Email signatures
on Exchange Server

Setting up email signatures & disclaimers on Exchange Server

Built-in features

Microsoft Exchange Server can be used to manage email signatures in your organization. To deploy a personalized email signature for any scope of users in on-premises Exchange 2019/2016/2013/2010, you need to:

  1. Prepare an HTML email signature template with Active Directory placeholders (you can use any HTML editor or try a dedicated free Email Signature Generator for Exchange Server).
  2. Configure an Exchange mail flow (transport) rule that will make use of this template. Use the links below to open a step-by-step guide which corresponds with your version of Microsoft Exchange:

Note: If you are running Exchange 2007, use this guide.

Limitations of native mail flow/transport rules in Exchange

  • Inability to insert an email signature directly under the latest message (reply/forward) in an email thread. When you reply to a message, your signature is not inserted in the body of your email. Instead, the signature is placed under the first email in the entire conversation (or in other words – at the very bottom of the conversation), often causing your recipients to miss it completely.
  • No support for embedded (inline) images – your company's logo or marketing banners become visible only after the recipient clicks 'Download pictures'.
  • Signatures are not visible in users' Sent Items folders. Because of that, the sender never knows if their signature has been added to the sent message until they receive a reply from the recipient.

These and other limitations can only be overcome by using a third-party software, such as CodeTwo Exchange Rules.

Exchange Server features compared with the CodeTwo Exchange Rules email signature software

Email signatures placed directly under the latest reply/forward
Microsoft Exchange Server
CodeTwo Exchange Rules
Exchange Server cannot detect separate emails in conversations. That is why it will keep inserting email signatures at the very bottom of a conversation every time your users send a reply or forward a message.
CodeTwo Exchange Rules uses a unique algorithm to recognize when a new email (including replies and forwards) is added to a conversation and places the signature directly under that email.

Auto-removal of unnecessary lines in signatures
Microsoft Exchange Server
CodeTwo Exchange Rules
Empty lines containing Active Directory variables that couldn't be filled with users’ data are left as they are in an Exchange 2019/2016/2013/2010 email signature.
With CodeTwo Exchange Rules, the lines with missing AD data are automatically removed from an email signature.

Signatures visible in users' Sent Items folders
Microsoft Exchange Server
CodeTwo Exchange Rules
Exchanger Server users don't see their email signatures and have no way of verifying if these signatures are added correctly. This causes confusion and may lead to litigation issues.
Signature added by CodeTwo Exchange Rules are also visible in users' Sent Items folders. This way, users can quickly confirm that their signature was added. Emails that contain signatures can be archived for litigation purposes.

Inline (embedded) images, logos and photos in email signatures
Microsoft Exchange Server
CodeTwo Exchange Rules
Exchange Server 2019, 2016, 2013 and 2010 let you insert only web-hosted images into email signatures. By default, such images are blocked by email clients and can be subject to network issues on the recipient's or host's side.
When email signatures are added by CodeTwo Exchange Rules, all images are displayed correctly and show up immediately when you open an email message (they do not appear as message attachments).

Ability to delegate email signature management to non-IT staff
Microsoft Exchange Server
CodeTwo Exchange Rules
Creating or changing an email signature on an on-premises Exchange server requires system administrator's assistance (which is a waste of time and resources) or direct administrative access to the server (which can pose a security and privacy risk).
The remote signature management module of CodeTwo Exchange Rules comes with custom access rights. This allows e.g. your Marketing team to manage all aspects of email signatures, without breaching security or wasting resources.

Built-in WYSIWYG email signature editor
Microsoft Exchange Server
CodeTwo Exchange Rules
The native Exchange Server signature input field accepts only raw code. So, if you want to use it, you need to be quite an HTML expert, have knowledge of Active Directory attribute names, and a lot of time for testing...
CodeTwo Exchange Rules offers an easy-to-use WYSIWYG (What-You-See-Is-What-You-Get) signature editor that comes with a wide variety of options to customize your template. The editor can automatically convert an HTML signature to the RTF or plain text format (useful for mobile devices and email clients that do not support HTML).

Support for all web, mobile and standalone email clients (e.g. Outlook, OWA, iPhone/iPad, Android, etc.)
Microsoft Exchange Server
CodeTwo Exchange Rules

Signature rule configuration wizard
Microsoft Exchange Server
CodeTwo Exchange Rules

Email signature personalization thanks to dynamically updated user details
Microsoft Exchange Server
CodeTwo Exchange Rules

Available in Exchange 2019/2016/2013/2010

Not available in Exchange 2007


Ability to edit the HTML source code of email signatures
Microsoft Exchange Server
CodeTwo Exchange Rules

Available in Exchange 2019/2016/2013/2010

Not available in Exchange 2007

CodeTwo Exchange Rule’s built-in editor allows you to view and edit the HTML source code of all your email signature templates.


How CodeTwo Exchange Rules works:

  1. A user sends an email from any email client (including mobile devices).
  2. The email passes through on-premises Exchange Server, where CodeTwo Exchange Rules is installed.
  3. CodeTwo Exchange Rules intercepts the email and checks it against the signature rules set in the program.
  4. If the conditions of any of these rules are met, CodeTwo Exchange Rules adds a corresponding signature (personalized with the sender’s data) to the email.
  5. The message is delivered, and the recipient sees the email signature directly under the email body.
How does CodeTwo Exchange Rules work?

Are you interested in organization-wide management of email signatures in Exchange Server?