How to prevent Outlook users from adding their own signature in Outlook

 

In order to prevent Outlook users from creating their own email signatures, you need to configure an Active Directory Group policy. Follow the instructions below depending on the Microsoft Outlook client version.

IF YOUR USERS HAVE MICROSOFT OUTLOOK 2003:

  1. Download the Office 2003 Administrative Template files from: http://www.microsoft.com/downloads/en/details.aspx?familyid=BA8BC720-EDC2-479B-B115-5ABB70B3F490&displaylang=en
  2. Click on the Download button and save the file to your hard disk.
  3. Double-click the ORKSP3AT.EXE program file on your hard disk to start the Setup program.
  4. After you install the download, copy the OPA files to your \Program Files\ORKTools\ORK11\Tools\SHARED folder, and copy the ADM files to your{WinSys}\INF folder.
  5. You may also need to install the Office Resource Kit Tools: http://www.microsoft.com/downloads/en/details.aspx?familyid=25B30C79-B248-4EB9-8057-BE0043F5B881&displaylang=en
  6. After placing the Administrative Template file Open the gpedit though Run prompt by typing: gpedit.msc /(name of the system)
  7. Go to User Configuration and right-click on Administrative Templates. Select Add/Remove Templates.
  8. Click on Add.. and browse to the location where you extracted the Office 2003 Administrative Template files. Open the ADM folder and select the folder for your language.
  9. Select outlk10.adm and click on Open. Microsoft Office Outlook 2003 is now listed under Administrative templates.
  10. Open Microsoft Office Outlook 2003 and select Tools | Options > Mail Format.
  11. Select the option Do not allow creating, replying, or forwarding signatures for e-mail messages.
  12. Select the option Enabled.

IF YOUR USERS HAVE MICROSOFT OUTLOOK 2007:

  1. Download the Office 2007 Administrative Template files from: http://www.microsoft.com/downloads/details.aspx?familyid=92D8519A-E143-4AEE-8F7A-E4BBAEBA13E7&displaylang=en
  2. Open the Group Policy Management Console, open the Domains node and open the node with your domain name.
  3. Select the Group Policy Objects node and edit an existing GPO or create a new GPO.
  4. Go to User Configuration and right-click on Administrative Templates, select Add/Remove Templates.
  5. Click on Add.. and browse to the location where you extracted the Office 2007 Administrative Template files. Open the ADM folder and select the folder for your language.
  6. Select outlk12.adm and click on Open. Microsoft Office Outlook 2007 is now listed under Administrative templates.
  7. Open Microsoft Office Outlook 2007 and select Tools | Options > Mail Format.
  8. Select the option Do not allow creating, replying, or forwarding signatures for e-mail messages.
  9. Select the option Enabled.

IF YOUR USERS HAVE MICROSOFT OUTLOOK 2010:

  1. Download the Office 2010 Administrative Template files from: http://technet.microsoft.com/en-us/library/cc178992.aspx
  2. Open the Group Policy Management Console, open the Domains node and open the node with your domain name.
  3. Select the Group Policy Objects node and edit an existing GPO or create a new GPO.
  4. Go to User Configuration and right-click on Administrative Templates, select Add/Remove Templates.
  5. Click on Add..and browse to the location where you extracted the Office 2010 Administrative Template files. Open the ADM folder and select the folder for your language.
  6. Select outlk14.adm and click on Open. Microsoft Office Outlook 2010 is now listed under Administrative templates.
  7. Open Microsoft Office Outlook 2010 and select File | Options > Mail Format.
  8. Select the option Do not allow creating, replying, or forwarding signatures for e-mail messages.
  9. Select the option Enabled.

IF YOUR USERS HAVE MICROSOFT OUTLOOK 2013:

By adding a dword with the name "disablesignatures" and value "1" in Registry Entry under "HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Common\MailSettings" the users signature tab will be grayed out.

Remember that this Group Policy only prevents users from creating a new signature. To prevent the user from using their own configured signature, you must also remove any existing Outlook signatures.

IF YOUR USERS HAVE MICROSOFT OUTLOOK 2016:

By adding a dword with the name "disablesignatures" and value "1" in Registry Entry under "HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Common\MailSettings" the users signature tab will be grayed out.

Remember that this Group Policy only prevents users from creating a new signature. To prevent the user from using their own configured signature, you must also remove any existing Outlook signatures.

 

This article pertains to Policy Patrol Disclaimer and Policy Patrol Email Security starting with version 8 .

Properties

Last Review: 2017-03-02 17:58:03 UTC

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

0 Comments

Please sign in to leave a comment.