New feature: automatically change email signatures for alias addresses

How does it work?

CodeTwo can now recognize email aliases and automatically insert (in the cloud mode) or suggest (in the Outlook mode) dedicated email signatures for alias email addresses. And since licenses for CodeTwo Email Signatures 365 are consumed per user, using signatures in emails sent from aliases won’t consume any additional licenses.

If you are using cloud (server-side) signatures and have set up rules for both primary and alias addresses, CodeTwo will check the email address selected in the From field of your email app against the rules set in the Signatures app and insert the correct signature. It works the same for autoresponder rules.

For Outlook (client-side) signatures, when an end-user changes their email address in the From field in Outlook, the add-in pane will show signatures set for that address (e.g. alias address). The user then needs to click Use this signature below any signature to insert it to their message (see the image below).

Important: Due to Outlook limitations, sending emails from aliases is currently not supported in Outlook for Mac and mobile Outlook apps.

How to start using signatures for email aliases?

To automatically get different signatures for emails sent from alias addresses (secondary email addresses), you need to configure a dedicated signature rule for those email addresses and use the Email addresses condition. See more details below or check our manual for detailed instructions.

How to set up rules for aliases?

New rule condition: Email addresses

You can now use the Email addresses condition when setting up rules in CodeTwo’s Signature app. This new condition is available in:

• the Senders step of cloud (server-side) and Outlook (client-side) signature rules,
• the Reply from step of an autoresponder rule.

The Email addresses condition allows you to specify alternative email addresses (known as aliases) of users or shared mailboxes in your organization to which the rule should apply:

• If your users have aliases set up within the same domain as their primary address, you can enter individual addresses separated by semicolons (;).
• If aliases are associated with a different domain (e.g. otherdomain.com) in your organization, you can use an asterisk (*) to apply the rule to all alias addresses within that specific domain (e.g. *@otherdomain.com).

Here’s an example of how you can set up this condition for both scenarios:

New placeholders

When designing a template for email signatures or automatic replies in CodeTwo Email Signatures 365, you can use placeholders such as {First Name}, {Last Name}, {Title}, {Email}, etc. These placeholders are automatically replaced with sender’s information fetched from Entra ID (Azure AD) or CodeTwo cache, when the signature or auto reply is sent.

To support alias addresses in signatures and auto replies, we’ve added three new placeholders:

• {From display name} – use this placeholder if you want the display name shown in the From field of an email app to appear in your email signature.
• {From e-mail} – this placeholder will be replaced with the email address selected in the From field of an email app (e.g. your alias address).
• {From e-mail} as link – works similarly to {From e-mail}, but it displays the email address as a mailto link instead of plain text.

Note: The default {Display name} and {Email} placeholders are always replaced with information associated with the primary email address, even if the email is sent from an alias address.

For step-by-step instructions on how to set up different signatures for emails sent from alias addresses, go to this article.

Prerequisites

If you use Outlook (client-side) signatures, make sure the support for aliases is enabled in Web Add-in settings. Learn more