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

Problem:

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

Solution:

Users whose emails should be routed through the CodeTwo Email Azure Service to get signatures are specified in the Senders scope step (Fig. 1.) of the connectors configuration 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 mentioned CodeTwo service.

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

The connectors configuration wizard allows you to select all Active Directory users or a specific group (a distribution list, Office 365 group, or mail-enabled security 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 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 Office 365 organization needs to follow the guidelines below.

1. Open the Exchange admin center.
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 Senders scope in the connectors configuration 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 user/group picker (Fig. 3.).

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

   • If you previously selected All Active Directory users, 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 user/group picker opens.

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

5. In the user/group picker, you can find a group by using the search box or select it from the list. Either way, it is possible to choose multiple groups (Fig. 5.). Note that even though the picker also allows you to add individual users, only groups will work with this type of condition.

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

6. If some of your groups are not displayed in the picker, you need to add them manually by typing their email address(es) (e.g. [email protected]) in the search box (Fig. 6.).

Fig. 6. How to add groups that are not available in the picker.

7. 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 Office 365 tenant, the members of the groups you added will have their emails routed through the CodeTwo Email Azure 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