How to Set Up Policy Patrol Signatures for Office 365 Managing corporate email signatures ensures brand consistency and legal compliance across your entire organization. Policy Patrol Disclaimers for Office 365 allows you to centralize this process, automatically adding professional signatures, disclaimers, and branding to all outgoing emails.
Here is a step-by-step guide to configuring Policy Patrol Signatures for your Microsoft 365 environment. Step 1: Prepare Your Microsoft 365 Environment
Before installing Policy Patrol, you must ensure your Microsoft 365 tenant is ready to route mail through the Policy Patrol cloud service.
Admin Access: Log in to the Microsoft 365 Admin Center with Global Administrator credentials.
Domain Verification: Ensure your corporate domain is fully verified and active in your tenant.
User Data: Update your users’ Active Directory (Azure AD) profiles with correct titles, phone numbers, and departments, as Policy Patrol pulls this data to populate signature fields. Step 2: Set up the Policy Patrol Portal
Next, you need to establish your account and link your Microsoft 365 tenant to the Policy Patrol management console. Sign In: Open the Policy Patrol configuration portal.
Grant Permissions: Authorize Policy Patrol to read your Azure Active Directory data so it can sync user information.
Inbound/Outbound IPs: Note the specific Policy Patrol IP addresses and fully qualified domain names (FQDNs) provided in your portal setup wizard. You will need these for your Microsoft 365 mail flow settings. Step 3: Configure Inbound and Outbound Connectors
To apply signatures, emails must route from Microsoft 365 to Policy Patrol, get processed, and then return to Microsoft 365 for final delivery. You configure this via Exchange Online Connectors. Create the Outbound Connector Open the Exchange Admin Center (EAC). Navigate to Mail flow > Connectors. Click Add a connector.
Set Connection from to Office 365 and Connection to to Partner organization. Name the connector (e.g., To Policy Patrol Signatures).
Choose to route messages through this connector only when a specific transport rule applies.
Enter the Policy Patrol smart host address provided in your portal. Set the TLS restrictions to require encryption. Create the Inbound Connector Click Add a connector again in the EAC Connectors page.
Set Connection from to Partner organization and Connection to to Office 365. Name the connector (e.g., From Policy Patrol Signatures).
Restrict access to the connector by specifying the sender IP addresses (enter the Policy Patrol IPs noted in Step 2). Require that the sender domain uses TLS. Step 4: Create the Exchange Transport Rule
The transport rule dictates exactly which emails get redirected to Policy Patrol for signature insertion. In the EAC, go to Mail flow > Rules. Click Add a rule > Create a new rule. Name the rule (e.g., Route to Policy Patrol). Under Apply this rule if, select The sender is internal.
Under Do the following, select Redirect the message to the following connector and select your outbound Policy Patrol connector.
Add an exception: Except if the message properties include the message header X-PolicyPatrol-Processed (or the specific header provided by Policy Patrol). This prevents mail loops. Step 5: Design and Deploy Signatures
With the mail flow securely routed, you can now create your corporate signatures.
Template Creation: Use the Policy Patrol built-in HTML editor or import an existing corporate design.
Dynamic Fields: Insert merge tags like {FullName}, {Title}, and {PhoneNumber}. Policy Patrol automatically replaces these tags with real-time Azure AD data for each sender.
Rules & Conditions: Assign templates based on sender properties. For example, you can apply one signature for the sales team and a different, legally compliant disclaimer for the legal department.
Test Delivery: Send a test email from a user account to an external address to verify that formatting, images, and user details display correctly. If you want to refine your deployment, tell me:
Do you need to set up different signatures for internal vs. external emails? Are you looking to include dynamic marketing banners?
I can provide the exact rule configurations or HTML design tips for your specific goals.
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