How CodeTwo Outlook add-in's signature adding options affect Outlook’s default signature settings

Problem:

You are using CodeTwo Email Signatures 365 in Outlook (client-side) or combo mode. After deploying the CodeTwo add-in, your native Outlook signatures can no longer be set as default for new messages or replies/forwards, and they won’t be inserted automatically when composing emails.

Solution:

Outlook (client-side) signature rules created in CodeTwo Email Signatures 365 control which signature is added by default in Outlook (Fig. 1.). This applies to the default signature for new messages and/or for replies and forwards. To learn more about these controls, read this article.

Fig. 1. The signature added using this signature rule will be set as the default signature in Outlook.

When an Outlook (client-side) signature rule is configured to add the default signature (see Fig. 1.), that signature will be inserted automatically into email, and the native signatures will be disabled in the Signatures and Stationery window in Outlook for Windows - the default signature for new messages and/or for replies and forwards in Outlook will be set to none (Fig. 2.).

Fig. 2. Web Add-in has disabled native signatures – no default signature is set in Outlook.

If no rule is set up to add the default signature, the configuration of the native Outlook signatures will not be changed (Fig. 3.). Also, no signature will be inserted automatically – the user will have to choose a signature manually from the add-in pane.

Fig. 3. No rule to insert the default signature – no changes to the native signatures’ configuration.

Advanced settings for the modern Web Add-in

The settings configured in the Logic step of a rule (see Fig. 1.) apply only to the users who’ve been added as senders to that rule. However, with the modern Web Add-in, an admin can also centrally disable native Outlook signatures for all users to whom the add-in was deployed. Consequently, the setting will be applied both to users who get CodeTwo Outlook (client-side) signatures in Outlook and who use the add-in to preview cloud (server-side) signatures in Outlook. To do so, an admin needs to enable the Always disable default (native) Outlook signatures for all users with the CodeTwo add-in setting in CodeTwo Admin Panel (Fig. 4.). See this video or go to the user's manual to learn more about this and other advanced settings available for the Web Add-in.

Fig. 4. Disabling native signatures globally.

Once the setting is enabled, the default signatures in Outlooks of the users in question will be set to none – similar to what’s shown in Fig. 2. As a result, their emails will always get only these signatures which were configured in CodeTwo Email Signatures 365.