CodeTwo Email Signatures for Office 365

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Centrally managed, server-side email signatures for Exchange Online
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Reliability and security

CodeTwo Email Signatures for Office 365 uses cloud services for email processing and adding email signatures and disclaimers. The software is developed and assessed against the requirements of ISO/IEC 27001 and ISO/IEC 27018 throughout the entire development process. Your Office 365 email flow is also routed through CodeTwo Email Azure Service hosted on secure Microsoft Azure servers. You can be sure your emails and credentials remain safe and are neither stored on any servers nor read by anyone.

Read on Microsoft's blog how we develop cloud solutions and protect your data. Then take a look below to find out how our email processing infrastructure was designed to meet the high security and reliability standards of business communication.

Email Signatures Office 365 Security

Security of Email Signatures for Office 365

Powered by Microsoft Azure™

Because the program’s email processing service sits in the cloud, your Office 365 email never leaves Microsoft datacenters. CodeTwo services are located on Microsoft Azure servers, which offer high security and SLA standards. When configuring the program, you are asked to select one out of eight geolocations available for the CodeTwo Email Azure Service.

OAuth 2.0 protocol safeguards your credentials

Before setting up any email signature rules, your Office 365 tenant needs to be registered in CodeTwo Email Azure Service. As the service uses Office 365 OAuth 2 authentication, our software is not required to collect and store any user credentials at any point. Thanks to this solution, you can be sure that your credentials are never accessed or used by CodeTwo. The access to Office 365 tenant settings is granted according to access tokens issued by Office 365 API and is entirely handled by Office 365 native mechanisms. 

Support for multi-factor authentication

CodeTwo Email Signatures for Office 365 complies with security standards imposed by Microsoft. This also applies to multi-factor authentication (MFA). When enabled in the Office 365 organization, MFA ensures an additional layer of protection when logging into the Office 365 account. And while connecting CodeTwo Email Signatures for Office 365 to the tenant, there is no need to disable multi-factor authentication on your admin account - MFA is supported. 

TLS encryption and authentication

Every component involved in the email processing pipeline is authenticated with Transport Layer Security (TLS). A TLS certificate is generated individually for your tenant upon its registration, ensuring uninterrupted and secure mail flow. Every time a message leaves your Office 365 tenant to be processed by CodeTwo Email Azure Service, it is filtered by Exchange Online Protection (EOP) mechanisms and verified whether it was forwarded by an authorized server. The same procedure is triggered when processed emails are sent back from CodeTwo Email Azure Service to the original tenant. Thanks to this mail processing flow, you can be sure that messages only travel down a secure and verified pipeline and can’t be hijacked by hackers at any point.

No external endpoints

One of the key aspects of our cloud infrastructure is that it can be only accessed from a closed and protected internal network of Azure™ servers. We don’t open any public endpoints to any external services. We also don’t use any web services or public API calls. Every communication happens ‘behind closed doors’ and can’t be accessed from the outside. This is ensured by CodeTwo programmatic solutions, as well as by native Azure and Office 365 features such as Exchange Online Protection (EOP).

Geolocation of your choice (GDPR compliant)

During the tenant registration process, there are 8 service geolocations you can choose from to help you stay GDPR compliant. You can decide whether you want your emails to be routed through CodeTwo Email Azure Service located in West US, North Central US, Canada East, North Europe, UK South, Germany West Central, West Europe, or Australia East (more geolocations coming soon).

Private storage for your settings

CodeTwo Email Signatures for Office 365 does not store your emails or credentials, but it saves your email rules settings in the Azure™ cloud, in one of eight different geolocations of your choice. This storage is private and completely unreachable for any external users or software. Thus, you can be sure that your settings are safe and that only you can create, change, or delete them. 

Your emails are not stored or read

Your emails only pass through CodeTwo services to get signatures. They are neither stored anywhere or read by anyone. The same applies to your Office 365 credentials (see OAuth 2.0 protocol safeguards your credentials).

Efficient load balancing and scalability

Load tests and performance enhancements were one of the key parts of the beta program before the product was launched. The program uses the technology that we've been developing for 12 years and its infrastructure is designed for maximum performance and reliability. The implemented load balancing mechanisms regulate the number of virtual machines responsible for processing emails in every geolocation and can scale in real time depending on the current email traffic in a given location.

Unnoticeable delay

We wanted to make sure that our services never add more than a few seconds of delay to the email processing time and we reached our goal. The average overhead we observed in our extensive tests reached 6 seconds when compared to Office 365 clean setup (with no email relay set up). This means your users will hardly be able to see any delays in email delivery time after you set up our connectors, and the functioning of the application won’t have any impact on their work efficiency.

99.99% uptime

Since going live, CodeTwo Email Signatures for Office 365 has consistently maintained a high average uptime of 99.99%. This means that our service matches the highest standards of uptime guaranteed by Microsoft's Cloud services. Moreover, our email signature service is fault tolerant, which means that if it went down, its failover capability would automatically reroute your emails through secondary servers in your geolocation and safely deliver them to final recipients. On top of that, CodeTwo engineers monitor the program’s behavior and performance 24 hours a day, 7 days a week, to ensure CodeTwo Email Signatures for Office 365 is always kept in peak operating condition. You can view the current state of CodeTwo services in all geolocations at a dedicated status page.

CodeTwo is GDPR & PCI compliant

We are GDPR & PCI compliant and regularly audited. All of our physical data protection measures combined with strict security policies ensure that personal data processed by CodeTwo is safe at all times.

Learn more about how we ensure we are GDPR compliant and how we can help you achieve the same 

ISO/IEC 27001 & 27018

The Information Security Management System (ISMS) implemented in CodeTwo is certified against ISO/IEC 27001 and ISO/IEC 27018, which proves that we follow the best industry standards and practices related to information protection and personal data security. We also develop and improve CodeTwo Email Signatures for Office 365 by drawing heavily on the ISMS. This prompts us to consider all security measures already during the design stage of the software development process, and to make these measures available for you by default. In relation to that, we are regularly audited, internally as well as by external auditors, for compliance with both information security standards. 

Learn more about these standards, how we adhere to them, and how can you benefit from our implementation of ISO-certified ISMS

Role-based access control (RBAC)

CodeTwo Email Signatures for Office 365 lets the administrator assign permissions to the Manage Signatures App. Thanks to that, you can let one of your teams (e.g. Marketing) design email signatures for the whole company. At the same time, you do not have to assign any additional permissions in Office 365, reducing the risk that any team member will make use of elevated permissions to perform any administrative tasks.

Mailbox backup solution

CodeTwo Email Signatures for Office 365, apart from unifying your Office 365 email signatures, lets you claim a free yearly subscription of CodeTwo Backup for Office 365. This professional backup software will let you secure your Office 365 data and restore it whenever you want. Learn more...