Knowledge Base

How to import an HTML signature template into CodeTwo email signature management software

Problem

You want to import an HTML email signature template into CodeTwo email signature management software.

Solution

You can easily import HTML email signature templates into your CodeTwo signature software using the Insert HTML Snippet function in the signature editor.

Exporting HTML signature code

Before you start uploading the HTML code to the email signature management software, you need to copy/export it from its source. If you use our free email signature generator for your signatures and want to move these signatures to your CodeTwo signature tool, follow these steps:

  1. Go to the free email signature generator (Fig. 1.).
  2. Choose Exchange Server or Exchange Online as your email platform (1).
  3. Pick the template you want to use as your starting point (2) and click Apply yourSignature (3).

Info

You can also use the Enter signature details menu at this point to modify the email signature template by adding your logo, social media profile links and general company-related information.

Choosing the email signature platform and template in email signature generator.
Fig. 1. Choosing an email signature platform and template in the email signature generator.

  1. Click the Generate (1) and Copy (2) button to export the HTML code of your email signature template (Fig. 2.).

868-2 Email signature generator
Fig. 2. Generating the email signature’s HTML code.

Importing HTML code into CodeTwo Email Signatures for Office 365

After you get the HTML code of your signature, you can import it to the signature rule in the CodeTwo software by following the steps below.

  1. Launch the Manage Signatures App and create a new signature rule as shown in Fig. 3. You can also select and edit an existing signature rule.

Creating a new email signature rule.
Fig. 3. Creating a new email signature rule.

  1. If you’re creating a new rule, configure the conditions on the Senders, Recipients and Keywords tabs according to your preferences (learn more about creating signature rules). If you’re editing an existing rule, go straight to the Design tab.
  2. Go to the Design tab and click Edit signature (Fig. 4.) to open the Signature template editor.

Opening the signature template editor.
Fig. 4. Opening the Signature template editor and accessing the Signature template editor.

  1. If the rule you are working with does not yet have any signature template assigned, the Signature template library will open automatically first (Fig. 5.). Choose Blank from the available templates.

Choosing the blang template in the signature template library
Fig. 5. Choosing the blank template in the Signature template library.

  1. If you already have an email signature template set up, or have chosen another template, you can open the library using the Open button (Fig. 6.).

Open the signature template editor.
Fig. 6. Open the signature template editor.

  1. When the blank template is loaded into the Signature template editor, click the Insert HTML snippet button (Fig. 7.).

Insert HTML snippet button.
Fig. 7. Insert HTML snippet button.

  1. Paste the HTML code of your email signature (Fig. 8.) into the Insert HTML snippet window. You can select the checkbox (Fig. 8., item 1) for the program to automatically convert online images referred to in the inserted code to local images. Click Insert (Fig. 8., item 2) to save the HTML code and close the window.

Pasting the code of an HTML signature template.
Fig. 8. Pasting the code of an HTML signature template.

  1. Back in the editor, replace the personal and company information in the imported signature with the appropriate placeholders (Fig. 9.) Learn more about placeholders

Warning

If placeholders are not inserted by the user in this step, the signature will not be automatically personalized for each sender.

Replacing imported information with AD placeholders.
Fig. 9. Replacing imported information with AD placeholders.

  1. After replacing all relevant information with placeholders (Fig. 10.), you can further customize the signature, if necessary (see guidelines in the user’s manual).
  2. Click Apply & Close to save the signature template and exit the editor.

The email signature template after replacing personal information with placeholders.
Fig. 10. The email signature template after replacing personal information with placeholders.

  1. In the Manage Signatures App, click the Save icon (Fig. 11.) to submit changes to the CodeTwo Azure service.

Applying changes in the Manage Signatures App.
Fig. 11. Applying changes in the Manage Signatures App.

Importing HTML code into CodeTwo Exchange Rules

Follow the steps below to create a basic rule and import your HTML code into it. Read this article to learn more about working with signature rules.

  1. Start the CodeTwo Exchange Rules Administration Panel and create a new signature rule by clicking the Add+ button and selecting the type of rule you want to add from the drop-down list (Fig. 12.).

Creating a new signature-adding rule.
Fig. 12. Creating a new signature-adding rule.

  1. Go to the Actions tab and click Edit (Fig. 13.) to open the Editor.

868-14 Editing email signature rule
Fig. 13. Editing the email signature rule.

  1. In the Editor, highlight the whole email signature (CTRL + A), delete it, and click the Insert HTML snippet button (Fig. 14.).

Insert HTML snippet button.
Fig. 14. Insert HTML snippet button.

  1. Paste the HTML code of the signature you exported into the Insert HTML snippet window (Fig. 15.). You can select the checkbox (Fig. 15., item 1) for the program to automatically convert online images referred to in the inserted code to local images. Click Insert (Fig. 15., item 2) to save the HTML code and close the window.

Pasting the HTML code of your signature.
Fig. 15. Pasting the HTML code of your signature.

  1. In the Editor, replace the personal and company information imported together with the HTML code with the respective placeholders (Fig. 16.).

Warning

If placeholders are not inserted by the user in this step, the signature will not be automatically personalized for each sender.

Changing the contact information to AD placeholders
Fig. 16. Changing the contact information to AD placeholders.

  1. After replacing all personal information with placeholders, use the Save button (Fig. 17.) to apply changes to the template, and close the Editor. Optionally, you can use the Preview button (Fig. 17.) to see how the signature looks like for a specific user.

Save and Email signature preview buttons.
Fig. 17. Save and Email signature preview buttons.

  1. In the Exchange Rules Administration Panel, click Submit changes (Fig. 18.) to submit the new email signature rule to the Exchange Rules services.

Submitting changes to your email signature rule.
Fig. 18. Submitting changes to your email signature rule.