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How to standardize your company email signature | The-Server.Ninja
the-server.ninjaOften, companies have a mismatch of email signatures. Nothing standard or manageable throughout their business. There are software applications that can assist, but they can be costly. In this post, i will detail how to roll out a standard email signature using nothing more that a vb script, group policy and a little elbow…
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SEO audit: Content analysis
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| Title | How to standardize your company email signature | The-Server.Ninja | ||||||||||||||||||||||||||||||||||||
| Text / HTML ratio | 29 % | ||||||||||||||||||||||||||||||||||||
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| Flash | Excellent! The website does not have any flash contents. | ||||||||||||||||||||||||||||||||||||
| Keywords cloud | = AD – ‘ signature Set email Users Active Directory field Windows users Email “” End letter ” “ capital | ||||||||||||||||||||||||||||||||||||
| Keywords consistency |
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| Images | We found 17 images on this web page. |
SEO Keywords (Single)
| Keyword | Occurrence | Density |
|---|---|---|
| = | 84 | 4.20 % |
| AD | 17 | 0.85 % |
| – | 16 | 0.80 % |
| ‘ | 15 | 0.75 % |
| signature | 14 | 0.70 % |
| Set | 14 | 0.70 % |
| 10 | 0.50 % | |
| Users | 8 | 0.40 % |
| Active | 8 | 0.40 % |
| Directory | 8 | 0.40 % |
| field | 7 | 0.35 % |
| Windows | 7 | 0.35 % |
| users | 7 | 0.35 % |
| 7 | 0.35 % | |
| “” | 7 | 0.35 % |
| End | 7 | 0.35 % |
| letter | 6 | 0.30 % |
| ” | 6 | 0.30 % |
| “ | 6 | 0.30 % |
| capital | 6 | 0.30 % |
SEO Keywords (Two Word)
| Keyword | Occurrence | Density |
|---|---|---|
| 1RangeText = | 9 | 0.45 % |
| Active Directory | 8 | 0.40 % |
| 3RangeText = | 8 | 0.40 % |
| End If | 7 | 0.35 % |
| in the | 7 | 0.35 % |
| with a | 7 | 0.35 % |
| ‘ This | 6 | 0.30 % |
| a capital | 6 | 0.30 % |
| capital letter | 6 | 0.30 % |
| 2RangeText = | 5 | 0.25 % |
| = “” | 5 | 0.25 % |
| Under the | 5 | 0.25 % |
| – Users | 5 | 0.25 % |
| “” Then | 5 | 0.25 % |
| following format | 5 | 0.25 % |
| the following | 5 | 0.25 % |
| with punctuation | 4 | 0.20 % |
| Out Change | 4 | 0.20 % |
| your signature | 4 | 0.20 % |
| 1234 567890 | 4 | 0.20 % |
SEO Keywords (Three Word)
| Keyword | Occurrence | Density | Possible Spam |
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| a capital letter | 6 | 0.30 % | No |
| with a capital | 6 | 0.30 % | No |
| in the following | 5 | 0.25 % | No |
| the following format | 5 | 0.25 % | No |
| = “” Then | 5 | 0.25 % | No |
| Start with a | 4 | 0.20 % | No |
| 44 1234 567890 | 4 | 0.20 % | No |
| Use in the | 4 | 0.20 % | No |
| capital letter don’t | 4 | 0.20 % | No |
| ‘ This section | 4 | 0.20 % | No |
| account Log Out | 4 | 0.20 % | No |
| following format 44 | 4 | 0.20 % | No |
| format 44 1234 | 4 | 0.20 % | No |
| letter don’t end | 4 | 0.20 % | No |
| don’t end sentence | 4 | 0.20 % | No |
| end sentence with | 4 | 0.20 % | No |
| Log Out Change | 4 | 0.20 % | No |
| sentence with punctuation | 4 | 0.20 % | No |
| You are commenting | 4 | 0.20 % | No |
| are commenting using | 4 | 0.20 % | No |
SEO Keywords (Four Word)
| Keyword | Occurrence | Density | Possible Spam |
|---|---|---|---|
| with a capital letter | 6 | 0.30 % | No |
| in the following format | 5 | 0.25 % | No |
| letter don’t end sentence | 4 | 0.20 % | No |
| end sentence with punctuation | 4 | 0.20 % | No |
| are commenting using your | 4 | 0.20 % | No |
| You are commenting using | 4 | 0.20 % | No |
| Use in the following | 4 | 0.20 % | No |
| account Log Out Change | 4 | 0.20 % | No |
| the following format 44 | 4 | 0.20 % | No |
| Start with a capital | 4 | 0.20 % | No |
| following format 44 1234 | 4 | 0.20 % | No |
| a capital letter don’t | 4 | 0.20 % | No |
| capital letter don’t end | 4 | 0.20 % | No |
| format 44 1234 567890 | 4 | 0.20 % | No |
| don’t end sentence with | 4 | 0.20 % | No |
| 3RangeText = ““ Else | 3 | 0.15 % | No |
| on Using a Raspberry | 3 | 0.15 % | No |
| End If ‘ This | 3 | 0.15 % | No |
| number Use in the | 3 | 0.15 % | No |
| Using a Raspberry Pi | 3 | 0.15 % | No |
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How to standardize your visitor email signature | The-Server.Ninja The-Server.Ninja Server Admin by day… Server Ninja by night… Menu Skip to content HomeAbout Search Search for: How to standardize your visitor email signature Feb 26, 2015Jul 24, 2015 / Severn Often, companies have a mismatch of email signatures. Nothing standard or manageable throughout their business. There are software applications that can assist, but they can be costly. In this post, i will detail how to roll out a standard email signature using nothing increasingly that a vb script, group policy and a little elbow grease with regards to yourZippyDirectory. Lets begin: Requirement: To implement a standard email signature throughout your organisation Solution: Create VB script to pull data fromZippyDirectory and set it as the users default signature within Outlook (tested in Outlook 2007, 2010 and 2013). Notes: Email font is set as: Verdana. Script is rolled out using a group policy tying to the domain root. I’m thesping a working knowledge of both AD, Group policy and VB scripts for this article. This script relies on your zippy directory having up-to-date information. Make sure you AD info is up-to-date. For now, concentrate on one use. Get the signature looking how you want it to. Under the unstipulated tab, First name: (AD: givenName) – Users first name – start with a wanted letter. Last name: (AD: sn) – Users surname – start with a wanted letter. Telephone number: (AD: telephoneNumber) Users main line work telephone number (not DDI) – use in the pursuit format: +44 (0) 1234 567890 E-mail: (AD: mail) ie someone@the-server.ninja Web page: (AD: WWWHomePage); list as the-server.ninja Under theWritetab: Street: (AD: streetaddress) –Visitoraddress of the users. Start with a wanted letter, don’t end sentence with punctuation. P.O. Box: (AD: postofficebox) – Second Line of street write (if needed). Start with a wanted letter, don’t end sentence with punctuation. City: (AD: l) Start with a wanted letter, don’t end sentence with punctuation. State / Province: (AD: st) County. Start with a wanted letter, don’t end sentence with punctuation. Zip / Postal Code: (AD: postalcode); Capitalise all letters. Country / Region: (AD: c). Select country field. Not currently used by signature but configured for future use. Under the Telephone tab: Home: (AD: homephone) – Users DDI (or Direct Dial Number). Use in the pursuit format: +44 (0) 1234 567890 Mobile: (AD: mobile) – Users visitor (not private) mobile phone number. Use in the pursuit format: +44 (0) 1234 567890 Fax: (AD: facsimileTelephoneNumber) Users fax number. Use in the pursuit format: +44 (0) 1234 567890 IP phone: (AD: ipPhone) User internal extension number. Use in the pursuit format: 1234 Notes: (AD: info). Any qualifications (letters) to be presented without the users name. Separated by a “,” and “ “. Eg. “QUAL1, QUAL2” Under the Organization tab: Job Title: (AD: title) – Users Job Title. Capitalise each word. Department field: (AD: Department) By inward the relevant tag in this field, it’s possible to transpiration the users logo. Options are: “Marketing” & Research. Any text that does not match the highlighted tags will result in the default visitor logo stuff displayed (as shown). Company: (AD: Company)Visitorname as shown “The Ninjas” This is an example of how your signature will towards with a reference to each AD file so you know what your editing. ################################################ Next up, you’ll want test that your signature works. Copy the script unelevated into a .VBS file and run it (with Outlook closed). Open outlook without 30 seconds and create a new message. you should see the whilom signature populated with your AD details. Once your happy with your signature, you’ll need to roll it out via group policy. Copy the .VBS and any logos to a inside file-share (under a domain share would be useful if you have multiple offices) Connect to your DC and create a new GPO Object (attach it to a test group first) Under the Users, Policies, Windows Settings, Scripts (Logon / Logoff), Logon.Nailyour vbs file. Ask your users to log off / on and their signature should update. ‘========================== ‘ ‘ Custom .vbs ‘ Script that creates a standard visitor signature for all users (in a corporate environment); pulling data fromZippyDirectory – dynamic logo insertion depending on department field if needed. ‘ ‘=========================== On Error Resume Next Set objSysInfo = CreateObject(“ADSystemInfo”) ‘ ########### This section connects toZippyDirectory as the currently logged on user ##### strUser = objSysInfo.UserName Set objUser = GetObject(“LDAP://” & strUser) ‘ ########### This section sets up the variables we want to undeniability in the script (items on the left; whereas the items on the right are the zippy directory database field names) – ie strVariablename = objuser.ad.databasename ######## strGiven = objuser.givenName strSurname = objuser.sn strAddress1 = objUser.streetaddress strAddress1EXT = objUser.postofficebox strAddress2 = objuser.l strAddress3 = objuser.st strPostcode = objuser.postalcode strCountry = objuser.c strFax = objuser.facsimileTelephoneNumber strMobile = objuser.mobile strTitle = objUser.Title strDepartment = objUser.Department strCompany = objUser.Company strPhone = objUser.telephoneNumber strEmail =objuser.mail strWeb = objuser.wWWHomePage strNotes = objuser.info strExt = objuser.ipPhone strDDI = objuser.homephone ‘ ########### Sets up word template ##### Wscript.Sleep 500 Set objWord = CreateObject(“Word.Application”) Set objDoc = objWord.Documents.Add() Set objSelection = objWord.Selection objSelection.Style = “No Spacing” Set objEmailOptions = objWord.EmailOptions Set objSignatureObject = objEmailOptions.EmailSignature Set objSignatureEntries = objSignatureObject.EmailSignatureEntries ‘ ########### Calls the variables from whilom section and inserts into word template, moreover sets initial font typeface, colour etc. ### objSelection.Font.Name = “Verdana” objSelection.Font.Size = 10 objselection.Font.Bold = true objSelection.Font.Color = RGB (000,045,154) objSelection.TypeParagraph() objSelection.TypeText strGiven & ” ” & strSurname objSelection.Font.Size = 7 ‘objSelection.TypeText ” (“ objSelection.TypeText ” “ objselection.TypeText strnotes ‘objselection.TypeText “)” & Chr(11) objselection.TypeText Chr(11) objSelection.Font.Size = 8 objselection.Font.Bold = false objSelection.TypeText strTitle & Chr(11) objselection.TypeText Chr(11) ‘ ########### This section looks at the department field and loads the towardly logo for that department. ##### ‘ ##### ie, those users with the department field set as marketing or research will get a variegated logo from the rest of the business. ##### If (objUser.Department = “Marketing”) Then objSelection.InlineShapes.AddPicture(“\\path\marketing_logo.jpg”) ElseIf (objUser.Department = “Research”) Then objSelection.InlineShapes.AddPicture(“\\path\research_logo.jpg”) Else objSelection.InlineShapes.AddPicture(“\\path\email_logo.jpg”) End If ‘ This section sets up a table to exhibit your visitor contact details objselection.TypeText Chr(11) Const Number_of_rows = 6 Const Number_of_columns = 3 Const END_OF_STORY = 6 objSelection.TypeParagraph() Set objRange = objSelection.Range objDoc.Tables.Add objRange, number_of_rows, number_of_columns Set objTable = objDoc.Tables(1) If (objUser.postofficebox = “”) Then objTable.Cell(1, 1).Range.Text = strAddress1 objTable.Cell(2, 1).Range.Text = strAddress2 objTable.Cell(3, 1).Range.Text = strAddress3 objTable.Cell(4, 1).Range.Text = strPostcode Else objTable.Cell(1, 1).Range.Text = strAddress1 objTable.Cell(2, 1).Range.Text = strAddress1EXT objTable.Cell(3, 1).Range.Text = strAddress2 objTable.Cell(4, 1).Range.Text = strAddress3 objTable.Cell(5, 1).Range.Text = strPostcode End If If (objUser.ipPhone = “”) Then objTable.Cell(1, 3).Range.Text = strPhone Else objTable.Cell(1, 3).Range.Text = strPhone & ” | Ext: ” & strExt End If objTable.Cell(1, 2).Range.Text = “Telephone:” objTable.Cell(2, 2).Range.Text = “Fax:” objTable.Cell(3, 2).Range.Text = “DDI:” objTable.Cell(4, 2).Range.Text = “Mobile:” objTable.Cell(5, 2).Range.Text = “Web:” If (objuser.mobile = “”) Then objTable.Cell(4, 3).Range.Text = “-“ Else objTable.Cell(4, 3).Range.Text = strMobile End If If (objuser.facsimileTelephoneNumber = “”) Then objTable.Cell(2, 3).Range.Text = “-“ Else objTable.Cell(2, 3).Range.Text = strFax End If If (objuser.homephone = “”) Then objTable.Cell(3, 3).Range.Text = “-“ Else objTable.Cell(3, 3).Range.Text = strDDI End If ‘ This part adds a clickable web write to your table. Set objCell = objTable.Cell(5, 3) Set objCellRange = objCell.Range objCell.Select ‘objSelection.TypeText “Web: “ Set objLink = objSelection.Hyperlinks.Add(objSelection.Range, “https://the-server.ninja/”, , , “the-server.ninja”) objLink.Range.Font.Name = “Verdana” objLink.Range.Font.Size = 8 objLink.Range.Font.Bold = false objSelection.Font.Color = RGB (000,045,154) objTable.AutoFitBehavior(1) objSelection.EndKey END_OF_STORY objSelection.TypeParagraph() objSelection.TypeParagraph() End If ‘ ########### This adds a tag-line to the marrow of your signature. you could have your company’s disclaimer here, but Exchange server will do this for you anyway) ‘objSelection.Font.Color = RGB (000,153,000) ‘objselection.Font.Bold = true ‘objSelection.TypeParagraph() ‘objselection.typetext “Help cut carbon… “ ‘objselection.Font.Bold = false ‘objselection.typetext “please don’t print this email unless you really need to.” ‘objSelection.TypeParagraph() ‘objSelection.TypeParagraph() ‘ ########### Final Part of the script, tells outlook to use this signature for new messages and reply’s ######## Set objSelection = objDoc.Range() objSignatureEntries.Add “the serverninja Signature”, objSelection objSignatureObject.NewMessageSignature = “the server ninga Signature” objSignatureObject.ReplyMessageSignature = “the server ninga Signature” ‘################################################################################################################## objDoc.Saved = True objWord.Quit Advertisements Share this:TwitterFacebookGooglePrintLinkedInPinterestEmailLike this:Like Loading... 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