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.

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
• Limit the scope of users receiving signatures
• Expand the scope of users receiving signatures
• Add a user to a group in Microsoft 365

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.).

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 signatures.

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.). Note that only mail-enabled groups are shown here (a Microsoft 365 group, distribution list and mail-enabled security group). It is possible to select more than one group of users using this method.

   Important

   The Select Members window lets you select individual users as well. However, the transport rule will not apply to these users as long as the condition is The sender is a member of (as selected in step 2 above).

   If you want to be able to select individual users instead of groups, you need to change the condition to The sender > is this person.

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

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

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.

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. This will cause all emails to be processed by CodeTwo Email Azure Service.
• Add further groups to the existing scope of senders.

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 sender is a member of and remove it by clicking the Remove button (Fig. 5.).

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

3. 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 sender is a member of and click on the name of the group name listed next to it e.g. Marketing (Fig. 6.).

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

3. In the Select Members window, choose another group, click add and confirm by pressing OK (Fig. 7.). Don't select individual users in this window, as the transport rule will not apply to them (learn more). Note that only mail-enabled groups are shown here (a Microsoft 365 group, distribution list and mail-enabled security group).

Fig. 7. Selecting an additional group of users.

4. 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.).

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.).

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

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

Fig. 10. Opening the members’ list.

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

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

6. 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.).

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

See also:

• How to add multiple groups to CodeTwo transport rule in Office 365
• How to configure smart host (mail relay) services to work with CodeTwo software