CodeTwo Email Signatures for Office 365

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Centrally managed, server-side email signatures for Exchange Online
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Frequently Asked Questions - CodeTwo Email Signatures for Office 365

Get answers to the most frequently asked questions about CodeTwo Email Signatures for Office 365:


  1. Why do I need CodeTwo Email Signatures for Office 365?

    Because Office 365 offers a very narrow range of capabilities when it comes to central email signature management. CodeTwo Email Signatures for Office 365 lets you overcome all the limitations of Office 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 Office 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);
    • and more...
  2. Is CodeTwo Email Signatures for Office 365 GDPR-compliant?

    Yes, the software, as well as our company, is fully GDPR-compliant.

    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 for Office 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 compliance or want to preview the DPA, contact our Data Security Officers using this form.

  3. What is the licensing model?

    CodeTwo Email Signatures for Office 365 assigns licenses to users and shared mailboxes whose emails are routed through the CodeTwo Email Azure Service. The licenses are assigned even if no rules are set to add signatures to those emails. For more details on how to manage the scope of users, see Frequently Asked Question no. 4 below.

    Aliases, mail-enabled public folders, and mail-enabled distribution groups do not consume licenses. That is because emails sent from those sources are not supported by the signature-adding mechanism.

    CodeTwo Email Signatures for Office 365 is offered as a monthly or yearly subscription model. Find out more about the licensing model.

  4. I don't want to buy the product for all my users - what do I do?

    Just purchase enough licenses to cover the users who will benefit from CodeTwo Email Signatures for Office 365 features. Next, when configuring connectors in the program, in the Senders scope step, select the Only users belonging to this distribution group option and choose a distribution group (or groups) that includes only the users who need signatures. This way the program will process emails sent only by users belonging to the selected distribution group.

  5. What are the limitations of the trial?

    The trial is limited to a period of 14 days and by default supports a maximum number of 1000 mailboxes. If you would like to use the trial on more than 1000 mailboxes, please contact us.

  6. How can I cancel my subscription?

    If you want to cancel your subscription, access your CodeTwo Email Signatures for Office 365 Admin Panel, click the Manage tenant button next to your tenant’s name and choose Cancel 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.

  7. 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 for Office 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 for Office 365 Admin Panel account to submit a Customer Service ticket and make a request.

  8. 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.

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

    Yes, you can. You just need to have your Office 365 tenant registered in CodeTwo Admin Panel, then contact CodeTwo Customer Service to move the account to one of CodeTwo's resellers. They will be able to pay for your subscription, without having access to any of your personal data. Then you can contact the reseller to discuss the payment methods they offer.


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

    Yes, it can.

    CodeTwo Email Signatures for Office 365 is able to do this thanks to an 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 email layout in the program's email signature editor.

    For more information, see: CodeTwo Email Signatures for Office 365 - Editor

  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 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.

    This option is available in the software’s Manage Signatures App, on the Design tab, in the Choose how signatures should be added in the correspondence section. 

  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 on the Recipients tab of the program’s Manage Signatures App. 

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

    Yes, it can. You can define the recipients for whom your email signatures will be added on the Recipients tab of the program’s Manage Signatures App. Add individual email addresses or use the asterisk (*) wildcard character to specify entire domains (e.g. * or *

    Learn more about this feature

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

    No, they won’t if signature elements are placed between the Remove Text tags (RT tags).

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

    See the examples below to learn how to properly 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}

  6. I want to insert user’s photos to email signatures – is it possible?

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

    To achieve this, first you need to upload users’ photos to 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 Office 365, use our freeware application CodeTwo User Photos for Office 365.

  7. Can I create animated email signatures?

    Yes, CodeTwo Email Signatures for Office 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. I want our marketing department 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 Office 365 user or group that is given access rights to the Manage Signatures App.

    Read more about managing access rights in CodeTwo Email Signatures for Office 365

  9. Can users choose which signature will be added?

    Yes, they can. 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 Manage Signatures App, on the Keywords tab.

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

  10. Can senders see the inserted signature?

    Yes. After you enable the Sent Items Update feature, CodeTwo Email Signatures for Office 365 will display inserted signatures into the users' Sent Items folders on all devices and email clients.

    Learn more about Sent Items Update...

  11. Can I see signatures while composing emails?

    Yes, you can. This is possible after installing CodeTwo Email Signatures for Office 365 Add-in, which displays a preview of signatures in real time while composing emails in Microsoft Outlook, Outlook for Mac and Outlook on the web (OWA).

    The add-in is installed per Office 365 user (not per device), so no local COM/EXE modules are required. This technology is agentless. See the video below for a short presentation of this feature.

    Find out more on how to install the signature preview add-in.

  12. 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.  

    Find out more about this feature.

  13. Can the program add email signatures to messages sent from mobile devices?

    Yes, it can.

    CodeTwo Email Signatures for Office 365 stamps messages when they are travelling through Microsoft's datacenters, so the source device can be anything. It could even be a fridge (provided you can configure an Office 365 email account on it).

    For more, see: CodeTwo Email Signatures for Office 365 - Overview


  1. How does CodeTwo Email Signatures for Office 365 work?

    CodeTwo Email Signatures for Office 365 is configured based on rules. In each rule you define the scope of senders, recipients, and the design of the email signature that will be used.

    When a user sends an email that matches one of your rules, CodeTwo Email Signatures for Office 365 picks it up and stamps it with a proper email signature. Here is what the processing route looks like:

    CodeTwo Email Signatures for Office 365 - How it works?

    CodeTwo Email Signatures for Office 365 runs in Microsoft Azure, which is a cloud computing platform provided by Microsoft. It is hosted in the same datacenters as users' Office 365 tenants.

    For more, see: CodeTwo Email Signatures for Office 365 - Overview

  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 for Office 365 - Supported platforms and requirements.

  3. Will I have to install the program locally?

    CodeTwo Email Signatures for Office 365 is a cloud application that runs entirely on Microsoft Azure servers and is managed via a web-based interface - CodeTwo Admin Panel. The service of the program responsible for processing email rules and adding email signatures - CodeTwo Email Azure Service - operates in the cloud.  

    However, the Manage Signatures App (a ClickOnce application for signature rule management) needs to be installed locally. The app allows you to create and manage your email signature rules as well as design and edit email signature templates via the built-in editor. Anytime you need to run the Manage Signatures App, log in to CodeTwo Admin Panel, then go to the Tenants tab, click your tenant name, and then the link which takes you to the Manage Signatures App.

    For more information, see: CodeTwo Email Signatures for Office 365 - Configuration of the program

  4. 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 geolocation(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.

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

    You have two options to access the Admin Panel of CodeTwo Email Signatures for Office 365:

    • create a CodeTwo Admin Panel account and then use this account to log in to CodeTwo Admin Panel
    • log in with your Microsoft work, school or personal account, and use this method anytime you come back.

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

  6. 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.

  7. 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 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.

  8. Does Sent Items Update affect the performance of my Office 365 tenant in any way?

    No, not at all. Sent Items Update is a service that is hosted by CodeTwo on Azure servers (just like CodeTwo Email Azure Service) and it is totally independent of your mail flow and the functioning of your Office 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.

  9. Can I use CodeTwo Email Signatures for Office 365 on Mac OS?

    Yes, but only limited functions will be available for you. As long as you use one of the supported browsers, you will be able to use the Admin Panel e.g. to purchase your subscription or register your tenant (see the Program’s components section of the User’s manual for more information on Admin Panel’s functions). You will not be able to manage email signatures or use the built-in HTML editor, as those features are accessible from the Manage Signatures App, which requires Windows OS to run.

    For more information on system requirements, see Frequently Asked Question no. 2.

  10. During tenant registration, I get a message that provisioning is in progress. What does it mean?

    This is a normal behavior and is a part of the configuration process. The provisioning process usually takes from 3 to 15 minutes. During this time, a unique TLS certificate is generated for your tenant. It is a necessary step (required by Microsoft), which ensures secure mail flow. During the provisioning process, some tenant management actions are not available.

    During the provisioning process, you can use CodeTwo Manage Signatures App to create rules and design email signatures, but the configuration process has to be finished before any of those changes can be applied.

    Learn more about the initial configuration of the program.

  11. Can I change a geolocation for an existing tenant?

    Yes, you can.

    CodeTwo Email Azure Service operates in 8 geolocations: West US, North Central US, Canada East, North Europe, UK South, Germany West Central, West Europe, and Australia East. If you want to change the service geolocation for your tenant, contact us.

    For more details, see this KB article.

  12. Is Office 365 Germany supported by CodeTwo Email Signature for Office 365?

    No, Office 365 Germany is not supported.

  13. Does the application support multi-factor authentication?

    Yes, it does, but some exceptions apply:

    • When setting up the connectors you need to use the app password instead of your Office 365 account password.
    • The Custom Attributes Sync App does not currently support MFA. Learn more…
  14. Is TLS 1.2 supported by CodeTwo Email Signatures for Office 365?

    Yes, Transport Layer Security 1.2 is fully supported.