Knowledge Base

How to exclude signatures when an email is sent to a specific user, group or domain

Problem:

You would like to configure CodeTwo Email Signatures for Office 365 so that signatures are not added to emails sent to specific recipients (email addresses, users, groups, etc.).

Solution:

It is possible to stop adding email signatures to messages sent to specific recipients. How you do it depends on whether you use CodeTwo Email Signatures for Office 365 in server-side, client-side or combo mode (learn more about signature modes). Use the links below for guidelines:

Server-side mode

Suppressing email signatures for specific recipients can be achieved in many ways. You can:

  • Use the Recipients exceptions in the Manage Signatures App. This gives you a lot of personalization options, e.g. excluding email addresses, domains or internal groups. For details, visit the user's manual.
  • Use keywords to suppress email signatures. This approach may be better if you need to remove signatures at will, with no specific exception patterns. See this Knowledge Base article for guidelines.
  • Exclude emails sent to specific users from being routed through the CodeTwo Email Azure Service by modifying the CodeTwo transport rule in Exchange Online. Read on to learn how to do it.

The CodeTwo software is designed in such a way that an email needs to be routed through the CodeTwo Email Azure Service to get a signature. If you want to exclude email signatures from emails sent to specific recipients, you can exclude these emails from being routed through our service.

The scope of users (senders) whose emails are routed through the CodeTwo service is specified when you configure Exchange Online connectors, in the Senders scope step (learn more). The specified scope of senders is automatically added to the CodeTwo Exchange Online transport rule, which redirects your mail flow through the CodeTwo service.

To exclude emails sent to specific recipients from being routed through the CodeTwo Email Azure Service, you need to exclude these recipients from the CodeTwo transport rule in Exchange Online. To do so, an admin of your Office 365 organization needs to follow the steps below.

Warning

Modifying the CodeTwo transport rule has a direct effect on your mail flow so make sure to double-check your changes before you apply them.

  1. Log in to Microsoft 365 admin center (Office 365 admin center).
  2. Navigate to Admin centers > Exchange (Fig. 1.) to open Exchange admin center (EAC).

How to access Exchange admin center from Microsoft 365 admin center.
Fig. 1. How to access Exchange admin center from Microsoft 365 admin center.

  1. In EAC, go to mail flow > rules. Find the CodeTwo Exchange transport rule (Fig. 2.) and edit it by double-clicking it or via the Edit (pencil icon) button.

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Fig. 2. You need to double-click the transport rule to edit it.

  1. To exclude emails sent to specific recipients (such as email addresses, users, or groups) from the CodeTwo transport rule, you need to add these recipients as new exceptions (Fig. 3.) and save the rule. See examples below.

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Fig. 3. Adding a new exception to the CodeTwo Exchange transport rule.

Examples

How to prevent emails sent to a specific user (email address) from getting signatures

Add a new exception and choose The recipient... > is this person (Fig. 4.). You can select users from your organization or add other email addresses. To add an external email address, type it in the text field at the bottom of the Select Members window, and click Check names (see Fig. 4.).

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Fig. 4. Adding an exception based on individual message recipients to the CodeTwo transport rule.

Important

If a message contains multiple recipients, this exception applies only to the recipient(s) you specified - all the other recipients will see your signature (assuming that they meet the conditions of the signature rules defined in the program).

How to prevent emails sent to members of a specific group from getting signatures

Add a new exception and define it in the following way: The recipient... > is a member of this group (Fig. 5.). You can add any groups in your organization. Emails sent to the members of these groups will not be routed through the CodeTwo service (these emails will not get signatures).

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Fig. 5. Adding members of specific groups to the exceptions of the CodeTwo transport rule.

Important

If a message contains multiple recipients, this exception applies only to the members of the group(s) you specified - all remaining recipients will see your signature (assuming that they meet the conditions of the signature rules defined in the program).

How to prevent emails sent to a specific domain from getting signatures

There are several ways to define an exception based on the recipient's domain. For example, you can add a new exception and choose one of the following options:

  • The recipient... > address includes any of these words, type a domain name (e.g. domain.com), and click Add (+) (Fig. 6.).
  • The recipient... > address matches any of these text patterns, type a domain name using regular expressions (e.g. @domain\.com$), and click Add (+). Learn how to use regular expressions
  • The recipient... > domain is, and type a domain name (e.g. domain.com), and click Add (+).

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Fig. 6. Adding specific domains to the exceptions of the CodeTwo transport rule.

Important

If a message contains multiple recipients, this exception applies only to the recipients whose email addresses match the domain(s) you specified - all the other recipients will see your signature (assuming that they meet the conditions of the signature rules defined in the program).

How to prevent emails sent to specific group mailboxes from getting signatures

Add a new exception by choosing The message... > To or Cc box contains this person. Then, select any groups in your organization (Fig. 7.).

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Fig. 7. Adding a specific group's mailboxes to the exceptions from the CodeTwo transport rule.

Important

This exception is different than the Recipient-based exceptions described previously: if your message contains multiple recipients, this exception applies to all of them (not only to the groups you specified). For example, if you send a message to a distribution group, with a carbon copy to a manager, none of these recipients will see your signature. Learn more

Client-side mode

In client-side mode, CodeTwo signatures are synchronized to Outlook and are either automatically added or the user can choose them manually from Outlook’s Signature menu on the ribbon. If a default signature is set for a given user, it will be automatically added in the compose message window once the user clicks New message, Reply, Reply All or Forward button. The user needs to manually delete the signature if they do not want it in their email.

Info

In Outlook, a signature is always added at the bottom of the email (below the entire conversation), so it is important to check if it is there before sending a message, especially in longer conversations.

Combo mode

Adding signatures in combo-mode depends on the signature rule settings (managed in the Manage Signatures App) that apply to a specific user and the email client they use. If the user is working in the Outlook desktop app, the client-side signature rules apply. If the user is working in another mail client, the server-side signature rules apply.

See also:

Conditions and exceptions available in Exchange Server

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