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
CodeTwo Email Signatures 365 is the only fully Microsoft 365 Certified email signature solution (the entire infrastructure reviewed & pen-tested by Microsoft). It's an Azure-based cloud service that supports all devices and email apps. Co-engineered and awarded by Microsoft, it also holds the highest user satisfaction ratings. With ISO 27001 & 27018 certification and a proprietary 4-layer security system, it's the most secure signature manager on the market. Watch a short product video
CodeTwo offers solutions for organization-wide email signature management, data backup and migration for Microsoft 365 & Exchange Server, developed since 2007 and used by over 140k organizations worldwide, including Facebook, Samsung and UNICEF.
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Hi,
Is it possible to add a disclaimer to emails received from external, e.g. to Caution users from opening links or attachments.
Kind regards,
Hi Elvis,
Yes, there’s a native way in Microsoft 365 – you can use MailTips to display a notification when messages are addressed to external domains. Find out more in this article. Many admins choose this solution because it’s simple and effective.
Alternatively, you can prepend a visible warning banner to emails from external senders by creating a mail flow (transport) rule in the Exchange Admin Center. See our video guide on how to set up a new mail flow rule – in your case, you’ll need to ensure the sender is specified as external, and select the “prepend a disclaimer” action.
Cheers,
We are looking for a feature that convert email signature to outlook contact. Since we are using CodeTwo and looking for a future enhancement, so we don’t have purchase additional 3rd party license.
Hi Subhashis,
Thanks for your input! I’ve submitted your suggestion as a feature request for review.
In the meantime, I’d like to highlight a feature that might come in handy: CodeTwo Email Signatures 365 allows you to automatically create vCards and add them to signatures as QR codes. Recipients can scan these to quickly add new contacts to their address books. You can learn more in this KB article.
Hi Tomek, is it possible to have a rotating banner (e.g. 3 x banners in one signature)? I would prefer these to be animated, rather than static – must this be done as a gif?
Thank you,
Sam
Hi Sam,
We’ve got you covered! If you want to have an animation made from 3 different banners, GIF is the only format that’s widely supported by email apps. There’s also the option of using animated PNGs (aPNGs), which look much better, but their support is still very limited (learn more). Keep in mind that such an animation can link only to one single landing page, so choose your links wisely.
When it comes to “rotating banners” (that is, automatically using different variations of your banners) CodeTwo Email Signatures 365 supports these as well. You can learn more in this article.
If you have any further questions or doubts, feel free to contact our Customer Success Team. They are available 7 days a week and will be more than glad to help.
Cheers,
Would it be possible to add a toggle with Light and Dark modes?
Makes it a lot easier to check if our signatures work on both versions.
Thanks for your input, Robin. I’ve submitted your suggestion as a feature request for review.
I would also underline importance of having this Light/Dark theme as an option.
so far so good
Hi
when several employees work on a shared mailbox, is it possible to insert the signature e.g. support@ with their personal phone number and name of the one who sends the email?
This could e.g. work by using the outlook-option “username” or the “Account setting”
“Send from this account by default”.
It´s not always possible to have only one unique phone number for a whole department.
Thank you
Kind regards
Hi Thomas,
Rest assured, we’ve got you covered. Just follow the steps in our Knowledge Base article to add personalized email signatures to emails sent from shared mailboxes.