CodeTwo Email Signatures for Office 365

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How to add email signatures with Office 365 users' photos to Exchange Online mail

You probably already know that you can upload users’ photos to Office 365 (Microsoft 365) by using PowerShell or our freeware: CodeTwo User Photos for Office 365. But did you know that you can also automatically insert Office 365 users' photos into email signatures in your organization?

This short video guide will take you through all the steps required to deploy email signatures with Office 365 users' photos.

How to add users' photos to email signatures

CodeTwo Email Signatures for Office 365

All you need is CodeTwo Email Signatures for Office 365.

This cloud-based application lets you design email signature templates containing placeholders which are updated with sender's Office 365 data and photos when a signature is added to a message.

To test CodeTwo Email Signatures for Office 365 and its capability of adding Office 365 users' photos to outbound emails, follow the instructions below.



Start your 14-day free trial of CodeTwo Email Signatures for Office 365.

Launch the Manage Signatures App and click the + (Add) button in the upper-left corner to add a new server-side or client-side email signature rule (learn more about different signature modes). For this example, let’s create a server-side signature rule.

Adding a new email signatures rule in CodeTwo Email Signatures for Office 365

Type the name of the rule on the Overview tab, and then use the Senders and Recipients tabs to configure the conditions for your rule according to your needs. Only emails that match these conditions will trigger the rule (and get the corresponding signature).

Configuring rule conditions in CodeTwo Email Signatures for Office 365

On the Design tab, click Edit signature to open the signature template library. Select a signature template that contains a user photo (you can narrow down the displayed templates to those that include user photos by selecting the photo checkbox on the right side of the window and clearing the remaining checkboxes).

Selecting an email signature template that includes an Office 365 user photo

Once you select a signature template, you can make some quick customizations to it and then click Open to start the signature template editor. Here, you can make additional changes to your template. You should see the {Photo 1} placeholder in the editing pane. This placeholder will be replaced with the email sender's photo stored in Azure AD when the signature is added to an email. To edit the dimensions of the user photo that will be added, right-click the {Photo 1} placeholder and select Edit placeholder.

Editing the dimensions of an Office 365 user photo

You can also add the {Photo} placeholder manually. To do so, place the cursor wherever you would like the photo to be inserted, then click the Placeholder button on the Main tab of the editor and select Message Sender > Photo.

Manually inserting the placeholder that will be replaced with a user photo when the signature is added to an email.

When you feel that the email signature is ready to go live, click Apply & Close (in the upper-left corner of the signature template editor). Back in the Manage Signatures App, click  (Save) to submit the changes to CodeTwo Azure servers.

The next time one of your users sends a message that matches the conditions defined in the signature rule, a personalized email signature containing the sender's information and their Office 365 user photo will be placed directly under that message.


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