New feature: dynamic signatures for Outlook based on senders & recipients

The latest update to the CodeTwo add-in makes Outlook signatures dynamic! This means they can now automatically change based on email sender and recipients. For example, the signature can auto-update when you:

• select a shared mailbox or alias address in the email’s From field,
• add different recipients (e.g. internal or external) to the To or Cc fields.

See this feature in action:

This works across all modern Outlook versions, including Mac, Outlook on the web, and mobile apps. And it only takes a minute to set it up.

How to turn on dynamic signatures based on recipients

Sign in to the Signatures app and open any Outlook (client-side) signature rule for editing. You’ll see the new Recipients step (it’s similar to cloud (server-side) signature rule settings). Use the Add buttons to define conditions (top list) or exceptions (bottom list) for your rule:

You can now decide if this rule should apply (and add an email signature) for emails sent to:

• all email recipients,
• internal or external recipients,
• or specific group members or email addresses.

How to turn on dynamic signatures based on senders

By default, you will always get your own email signature, even if you change the From field and send an email as / on behalf of another user or shared mailbox, or from an alias address.

However, if the CodeTwo Outlook Add-in is configured to match the signature with the From email address, the signature will update automatically when you change the sender:

To enable this, you need to turn on this feature: Change CodeTwo Outlook signatures to match the email address in the From field, as shown in the video below or in this manual.

For more details on how to configure dynamic Outlook signatures, check out this article.

New feature: Outlook Add-in cache

But that’s not the only improvement! The latest version of the CodeTwo Outlook Add-in caches signatures so they can be inserted faster. The add-in refreshes the cache every 15 minutes to keep your signatures up to date.

Important: Because of the cache, any time you update Outlook (client-side) rules in the Signatures app, changes will appear in Outlook within 15 minutes. If that’s too long, end users can force a cache update by manually inserting a signature from the add-in pane. Learn more

Enjoy the new features and stay tuned – more updates are on the way!

FAQ

1. I use multiple domains in my Microsoft 365 tenant. Will CodeTwo treat emails sent between these domains as internal?
Yes. For example, if you’ve added domains such as @CompanyA.com and @CompanyB.com to your tenant and set up a signature rule for internal recipients, emails exchanged between these domains will receive the internal signature.

2. Can I use my personal signature when sending emails from a shared mailbox?
Yes. In this case, ensure the add-in setting Change CodeTwo Outlook signatures to match the email address in the From field (mentioned earlier in the article) is disabled. See this article for details.

3. Which signature will be added in Outlook when sending emails to multiple recipients?
The CodeTwo add-in checks recipients against your Outlook (client-side) signature rules and inserts the signature from the first rule whose conditions are met. As a result, all recipients will receive the same signature.

Note that the Internal recipients only condition will be triggered only if all email recipients are internal. So, if your email has both internal and external recipients, the external signature will be used for all recipients. Learn more & see examples