CodeTwo Email Signatures for Office 365

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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:

Purchasing

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

    Because Office 365 (Microsoft 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).
    • Configure organization-wide email signatures and make them available for users directly in Outlook.
    • 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 each user and shared mailbox whose emails are routed through the CodeTwo Email Azure Service as well as to each user who installs and uses CodeTwo Signatures Add-in for Outlook. If the program operates in server-side mode, licenses are assigned to users whose emails go through our servers even if no rules are set to add signatures to their emails (find out more about signature modes here). For more details on how to manage the scope of users whose emails are routed through the CodeTwo Email Azure Service, see Frequently Asked Question no. 4 below. One user can only consume one license.

    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. On the other hand, if you prefer using client-side signatures, make sure that the users for whom you set up client-side signature rules have installed (and are logged in to) the CodeTwo Signatures Add-in for Outlook.

    You can always reset licenses in the CodeTwo Admin Panel: on the Tenants tab, click the Manage tenant (Manage tenant icon) button, select Subscription from the left menu, and click Reset license count.

    Learn more about different types of email signatures here.

  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 of 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.

Functionality

  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 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.

    For more information, see: CodeTwo Email Signatures for Office 365 – Signature Template 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 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 server-side signature rule, 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. 

    When configuring a client-side signature rule in the Manage Signatures App, the program lets you set default signature templates for new messages and replies/forwards on the Options tab.

  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 Manage Signatures App, on the Recipients tab of your server-side signature rule. 

  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 server-side 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. *codetwo.com or *gmail.com).

    Learn more about this feature

  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 are used to insert different information to email signatures, depending on whether specified 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 for Office 365 can automatically remove blank spaces from the signature if there is no corresponding data found in 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 Active Directory) and some users have their mobile phone field empty in AD, 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:

    Regards,
    {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):

    Regards,
    {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 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 (Microsoft 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. What is the difference between CodeTwo and Outlook roaming signatures/cloud signatures?

    Roaming signatures (cloud signatures) is an upcoming feature for Outlook that 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. In other words, this feature is not an email signature management tool in any way.

    CodeTwo Email Signatures for Office 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 Azure AD, dynamic signatures based on rules, support for mobile devices and all email clients.

  9. 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 (Microsoft 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

  10. Can users choose which signature will be added?

    Yes, they can. For 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 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 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 be also used to suppress signatures.

    If you use the program in 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 when they type an email.

  11. Can senders see the inserted server-side 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...

  12. Can I see server-side 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 (Microsoft 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.

  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.  

    Find out more about this feature.

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

    Yes, it can.

    When you use CodeTwo Email Signatures for Office 365 in server-side or combo mode, messages sent from mobile devices get signatures because they travel through the CodeTwo services hosted in Microsoft Azure datacenters before they are finally delivered. Because of that, the source device can be anything.

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

Technical 

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

    See this article for detailed information about how our email signature software integrates with your Office 365 tenant and adds email signatures.

  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. Will CodeTwo signature add-in work with Roaming Signatures in Outlook?

    Yes. The CodeTwo Signatures Add-in for Outlook will continue to work and add client-side signatures to your emails when Roaming Signatures is enabled. The same goes for server-side signatures – they will not be affected by the new Outlook feature in any way. No action is required on your part.

    The suggestion that our email signature solution 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 Outlook add-ins used to add signatures unless this feature is manually disabled in Windows registry. We already released an updated version of our Outlook add-in on 17 June 2020, well ahead of the Microsoft’s release of the new feature (scheduled for August 2020 for early adopters and Q4 2020 for all Microsoft 365 users). The add-in automatically changes the registry for all users who use this add-in. The new add-in version is updated automatically on users’ computers* (users might be prompted to restart Outlook after the update).

    * Only admins who deploy the add-in globally via GPO will need to redeploy it to make sure all users get the latest version (instructions on how to do it are available in the user's manual).

  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 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.

  6. 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.

  7. 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.

  8. 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 (Microsoft 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

  9. Does Sent Items Update affect the performance of my Office 365/Microsoft 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 (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.

  10. Does CodeTwo Email Signatures for Office 365 work on Apple/Mac devices?

    Absolutely. Signatures can be added to emails sent from any device or email client, as long as it’s connected to Office 365 (Microsoft 365). Email clients on Apple devices are no exception. Our server-side email signature preview add-in works on Outlook for Mac, too.

    Tenant management is web-based and is also possible on Apple devices. As long as you use a modern web browser, 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).

    Signature management options are limited on Apple devices. 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.

  11. 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

  12. 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.

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

    No, Office 365 Germany is not supported.

  14. Does the application support multi-factor authentication?

    Yes, it does. However, when using the Custom Attributes Sync App, you need to use an app password instead of your Office 365 (Microsoft 365) account password when connecting to your tenant’s Azure Active Directory. Learn more

    The Custom Attributes Sync App is an additional component of CodeTwo Email Signatures for Office 365 that lets you use Azure AD extension attributes in email signature templates.

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

    No. CodeTwo software uses the OAuth 2.0 authorization protocol to establish a connection with Office 365 (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.

    The only place where you need to type your Office 365 credentials directly in the program is its additional component, the Custom Attributes Sync App (see point 13 above for description). The user whose credentials you provide in the app does not need to be a global admin but needs to be able to enumerate users and mailboxes. Again, CodeTwo does not store, copy or have access to your credentials at this point.

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

    Yes, Transport Layer Security 1.2 is fully supported.

  17. Can I add email signatures to encrypted messages?

    Yes, CodeTwo Email Signatures for Office 365 supports adding signatures to digitally signed (S/MIME) and encrypted messages (including messages that contain sensitivity labels). Client-side signatures are added directly in an Outlook desktop app (and soon also in Outlook for Mac 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 server-side signatures, the encryption needs to be performed server-side as well, by using mail flow rules, after emails are routed through the CodeTwo Email Azure Service to get a signature.

  18. Are emails always routed through CodeTwo services?

    No, it depends on how you want the software to add signatures. In client-side mode, signatures are added directly in Outlook, so additional routing through CodeTwo services does not occur. If you want to use server-side signatures (in combo mode or server-side mode), then your emails need to be relayed through the CodeTwo Email Azure 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 support 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’m currently using CodeTwo Exchange Rules. Can I transfer my on-premises email signatures to CodeTwo Email Signatures for Office 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,
    • email signature templates defined in these rules and custom templates saved in the Template Library,

    and makes them available in the Manage Signatures App. Learn more about the CodeTwo Exchange Rules Converter

Signature modes

  1. Did anything change in my existing signature rules or other settings after the introduction of signature modes?

    No, all your signature rules and settings are left intact. Before the update, CodeTwo Email Signatures for Office 365 supported only server-side signatures. After the update, the server-side mode is still the default signature mode in which the program works. So, if you were using the software before the update, when you open the Manage Signatures App, all your signature rules will be there, in the Server-side signatures group.

  2. Where can I change the signature mode?

    Log in to the CodeTwo Admin Panel, access the Manage tenant page by clicking the Manage tenant icon icon next to the name of your tenant, and then click Signature modes in the navigation menu on the left. Once you select a different signature mode, make sure to click Apply to confirm the change. Further instructions will be provided on the screen.

  3. How to clone a server-side signature rule to a client-side one?

    Cloning is only possible within the same signature rule group because there are different sets of conditions and exceptions available for both types of signature rules. For example, you don’t define any Recipients or Keywords for client-side signature rules. If your rules are based on Senders only, you simply need to select the same scope of senders when creating a rule of a different type. However, it is possible to use a signature template defined for one type of signature rule in the other type (e.g. a server-side signature template can be used in a client-side signature rule). Read this Knowledge Base article to find out how to do so.

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

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

  5. Can I deploy the CodeTwo Signatures Add-in for Outlook centrally across all users?

    Yes. The add-in can be deployed automatically (for the whole organization, selected security groups or Organizational Units) using Group Policy Object (GPO) or installed manually by individual Outlook users (both the global and manual installation is based on ClickOnce and does not require end users to have admin privileges).

    Learn how to deploy CodeTwo Signatures Add-in for Outlook

  6. Which versions of Outlook support client-side signatures?

    To use client-side signatures, users need to log in to the CodeTwo Signatures Add-in for Outlook. The add-in can only be deployed with Outlook desktop apps for Windows (Outlook 2013 and newer).

    However, we are currently working on a new Web Add-in that allows users to access client-side signatures in Outlook of the web (OWA) as well as Outlook for Mac. We are running a closed beta program at the moment, and the new add-in will reach general availability around December 2020/January 2021. Learn more...

  7. Why do I need client-side signatures? How are they different from server-side signatures?

    Server-side signatures are added in the cloud, after a user sends an email. Users have very limited options regarding what signature is added to their message, as email signatures are managed centrally by an admin or other delegated persons. Client-side signatures are added to a message directly in an Outlook desktop app (support for OWA and Outlook for Mac coming soon) when users compose their messages. This approach has several advantages over server-side signatures:

    • you define as many email signatures as you want for each user, and that user can choose which signature to use before sending an email;
    • signatures can be added to encrypted and digitally signed (S/MIME) messages;
    • users can add signatures to emails sent as / on behalf of shared mailboxes and Office 365 (Microsoft 365) groups.

    Click here to learn more about different signature modes.

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

    In this scenario, client-side signatures are added to emails sent from Outlook desktop app only, while server-side signatures are inserted to messages sent from any other email client. To get access to client-side signatures, a user needs to install and sign in to the CodeTwo Signatures Add-in for Outlook. If a user signs out of the add-in, their emails will be routed though CodeTwo services and get server-side 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 a client-side signature to an email while composing it in Outlook.

  9. How often the CodeTwo Signatures Add-in for Outlook synchronizes with CodeTwo services?

    The add-in synchronized with CodeTwo services every few minutes, but users can force synchronization any time they want in the add-in. During the sync, our service updates client-signatures with changes made to client-side signature rules in the Manage Signatures App and, if the Remove all user-defined signatures in Outlook option is enabled, deletes all changes made to CodeTwo signatures templates in Outlook.

  10. Are client-side signatures added to other types of emails, like message requests or appointments?

    Client-side signatures work the same way as native Outlook signatures. This means users can insert CodeTwo signature when creating a new meeting or appointment by selecting it from the Signature drop-down menu in Outlook, available on the Insert tab.

  11. Can I disable 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 the client-side signature rule (but not as an exception).
    • A user needs to install the CodeTwo Signatures Add-in for Outlook.

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

  12. Do client-side signatures increase the size of a message?

    Yes, just like regular Outlook signatures do.

  13. 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 server-side and client-side signature mode. Keep in mind that client-side email signatures will contain contact details of a user who is signed in to the CodeTwo Signatures Add-in for Outlook. Server-side email signatures will contain contact details of the user who sends the email – signature will be the same as sent from the primary email address.

  14. Can users modify client-side signatures by themselves?

    Yes and no. Client-side 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 a user saves their changes to Outlook signature templates, they will still get overwritten the next time the add-in synchronizes (this happens every couple of minutes).

    If a user changes the name of the signature template or saves the 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 the Manage Signatures App (this option can be found on the Options tab while configuring a client-side signature rule).

  15. Can users modify server-side signatures?

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

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

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

    • creating and enabling client-side signature rules in the Manage Signatures App;
    • asking users to install and sign in to the CodeTwo Signatures Add-in for Outlook with their Office 365 (Microsoft 365) work accounts.

    Important: Do not perform these steps in reverse order. Otherwise, as soon as a user signs in to the add-in in their Outlook desktop apps, they will no longer get server-side signatures. So, if you have not configured client-side signatures yet, they will get no signatures at all.

  17. Can users get server-side signatures when sending emails from Outlook if CodeTwo Email Signatures for Office 365 works in combo mode?

    Yes, as long as they are not signed in to the CodeTwo Signatures Add-in for Outlook. However, before they sign out, make sure to either turn off the rules that add client-side signatures or disable the options that set client-side signatures to be used as defaults for new messages or replies/forwards (you can do so on the Options tab of a client-side signature rule, in the Manage Signatures App). Otherwise, client-side 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.

  18. What happens when I close the CodeTwo Signatures Add-in for Outlook pane? Will client-side signatures still work?

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

  19. Can I use the signature preview Outlook add-in for server-side signatures and the new add-in that adds signatures directly to Outlook at the same time? Which signatures will these add-ins show?

    Yes, both add-ins can be installed and used in an Outlook desktop app at the same time. However, the signatures displayed by each add-in may be different because each add-in is designed to work with a different type of signatures. The CodeTwo Signatures Add-in for Outlook shows client-side signatures that are added to a message (or can be selected from Outlook’s ribbon) while users compose it in Outlook. The CodeTwo Email Signatures for Office 365 Add-in shows a preview of the server-side signature that will be added to an email after it is sent from email clients other than your current Outlook desktop app (such as mobile devices).

    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 CodeTwo Signatures Add-in for Outlook, client-side signatures stop working and server-side 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 server-side and client-side signature rule in combo mode? Will they get two signatures in one email?