Add signature with image in first email and text-only footer in replies

In many business scenarios it makes sense to stamp emails with signatures which include images. The obvious examples that come to mind are social media buttons and marketing banners, but I’m sure you can think of a bunch of other ones (users’ photographs?).

This, however, may come into conflict with the need to not overcrowd the recipient’s eye with too much content or to simply conserve disk space.

CodeTwo Exchange Rules and CodeTwo Email Signatures for Office 365 solve this by allowing to automatically add a full-blown email signature to new emails and a simplified version to subsequent replies and forwards.

Here’s how to configure both products to do this job:

    1. Create a new rule by pressing the + (plus) button in CodeTwo Email Signatures for Office 365 (Fig. 1.) or the + Add… button and then New rule (clean) in CodeTwo Exchange Rules (Fig. 2.).

      Adding new email signature rule in CodeTwo Email Signatures for Office 365
      Fig. 1.

      Adding a new email signature rule in CodeTwo Exchange Rules
      Fig. 2.

    2. Define the criteria that will have to be met by emails for the rule to be applied.

    3. Design the part of the signature that will act as the simplified version and will be added in an entire conversation, except for the first email sent by your user. Here is an example of what it could look like:

      Composing a template for a short version of an email signature
      Learn how to use the Editor in CodeTwo Email Signatures for Office 365
      Learn how to use the Editor in CodeTwo Exchange Rules

    4. In the Editor, click the gear icon on the right, and configure the signature like so:

      • If disclaimer / signature is already found in the conversation, then : add new one
      • Add disclaimer / signature : right under the original reply message


      Email signature recurrence settings

    5. Click OK, then Save and close the Editor.

    6. In the Options tab select the following setting: If this rule is applied : Go to the next rule

      Email signature rule options - Go to the next rule

    7. Now add a new empty rule like you did in Step 1 and define identical criteria as in Step 2.

    8. In the new rule, use the Editor to design the remaining part of the full-blown signature (this part will only be added in the first email in a conversation). In my example it looks like this:

      Designing the remaining part of the email signature

    9. Next, in the Editor, click the gear icon and define the following settings:

      • If disclaimer / signature is already found in the conversation, then : do nothing (option ‘add new one’ NOT checked)
      • Add disclaimer / signature : right under the original reply message

      Settings of extensions of email signature

    10. Click OK, Save and close the editor.

    11. Click the Floppy disk (Submit changes) button in the upper-left corner.

Once you complete these steps, your CodeTwo solution is going to start stamping initial emails sent by users with an email signature consisting of the 2 designs you created. In my example this first signature would look like this:

Example of email signature with images

When users send subsequent replies and forwards (after their initial email has been stamped with the above design), the shortened design is going to be added to their emails. Again, in my example it is going to look like this:

Shortened version of the email signature

Tools used in this article

CodeTwo Email Signatures for Office 365 (14-day trial available)
CodeTwo Exchange Rules (30-day trial available)

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