLATION 8. You can check the Permissions by right-clicking on the Software installation package you just created and selecting Properties > Security Tab. 9. Restart the machine. The installations will start automatically. 24

25 Chapter 3 Creating Signatures T his chapter explains how to create signatures and disclaimers that will be used in Outlook and Outlook Web Access. 3.1 Create a new signature To create a new signature, select the Signatures node, and click on the New button. The New signature wizard will start up: 1. Click Next in the Welcome screen. 2. Enter the signature text. You can enter the text in two different formats: HTML and RTF/plain text. The text in the HTML tab will be added to HTML messages, and the text in the RTF/plain text tab will be added to rich text and plain text messages. You can apply formatting in the RTF/plain text tab, but this will only apply to rich text messages. The formatting will be removed for plain text messages. To copy text from the HTML tab to the RTF/Plain tab (or vice versa), click on the button Copy to... 25

26 3 CREATING SIGNATURES! Note If you don t enter any text in the HTML tab, there will be no signature added to HTML messages. If you don t enter any text in the RTF/plain text tab, there will be no signature added to rich and plain text s. Because some clients can only read plain text, you must always enter a disclaimer text in the RTF/plain text tab, even if you only send out HTML messages. However, you only need to enter your text once, since you can copy and paste the text from one tab to another by clicking on the Copy to.. button. From the toolbar, you can select font, size, color, bold, italic, and underlined. You can add bulleted lists, numbered lists, indent and align text. You can insert merge fields by clicking on the Insert Field icon and selecting the relevant field. For more information on the available fields, see the Fields paragraph in this chapter. 26

27 3 CREATING SIGNATURES If you are using fields in your disclaimer or signature, Policy Patrol includes a preview option so that you can check whether the merge fields will be replaced correctly. To see the preview, click on the Preview icon in the toolbar. A dialog will pop up asking you to select a user. Select a user and click OK. You will now see the disclaimer/signature with Active Directory merge fields replaced by the Active Directory information for the user. Message fields will be replaced with test data. In case a merge field is still showing in the preview, this means that the field has not been entered correctly. To go back to the normal view, click on the Preview icon again. Tip If you are not sure whether a field will exist in every instance, you can specify a field prefix that will only be entered if the field is replaced. For instance, if you wish to include a mobile phone number for the user, but not every user has one, you could 27

28 3 CREATING SIGNATURES enter the prefix in between the first square brackets of the field as follows: %[Prefix]Field name[]%. For instance: %[Mobile:]Mobile phone[]%. This will mean that the text Mobile: will only be added if the user has a mobile phone number in the user s Active Directory properties. To avoid an empty line when a field does not exist you must enter \n in the field prefix %[]% (this stands for a line break and since it is entered in the prefix it will only be applied if there is a field value). For instance if you want the user name to appear, followed by the title field (if it exists), you can enter the following: %[]User full name[]%%[\n]title[]%. If you want to combine it with a field prefix, you must enter this as follows: %[]User full name[]%%[\ntitle:]title[]%... It is also possible to specify a default value in case a field does not exist. For instance, if a user does not have a mobile phone number, you could enter Not applicable. To do this, you must enter the default value in between the last square brackets of the field as follows: %[]Field name[default value]%. For example: %[]Mobile phone[not applicable]%. Note that you cannot enter fields as a prefix or default value. You can import texts from.txt and.html documents by clicking on the Import button in the toolbar. Similarly, you can export the text to a.txt or.html file by clicking the Export button in the toolbar. You can insert gif and jpeg pictures by clicking on the Insert image button. In Image file, enter the path to the picture or browse to it. Note that this picture must be located on the local drive. Instead of browsing to or entering a path to a file on the local drive, you can also enter the URL to an image on a website. In Alt, enter the text that you wish to appear as a tool tip. If you want a border to be applied to the image, set a border width. 28

29 3 CREATING SIGNATURES! Note You can only embed images (i.e. insert an image from the local drive) for Microsoft Outlook signatures. If you are using Microsoft Outlook Web Access, Google Apps or Office 365 signatures, you must enter the URL to the image in the Image file/link box. To add a link, click on the Insert link button. In URL: enter the URL to link to. Enter the text to be displayed in Title and enter the description in Description. You can insert a table by clicking on the Insert table icon in the toolbar. You can select the number of columns and rows and the border width. Tip: Even if you do not intend to show any borders, you can add the Table with a border first, and then later change the border to 0 in the HTML Code (click on HTML Source tab to see the HTML code); For instance if you configured the table to have a border width of 1, you will see <TABLE style="border-collapse: collapse" border=1 in the HTML code. When you have finished designing your text and images in the table, change 1 to 0: <TABLE style="border-collapse: collapse" border=0. When you click back on the HTML tab, the table border will be gone. In the HTML tab you can directly edit the HTML source by clicking on HTML source at the bottom of the dialog, for instance to add tables or bullets. 29

30 3 CREATING SIGNATURES When you are ready designing your signature, click Next. 3. Now you can select the Default font to be used for messages. You can select font type, font size, color, bold, italics and underlined. A preview of the selected font is shown. If you do not want to apply a default font, uncheck the box Apply default font for messages. When ready, click Next. (Note that default font selection is only applicable when using Microsoft Outlook, Outlook Web Access and Office 365)! Note If you select the Signature template for new messages (see Chapter 4), the font selection will be applied to new messages. If you select the Signature template for replies/forwards, the font selection will be applied to replies and forwards. 4. Enter the signature name and a description. Click Finish to create the Signature. 30

31 3 CREATING SIGNATURES 3.2 User Fields The user fields are taken from the user s properties in Active Directory, Google Apps or Office 365. Below is a list of the user fields that are included by default. You can add more (or remove) fields by going to Signatures > Settings > Directory fields. More information on how to do this can be found below. Default field Company name Fax number Telephone number Title Address User first name User full name User last name Company street Company P.O. Box Company city Company state Company zip code Company country Mobile phone Website URL Description Company s name User s fax number User s telephone number User s title User s address User s first name User s full name User s last name Company s street address Company P.O. Box Company s city Company s state Company s zip code Company s country User s mobile phone Company website URL In Directory fields, the codes are listed for Active Directory. If you are using Google Apps or Office 365, these codes are automatically translated to the correct codes for Google Apps and Office 365. See the paragraph Office 365 and Google Apps directory fields for more information Force upper case or lower case If you wish certain fields to be displayed in upper case or lower case, you can add a ^ or a ~ character to a field prefix, where ^ converts to UPPER CASE and ~ converts to lower case. For example if you want the user name to appear in upper case, you can enter ^ in the prefix as follows: %[^]User first name[]%. This will convert the value of the user name to uppercase, i.e. USER NAME. If you wish to add the user name in lower case, you can enter ~ in the field prefix as follows: %[~]User first name[]%. This will convert the value of this field to lower case, i.e. user name Adding more Directory fields Directory fields can be configured from Signatures > Settings > Directory Fields. Policy Patrol already includes a number of merge fields taken from Active Directory. You can add more fields by entering the Display name (this is the name that will be displayed in Policy Patrol) and the Directory code (this is the actual directory code note that these codes are case sensitive). Click OK. You will now see the new field(s) when clicking on the Insert field button in the toolbar of the Signature template. 31

32 3 CREATING SIGNATURES To find the correct Active Directory code, follow the next steps: 1. Go to Start > Run. 2. Enter adsiedit.msc and click OK. 3. Expand Domain, expand the folder DC and expand folder CN=Users. 4. Right-click on the user and select Properties. 32

33 3 CREATING SIGNATURES 5. Scroll down the list to find the attribute that you want to add, for instance for the company web site, the attribute is wwwhomepage. Enter the attribute name as the Directory code in Policy Patrol. Important: the attributes are case sensitive Office 365 and Google Apps Directory fields In Signatures > Settings > Directory fields, the codes are listed for Active Directory. If you are using Google Apps or Office 365, these codes are automatically translated to the correct codes for Google Apps and Office 365. If you need to make any changes to these translations you can do so in policypatrol.signatures.common.dll.config located by default in C:\Program Files\Red Earth Software\Policy Patrol Signatures (for 32-bit systems) or C:\Program Files (x86)\red Earth Software\Policy Patrol Signatures (for 32-bit systems). To add a new field, enter on a separate line: <string>directory code=display name</string> Where directory code is the name in the Office 365 or Google Apps directory and display name is the merge field name that will appear in the Policy Patrol signature template. For instance: <string>facsimiletelephonenumber=fax</string> 3.3 Editing an signature To edit an signature, select the signature and click on the Edit button. A dialog will appear with the signature text and default font selection. When you are ready making changes, click OK. 33

34 3 CREATING SIGNATURES! Note When you update an signature template, Outlook signatures are updated within 1-2 minutes. To immediately apply the updated signature template in Outlook Web Access, Google Apps or Office 365, you must right-click your signature rule and select Apply now. 3.1 Duplicating an signature You can copy an signature by selecting it in the list, right-clicking, and selecting Duplicate. The new signature will be named Copy of <signature name>. 3.1 Renaming an signature You can rename an signature by selecting it in the list, right-clicking, and selecting Rename. 3.2 Deleting an signature You can delete an signature by selecting the signature in the list, and selecting Delete. Remember not to delete a signature if it is selected for a user. 34

35 Chapter 4 Applying Signatures P olicy Patrol Signatures can apply signatures for your entire organization, certain groups and individual users. In this Chapter we describe how to create signature rules for each client. 4.1 Introduction Depending on the Policy Patrol Signatures version that you have installed, you will see a number of nodes below the Signatures node. Follow the instructions in the appropriate paragraphs below to configure signatures for your client Signature Rules for Outlook To apply signatures for Microsoft Outlook clients, follow the next steps:! Note To apply signatures for Microsoft Outlook users, the Policy Patrol Signatures Outlook Add-In or Outlook Client must be installed on the user s Outlook machine. 1. Go to Outlook and click New. 2. In the Welcome screen, click Next. 35

36 4 APPLYING SIGNATURES 3. In Rule Users, select the users you wish to apply the signature for. Click Add to select users. 4. Select where you wish to choose your users from: Active Directory, Google Apps or Office If you selected Active Directory: An LDAP Query dialog will appear. 36

37 4 APPLYING SIGNATURES In Find, select Users, Groups, Organizational Units or Custom search. Click Browse to specify the LDAP location. Select the LDAP root from where you wish Policy Patrol to retrieve your users. Click OK. If you wish to add users from a different Active Directory domain than listed, click Server. Select Use the following domain controller. Enter the name or IP address of the domain controller or click to select the domain controller you wish to retrieve your users from. Select Use current credentials if the Active Directory account you are logged on with has access permissions to the domain controller for the other Active Directory domain. Select Use the following credentials if the domain controller for the other Active Directory domain requires you to authenticate. Enter a user name and password that can query Active Directory in the other domain. Leave Authentication set to Default unless you have difficulty authenticating. Click on the Preview button to see which users Policy Patrol has retrieved. If you wish to apply signatures to all users, click OK. 37

38 4 APPLYING SIGNATURES If you only wish to apply signatures for certain users, you must enter criteria for the user. For instance, in Field, enter name (type the letter n ) and in Value enter the name of the user. Click Preview. Click OK to add the user to the rule. Click Add again if you wish to add more users or groups. If you wish to apply the signatures to a group, in Find, select Groups from the drop-down list. In Field, enter name (type the letter n ) and in Value enter the name of the group. Click Preview. Click OK to add the group to the rule. Click Add again if you wish to add more users or groups. If you selected Google Apps: A list will appear with your Google Apps users and groups. You can select single users, multiple users and groups. When you are done adding users, click Next. 38

39 4 APPLYING SIGNATURES If you selected Office 365: A list of your Office 365 users and groups will appear. You can select single users, multiple users and groups. When you are done adding users, click Next. 39

40 4 APPLYING SIGNATURES 6. When you are done adding users, click Next. 7. Select the signature to be used for new messages, and the signature to be used for replies and forwards. Click on the Browse ( ) button to select the signature template. To create a new signature template, click on New and follow the directions in the screens. To edit or view the signature template, right-click and select Edit. Click OK to select the signature and click Next. 40

41 4 APPLYING SIGNATURES 8. Specify whether you wish to apply automatic updates. With Automatic updates enabled, Policy Patrol will automatically push out signatures to the users at a specified time. This ensures that if any changes have been made to the user properties in Active Directory, the signatures will include the latest information. For instance, if the cell phone number in the user s Active Directory properties is changed, with the Automatic updates enabled, Policy Patrol will update the user s signature with the new cell phone number at the specified time. Note that if you make a change to a Signature template or Signature rule, the change is immediate. Automatic updates are only needed to refresh the user s directory information. Select whether you wish to apply signatures daily, weekly or monthly. The time should be entered in 24 hour format, for instance if you wish to automatically apply signatures at 8 o'clock in the evening, enter 20: Enter the name and description for the signature rule. Select Enable this rule if you wish the signature to be applied immediately. Click Finish. 41

42 4 APPLYING SIGNATURES! Note Any updates to Outlook signature rules will automatically be applied within 1-2 minutes for Microsoft Outlook users. To apply the change immediately, right-click on the rule and select Apply Now. To see the new signature, the user needs to close Microsoft Outlook and open it again. 42

43 4 APPLYING SIGNATURES Sending on behalf of another user If a user has permissions in Active Directory to Send on behalf of another user, that person s signature will also be downloaded to the Outlook client. To distinguish between the signatures, the address is added after the name of the signature. For example if the user Mary Smith has Send on behalf permissions for John Doe, there will be two signatures showing in Mary Smith s Outlook client. One signature will be named Standard Signature and the other will be named Standard Signature If Mary selects to insert Standard Signature the merge fields will be replaced with Mary s Active Directory information. If Mary selects to insert Standard Signature the merge fields will be replaced with John s Active Directory information Signatures in Google Apps The first time you go to the Google Apps node, the Settings dialog will pop up. Enter your domain and the Administrator user name and password for Google Apps. To send Policy Patrol Signatures notifications s via Google Apps (for instance s about licensing, evaluation expiration and new updates), select the option Send signature s via Google Apps. In order to enable this, follow the next steps: 1. Enable 2-step verification in Google Apps: To do this go to Google Apps > Domain Administration > Advanced tools and select Allow users to turn on 2-step verification. 2. Turn on 2-step verification for the user account that will be sending the Policy Patrol Signatures notification s (User > Security). 3. Generate an Application specific password. Enter this password along with the User name in the settings dialog. These credentials will be used when authenticating with the SMTP server. When you are ready, click OK. 43

44 4 APPLYING SIGNATURES To apply signatures in Google Apps, follow the next steps: 1. Go to Google Apps and click New. 2. In the Welcome screen, click Next. 3. In Rule Users, select the users you wish to apply the signature for. Click Add to select users. 44

45 4 APPLYING SIGNATURES 4. Select whether you wish to specify users from Active Directory or from Google Apps. 5. If you selected Google Apps: A list will appear with your Google Apps users and groups. You can select single users, multiple users and groups. When you are done adding users, click Next. If you selected Active Directory: An LDAP Query dialog will appear. 45

46 4 APPLYING SIGNATURES In Find, select Users, Groups, Organizational Units or Custom search. Click Browse to specify the LDAP location. Select the LDAP root from where you wish Policy Patrol to retrieve your users. Click OK. If you wish to add users from a different Active Directory domain than listed, click Server. Select Use the following domain controller. Enter the name or IP address of the domain controller or click to select the domain controller you wish to retrieve your users from. Select Use current credentials if the Active Directory account you are logged on with has access permissions to the domain controller for the other Active Directory domain. Select Use the following credentials if the domain controller for the other Active Directory domain requires you to authenticate. Enter a user name and password that can query Active Directory in the other domain. Leave Authentication set to Default unless you have difficulty authenticating. Click on the Preview button to see which users Policy Patrol has retrieved. If you wish to apply signatures to all users, click OK. 46

47 4 APPLYING SIGNATURES If you only wish to apply signatures for certain users, you must enter criteria for the user. For instance, in Field, enter name (type the letter n ) and in Value enter the name of the user. Click Preview. Click OK to add the user to the rule. Click Add again if you wish to add more users or groups. If you wish to apply the signatures to a group, in Find, select Groups from the drop-down list. In Field, enter name (type the letter n ) and in Value enter the name of the group. Click Preview. Click OK to add the group to the rule. Click Add again if you wish to add more users or groups. 6. Select the signature template that must be applied. Click on the Browse ( ) button to select the signature template. To create a new signature template, click on New and follow the directions in the screens. To edit or view the signature template, right-click and select Edit. Click OK to select the signature and click Next. 47

48 4 APPLYING SIGNATURES 7. Specify whether you wish to apply automatic updates. With Automatic updates enabled, Policy Patrol will automatically push out signatures to the users at a specified time. This ensures that if any changes have been made to the user properties in Google Apps, the signatures will include the latest information. For instance, if the cell phone number in the user s Google Apps properties is changed, with the Automatic updates enabled, Policy Patrol will update the user s signature with the new cell phone number at the specified time. Note that if you make a change to a Signature template or Signature rule, the change is immediate. Automatic updates are only needed to refresh the user s directory information. Select whether you wish to apply signatures daily, weekly or monthly. The time should be entered in 24 hour format, for instance if you wish to automatically apply signatures at 8 o'clock in the evening, enter 20: Enter the name and description for the signature rule. Select Enable this rule if you wish the signature to be applied immediately. Click Finish. 48

49 4 APPLYING SIGNATURES! Note Any updates to Google Apps signature rules will automatically be applied when the automatic update runs. If you wish to apply the change immediately, right-click the rule and select Apply now. To see the new signature, the user will needs to logout of Google Apps and log back in again. 49

50 4 APPLYING SIGNATURES 4.4 Signatures in Office 365 The first time you go to the Office 365 node, the Settings dialog will pop up. Enter the Administrator user name and password for Office 365. To send Policy Patrol Signatures notifications s via Office 365 (for instance s about licensing, evaluation expiration and new updates), select the option Send signature s via Office 365. Click OK. To apply signatures in Office 365, follow the next steps: 1. Go to Office 365 and click New. 2. In the Welcome screen, click Next. 3. In Rule Users, select the users you wish to apply the signature for. Click Add to select users. 50

51 4 APPLYING SIGNATURES 4. Select where you wish to import your users from: Active Directory or Office If you selected Office 365: A list of your Office 365 users and groups will appear. You can select single users, multiple users and groups. When you are done adding users, click Next. 51

52 4 APPLYING SIGNATURES If you selected Active Directory: An LDAP Query dialog will appear. In Find, select Users, Groups, Organizational Units or Custom search. Click Browse to specify the LDAP location. Select the LDAP root from where you wish Policy Patrol to retrieve your users. Click OK. If you wish to add users from a different Active Directory domain than listed, click Server. Select Use the following domain controller. Enter the name or IP address of the domain controller or click to select the domain controller you wish to retrieve your users from. Select Use current credentials if the Active Directory account you are logged on with has access permissions to the domain controller for the other Active Directory domain. Select Use the following credentials if the domain controller for the other Active Directory domain requires you to authenticate. Enter a user name and password that can query Active Directory in the other domain. Leave Authentication set to Default unless you have difficulty authenticating. Click on the Preview button to see which users Policy Patrol has retrieved. 52

53 4 APPLYING SIGNATURES If you wish to apply signatures to all users, click OK. If you only wish to apply signatures for certain users, you must enter criteria for the user. For instance, in Field, enter name (type the letter n ) and in Value enter the name of the user. Click Preview. Click OK to add the user to the rule. Click Add again if you wish to add more users or groups. If you wish to apply the signatures to a group, in Find, select Groups from the drop-down list. In Field, enter name (type the letter n ) and in Value enter the name of the group. Click Preview. Click OK to add the group to the rule. Click Add again if you wish to add more users or groups. 6. Select the signature template that must be applied. Click on the Browse ( ) button to select the signature template. To create a new signature template, click on New and follow the directions in the screens. To edit or view the signature template, right-click and select Edit. Click OK to select the signature and click Next. 53

54 4 APPLYING SIGNATURES 7. Specify whether you wish to apply automatic updates. With Automatic updates enabled, Policy Patrol will automatically push out signatures to the users at a specified time. This ensures that if any changes have been made to the user properties in Office 365, the signatures will include the latest information. For instance, if the cell phone number in the user s Office 365 properties is changed, with the Automatic updates enabled, Policy Patrol will update the user s signature with the new cell phone number at the specified time. Note that if you make a change to a Signature template or Signature rule, the change is immediate. Automatic updates are only needed to refresh the user s directory information. Select whether you wish to apply signatures daily, weekly or monthly. The time should be entered in 24 hour format, for instance if you wish to automatically apply signatures at 8 o'clock in the evening, enter 20: Enter the name and description for the signature rule. Select Enable this rule if you wish the signature to be applied immediately. Click Finish. 54

55 4 APPLYING SIGNATURES! Note Any updates to Office 365 signature rules will automatically be applied when the automatic update runs. If you wish to apply the change immediately, right-click the rule and select Apply now. To see the new signature, the user will needs to logout of Office 365 and log back in again. 55

56 4 APPLYING SIGNATURES 4.5 Signatures in Outlook Web Access To apply signatures in Outlook Web Access (with an on-premise Exchange Server), follow the next steps:! Note To apply signatures for Outlook Web Access (without Office 365), the Policy Patrol Signatures Exchange client must be installed on the Exchange Server 2003, 2007 or 2010 machine (with mailbox role). 1. Go to Outlook Web Access and click New. 2. In the Welcome screen, click Next. 3. In Rule Users, select the users you wish to apply the signature for. Click Add to select users. 56

57 4 APPLYING SIGNATURES In Find, select Users, Groups, Organizational Units or Custom search. Click Browse to specify the LDAP location. Select the LDAP root from where you wish Policy Patrol to retrieve your users. Click OK. If you wish to add users from a different Active Directory domain than listed, click Server. Select Use the following domain controller. Enter the name or IP address of the domain controller or click to select the domain controller you wish to retrieve your users from. Select Use current credentials if the Active Directory account you are logged on with has access permissions to the domain controller for the other Active Directory domain. Select Use the following credentials if the domain controller for the other Active Directory domain requires you to authenticate. Enter a user name and password that can query Active Directory in the other domain. Leave Authentication set to Default unless you have difficulty authenticating. Click on the Preview button to see which users Policy Patrol has retrieved. If you wish to apply signatures to all users, click OK. If you only wish to apply signatures for certain users, you must enter criteria for the user. For instance, in Field, enter name (type the letter n ) and in Value enter the name of the user. Click Preview. Click OK to add the user to the rule. Click Add again if you wish to add more users or groups. 57

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