I'm having trouble removing all user mailbox signatures in Microsoft 365, especially in Outlook Web App and on mobile devices. We use CodeTwo on the tenant side, but some users have added their own signatures that aren't syncing correctly after I tried clearing various signature settings like SignatureText, SignatureHtml, and DefaultSignature. I've also turned the roaming signature setting on and off, but the old signatures keep showing up. Does anyone have tips for making this work? It seems like it should be straightforward, but it's proving to be quite a challenge!
3 Answers
From what I found, signatures can be tricky to fully remove because they are often just plain text. Some clients might put in an identifier, but it's hit or miss. I tried dealing with a similar issue and it was pretty frustrating, so if someone has more insights, that’d be great!
Setting PostponeRoamingSignatures is a solid start, but keep in mind that Microsoft plans to phase it out eventually. Plus, it won’t help with Outlook on iOS and Android since those don't support roaming signatures yet. You need to clean signatures in all these areas: users' mailboxes, Classic Outlook on Windows and Mac, and on mobile apps. Users can easily create signatures again, so it’s a recurring process. For consistent management, you might want to check out this open-source tool called Set-OutlookSignatures that includes options for managing signatures across different platforms.
It's surprising that neither Microsoft nor CodeTwo offers a complete solution and a third party is necessary. I’ll definitely check out Set-OutlookSignatures and see if it can help! Can you clarify if the Benefactor Circle feature is what allows local/mobile signatures to be cleared?
You might want to try this command: Set-OrganizationConfig -PostponeRoamingSignaturesUntilLater $true. After setting it to true, clear the signatures one more time. For each user not syncing, run: Get-MailboxMessageConfiguration -Identity [email protected] | Format-List SignatureHtml, SignatureText, SignatureTextOnMobile. Then clear with: Set-MailboxMessageConfiguration -Identity [email protected] -SignatureHTML "". This usually does the trick!
I appreciate the advice! I’ve done that, but PowerShell shows the variables are empty, and still the signature persists in OWA and the app. Mobile hasn’t been cleared either.
I think you're misunderstanding the issue. The OP wants to completely remove all previous signatures created in Outlook and on mobile, not just identify them.