Configure Office 365 Exchange to use Email Signature Server

About this article

In this article we will be creating and configuring a mail flow rule and the connectors in the Exchange Online Admin Center. These will identify the e-mails that will redirected through the Templafy Email Signature Server cluster for processing.

• Step 1. Create the inbound connector
• Step 2. Create the outbound connector
• Step 3. Create the mail flow rule

Prerequisites

Step 1. Create the inbound connector

• Go to https://portal.office.com or go directly to https://portal.office.com/adminportal

• Click Admin

  

• Click Exchange

  

• Click mail flow

  

• Go to Connectors

• Click the [+] sign.

  

• Click [Next]

• Enter a name for the connector; templafyemailsignatureserver-inbound

  

• Click [Next]

• Choose the By verifying that the IP address... option

  

• Click [Next]

• Add the public hostname/IP of the smarthost. The IP address can be retrieved in Kubernetes portal for the cluster created earlier in 3.Configure a new Email Signature Server in kubernetes
  Note: For Templafy Hosted solutions, you will be provided the IP address of your dedicated Email Signature Server hosted by Templafy.

  If the SPF record for your organization ends with " -all" (hard fail) then you will need to add the Email Signature Server IP address to the SPF record. nslookup -type=txt <your primary domain>

  • Click the [+] sign
  • Enter the IP address
  • Click [OK]

  

• Click [Next]
• Click [Save]

Step 2. Create the outbound connector

• Click Connectors

• Click the [+] sign.

  

• Click [Next]

• Enter a name for the connector; templafyemailsignatureserver-outbound

  

• Click [Next]

• Choose the first option. This specifies that the connector should only be used when a rule points to it.

  

• Click [Next]

• Click the the [+] sign to specify a smart host (public hostname/IP with port forwarding on port 25 to the docker service)

  

• Select any digital certificate, including self-signed certificates (unless a certificate issued by a trusted authority was used earlier for the smtpTlsCertificate secret).

  

• Click [Next]

• Validate the connector

  • Click [Next]
  • Click the [+] sign
  • Enter any email address from outside of the domain for which you are setting up the connector in order to test the connector.

  

• Click [Validate] There will be a three step validation progress bar, this will take a few moments to complete.

  

• Click [Save]  Note: If the second part of the test failed, then please check if other connectors are already configured, if yes, then make sure that those are not the ones used for executing the send test for your new connector. This can be done by adding an except rule for the built-in user O365ConnectorValidation@<current domain>.

  

Step 3. Create the mail flow rule

• Go to Rules
• Create a new rule specifying a group of users that should have email signatures attached to their emails from Templafy Email Signature Server.
  • Click [+] Create a new rule...
  • Name: templafy email signatures
  • Click more options...
  • *Apply this rule if...
    • Select The sender... -> is external/internal Inside the organization
    • Click [OK]
  • *Do the following...
    • Select Redirect the message to... -> the following connector Connector: templafyemailsignatureserver-outbound
  • Except if...
    1. Click [add exception]
       • Select A message header... -> includes any of these text patterns
       • Click Enter text...
         specify header name: Templafy-EmailSignatureServer-Processed
         Click [OK]
       • Click Enter words... specify words or phrases: true
         Click [+]
         Click [OK]
    2. Click [add exception] 
       • Select A message header... -> matches these text patterns
       • Click Enter text... specify header name: X-UnsupportedFormatByTemplafy
         Click [OK]
       • Click Enter text patterns... specify words or phrases: true
         Click [+]
         Click [OK]
    3. Click [add exception]
       • Select The message properties... -> Include the message type
       • Click Select one...
       • Select Permission controlled from the dropdown list
       • Click [OK]
  • Select the option Stop processing more rules.
    

    The rest of the rules you might have will be applied when the email is sent back from the Templafy solution to Exchange.

  • Click [Save]
• Select the newly created rule and click Move Up to place it at the top of the list.
  Or click the Edit icon and set the Priority textbox to 0

Next steps