Knowledge Base

How to add or remove email signatures using keywords in CodeTwo Email Signatures for Office 365

Problem:

You would like your users to be able to select different server-side signatures or to remove an email signature from messages they sent by using keywords in CodeTwo Email Signatures for Office 365.

Solution:

The program makes use of keywords to trigger or suppress signature rules responsible for adding server-side signatures to emails. A keyword can be a single word or phrase that you specify on the Keywords tab in the program’s Manage Signatures App. When a user enters the defined keyword in the email body or subject, the program will add, or not add, the signature when the email is sent. The program’s behavior depends on how you configured the signature rule. The keyword itself can be deleted before the email reaches its recipient.

Important

The Keywords tab is only available for server-side signature rules. Client-side signatures are made available for users in their Outlook desktop apps, which means users can easily select which email signature they want to insert to (or remove from) a message while composing it. Learn more about signature modes in CodeTwo Email Signatures for Office 365

Keywords are a great way to give users more control of server-side signatures when sending emails e.g. from mobile devices. Keep in mind that you can use keywords to trigger or suppress signature rules when sending messages from any email client as well. For example, keywords can be used to add a signature:

  • in another language
  • with a different banner
  • that includes contact details of another user/group
  • etc.

or if you want to send an email without any signature at all.

Follow the links below to learn how to:

Tips on creating keywords

You can use a single word or multiple-word phrases. If you add an asterisk (*) before and/or after a single word, e.g. *spam*, the rule will be triggered (or suppressed) not only by the word spam but by anti-spam or spamming as well. Since keywords are not case sensitive, the word SPAM will also work.

You can also define more than one keyword. Each additional keyword is connected with the other ones by the OR operator. This means the signature rule will be triggered (or suppressed) if at least one of the defined keywords are found in the email body or subject.

If you use CodeTwo Exchange Rules family of products and you would also like to suppress or force email signatures via keywords, refer to this article.

Using keywords to trigger server-side signature rules

In this example, we define a keyword that will be used to add a different email signature to an email.

  1. Open the Manage Signatures App.
  2. In the SIGNATURE RULES section, select a server-side signature for which you want to define a keyword. You can also create a new rule by clicking the + button and selecting Add server-side signature rule (Fig. 1.).

Adding a new server-side signature rule
Fig. 1. Creating a new server-side signature rule.

  1. Use the ESIG for O365 rule move up button to move the signature rule mentioned in step 2 on top of other rules (Fig. 2.). By doing so, you make sure that the program will execute this rule as the first one in the case it finds the defined keyword. This is especially important if, for example, you have configured a general signature rule that adds a signature to all outgoing emails in your organization.

Moving a signature rule up the list
Fig. 2. Moving the rule up the signature rules list.

  1. (Optional) Use the Senders and Recipients tabs to specify other conditions that need to be fulfilled for the rule to be applied.
  2. Go to the Keywords tab and click the + Add button next to the top list (Fig. 3., item 1). This will open the Add phrase window.
  3. Enter you keyword, e.g. banner#2 (Fig. 3., item 2), and use the Search in drop-down menu (Fig. 3., item 3) to define where the program should look for the keyword: in the email body, email subject or in both places.

Adding a keyword
Fig. 3. Defining a keyword that will trigger a server-side signature rule.

  1. Select the Remove this phrase checkbox if you want the program to remove the keyword from the email body and/or subject after it has processed the email (Fig. 4.).

Removing keyword from email
Fig. 4. Select this checkbox if you want the program to remove the keyword from your email.

  1. Use the Design tab to edit your email signature (or design a new one, if you created a server-side rule from scratch). In this example, we will use a different signature template (Fig. 5.).

Designing a signature template
Fig. 5. A signature that will be added to emails by using keywords.

Learn more about how to design a signature template

  1. On the Options tab, make sure to apply the following settings:
    • If this rule is applied > Stop processing next rules
    • If this rule is not applied > Go to the next rule
    This way, the program will still add signatures specified in other rules even if you don’t include the keyword in the email body/subject. And if the keyword is found, you make sure that the program will not add another signature.
  2. Click Save (ESIG for O365 rule save) in the SIGNATURE RULES section to apply your changes.

​Now, if the keyword banner#2 is inserted into the subject or body of an email, CodeTwo Email Signatures for Office 365 will add an alternative email signature (see Fig. 5.). You can take advantage of the signature preview add-in (CodeTwo Email Signatures for Office 365 Add-in) to see if this works (the add-in can be used with Microsoft Outlook, Outlook on the web (OWA) and Outlook for Mac). An email shown in Fig. 6. does not contain the defined keyword, so the add-in preview pane on the right shows a different email signature (added by another server-side signature rule).

Signature preview - no keyword
Fig. 6. A preview of a signature that will be added if there are no keywords defined in an email.

Once the keyword is added e.g. to the email body (Fig. 7.), the email signature show in the add-in preview pane changes. The signature shown will be added to the email after it is sent.

Signature preview - with keyword
Fig. 7. The email signature changes after adding the keyword to an email.

Using keywords to suppress server-side signature rules

In this example, we define a keyword that will be used to suppress the server-side signature rule that adds a signature to an email.

  1. Open the Manage Signatures App.
  2. In the SIGNATURE RULES section, select a server-side signature for which you want to define a keyword. In this example, the Company signature rule adds a signature to all emails sent by all users in an Office 365 tenant (Fig. 8.).

General signature rule
Fig. 8. Selecting a server-side signature rule.

  1. On the Keywords tab, click the + Add button next to the bottom list (Fig. 9., item 1) to open the Add phrase window.
  2. Enter a keyword, e.g. no-signature (Fig. 9., item 2), and use the Search in drop-down menu (Fig. 9., item 3) to define where the program should look for the keyword: in the email body, email subject or in both places.

Adding a keyword to suppress a signature rule
Fig. 9. Defining a keyword that will suppress a server-side signature rule.

  1. Select the Remove this phrase checkbox if you want the program to remove the keyword from the email body and/or subject after it has processed the email (Fig. 10.).

Removing keyword from email - suppress rule
Fig. 10. Select this checkbox if you want the program to remove the keyword from your email.

  1. Click Save (ESIG for O365 rule save) in the SIGNATURE RULES section to apply your changes.

Now, if we use the keyword no-signature in the email body or subject, the program will not add the signature specified in the Company signature server-side signature rule. The signature suppression feature can be tested using the CodeTwo Email Signatures for Office 365 Add-in in Outlook desktop app, Outlook on the web (OWA) or Outlook for Mac. In Fig. 11., neither the email body nor its subject contains the defined keyword, so the signature shown in the add-in preview pane to the right will be added as usual when the email is sent.

Signature preview - no keyword
Fig. 11. A preview of a signature with no keywords defined in an email.

However, once we add the no-signature keyword e.g. to the body of an email, the signature is removed from the preview pane (Fig. 12.). This means it will not be added to the email as well when the message is sent.

858-12 Remove signature with a keyword
Fig. 12. The email signature is removed after adding the keyword to an email.

Tip

Using keywords is not the only way to suppress email signatures. You can also exclude email signatures for emails sent to specific users or groups. Learn more