Receiving Double Signatures in Outlook

Question

Why am I receiving duplicate email signatures in Outlook?

Overview

If you are seeing two signatures appear in your outgoing emails, this usually means that your email is being processed by more than one signature source. For example, both Outlook and Crossware are adding a signature, or multiple mail flow rules are applying it.

Solutions

Check the Crossware Transport Rule Configuration

1. Go to the Exchange Admin Center.

2. Expand the Mail Flow and click Rules.

3. Locate the CrosswareTransportRule (note: the name may vary).

4. Turn off the CrosswareTransportRule temporarily.

5. Send a test email without routing mail through Crossware.

   • If the issue disappears, edit the CrosswareTransportRule settings.

6. Move the CrosswareTransportRule to Priority 0 on the list.

7. Enable the Stop processing more rules option.

8. Save your changes and send another test email.

Check for Other Conflicting Mail Flow Rules

If the above does not resolve the issue:

1. In the Mail Flow tab, review all other transport rules.

2. Disable each one temporarily and test to see if the duplicate signature persists.

3. Re-enable the rules once testing is complete.

This helps identify whether another rule (besides Crossware’s) is reapplying or modifying the message in a way that causes the duplication.

Check for Outlook Local Signatures

You may still have a local Outlook signature enabled in addition to the Crossware one.

1. Open Outlook Desktop or Outlook on the Web (OWA).

2. Compose a new email.

3. Select the Message tab, then click Signatures.

4. Check whether any local signatures are enabled for New messages or Replies/forwards.

5. Remove or disable these if Crossware is already applying a signature.