Knowledge Base

How email aliases work with CodeTwo email signatures in Microsoft 365

Problem:

You would like to know how signatures are added to email aliases by CodeTwo Email Signatures 365.

Solution:

CodeTwo Email Signatures 365 supports adding both cloud (server-side) and Outlook (client-side) signatures to email aliases. Below are some of the most frequently asked questions about how CodeTwo handles email aliases:

1. Can I set up different signatures for email aliases?

Yes, aliases can be added to the conditions or exceptions of your email signature rules, both cloud (server-side) and Outlook (client-side).

Learn how to add different CodeTwo signatures to emails sent from alias addresses

2. When I send an email from an email alias, what contact information appears in my email signature?

When designing a template for email signatures in CodeTwo Email Signatures 365, you can use placeholders such as {First Name}, {Last Name}, {Title}, {E-mail}, etc. These placeholders are automatically replaced with the sender’s information when an email is sent.

  • Most placeholders are filled with values taken from the sender's Entra ID (Azure Active Directory), and these values are always tied to the primary SMTP email address. For example, if you use the {E-mail} placeholder in your template, it will display the primary email address of the user who sends the email.
  • To support alias addresses in email signatures, use the following placeholders in your signature templates instead:

    • {From display name} – replaced with the display name shown in the From field of an email app.

    • {From e-mail} –  replaced with the email address selected in the From field of an email app (e.g. your alias address).

    • {From e-mail} as link – works similarly to {From e-mail}, but displays the email address as a mailto link instead of plain text.

3. Are aliases licensed separately?

No, aliases don’t consume their own licenses. Licenses are consumed on a per-user basis and it doesn’t matter how many aliases are used to send emails by a given user – only one license will be consumed by this user.

4. When a licensed user sends an email from an alias, which address will appear in the licensing information in CodeTwo Admin Panel?

CodeTwo Admin Panel does not display aliases, but only primary email addresses of the users whose emails are routed through the CodeTwo cloud service. You can check the currently licensed users by following steps in the user's manual.

5. What happens when users send emails from alias addresses, but signature rules are only set for primary addresses?

In this scenario, rules defined for primary email addresses will also apply to emails sent from alias addresses. In other words, users will receive the same signature no matter if they use their primary email address or an alias.

If you prefer that users do not receive signatures when sending emails from alias addresses, you can add their alias address as an exception to the rule. Learn more about configuring signature rule exceptions

6. Can aliases be added to conditions or exceptions of an email signature rule?

Yes, see FAQ 1 for more details.

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