How to add multiple groups to CodeTwo transport rule in Microsoft 365

Problem:

You would like to add multiple groups to the scope of senders in CodeTwo Email Signatures 365.

Solution:

Users whose emails should be routed through the CodeTwo service to get cloud signatures (scope of senders) are specified in the Users step (Fig. 1.) of the tenant registration wizard (learn more). The chosen scope of senders is automatically added to the CodeTwo Exchange Online transport rule, which redirects your mail flow through the CodeTwo service.

Fig. 1. The configuration of the scope of senders whose emails will go through the CodeTwo service.

The tenant registration wizard allows you to select all Microsoft Entra ID (Azure Active Directory) users or a specific group (a distribution list or any mail-enabled group; groups hidden from your address book can also be picked). It's not possible to pick more than one group directly in the wizard. That is why it's a good idea to create one separate group for all users that require cloud email signatures.

If you prefer to add several groups instead, you can do it manually by editing the CodeTwo transport rule in Exchange Online. To do so, an admin of your Microsoft 365 organization needs to follow the guidelines below.

1. Open the Exchange admin center as a global administrator or Exchange administrator.
2. Go to Mail flow > Rules.
3. Select the CodeTwo Exchange transport rule on the rules list (Fig. 2., item 1). In the pane that opens, click the Edit rule conditions button.

Fig. 2. Editing the conditions of the CodeTwo Exchange transport rule.

4. The next step depends on your previous configuration of the scope of senders in the tenant registration wizard in CodeTwo Admin Panel:

   • If you previously selected a specific group in (as shown in Fig. 1.), on the Conditions tab, find the The sender > is a member of this group condition and click the group name to open the group picker (Fig. 3.).

     
     Fig. 3. Editing condition: The sender is a member of this group.

   • If you previously selected All users in Microsoft 365, then you need to add the The sender is a member of this group condition to the CodeTwo transport rule first. To do so, on the Conditions tab, click +in the Apply this rule if section to add a new condition, and choose The sender > is a member of this group, as shown in Fig. 4. The group picker opens.

     
     Fig. 4. Adding condition: The sender is a member of this group.

5. To add multiple groups, proceed as follows:

   1. (dynamic) distribution groups, mail-enabled security groups: select groups using the picker (Fig. 5.) or search them with the search box (use the search box also if, for some reason, your group is not listed);

      
      Fig. 5. Adding groups to the conditions of the CodeTwo transport rule.

   2. Microsoft 365 groups: enter/paste group’s full email address in the search box (only then the group will show up under Suggested results) and press Enter (Fig. 6.). Repeat the procedure to add multiple Microsoft 365 groups.

      
      Fig. 6. How to add a Microsoft 365 group to the conditions of the CodeTwo transport rule.

6. When the group selection is complete, click Save to return to the Conditions tab of the transport rule editing pane. Review your changes and again click Save to apply them (Fig. 7.). After the changes propagate across your Microsoft 365 tenant, the members of the groups you added will have their emails routed through the CodeTwo service (and will get email signatures if they meet the conditions of your signature rules).

Fig. 7. After your groups are added to the conditions, you need to save the rule.

See also:

• Manual configuration of the CodeTwo Exchange transport rule
• How to manually edit an existing transport rule to add or remove users receiving email signatures