WPSecure

Deploy Outlook Signature Using Microsoft Intune.

Microsoft Outlook Signature deployment can be done in multiple ways.

  • Login scripts: VBScript and PowerShell scripts run when users log in. You can create your scripts for free.
  • Third-party Outlook signature applications: Multiple organizations provide this service. The price ranges between 1 USD to 1.9 USD / Month / User. 1000 – 2000 USD / Month / 1000 devices.
  • WPSecure Personalization Packager: Deploy Outlook Signatures, Desktop Backgrounds, Lock Screen Images, and Windows Screensavers — 1 USD / Device / Year. 

In this article, we will be using WPSecure Personalization Packager.

Outlook Signatures are of 3 types.

  • HTM Signature: Most popular. Hyper Text Markup Language files.
  • RTF Signature: Rich Text File.
  • TXT Signature: A standard text file.

HTM and RTF files can be created using ‘Microsoft Office Word‘. The TXT file can be made using a standard text editor like ‘Notepad‘.

There are two types of Microsoft Outlook signatures: a ‘New message’ signature and a ‘Reply message’ signature. The total file size of each Outlook signature and its assets cannot exceed 10 MB, and we recommend keeping the number of characters for each HTM file below 25,000.

New message signature: A new message signature is used when composing a new Microsoft Outlook message. It should include a ‘wpsecure_new.htm’ HTML file and optionally include a ‘wpsecure_new.txt’ file, a ‘wpsecure_new.rtf’ file, and an optional ‘wpsecure_new_files’ directory that contains resource files like images, CSS, etc.

Reply message signature: A reply message signature is used when replying to an email message. It should include a ‘wpsecure_reply.htm’ HTML file and optionally include a ‘wpsecure_reply.txt’ file, a ‘wpsecure_reply.rtf’ file, and an optional ‘wpsecure_reply_files’ directory that contains resource files like images, CSS, etc.

Place holders for user attributes

Use placeholders like {{az_displayname}}, {{az_mobilephone}}, or {{az_jobtitle}} in the ‘wpsecure_new.htm’,‘wpsecure_new.rtf’, ‘wpsecure_new.txt’, ‘wpsecure_reply.htm’, ‘wpsecure_reply.rtf’, and ‘wpsecure_reply.txt’ files to automatically load user-specific data at runtime. The WPSecure Outlook signature engine replaces the placeholders with the information in the registry corresponding to each placeholder. 

Side note: Follow the instructions here to facilitate the draw-down of User attributes that will replace the placeholders. Click here.

 !! We recommend creating a ‘Text’ file containing all required placeholders. Never type the placeholders directly into the tools that create the HTM or RTF files; always copy and paste them from the ‘Text’ file into those tools. !!

Outlook Signature Placeholders
Outlook signature in HTM format

Multiple ways exist to create an HTM file (an HTML file with an HTM extension). The most basic but fairly effective tool for creating an HTM signature is Microsoft Word.

Design your content in Microsoft Word and save the file as an HTM file.

Replace the relevant user attributes with placeholders from the placeholder text file. 

!!! Make sure you point >>Copy placeholder from text file >> Point click >> paste\replace to the right spot. Do not edit the placeholders after pasting them. !!!

Finally, save the signature as an HTM file.

Save signature as HTM file
Outlook signature in RTF format

Follow the instructions as written for creating an Outlook Signature in an HTM format. Save the file in an RTF format. Replace the relevant user attributes with placeholders from the placeholder text file. 

!!! Make sure you point >>Copy placeholder from text file >> Point click >> paste\replace to the right spot. Do not edit the placeholders after pasting them. !!!

Save signature as RTF file

Open the RTF file in Notepad and verify if the placeholders are intact. Check for spaces and new-line characters. Search for the placeholders (without the curly brackets). If you cannot find them, something has gone wrong.

You will find a ‘\’ before each curly bracket ‘\{‘ and the entire string, including the curly brackets, will be in the same line.

Example: \{\{az_companyname\}\}}

Deploy RTF Outlook Signature
Outlook signature TXT format

Creating an Outlook Signature in a TXT format is easy. Use Microsoft Notepad to create your template.

Microsoft Outlook Text Sgnature

Creating the Personalization Package.

Before you read this article, download and install the Windows Personalization Packager by clicking on the “Download” button in the top right corner of this screen.

Open the Personalization Packager from the start menu. After installing the Packager, you will see two items on the start menu.

  • WPSecure personalization Packager.
  • WPSecure Campaign Manager.

Open the Personalization Packager from the start menu. After installing the Packager, you will see two items on the start menu.

Click on the item called “WPSecure Personalization Packager.” Doing so will open the Packager in full-screen mode.  The Packager uses Microsoft .NET Framework 4.8 or higher.

If you have purchased a subscription, click the button in the image below.

Windows Personalization Packager

If you want to use the demo version, click on the button pointed out in the image below.

Windows Personalization Packager

After logging in, you will land on the following page. The buttons on the application’s top help the user add the following items.

  1. Add one or more Desktop background images (Not covered in this article)
  2. Add two Lock screen images, one for Landscape and optionally another for Portrait Screens. (Not covered in this article)
  3. Import a “New message” Signature and a “Reply message” Outlook signature.
  4. Add MP4 video file for Windows Screensaver. You can add a video for Landscape screens and a video for Portrait screens. (Not covered in this article)

Refer to the documentation for more information.

Microsoft Outlook Signature Deployment Tool 1

After adding the new message and reply message signatures, the application window will look similar to the one below. You can preview the items by clicking on them.

Outlook Signature deployment 2
Outlook Signature deployment 3
Outlook Signature deployment 4

After adding the necessary Personalization items, click the “Create Personalization Package” button to start the package creation process.

Outlook Signature deployment 5

After adding the necessary Personalization items, click the “Create Personalization Package” button to start the package creation process.

Use this button to export the personalization package to a folder. A personalization package is a collection of all the settings and files you have imported or created for your desktop backgrounds, Outlook signatures, and screensavers.  The selected destination folder has to be empty. The personalization package creation process creates two folders: general_install and intune_install.

The general_install folder contains installation files for deployment via enterprise software management tools like Microsoft Endpoint Configuration Manager (SCCM). Run the ‘wpsecure-install.exe’ to install the personalization package. More details regarding the enterprise installation and uninstallation process are in the ‘documentation.html’ file.

The intune_install folder contains the ‘wpsecure-install.intunewin’ file to be uploaded to the Microsoft Endpoint Device Management portal (Intune). The command-line for this is identical to the general install.

The process also creates a documentation.html file that provides all the information required to deploy the personalization package, like package version, install command line, uninstall command line, and detection methods.

This article will only discuss deployment via Microsoft Intune. Open the “intune_install” folder. Inside the folder, you will find the ‘wpsecure-install.intunewin‘ file that will be uploaded to Intune.

Open Microsoft Intune Admin Center and click on “Apps” and then choose “Windows Apps”.

Microsoft Intune Deployment - 1
Microsoft Intune Deployment - 3
Microsoft Intune Deployment - 4

Use the “+ Add” button to create the Intune Win32 App deployment. Follow the images below to get through the first steps of the setup process.

Microsoft Intune App Deployment 7
Microsoft Intune App Deployment 8

The documentation.html file provides all the information required to deploy the personalization package, like package version, install command line, uninstall command line, and detection methods.

Microsoft Intune App Deployment 9
Microsoft Intune App Deployment 10
Microsoft Intune App Deployment 11

Using the above information, fill out the Intune Win32 application setup form.

Microsoft Intune App Deployment 12
Microsoft Intune App Deployment 13
Microsoft Intune App Deployment 14
Microsoft Intune App Deployment 16
Microsoft Intune App Deployment 17

Click Next and complete the process. Wait for Microsoft Intune to upload and set up your Windows Personalization package.

Remember that you can install up to 5 personalization packages on each device. Use the WPSecure campaign manager to schedule each deployed personalization package’s start, stop, and priority.

To summarize, you can add the following items to the package.

  1. Add one or more Desktop background images for landscape and portrait screens. While you are not required to add images for all possible screen resolutions, the more extensive the collection of image sizes is, the better the user experience will be.
  2. Add two Lock screen images, one for Landscape and optionally another for Portrait Screens. 
  3. Import a “New message” Signature and a “Reply message” Outlook signature.
  4. Add MP4 video file for Windows Screensaver. You can add a video for Landscape screens and a video for Portrait screens.

Click here to read more about the Windows Personalization Packager.