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

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

CodeTwo Email Signatures for Office 365

All you need is CodeTwo Email Signatures 365.

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

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



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

Sign in at and click the CREATE RULE button in the upper-left corner to add a new cloud (server-side) or Outlook (client-side) email signature rule (learn more about different signature modes). For this example, let’s create a cloud (server-side) signature rule.

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

Type the name of the rule in the Name step, and then use the Senders and Recipients steps 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

In the Design step, click Edit signature to open the 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 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 Entra ID (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 template editor). Back in the Design step, click Save & Publish 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 Microsoft 365 user photo will be placed directly under that message.


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