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.

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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.

Warning

Modification of the CodeTwo Exchange transport rule has a direct effect on your mail flow. Double-check your changes before you apply them.

  1. Open Microsoft 365 admin center (Office 365 admin center).
  2. Go to Admin centers > Exchange (Fig. 2.) to open Exchange admin center (EAC).

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Fig. 2. How to access Exchange admin center from Microsoft 365 admin center.

  1. In EAC, go to mail flow > rules. Find the CodeTwo Exchange transport rule (Fig. 3.) and edit it by double-clicking it or via the Edit (pencil icon) button. The rule configuration window opens.

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Fig. 3. Double-click the CodeTwo Exchange transport rule to modify it.

  1. The next step depends on your previous configuration of the Senders scope in the connectors configuration wizard:
    • If you previously selected a specific group (as shown in Fig. 1.), in the rule configuration window find the The sender is a member of... condition and click on the group name to open the user/group picker (Fig. 4.).

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      Fig. 4. Editing condition: The sender is a member of...

    • If you previously selected All Active Directory users, then you need to add the The sender is a member of... condition to the CodeTwo transport rule first. To do so, in the rule configuration window click add condition and choose The sender... > is a member of this group, as shown in Fig. 5. The user/group picker opens.

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      Fig. 5. Adding condition: The sender is a member of...

  2. In the user/group picker, select one or more groups and add them via the add button (Fig. 6.). Note that even though the picker also allows you to add individual users, only groups will work with this type of condition.

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Fig. 6. Adding groups to the conditions of the CodeTwo transport rule.

  1. 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. IT@your-company.com) in the text field next to the Check names button and then clicking Check names (Fig. 7.).

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Fig. 7. How to add groups that are not available in the picker.

  1. When the group selection is complete, click OK and then save your rule (Fig. 8.). 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).

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Fig. 8. After your groups are added to the conditions, you need to save the rule.

See also:

Manual configuration of the CodeTwo Exchange transport rule