Knowledge Base

How to manually edit an existing transport rule to add or remove users receiving email signatures

Problem:

You have configured the connectors for your Microsoft 365 tenant for use with CodeTwo Email Signatures for Office 365. You would like to manually change the scope of users whose messages get signatures by adding or removing specific groups or users.

Info

Changing the scope of users controls whose emails are processed by the CodeTwo Email Azure Service, therefore it also affects which users need licenses. Read this article to learn more about licensing in CodeTwo Email Signatures for Office 365.

Solution:

It is possible to edit the CodeTwo Exchange transport rule manually and add or remove groups and users whose emails receive signatures. Follow the links below to learn how to:

Open the transport rule for editing

Follow these steps to access the transport rule and edit it:

  1. Open the Exchange admin center.
  2. Go to mail flow > rules.
  3. Select the CodeTwo Exchange transport rule and click the Edit button (Fig. 1.).

Opening the CodeTwo Exchange transport rule in the Exchange admin center.
Fig. 1. Opening the CodeTwo Exchange transport rule in the Exchange admin center.

Limit the scope of users receiving signatures

In the example below, the CodeTwo Exchange transport rule is configured to redirect all emails originating inside the organization to the outbound connector (Fig. 2.). No limit is set, all users receive sigantures.

Transport rule configured to add signatures to all emails from internal senders.
Fig. 2. Transport rule configured to add signatures to all emails from internal senders.

If you would like to limit the scope of users whose emails receive signatures to a specific group, follow the steps below:

  1. Open the transport rule as shown here.
  2. Click the add condition button and select The sender > is a member of this group.
  3. In the Select Members window choose a group, click add and confirm by pressing OK (Fig. 3.). It is possible to select more than one group of users using this method.

Selecting groups of users who will receive signatures.
Fig. 3. Selecting groups of users who will receive signatures.

  1. Click Save to submit changes made to the transport rule.

Info

If some of your groups are not displayed in the picker, you need to add them manually by typing their email address(es) in the text field next to the Check names button and then clicking Check names.

Expand the scope of users receiving signatures

In this case, the CodeTwo Exchange transport rule is configured to only redirect emails originating from a specific group of users inside the organization to the outbound connector (Fig. 4.). Only members of the specified group receive signatures.

Transport rule configured to add signatures only to emails sent by members of the Marketing group.
Fig. 4. Transport rule configured to add signatures only to emails sent by members of the Marketing group.

There are two ways to allow more users to receive signatures by editing the transport rule:

Remove the condition limiting the scope of senders to a specific group

Make the following changes to the transport rule to remove the condition limiting the scope of senders to a specific group. As a result, signatures will be added to messages sent by all users inside your organization.

  1. Open the transport rule.
  2. Find the condition The senderis a member of and remove it by clicking the Remove button (Fig. 5.).

Removing the condition that limits adding signatures to members of the Marketing group.
Fig. 5. Removing the condition that limits adding signatures to members of the Marketing group.

  1. Submit changes by clicking Save.

Add further groups to the existing scope of senders

Edit the transport rule as shown below to add another group of users to the scope of senders who receive email signatures:

  1. Open the transport rule as shown above.
  2. Find the condition The senderis a member of and click on the name of the group name listed next to it e.g. Marketing (Fig. 6.).

Editing the condition that limits adding signatures to members of the Marketing group.
Fig. 6. Editing the condition that limits adding signatures to members of the Marketing group.

  1. In the Select Members window, choose another group, click add and confirm by pressing OK (Fig. 7.).

Selecting an additional group of users.
Fig. 7. Selecting an additional group of users.

  1. Apply the changes to the transport rule by clicking Save.

Add a user to a group

In this example, the CodeTwo Exchange transport rule is configured so that emails originating from a specific group of users receive signatures (Fig. 8.).

Transport rule for adding signatures to messages of users in the Marketing group.
Fig. 8. Transport rule for adding signatures to messages of users in the Marketing group.

To add a single user to the group of users already receiving signatures, follow the steps below:

  1. Open the Microsoft 365 admin center.
  2. Expand the Groups section in the menu and select Groups.
  3. Open the group to which you want to add a new user (Fig. 9.).

Selecting a group in the Microsoft 365 admin center.
Fig. 9. Selecting a group in the Microsoft 365 admin center.

  1. Go to the Members tab and click View all and manage members (Fig. 10.).

Opening the members’ list.
Fig. 10. Opening the members’ list.

  1. Click the Add members to open the user list (Fig. 11).

Opening the list of users to add them to a group.
Fig. 11. Opening the list of users to add them to a group.

  1. Select the user you want to add from the list or use the Search function. Click Save to confirm changes and close the group window (Fig. 12.).

Adding a new member to the group and submitting changes.
Fig. 12. Adding a new member to the group and submitting changes.

See also: