Consistency in email signatures across an organization is crucial for maintaining a professional image. Manually creating and updating these signatures can be a laborious and error-prone task. This article provides all scripting for this process using PowerShell to create a CSV file on Windows Server. To see the process in action, check out my YouTube video.
PersonalizeSignature.ps1
function CreateSignature($inputFilename, $outputFilename) {
# Define replacement strings as an array
$replacements = @(
@{ Name = "GivenName"; Value = "{{First Name}}" },
@{ Name = "Surname"; Value = "{{Last Name}}" },
@{ Name = "Department"; Value = "{{Department}}" },
@{ Name = "Title"; Value = "{{Title}}" },
@{ Name = "MobilePhone"; Value = "{{Mobile}}" },
@{ Name = "homePhone"; Value = "{{Ext}}" }
)
# Import the CSV file from a network path
$csvPath = ".\company.users.csv"
$userInfo = Import-Csv -Path $csvPath
# Get the current user's username from the environment variable
$currentUsername = $env:USERNAME
# Find the user's information from the CSV file
$currentUser = $userInfo | Where-Object { $_.Username -eq $currentUsername }
# Replace the placeholders in the HTML signature template located on the network path
$htmlSignature = Get-Content -Path $inputFilename -Raw
# Loop through the replacements array and replace the placeholders with the corresponding user data or an empty string if not found
foreach ($replacement in $replacements) {
$replacementValue = ""
if ($replacement.Name -eq "GivenName" -and ($currentUser.Title -eq "" -or $currentUser.MobilePhone -eq "") -and $currentUser.GivenName -ne "") {
$replacementValue = "<br>$($currentUser.GivenName)"
}
elseif ($replacement.Name -eq "Title" -and $currentUser.Title -eq "" -and $currentUser.MobilePhone -eq "") {
$replacementValue = "<br>"
}
elseif ($currentUser -and $currentUser.$($replacement.Name)) {
$replacementValue = $currentUser.$($replacement.Name)
} elseif (-not $currentUser) {
$replacementValue = ""
}
if ($replacement.Name -eq "homePhone") {
if ($currentUser.homePhone -eq "") {
$replacementValue = ""
} else {
$replacementValue = "Ext.$($currentUser.homePhone)"
}
}
$htmlSignature = $htmlSignature -replace $replacement.Value, $replacementValue
}
# Save the personalized HTML signature to the output file
Set-Content -Path $outputFilename -Value $htmlSignature
}
#Create the signature
$inputFilename = "\\company.local\IT\Config\ComapnySignature.htm"
$outputFilename = "$env:APPDATA\Microsoft\Signatures\CompanySignature.htm"
CreateSignature $inputFilename $outputFilename
PersonalizeSignature.vbs
Set objShell = WScript.CreateObject("WScript.Shell")
objShell.Run "powershell.exe -WindowStyle Hidden -ExecutionPolicy Bypass -File \\SERVER1\ITScripts\PersonalizeSignature.ps1", 0UpdateUserInfo.vbs
#Define the Admin user (Not from AD)
$AdminUser = '"Administrator","Company","IT","Cloud Services","",""'
# Import the Active Directory module if not already loaded
if (!(Get-Module -Name ActiveDirectory)) {
Import-Module ActiveDirectory
}
# Define the output CSV file path
$outputCsvPath = ".\company.users.csv"
# Get user information from Active Directory
$users = Get-ADUser -Filter * -Properties GivenName, Surname, Title, MobilePhone, homePhone, UserPrincipalName, Department
# Filter users with a UPN, remove the domain from the UPN, and export to a CSV file
$users |
Where-Object { $_.UserPrincipalName -ne $null } |
Select-Object @{Name = 'Username'; Expression = {$_.UserPrincipalName -replace '@rival.local'}},
GivenName, Surname, Title, MobilePhone, homePhone, Department |
Export-Csv -Path $outputCsvPath -NoTypeInformation
#Add Admin User at the end
Add-Content -Path $outputCsvPath -Value $AdminUser
CompanySignature.htm
<!DOCTYPE html>
<html>
<head>
<meta charset="UTF-8">
<title>Company Email Signature</title>
</head>
<body style="font-family: Arial, Helvetica, sans-serif;">
<div style="margin-bottom: 20pt; margin-top: 20pt;font-size: 11pt;">
Thanks and best regards<br>{{First Name}}
</div>
<div style="margin-bottom: 5px;">
<table style="width:100%">
<tr>
<td colspan="1" style="border-top: 1px solid black;">
</td>
</tr>
</table>
</div>
<div style="float: left; margin-right: 20px;">
<table style="border-collapse: collapse; margin: 0 auto; width: 500px; text-align: left;">
<tr>
<td style="width: 120px; vertical-align: middle; padding: 0 10px;">
<div style="display: flex; justify-content: flex-start; align-items: center; margin-bottom: 10px;">
<a href="https://www.mycompany.com"><img width=80% src="./logo.jpeg" alt="Comapny Logo"></a>
</div>
</td>
<td style="width: 250px; vertical-align: top; padding: 0px 5px;">
<div style="text-align: center;">
<div style="font-size: 110%;"><strong>{{First Name}} {{Last Name}}</strong></div>
<div style="font-size: 100%; margin-bottom: 1pt;">{{Title}}</div>
<div style="font-size: 80%; margin-bottom: 4pt;">{{Depatrment}}</div>
<div style="font-size: 80%; margin-bottom: 6pt;">{{Mobile}}</div>
<div style="font-size: 90%;"><a href="https://www.company.com">www.company.com</a></div>
<div style="font-size: 80%;">Phone +1 x769 x806 3066 {{Ext}}</div>
<div style="font-size: 80%;">Fax +1 7x69 2236 3627</div>
</div>
</td>
</tr>
</table>
</div>
<div style="font-style: italic; font-size: 80%; margin-top: 10px; text-align: left; line-height: 1.7; width: 100%; display: inline-block;">
<p>The content of this email is confidential and intended for the recipients
specified in this message only. It is strictly forbidden to share any
part of this message with any third party, without the agreement of the
originator of this email. If you received this message by mistake,
please forward this message to <a href="mailto:companyIT@comapny.com?subject=Received%20this%20email%20by%20mistake">companyIT@comapny.com</a> and delete it
afterwards, so that we can ensure such a mistake does not occur in the future.
<br><br>Please care about our environment and think before you print, if you really want to use paper. We have only one earth.
</p>
</div>
</body>
</html>
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