ESIG - header certified
Gold Stevie Award winner 2022
G2 Spring 2023 Leader

World's #1 Microsoft 365 email signature management software

Email Signatures 365

Free trial

(14-day trial; no credit card)

CodeTwo Email Signatures for Office 365

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:

    Office 365 (Microsoft 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 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.
    • 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 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. Go to the:

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

    You can just purchase enough licenses to cover the users who will be getting email signatures. To learn how CodeTwo Email Signatures 365 counts licenses and how to limit the scope of users in the program, see the Pricing page.

    If you already own a subscription and some licenses were assigned to wrong users, you can always reset the license count in the CodeTwo Admin Panel: on the Tenants tab, click the Manage tenant (Manage tenant icon) button, select Subscription from the left menu, and on the Signature licenses tab click Reset license count.

  5. 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.

  6. 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.

  7. 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.

  8. 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.

  9. 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.

  10. 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.

  11. 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.

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

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

  13. Is Autoresponder a paid feature?

    No, Autoresponder is available as part of your existing subscription for CodeTwo Email Signatures 365. You just need to enable this feature in CodeTwo Admin Panel (see instructions).


  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 server-side signature rule, this option is available on the Design tab, in the Choose how signatures should be added in the correspondence section. 

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

    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 on the Recipients tab while configuring a 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 server-side signature rule, you can define the recipients for whom a specific email signatures will be added on the Recipients tab. 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 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 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:

    {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 to 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 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 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 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 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 required access rights in CodeTwo Admin Panel.

    Learn more about delegating signature management rights in CodeTwo Email Signatures 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 on the Keywords tab while managing your server-side 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 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.

    See step-by-step guidelines for this scenario

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

    Yes. After you enable the Sent Items Update feature, CodeTwo Email Signatures 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 deploying CodeTwo Signatures Web Add-in for Outlook, 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 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

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

    Yes, it can.

    When you use CodeTwo Email Signatures 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.

    See step-by-step guidelines for this scenario

  15. What happened to the desktop application for managing email signatures?

    The Manage Signatures App is now deprecated. Use the new web interface instead to manage email signatures – all your rules & settings from the desktop app are also available in the web UI.

  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 Azure Active Directory (AAD). When you change attributes in AAD, those changes are applied to email signatures and automatic replies, too.
    You can also manage user attributes in a simpler way. User 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 AAD) 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 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?

    CodeTwo Email Signatures 365 is a cloud application that offers an all-web experience. The service of the program responsible for processing email rules and adding email signatures - CodeTwo Email Azure Service - operates in the cloud. All tasks related to configuring the program, managing subscriptions, creating and managing signature rules and designing email signature templates are performed entirely via a web-based interface, after signing in to the CodeTwo Admin Panel, from any device or platform (Windows, Mac, mobile phones, tablets, and so on).

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

  4. Will CodeTwo signature add-in work with roaming signatures in Outlook?

    Yes. Both the modern CodeTwo Signatures Web Add-in for Outlook and the classic CodeTwo Signatures Add-in for Outlook (COM Add-in) 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 feature for Outlook for Windows (Outlook versions connected to a Microsoft 365 subscription) 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 COM Add-ins for Outlook used to add signatures unless this feature is manually disabled in Windows registry. We already released an updated version of our COM Outlook add-in on June 17, 2020, well ahead of the Microsoft’s release of the new feature (which has started being rolled out beginning October 2022 for all Outlook for Windows users on Current Channel). 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 deployed the COM Add-in globally via GPO before June 17, 2020 will 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 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 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 three roles in the CodeTwo Admin Panel:

    • Owner – a user with this role can manage organization’s tenants (register/deregister, change signature modes, etc.) and subscriptions, add/remove Admin Panel admins, transfer the ownership to organization’s Admin Panel to another admin, and change organization's billing information. The owner role is automatically assigned to the user who creates a first CodeTwo Admin Panel account for a given organization.
    • Admin – users with this role can manage organization’s tenants (register/deregister, change signature modes, etc.) and subscriptions. See this article to learn how to grant access to organization’s Admin Panel to other users.
    • Signature rule admin – users with this role can access and manage email signature rules within their Microsoft 365 (Office 365) tenant.

    An organization can have only one owner in CodeTwo Admin Panel but can have multiple admins and signature rule admins. Learn more about the privileges associated with each role

    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 (or an owner) for a single organization in CodeTwo Admin Panel. Refer to this article to learn about all the conditions that need to be met in order to invite a user to join your organization as a CodeTwo Admin Panel admin.

  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 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

  11. 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.

  12. Does CodeTwo Email Signatures 365 work on Apple/Mac/iOS devices?

    Yes. Tenant and signature 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 CodeTwo Admin Panel e.g. to purchase your subscription, register your tenant, manage email signatures or use the built-in signature template editor.

    In addition, 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/iOS devices are no exception. Our modern CodeTwo Signatures Web Add-in for Outlook, used to add client-side signatures and preview server-side (cloud) signatures, works on Outlook for Mac, too (see it in action).

    For more information on system requirements, see this article in the user’s manual.

  13. 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 create signature rules and design email signature templates, but the configuration process has to be finished before any of your signatures can be applied to emails.

    Learn more about the deployment steps and initial configuration of the program

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

    Yes, you can.

    CodeTwo Email Azure 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 want to change the service region for your tenant, contact us.

    For more details, see this KB article.

  15. Does the application support multi-factor authentication?

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

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

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

    Yes, Transport Layer Security 1.2 is fully supported.

  18. 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). Client-side signatures are added directly in Outlook for Windows, 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. Learn more

  19. 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

  20. 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.

  21. 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

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 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 start managing your signatures, all your signature rules will be there, in the Server-side signatures group.

  2. Where can I change the signature mode?

    Sign 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 365 (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 modern Signatures Web Add-in for Outlook and OWA is deployed centrally for all or selected users directly from the Microsoft 365 admin center. See the quick video quide below for details or check this article for Web Add-in deployment guidelines.

    If you prefer the classic (COM) add-in, then it can be deployed automatically (for the whole organization, selected groups or Organizational Units) using Group Policy Object (GPO) or Microsoft Intune, or installed manually by individual Outlook users (the 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 globally

    Learn more about the CodeTwo signatures add-ins for Outlook

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

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

    • New experience: the modern CodeTwo Signatures Web Add-in for Outlook works with:
      • Outlook on the web (OWA),
      • Outlook for Windows connected to a Microsoft 365 subscription, Version 2108, Build 14326.21018 and newer (Outlook 2019 & Outlook 2022 are partially supported - learn more),
      • Outlook for Mac (new UI) connected to a Microsoft 365 subscription, Version 16.59, Build 22031300, and newer.
    • Classic experience: CodeTwo Signatures Add-in for Outlook (COM Add-in) works with Outlook desktop apps for Windows (Outlook 2013 and newer). Users also need to log in to the COM Add-in with their Microsoft account to have access to CodeTwo client-side signatures.

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

  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 Outlook 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 a client-side signature rule in combo mode? Will they get two signatures in one email?

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

    If you use the classic CodeTwo Signatures Add-in for Outlook (COM Add-in), client-side signatures are added to emails sent from Outlook for Windows 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 COM Add-in. 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.

    Learn more about the CodeTwo signatures add-ins for Outlook

  9. How often do CodeTwo signature add-ins for Outlook synchronize with CodeTwo services?

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

    The classic CodeTwo Signatures Add-in for Outlook (COM Add-in) synchronizes 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 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 signatures add-ins for Outlook

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

    Yes, if you use the classic CodeTwo Signatures Add-in for Outlook (COM Add-in), users can insert a 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. 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.

  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:

    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 the primary email address of a user who sends a message (in the case of the modern CodeTwo Signatures Web Add-in for Outlook) or the user signed in to the Outlook add-in (in the case of the classic CodeTwo Signatures Add-in for Outlook). Learn more about the CodeTwo signatures add-ins 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 you use the modern CodeTwo Signatures Web Add-in for Outlook, 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 classic CodeTwo Signatures Add-in for Outlook (COM Add-in) in your organization, if 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 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 CodeTwo Email Signatures 365 (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 and manage signatures in your entire organization.

    Learn more about this feature

  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:

  17. Can users get 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 CodeTwo Signatures Web Add-in for Outlook to your users, they will get server-side signatures if:

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

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

    If you are using the classic CodeTwo Signatures Add-in for Outlook (COM Add-in) instead, users will get server-side 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 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, when managing email signatures in CodeTwo Email Signatures 365). 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.

    Learn more about the CodeTwo signatures add-ins for Outlook

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

    Yes, the pane does not need to be open for the client-side signatures to be added to emails.

    In the case of the modern CodeTwo Signatures Web Add-in for Outlook, 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 Web Add-in still adds the default client-side 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 ellipsis button (...) at the bottom of the message and select CodeTwo Signatures from the menu that opens.

    As for the classic CodeTwo Signatures Add-in for Outlook (COM Add-in), the pane is 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.

    Learn more about the CodeTwo signatures add-ins for Outlook

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

    Yes, both the preview add-in (CodeTwo Email Signatures 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 CodeTwo Signatures Web Add-in for Outlook, to add client-side signatures and preview server-side 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 client-side and combo mode, CodeTwo Signatures Web Add-in for Outlook shows signatures that are added to an email while users compose it in Outlook. In server-side mode, the Web Add-in shows a preview of the server-side (cloud) signature that will be added to an email after it is sent.

    The classic CodeTwo Signatures Add-in for Outlook (COM Add-in) always shows client-side signatures, and the deprecated CodeTwo Email Signatures 365 Add-in always shows a preview of the server-side 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 COM Add-in, 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?

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

    Yes. If you are using the modern CodeTwo Signatures Web Add-in for Outlook, 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) 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 Web Add-in in 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 classic CodeTwo Signatures Add-in for Outlook (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 a client-side signature rule in the signature management app. Learn more

  21. Can I disable Web Add-in’s notifications displayed above emails in Outlook?

    Yes. To do so, first sign in to CodeTwo Admin Panel and click the Manage tenants icon icon next to the name of your tenant to access the Manage tenant page. Next, go to Outlook add-in > Modern Web Add-in, click Show advanced options and select Hide add-in notifications displayed above emails in compose mode. It may take up to 4 hours for this change to propagate. Note that the Web Add-in will still show critical notifications such as errors.

    See this quick video or check this article to learn more about advanced options in CodeTwo Signatures Web Add-in for Outlook.