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World's #1 Microsoft 365 email signature management software

Email Signatures 365

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CodeTwo Email Signatures 365
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Frequently Asked Questions

Get answers to the most frequently asked questions about CodeTwo Email Signatures 365.

Purchasing & deployment

  1. Why do I need CodeTwo Email Signatures 365?

    Watch this short video to see key benefits of using our signature manager in your organization:

    Microsoft 365 (Office 365) offers a very narrow range of capabilities when it comes to central email signature management. CodeTwo Email Signatures 365 lets you overcome all the limitations of Microsoft 365. With our application, you can:

    • Insert email signatures under the latest email replies and forwards (instead of only under the very first email in a conversation).
    • Embed images in emails, including Microsoft 365 users' photos (instead of using only web-hosted visuals).
    • Design signature templates using a WYSIWYG signature template editor (instead of having to provide raw HTML).
    • Automatically remove lines that contain blank Active Directory variables (instead of ending up with glaring gaps in signatures).
    • Configure organization-wide email signatures and make them available for users directly in Outlook.
    • Create and centrally manage automatic replies in your organization and enhance them with links, graphics, and personalized email signatures.
    • And more...

    Compare our email signature service with native signature settings in Microsoft 365

  2. Is CodeTwo Email Signatures 365 GDPR, CCPA and HIPAA compliant?

    Yes, the software, as well as our company, is fully compliant with the General Data Protection Regulation, the California Consumer Privacy Act (and other applicable U.S. state laws relating data privacy) and the Health Insurance Portability and Accountability Act.

    We take extra measures to ensure complete security and privacy of our clients' data. Our Terms and Conditions of Sales and Services specify exactly how we secure personal data. It is a legal requirement for all companies using CodeTwo Email Signatures 365 to accept these Terms and enter into a Data Processing Agreement (DPA) with us.

    For detailed information concerning how we handle our clients' personal data, consult our Privacy Policy.

    If you have any additional questions regarding CodeTwo's GDPR, CCPA and HIPAA compliance or the DPA, contact our Data Protection Officer using this form.

  3. What is the licensing model?

    CodeTwo Email Signatures 365 is offered on a monthly or yearly subscription model. You can save around 10% per year with the yearly subscription plan, but if you prefer a short-term commitment, the monthly plan is perfect for you. No catches here – if you decide to cancel your subscription at any time, it will expire at the end of your current billing cycle (next monthly/yearly payment renewal date).

    Go to the:

  4. Can I deploy the CodeTwo service to a limited group of users only?

    Yes. When registering your Microsoft 365 tenant with CodeTwo Email Signatures 365 (see step-by-step instructions), go to the Scope & region step to limit the number of users who can benefit from the service (get email signatures, automatic replies, etc.) and whose data (like users’ Entra ID attributes used in email signatures) is stored in the CodeTwo cache. Also note that only these users will consume licenses. To find out more how CodeTwo Email Signatures 365 counts licenses and how to limit the scope of licensed users in the program, see the Pricing page.

    Limiting the scope of licensed users to a smaller group can be useful if you’re testing CodeTwo in a large organization. You can, for example, do internal testing on a selected pilot group of users, and the rest of the users from your Microsoft 365 tenant won’t be integrated with our service in any way (until you decide to do so).

  5. Some licenses were assigned to wrong users. What can I do?

    You can always reset the license count in CodeTwo Admin Panel (but not more often than once every 24 hours). To do it, select your tenant on the Tenants page, click Licenses in the left menu, go to the Signature licenses tab and click Reset license count.

    Learn more about managing and reassigning licenses in our manual

  6. What happens when I run out of available licenses?

    If you exceed the license limit, some of your users will be sending emails without signatures. If necessary, purchase additional licenses to cover all users who need signatures.

  7. Can I edit subscriptions purchased by other CodeTwo Admin Panel admins?

    Yes, if you’re the Owner or Admin in your organization’s Admin Panel, you can change the subscription plan or purchase additional licenses for a subscription managed by another Admin Panel admin. But you need to assign your own payment method in the process (if you don’t have it, you will have to create it). Your payment method will become the default one for this subscription.

    For security reasons, you cannot use or view someone else’s payment methods. However, you can still use the same payment method (e.g. a credit card) that has already been used by another admin as long as you re-add it to your account.

    Refer to this article in the user’s manual to find out how to add a new payment method in the Admin Panel.

  8. What are the limitations of the trial?

    The trial period is limited to 14 days but can be extended to 21 days in total via the CodeTwo Admin Panel.  By default, the trial version supports a maximum number of 1000 mailboxes. If you would like to use the trial on more than 1000 mailboxes, please contact us.

    You will still receive full technical assistance from our Customer Success team during the trial period.

  9. How can I cancel my subscription?

    Refer to this user’s manual article to learn how to cancel your subscription. The cancellation will be effective at the end of your current billing cycle – until then, your signatures will be added as usual. Subsequent payments will not be charged to your credit card.

    You can resume your subscription at any time. When you cancel a subscription, we keep your settings for six months so that you can quickly resume our services.

  10. How can I stop using CodeTwo services completely?

    If you want to stop using CodeTwo services completely, simply deregister your tenant via the CodeTwo Email Signatures 365 Admin Panel. Subsequent payments will not be charged to your credit card. Deregistering your tenant automatically cancels the subscription, immediately stops adding your signatures and permanently removes your settings.

    There is no need to remove your CodeTwo user account. But if you want to do this, please use the email address associated with your CodeTwo Email Signatures 365 Admin Panel account to submit a Customer Service ticket and make a request.

  11. Can I buy the subscription if I am from EU but do not have EU VAT ID?

    Yes, you can. Look at the solution in the question Can I buy the subscription if I do not have a company credit card?. The procedure is exactly the same.

  12. Can I buy the subscription if I do not have a company credit card?

    Sure. Simply contact CodeTwo Customer Success team to buy a product license key and then activate your subscription in CodeTwo Admin Panel by following these steps.

    Alternatively, you can buy the key through a CodeTwo reseller. You just need to have your Microsoft 365 tenant registered in CodeTwo Admin Panel.

  13. How can I deploy the CodeTwo service in my organization?

    To deploy CodeTwo signatures, you need to be a global admin and follow a simple wizard. See everything in our video:

  14. Do I have to pay extra for additional features like One-click surveys, user information editor and Autoresponder?

    No, all features in CodeTwo Email Signatures 365 are available as part of your existing subscription – there are no hidden or additional fees and no separate pricing plans offering different features.

    To use some additional features, you just need to enable or configure them first in CodeTwo Admin Panel. See instructions:

  15. Do I have to pay extra for technical support?

    No, technical support is included in the price of the subscription.

    Also note that all CodeTwo Email Signatures 365 subscribers enjoy the same level of support. This means that no matter how many licenses you have, or which subscription plan you are on, we offer you the following benefits:

    • 24/5 support by email or phone from our award-winning team of specialists, who know CodeTwo products inside out,
    • 24-hour response time guarantee – we provide support directly from our HQ (we don’t outsource customer support to any 3rd parties),
    • full access to our online knowledge base,
    • assistance provided at any stage of using our service (from onboarding to go-live and beyond).

    We provide full technical support even during the trial period.


  1. Can the program insert signatures under the latest replies/forwards in email conversations?

    Yes, it can.

    CodeTwo Email Signatures 365 is able to do this thanks to the advanced email signature positioning algorithm that has been perfected over the years in our CodeTwo Exchange Rules line of products.

    From the perspective of the user of the program, it boils down to designing an intended signature layout in the program's signature template editor. By default, all signatures are added directly under latest replies/forwards.

    See step-by-step guidelines for this scenario

  2. Can the program insert different signatures to new messages and different to subsequent messages in a conversation?

    Yes, it can.

    You can configure the program to automatically add full-blown email signatures (with images, full contact details, and social media icons) to new emails and different or simplified (with only basic data) signatures to subsequent messages within a conversation thread.

    When configuring a cloud (server-side) signature rule, this option is available in the Design step, in the Choose how you want the signature to appear in email conversations section.

    When configuring an Outlook (client-side) signature rule, the program lets you set default signature templates for new messages and replies/forwards in the Logic step.

    See step-by-step guidelines for this scenario

  3. Can I create a different signature for internal and external messages?

    Yes, you can. Simply create two rules, where one is set up to add signatures to internal messages and the second one to apply signatures to external emails. You can specify these settings in the Recipients step while configuring a cloud (server-side) signature rule.

    See step-by-step guidelines for this scenario

  4. Can the program insert different signatures while sending emails to different external domains?

    Yes, it can. As you are configuring a cloud (server-side) signature rule, you can define the recipients for whom a specific email signature will be added in the Recipients step. Add individual email addresses or use the asterisk (*) wildcard character to specify entire domains (e.g. * or *

    See step-by-step guidelines for this scenario

  5. If some users do not have a phone number, will they have a blank space in their signature?

    No, the program comes with two different solutions that will allow you to avoid leaving blank spaces.

    Using conditional placeholders to replace missing information with generic data

    Conditional placeholders can be used to insert different information to email signatures if specific conditions are met. So, in this case, you can create a conditional placeholder that will replace any empty {Mobile} placeholder with a specific phone number (e.g. a generic phone number to your customer service).

    Learn more about conditional placeholders

    Using the Remove Text tags (RT tags) to remove empty placeholders

    CodeTwo Email Signatures 365 can automatically remove blank spaces from the signature if there is no corresponding data found in Microsoft Entra ID (Azure Active Directory) for a selected attribute. For example, if the signature includes the following line: “Mobile: {Mobile}” (where {Mobile} is a placeholder that pulls data from Entra ID) and some users have their mobile phone field empty in Entra ID, the whole line “Mobile: {Mobile}” will be removed from the signature. To use that feature, you need to put all signature contact elements between the Remove Text tags {RT}{/RT}.

    See the examples below to learn how to correctly use RT tags in a signature:

    {First name} {Last name}
    {Company} {Department}
    Phone: {Phone}
    {RT} Mobile: {Mobile}
    {/RT} Email: {Email}

    And how NOT to use RT tags (the line itself will be removed but will leave blank space):

    {First name} {Last name}
    {Company} {Department}
    Phone: {Phone}
    {RT} Mobile: [Mobile]{/RT}
    Email: {Email}

    Learn more about the Remove Text tag feature

  6. I want to insert user’s photos into email signatures. Is it possible?

    Yes, it is. CodeTwo Email Signatures 365 can insert users’ photos to your email signatures on the fly.

    To achieve this, first you need to upload users’ photos to Microsoft 365 (Office 365) and then place the {Photo} placeholder in your signature template. The placeholder will be automatically replaced with a proper user photo.

    To easily and quickly upload users’ photos to Microsoft 365, use our freeware application CodeTwo User Photos for Office 365.

  7. Can I create animated email signatures?

    Yes, CodeTwo Email Signatures 365 lets you add animated GIFs to your email signature. It means that you can easily add an animated logo or banner to your design.

    The animated gif will be visible on every email client that supports HTML. Most web-based and mobile email clients display animations without any issues, while most desktop Outlook clients will only display the first frame of your animation.

    Learn more about animated GIFs in email signatures

  8. What is the difference between CodeTwo and Outlook roaming signatures/cloud signatures?

    Roaming signatures (or signature cloud settings) is a feature that's started being rolled out to Outlook for Windows (Outlook versions connected to a Microsoft 365 subscription, in the Current Channel only) and Outlook on the web (reported by users, not officially confirmed by Microsoft) in October 2022. The feature changes how email signatures are stored. Instead of being stored on a local device, they will be kept in the cloud, in Microsoft 365 users’ mailboxes. That way, a user will have access to their email signatures from any PC running Outlook for Windows and – in the future – also in Outlook on the web. In other words, this feature is not an email signature management tool in any way. Here’s why:

    CodeTwo Email Signatures 365 is an email signature software that allows users to manage email signatures organization-wide and keep them uniform across all email clients. Having the same signature in Outlook for Windows on multiple PCs is just one of many things our solution can do. It also comes with tons of other features, such as central management, integration with Entra ID (Azure AD), dynamic signatures based on rules, support for mobile devices and all email clients.

    See a more detailed comparison between Outlook roaming signatures and CodeTwo Email Signatures 365

  9. I want our marketing department or an external partner to manage/change the signatures but not have access to any other settings. Is that possible?

    Yes, it is possible.

    Signatures can be managed by any Microsoft 365 (Office 365) user or group in your organization that is given required access rights in CodeTwo Admin Panel. Learn more about delegating signature management in CodeTwo Email Signatures 365 to internal users

    In case of third-party partners, a guest user who’s going to manage signatures on behalf of your organization needs to be additionally invited into your Microsoft 365 tenant and meet certain conditions. Learn more in this Knowledge Base article

  10. Can users choose which signature will be added?

    Yes, they can. For cloud (server-side) signatures, this is possible if the condition of a rule is based on a keyword phrase that – if found in the email body and/or subject – triggers this rule and the rule inserts a signature to an email. Keyword phrases can be set in the Keywords step while managing your cloud signature rules.

    For example, if you configure a rule where a condition is set to the following keyword: “my_sig”, CodeTwo Email Signatures 365 will look for the phrase "my_sig" in the email body and/or subject and, upon finding the phrase, will insert a signature. The signature will only be applied if a user puts the "my_sig" phrase in their email. Phrases can also be used to suppress signatures.

    If you use the program in Outlook (client-side) mode and you created several signature templates for a given Outlook user or group, these users will be able to choose these signatures directly in Outlook for Windows, Mac and OWA when they type an email.

    See step-by-step guidelines for this scenario

  11. Can users see their cloud signatures (added in the cloud after an email is sent)?

    Yes, just turn on the Sent Items Update feature for your organization, and users will see CodeTwo cloud signatures in their Sent Items folder. Or use our Outlook Web Add-in to preview cloud signatures directly as users type an email.

  12. Can I see cloud (server-side) signatures while composing emails?

    Yes, you can. This is possible after deploying the CodeTwo Outlook Web Add-in, which displays a preview of signatures in real time while composing emails in Outlook for Windows, Outlook for Mac and Outlook on the web (OWA).

    The add-in is deployed per Microsoft 365 user (not per device) from the Microsoft 365 admin center. This technology is agentless, so no local COM/EXE modules are used.

    See add-in's deployment instructions in the user’s manual

  13. Can the application automatically turn on and off specific rules?

    Yes, it can. This is possible thanks to the Scheduler feature, which allows you to set up different activity time ranges for each signature rule individually. As a result, all rules that have the Scheduler option enabled “know” exactly when to run and when to stop inserting email signatures.  

    See step-by-step guidelines for this scenario

    You can also check if the rules that run on the Scheduler work correctly by using the built-in signature rules tester.

  14. Can the program add signatures to emails sent from mobile devices?

    Yes, it can.

    When you use CodeTwo Email Signatures 365 in cloud (server-side) mode, all emails sent from mobile devices travel through the CodeTwo cloud service hosted in Microsoft Azure. This is where they get a signature before being delivered to intended recipients. Because of that, you can use any device (as long as it’s connected to your Microsoft 365 email) and your emails will always get the fully-branded CodeTwo signature.

    See step-by-step guidelines for this scenario

    In Outlook (client-side) mode, CodeTwo signatures are added directly to emails as users type them in Outlook on any device: Windows, Mac, iOS and Android. Learn more

  15. How to use the program to gather customer feedback?

    First, you need to enable One-click surveys in CodeTwo Admin Panel (see how). Next, create a survey and add it to your email signature(s) in the Signatures app. Finally, check survey results and get real-time analytics by accessing CodeTwo Insights, our built-in CSAT analytics tool.

    Learn more about One-click surveys & Insights

  16. How to use the program to create automatic replies and out of office messages for my users?

    First, you need to enable Autoresponder in CodeTwo Admin Panel (see how). Then you will be able to create autoresponder rules in the signature management app at

  17. Can I manage user information that appears in email signatures?

    Yes. All personal & organization info that appears in signatures is cached by CodeTwo from your Microsoft Entra ID (Azure Active Directory). When you change attributes in Entra ID, those changes are applied to email signatures and automatic replies, too.
    You can also manage user attributes in a simpler way. Attributes manager lets you centrally manage information cached by CodeTwo and added to email signatures & automatic replies. You can also add any custom attributes (not available in Entra ID) and use them in signature and autoresponder rules. You can even let your end users update their informaton in signatures themselves at

    See how it works in this short video:


  1. How does CodeTwo Email Signatures 365 work?

    See this article for detailed information about how our email signature software integrates with your Microsoft 365 (Office 365) tenant and adds email signatures. Or watch the part of our tutorial where signature modes are explained:

  2. What are the system requirements?

    To check the system requirements and supported platforms, please go to this User's manual page: CodeTwo Email Signatures 365 - Supported platforms and requirements.

  3. Will I have to install the program locally?

    No. CodeTwo Email Signatures 365 is a cloud application that offers an all-web experience. All tasks related to configuring the program, managing subscriptions, creating and managing signature rules and designing email signature templates are handled via a web-based interface accessible from any device or platform (Windows, Mac, mobile phones, tablets, and so on). If you want to add signatures directly in Outlook, you need to deploy our Web Add-in (no end-user installation required). Learn more

    For more information about the deployment, see CodeTwo Email Signatures 365 - Deployment steps and software configuration.

  4. Does the CodeTwo Outlook Add-in work with roaming signatures in Outlook?

    Yes. Both the modern Web Add-in and the legacy COM Add-in will continue to work and add Outlook (client-side) signatures to your emails even when the roaming signatures (signature cloud settings) feature is enabled in Outlook. The same goes for cloud (server-side) signatures – they will not be affected by the feature in any way. No action is required on your part.

    The suggestion that our Outlook add-ins will no longer work results from this article as well as the email notification sent to Microsoft 365 users. In both cases, Microsoft writes that the release of the roaming signatures feature will break third-party COM Add-ins for Outlook used to add signatures unless this feature is manually disabled in Windows registry. This does not apply to our add-ins – we updated* the legacy COM Add-in back in 2020 to prepare for the release of Microsoft’s new feature, and our modern Web Add-in is not affected in any way (it's not a COM Add-in). However, if you still use the legacy COM Add-in, we recommend switching to the modern Web Add-in instead, as it offers more features and also supports Outlook for Windows, Outlook for Mac, OWA, and Outlook for iOS & Android.

    * The legacy COM Add-in updates automatically on users’ computers. Only admins who deployed the legacy COM Add-in globally via GPO before June 17, 2020 need to redeploy it to make sure all users get the latest version of the add-in (instructions on how to do it are available in this article).

  5. Can I view the health status of your services?

    Yes, our services are monitored 24/7 and you can view their current status at our dedicated status page. The status page lets you check if any services in your region(s) are experiencing problems and how we are remediating issues. This site allows you to subscribe to receive emails or RSS feed immediately after any issues appear. You can also opt in to receive text messages on your phone, directly from the CodeTwo Admin Panel.

  6. How can I access CodeTwo Admin Panel to manage the program?

    To access the Admin Panel of CodeTwo Email Signatures 365, either:

    Learn more about accessing the Admin Panel of CodeTwo Email Signatures 365.

  7. Who can manage CodeTwo Email Signatures 365?

    CodeTwo Email Signatures 365 uses a role-based access control. There are four roles in CodeTwo Admin Panel:

    • Owner – this role offers the greatest privileges and is automatically assigned to the user who creates a first CodeTwo Admin Panel account for a given organization. A user with this role can manage organization’s tenants, subscriptions, admins and billing information.
    • Admin Panel admins – users with this role can manage organization’s tenants and subscriptions.
    • Tenant admins – users with this role can manage the CodeTwo Admin Panel settings (without billing details) only for the Microsoft 365 tenant they belong to.
    • Signature rule admins – users with this role can access and manage email signature rules within their Microsoft 365 tenant.

    Learn more about the admin roles in the user’s manual

    Keep in mind that adding permissions to our service doesn’t require you to assign any additional admin roles in Microsoft 365.

  8. Can the same Microsoft 365 user be a CodeTwo Admin Panel admin for multiple organizations?

    No, a single Microsoft 365 (Office 365) user account can be an Admin Panel admin (or Owner) for a single organization in CodeTwo Admin Panel. See this article to learn how to invite admins.

  9. Are my emails stored anywhere after they are processed by the program?

    No, they aren't. We do not store (or read) your emails - they only pass through our application to receive email signatures.

  10. I would like to use Outlook (client-side) signatures added by the modern Web Add-in only. What user/organization data does the add-in access in this scenario?

    When CodeTwo works in the Outlook signature mode (so when emails are not routed through CodeTwo), CodeTwo Web Add-in has access to: sender’s email address, message type (a new message, reply or forward) and message body type (HTML or plain text). This is the minimum set of information required for the add-in to apply signature rules in a correct way and validate user’s license. No other organization data is accessed by CodeTwo.

    Learn more about the modern Web Add-in in the user’s manual

  11. I have just added users to the distribution group, but they do not get any signature. How to fix it?

    It can take from a few minutes to a few hours for Microsoft 365 (Office 365) to apply changes to the distribution list membership. It means that if you add signatures to members of a distribution group, recently added users might not get their email signatures right away. As soon as the changes are propagated in your tenant, new users will get signatures. Learn more in our Knowledge Base

  12. Does Sent Items Update affect the performance of my Microsoft 365 (Office 365) tenant in any way?

    No, not at all. Sent Items Update resides within the CodeTwo cloud service in Azure and is totally independent of your mail flow and the functioning of your Microsoft 365 tenant - it's a parallel pipeline that has no influence on your email processing and delivery time. Moreover, Sent Items Update does not require any service accounts to operate, as the entire authentication and authorization process uses OAuth 2.0. To sum up, if there is any overhead incurred by the Sent Items Update feature, it's a job for our servers, not yours.

  13. Can I change a region for an existing tenant?

    It’s not possible to change the Azure region for your Microsoft 365 tenant without deregistering the tenant from CodeTwo (which will also cancel your current subscription – if you have one). To avoid these inconveniences, be sure to choose the right region when registering your tenant with CodeTwo. The CodeTwo cloud service operates in 18 datacenters across 9 Azure regions: West US, North Central US, Canada East, North Europe, UK South, Germany West Central, West Europe, Australia East, and UAE North.

    If you still need to change your Azure region, contact our Customer Success Team to get the detailed instructions and learn how to move your configuration.

  14. Does the application support multi-factor authentication?

    Yes, it does. Refer to the next question for more information.

  15. Do you need to enter your Microsoft 365 (Office 365) global admin credentials in CodeTwo Email Signatures 365?

    No. CodeTwo software uses the OAuth 2.0 authorization protocol to establish a connection with Microsoft 365, so it does not store or process your credentials at any point. Whenever you're asked to authenticate, the dedicated Microsoft sign-in page opens, and you sign in there.

  16. Is TLS 1.2 supported by CodeTwo Email Signatures 365?

    Yes, Transport Layer Security 1.2 is fully supported.

  17. Can I add email signatures to encrypted messages?

    Yes, CodeTwo Email Signatures 365 supports adding signatures to digitally signed (S/MIME) and encrypted messages (including messages that contain sensitivity labels). Outlook (client-side) signatures are added directly in Outlook desktop, mobile and OWA as you type an email, which means that after you send the email, the signature is encrypted together with the entire message. In the case of cloud (server-side) signatures, the encryption needs to be performed in the cloud as well, by using mail flow rules, after emails are routed through CodeTwo to get a signature. Learn more

  18. Are emails always routed through CodeTwo?

    No, it depends on how you want the software to add signatures. In Outlook (client-side) mode, signatures are added directly in Outlook, so additional routing through CodeTwo does not occur. If you want to use cloud (server-side) signatures (in combo or cloud mode), then your emails need to be relayed through the CodeTwo service to get signatures. Since the service resides in Microsoft Azure, your emails never leave Microsoft’s datacenters in the process. No matter which signature mode you use, your emails are neither stored anywhere nor read by anyone at CodeTwo. Learn more about safety

  19. Why am I asked to provide Contact ID and Tenant Association ID when contacting customer support? What are these IDs?

    Contact ID and Tenant Association ID are two identification numbers used by CodeTwo Customer Success team to verify that the person contacting us is in fact authorized to access sensitive subscription details and company information.

    They are used as an additional safety measure to further protect our clients against unauthorized access to their sensitive information. Contact ID and Tenant Association ID are assigned when creating an account and when registering a tenant, respectively. They can only be found in the CodeTwo Admin Panel after signing in (learn more) and should not be disclosed to anyone.

  20. I am currently using CodeTwo Exchange Rules. Can I transfer my on-premises signatures, templates, etc. to CodeTwo Email Signatures 365?

    Yes, we have a dedicated tool for that purpose – CodeTwo Exchange Rules Converter. This free tool automatically converts:

    • rules configured in the Administration Panel of CodeTwo Exchange Rules or Exchange Rules Pro that contain email signatures, disclaimers or automatic replies,
    • email signature and auto-reply message templates defined in these rules and custom templates saved in the template library,

    and makes them available in CodeTwo Email Signatures 365. Learn more about the CodeTwo Exchange Rules Converter

    If you are also looking for an easy and secure way to migrate your on-premises Exchange mailboxes to the cloud, we also have means that can help you with that. Learn more

  21. Can I move my CodeTwo rules & signatures to another Microsoft 365 tenant?

    Yes. You can use the rule import/export feature to move rules (rule settings + email signature templates) configured in CodeTwo Email Signatures 365 between tenants. It works with all types of rules: cloud (server-side) signature rules, Outlook (client-side) signature rules and autoresponder rules.

    Learn more in our manual

Signature modes

  1. Where can I change the signature mode?

    Sign in to CodeTwo Admin Panel, click your tenant on the Tenants page to open the Tenant settings pane, and select Signature mode from the menu on the left. Once you select a different signature mode, make sure to click Apply changes in signature mode to confirm the change. Further instructions will be provided on the screen (you might need to deploy the Outlook Web Add-in, for example).

    For more details, go to this article in the user's manual.

  2. Can I convert a cloud (server-side) signature rule to an Outlook (client-side) one (or vice versa)?

    Yes. You can convert signature rules (rule settings and signature templates) from one type to another in the Signatures app. Just select a signature rule and click the Convert button above the rule list. The conversion will start automatically. Note that converting a rule creates a copy of the source rule and transforms it to the other type of rule – this is to ensure your current rules and signatures are not affected. If there’s anything you need to address after the conversion (cloud and Outlook signature rules are slightly different in terms of the available settings, supported placeholders, etc.), you will be notified about that.

    The built-in signature rule conversion feature is especially useful if you want to your users to always get the same email signature regardless of the signature mode you use (cloud, Outlook or combo) or to prepare a different type of rules in advance before changing the current signature mode (e.g. from cloud to Outlook).

    Learn more about the rule conversion feature in our manual

  3. Is there a separate licensing scheme for every signature mode? Do I need different licenses to use cloud (server-side) and Outlook (client-side) signatures?

    No, there is only one licensing model available in CodeTwo Email Signatures 365 (learn how the program assigns the licenses to users and shared mailboxes). One Microsoft 365 (Office 365) user / shared mailbox consumes one license only, no matter which signature mode you use and how many signatures (cloud or Outlook) they get.

  4. Can I deploy the CodeTwo Outlook Web Add-in centrally across all users?

    Yes. The modern CodeTwo Web Add-in for Outlook & OWA is deployed centrally for all or selected users directly from the Microsoft 365 admin center. See the quick video guide below for details or check this article for the add-in deployment guidelines.

    Learn more about the Outlook add-ins

  5. Which versions of Outlook support Outlook (client-side) signatures?

    To use Outlook signatures, you first need to deploy a CodeTwo Outlook add-in for your users. There are two CodeTwo add-ins available and each supports different versions of Outlook:

    • New experience: the modern Web Add-in works with:
      • Outlook on the web (OWA),
      • Outlook for Windows connected to a Microsoft 365 subscription, Version 2108, Build 14326.21018 and newer
      • Outlook 2021, 2019 & 2016 retail, Version 2308, Build 16731.20170 and newer,
      • New Outlook for Windows (any version) connected to a Microsoft 365 subscription (you can currently use the add-in with the primary email account only due to current limitations of the new Outlook app),
      • Outlook for Mac (new UI) connected to a Microsoft 365 subscription, Version 16.59, Build 22031300, and newer,
      • Outlook for iOS – the most recent version,
      • Outlook for Android – the most recent version.
    • Legacy experience: the legacy COM Add-in works with Outlook desktop apps for Windows (Outlook 2013 and newer). Users also need to sign in to the add-in with their Microsoft account to have access to CodeTwo Outlook signatures.

    Keep in mind that you can only use either of the two add-ins. Learn more about the CodeTwo's Outlook add-ins

  6. Why do I need Outlook (client-side) signatures? How are they different from cloud (server-side) signatures?

    Cloud signatures, as their name suggests, are added in the cloud, after a user sends an email. They work with all email clients & devices and are tamper-proof. Users have very limited options regarding what signature is added to their email – signatures are added automatically based on rules defined by an admin or other delegated persons.

    Outlook signatures are added automatically to email body as users compose their email in Outlook desktop, mobile & OWA. This approach has several advantages over cloud signatures. For example, users can select a different signature manually before sending an email (on Android/iOS devices, different signatures are auto-inserted into new emails and replies/forwards). Outlook signatures can also be added to encrypted and digitally signed (S/MIME) messages.

    Click here to learn more about different signature modes.

  7. What happens if the same user is defined in both a cloud (server-side) and an Outlook (client-side) signature rule in combo mode? Will they get two signatures in one email?

    If you use the modern CodeTwo Web Add-in and the add-in adds a signature to a message in Outlook/OWA (either automatically or manually by a user), the message will not get a cloud signature (even if the user removes this signature from the message manually). If an Outlook signature is not added by the Web Add-in, CodeTwo Email Signatures 365 will then add a cloud signature. You can also allow users to switch between Outlook and cloud signatures directly in the Web Add-in’s pane. Find out how to do this in the user’s manual.

    If you use the legacy COM Add-in, CodeTwo Outlook signatures are added to emails sent from Outlook for Windows only, while cloud signatures are inserted to messages sent from any other email client. To get access to Outlook signatures, a user needs to install and sign in to the add-in. If a user signs out of the add-in, their emails will be routed though the CodeTwo services and get cloud signatures, even if those emails are sent from Outlook. It is possible to get two email signatures only if a user is not signed in to the add-in and inserts an Outlook signature to an email while composing it in Outlook.

    Learn more about the CodeTwo Outlook add-ins

  8. How often do CodeTwo Outlook add-ins synchronize with the CodeTwo cloud service?

    The modern CodeTwo Web Add-in synchronizes with the CodeTwo service in real time. This means that any changes made to Outlook (client-side) signatures in the signature management app are instantly applied to signatures in Outlook.

    The legacy COM Add-in synchronizes with the CodeTwo service every few minutes, but users can force synchronization any time they want in the add-in. During the sync, our service updates Outlook signatures with changes made to Outlook (client-side) signature rules in CodeTwo Email Signatures 365 and, if the Remove all user-defined signatures in Outlook option is enabled, deletes all changes made to CodeTwo signatures templates in Outlook.

    Learn more about the CodeTwo Outlook add-ins

  9. Are Outlook (client-side) signatures added to other types of emails like message requests or appointments?

    Yes, if you use the legacy COM Add-in, users can insert a CodeTwo Outlook signature when creating a new meeting or appointment, by selecting it from the Signature drop-down menu in Outlook, available on the Insert tab. The modern Web Add-in will get this functionality in the near future, as soon as the Microsoft’s Outlook team implements this in their API.

  10. Can I disable Outlook (client-side) signatures for specific users?

    Yes. Two conditions need to be fulfilled for a user to get access to CodeTwo signatures in Outlook:

    • A user needs to be included in an Outlook (client-side) signature rule.
    • A CodeTwo add-in needs to be deployed for that user.

    The easiest way to disable Outlook signatures for a user is by not including them in any Outlook signature rule or by excluding them from all the rules.

  11. Do Outlook (client-side) signatures increase the size of a message?

    Yes, just like regular Outlook signatures do.

  12. Are signatures added to messages sent from an alias address?

    Yes. Email signatures can be added to emails sent from an alias address in both Outlook (client-side) and cloud (server-side) signature mode. Keep in mind that:

    • Outlook email signatures will contain the contact details of the primary email address of a user who sends a message (if you use the new Web Add-in) or the user signed in to the Outlook add-in (if you use the legacy COM Add-in). Learn more about the CodeTwo Outlook add-ins
    • cloud email signatures will always contain the contact details of the user who sends the email – the signature will be the same as sent from the primary email address.

    Since licenses for CodeTwo Email Signatures 365 are consumed per user, using signatures in emails sent from aliases won’t consume any additional licenses. 

    Learn more about how CodeTwo Email Signatures 365 works with email aliases

  13. Can users modify Outlook (client-side) signatures by themselves?

    Yes and no. CodeTwo Outlook signatures are added to the email body when users compose their emails in Outlook. So, a user can modify the signature or even remove it completely before the message is sent.

    If you use the modern Web Add-in, then a user can modify the signature added to their email as they type and send the message. But the changes will not be saved by the add-in, so the next time they type an email, the add-in will add the default signature again.

    If you use the legacy COM Add-in in your organization, when a user saves their changes to Outlook signature templates, these changes will still get overwritten the next time the add-in synchronizes (this happens every couple of minutes). If a user changes the name of a signature template or saves a template under a different name, such user-defined templates can be deleted globally throughout all Outlook instances by using the Remove all user-defined signatures in Outlook option in CodeTwo Email Signatures 365 (this option can be found in the Logic step while configuring an Outlook signature rule).

  14. Can users modify cloud (server-side) signatures?

    No, except in the case where these users are privileged to access and manage signatures in your entire organization.

    Learn more about this feature

  15. What happens to my signature rules when I change the signature mode from cloud (server-side) to combo? Will they still work?

    Yes, changing the signature mode from cloud to combo will have no immediate impact on email signatures in your organization – they will continue to be added according to the configured cloud (server-side) signature rules. You can implement Outlook (client-side) signatures gradually by:

    • converting your existing cloud (server-side) signature rules to Outlook (client-side) rules by using the built-in rule conversion feature (you can also create Outlook signature rules from scratch, as described here);
    • deploying a CodeTwo Outlook add-in for users who need to have signatures directly in Outlook. They will get the add-in and signatures automatically (learn more about the CodeTwo Outlook add-ins).
  16. Can users get cloud (server-side) signatures when sending emails from Outlook if CodeTwo Email Signatures 365 works in combo mode?

    Yes. If you have already deployed the modern Outlook Web Add-in for your users, they will get cloud signatures if:

    • they are not included in any Outlook (client-side) signature rule,
    • or the Outlook signature is not added to their email. 

    You can also allow your users to manually switch between cloud and Outlook signatures directly from the CodeTwo Web Add-in’s pane. See this article to learn how to do that.

    If you are using the legacy COM Add-in instead, users will get cloud signatures as long as they are not signed in to the add-in. However, before they sign out, make sure to either turn off the rules that add Outlook signatures or disable the options that set Outlook signatures to be used as defaults for new messages or replies/forwards (you can do so in the Logic step of an Outlook (client-side) signature rule, when managing email signatures in CodeTwo Email Signatures 365). Otherwise, Outlook signatures will continue to be automatically added to emails as users are composing them in Outlook. In addition, if Outlook users do not remove these signatures manually, recipients may also get emails with two email signatures.

    Learn more about the CodeTwo Outlook add-ins

  17. What happens when I close the CodeTwo Signatures pane in Outlook? Will Outlook (client-side) signatures still work?

    Yes, the pane does not need to be open for CodeTwo Outlook signatures to be added to emails.

    In the case of the modern Web Add-in, the pane is used to preview all available signatures and when you want to insert them manually to an email. Even if the pane is closed, the add-in still adds the default Outlook signature to new messages and replies/forwards. You can open the pane at any time while composing a message by clicking CodeTwo Signatures on the ribbon in Outlook. In Outlook on the web (OWA), click the Apps button on the ribbon while composing an email and select CodeTwo for Outlook from the menu that opens.

    As for the legacy COM Add-in, the pane is used to sign in to the add-in, preview CodeTwo Outlook signatures, and perform other actions related to CodeTwo services. After a user signs in, the pane can be closed – Outlook signatures will continue to be synchronized with the CodeTwo cloud service. The pane can be opened/closed using a dedicated button with the C2 logo on the Home tab in Outlook.

    Learn more about the CodeTwo Outlook add-ins

  18. Can I use the signature preview Outlook add-in (deprecated) for cloud (server-side) signatures and a CodeTwo Outlook Add-in that adds Outlook (client-side) signatures directly to Outlook at the same time? Which signatures will these add-ins show?

    Yes, both the signature preview add-in (CodeTwo Email Signatures for Office 365 Add-in) and one of the client-side signature add-ins can be installed and used in Outlook at the same time. However, the preview add-in is now deprecated, so we recommend using a single add-in, the modern Web Add-in, to add Outlook signatures and preview cloud signatures. Learn more about this feature

    The signatures displayed by each add-in may differ depending on which add-in you have and the signature mode you use. By default, in Outlook (client-side) and combo mode, the Web Add-in shows signatures that are added to an email while users compose it in Outlook. In cloud (server-side) mode, the Web Add-in shows a preview of the cloud signature that will be added to an email after it is sent.

    The legacy COM Add-in always shows Outlook signatures, and the deprecated signature preview add-in always shows a preview of the cloud signature.

    Note that the add-ins will not display anything if there are no signature rules defined for the related Outlook user. Also, if a user signs out of the legacy COM Add-in, Outlook signatures stop working and cloud signatures are added instead to messages sent from this person’s Outlook (and all other email clients).

    Check also: What happens if the same user is defined in both a cloud (server-side) and Outlook (client-side) signature rule in combo mode? Will they get two signatures in one email?

  19. Can I disable users’ default signatures in Outlook?

    Yes. If you are using the modern Web Add-in, user’s default signatures are disabled automatically if you set CodeTwo signatures as the default ones for new emails and for replies and forwards. This works with Outlook desktop apps (for Windows and Mac), Outlook mobile apps (for iOS and Android) and Outlook on the web (OWA). You can also access the advanced add-in options in CodeTwo Admin Panel and select the Always disable end users’ default signatures in Outlook setting to disable user’s default signatures even if they don’t get automatic CodeTwo signatures or if you use the modern Web Add-in in cloud (server-side) mode to preview signatures added in the cloud after an email is sent. See this quick video or check this article to learn more about advanced options available for the Web Add-in.

    If you are using the legacy COM Add-in, you can disable user’s default signatures in Outlook for Windows only. To do so, select the Remove all user-defined signatures in Outlook option when configuring an Outlook (client-side) signature rule in the signature management app. Learn more