How to remove email signatures added by mobile devices

Problem:

When people in your organization use mobile devices to send emails, their devices add default email signatures (such as the Sent from my phone text line) that get mixed with signatures added by CodeTwo software. You would like to remove these mobile signatures to keep your company's signatures clean and tidy.

Solution:

With CodeTwo software, you can create a signature rule that is triggered by specific phrases (keywords) and removes these phrases from the message body. To get rid of mobile signatures, you need to create such a rule, define keywords that match the most common phrases used as mobile signatures, and set this rule to be applied prior to any other email rules in your organization. Use the links below for guidelines.

Tip

If people in your Office 365 organization use Outlook for iOS/Android, and you use a mobile device management (MDM) solution like Microsoft Intune, you can turn off the default app signatures in the app configuration settings. Learn more

Remove mobile signatures with CodeTwo Email Signatures for Office 365

  1. Open the Manage Signatures App and log in. Add a new signature rule via the plus (+) button and name it (e.g. Remove mobile signatures).
  2. Use the arrow up (ESIG 365 move rule app arrow) button to move the rule up your rules' list so that this rule is executed as the first signature rule (Fig. 1.). This step is very important because the newly created rule should process emails before other signature rules are applied.

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Fig. 1. The newly created rule has to be executed as the first one.

  1. Move on to the Senders tab and define users for whom this signature rule should be triggered. You can select all users or, if preferred, narrow down the scope of senders to people who use mobile devices.
  2. On the Keywords tab, add a new keyword phrase and type the same phrase that appears in email signatures added by mobile devices used in your organization. Set the program to search for the phrase only in the email body and to remove this phrase from the message (Fig. 2.). If it's not possible to cover all mobile signature patterns with a single keyword phrase, add a separate keyword phrase for every type of mobile signature.

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Fig. 2. Add a keyword phrase for each signature text pattern used by mobile devices in your company.

Tip

Use asterisks (*) to broaden your search. For example, if you type Sent from my * as the keyword phrase, the CodeTwo software will find and delete signatures such as: Sent from my iPhone, Sent from my Samsung, etc.

  1. On the Email direction tab, specify whether your signature should be added to internal and/or external emails.
  2. Skip the Design tab and move directly to the Options tab because the rule should only remove mobile signatures, without adding any extra signatures (those will be added by the other signature rules defined in the Manage Signatures App).
  3. On the Options tab, set the program to always process next rules, as shown in Fig. 3. With this setting in place, after a mobile signature is removed from a message, your organization's email signature(s) will be added to this message in the usual way.

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Fig. 3. The new rule needs to allow the subsequent rules to be processed.

  1. Click the Save (ESIG for O365 rule save) button to submit your changes to CodeTwo Email Azure Service.

From now on, mobile signatures are removed from emails sent by people in your organization. Note that this rule might not work in every case, as some users might change the default email signatures on their mobile devices.

Can I use the signature preview add-in in Outlook to see how mobile signatures are removed?

Our signature preview add-in can only display signatures. Since the rule that removes mobile signatures does not add any signature, the add-in's preview pane will not show it.

  • If you have any subsequent rules that add signatures, these signatures can be displayed by the preview add-in.
  • If the rule that deletes mobile signatures is your only rule, the add-in has nothing to display and shows the following error instead:
    An error occurred while generating the signature preview. Try closing this pane and opening it again. If it doesn't help, contact us.
    

Remove mobile signatures with CodeTwo Exchange Rules and CodeTwo Exchange Rules Pro

The guidelines described in this section apply to all current programs from the CodeTwo Exchange Rules family. To use the software to remove email signatures added by mobile devices in your organization, you need to:

  1. Open the Administration Panel of your CodeTwo program. Add a new signature rule by clicking the + Add button and choosing New rule. Name the rule (e.g. Remove mobile signatures).
  2. Use the arrow up (ESIG 365 move rule app arrow) button to move the rule to the top of your rules' list so that it's is executed before any other signature rules are applied (Fig. 4.).

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Fig. 4. The newly created email rule has to be executed as the first one.

  1. Move on to the Conditions tab and create a condition defining users for whom this signature rule should be triggered. You can select all users in your organization (Sender > is > internal) or, if preferred, narrow down the scope of senders to people who use mobile devices.
  2. Now add a second condition: Body > contains keywords and click Edit to open the keywords configuration window. Add a new keyword phrase and type the same phrase that appears in email signatures added by mobile devices used in your organization (note that phrases are case insensitive). Set the program to remove this phrase from the email (Fig. 5.). If it's not possible to cover all mobile signature patterns with a single keyword phrase, add a separate phrase for every type of mobile signature.

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Fig. 5. You need to add a keyword phrase for each signature text pattern used by mobile devices in your company.

Tip

Use asterisks (*) to broaden your search. For example, if you enter sent from my * as the keyword phrase, the CodeTwo software will find and delete signatures such as: Sent from my iPhone, Sent from my Samsung, etc.

  1. Skip the Exceptions and Actions tabs and move directly to the Options tab (the rule should only remove mobile signatures, without performing any other actions).
  2. On the Options tab, set the program to always process next rules, as shown in Fig. 6. With this setting enabled, after a mobile signature is removed from an email, the other email rules defined in your organization (such as signature rules) will be applied to this email in the usual way.

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Fig. 6. The new rule needs to allow the subsequent rules to be processed.

  1. Click the Submit changes () button to save your configuration.

From now on, mobile signatures are removed from emails sent by people in your organization. Note that this rule might not work in every case, as some users might change the default email signatures on their mobile devices.

See this article to learn more about using keyword conditions/exceptions in the CodeTwo Exchange Rules software family (the article also contains guidelines for older versions of the software).