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How to manually add or remove connectors and transport rules using the Classic Exchange admin center

Problem: You want to use the Classic Exchange admin center to manually configure the Exchange Online connectors and add the transport rule that are needed for CodeTwo Email Signatures for Office 365 to work correctly in server-side and c (ID:919)

How CodeTwo client-side signature adding options affect Outlook’s default signature settings

Problem: You are using CodeTwo Email Signatures for Office 365 in client-side mode. After installing the CodeTwo Signatures Add-in for Outlook, your Outlook signatures are no longer set as the default ones for new messages or for replies (ID:916)

Signature rules are not displayed in the web-based signature management app

Problem: When you sign in to app.codetwo.com, the signature rules created previously in the desktop app are not displayed in the SIGNATURE RULES list. No error messages are displayed. Fig. 1. Signature rules are not displayed in t (ID:914)

Alert regarding connector certificate expiring soon

Problem: You receive the following alert from Microsoft via email and in the Exchange admin center:  A high-severity alert has been triggered Connector certificate expiring soon regarding the Exchange Online connectors that  (ID:912)

How to add a direct link to Microsoft Teams calls to an email signature

Problem: You would like to add a link to your email signature that would start a Microsoft Teams call when clicked by the recipient of your message. Solution: It is possible to add a link for someone to call you via Microsoft Teams (ID:905)

How to check if emails are correctly routed through the CodeTwo service in Microsoft 365

Problem: You would like to check if the email you sent was correctly routed through the CodeTwo Email Azure Service. Solution: The first step in checking if the email was routed through our service is sending a test message. Such a (ID:901)

How to resolve a signature template saving error

Problem: When trying to save your signature template in the Manage Signatures App by clicking Apply & Close in the Signature template editor, you get the following error: Type ‘EmailSignatures.Console.Models.CompositionLayoutsCont (ID:900)

CodeTwo Exchange Rules Converter

Overview The CodeTwo Exchange Rules Converter allows you to make a successful transition between CodeTwo's email signature solutions for on-premises Exchange and Microsoft 365 (Office 365). The application can convert email signatures, s (ID:897)

How to add a different signature to emails sent from mobile devices

Problem: You would like to create a specific signature that applies to emails sent by mobile devices only. Solution: It is possible to add different signatures to emails sent from mobile clients. However, since there is no mechanis (ID:893)

How to silently install & uninstall the CodeTwo Signatures Add-in for Outlook

Problem: You want to perform a silent installation of the CodeTwo Signatures Add-in for Outlook for your users without using Group Policy Objects (GPO). Info This article is about CodeTwo’s classic (COM) Outlook add-in that wor (ID:892)

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 spec (ID:890)

How to add round user photos to email signatures

Problem: You would like to include round user photos in email signatures added by CodeTwo Email Signatures for Office 365. Solution: Normally, Microsoft 365 users’ photos are uploaded to your tenant in square format. Unfortunatel (ID:886)

How to stop adding signatures to read receipt messages

Problem: You don’t want CodeTwo Email Signatures for Office 365 to add email signatures to read receipts sent by users in your organization. Solution: Because read receipts are sent directly from users’ mailboxes, it is the nor (ID:883)

How to add different signatures to new emails, replies and forwards

Problem: You are using CodeTwo email signature management software and you want it to automatically add different signatures to new messages and replies or forwards in email conversations. Solution: All email signature managers fro (ID:882)

How to troubleshoot AD attributes synchronization problems

Problem: You are using Azure Active Directory attributes of your users in email signatures. However, when a signature is added to an email by CodeTwo Email Signatures for Office 365, some of these attributes show wrong values or no value (ID:881)

How to solve problems related to phone numbers in Azure Active Directory

Problem: You encounter one or both of the following problems: When trying to enter a user’s phone number in Azure Active Directory, you get the error message: Invalid phone number format. Example input: +1 2223334444  (ID:880)

How to fix spaces disappearing from email signatures

Problem: You have created an email signature template in the signature template editor. When you preview the signature, some spaces are missing. The same spaces are missing when you send an email with this signature. However, when you op (ID:873)

How email aliases work with CodeTwo email signatures in Microsoft 365

Problem: You would like to know how signatures are added to email aliases by CodeTwo Email Signatures for Office 365. Solution: CodeTwo Email Signatures for Office 365 supports adding signatures to email aliases in both server-side (ID:872)

How to fix the ‘Need admin approval’ error while trying to sign in to the signature management app

Problem: While trying to sign in to the signature management app, a user receives the following error: Need admin approval. CodeTwo Email Signatures for Office 365 User Logon needs permission to access resources in your organization (ID:869)

How to import an HTML signature template into CodeTwo email signature management software

Problem You want to import an HTML email signature template into CodeTwo email signature management software. Solution You can easily import HTML email signature templates into your CodeTwo signature software using the HTML Snipp (ID:868)

What are Contact ID and Tenant Association ID and where to find them

Problem: You were asked by CodeTwo Customer Support to provide your Contact ID and/or Tenant Association ID to verify your identity. You would like to know what these ID numbers are used for and where to find them. Solution: Contac (ID:866)

How to turn off email signatures in Microsoft Teams, Planner and Yammer notifications

Problem: You want CodeTwo Email Signatures for Office 365 to stop adding email signatures to Microsoft Teams, Planner and Yammer notifications, group messages and voicemail notifications. Solution: If you don't want the software to (ID:861)

How to check if my environment is hybrid?

Problem: You need to check if the environment you are working with is cloud-only, purely on-premises or if it implements any hybrid configuration. Solution: The hybrid environment in most cases refers to an Office 365 tenant perpet (ID:859)

How to check your tenant ID

Problem: You want to check your Microsoft 365 organization ID (Office 365 tenant ID), for example because you need to provide it to CodeTwo Customer Service. Solution: You can check your tenant ID in Azure Active Directory admin ce (ID:857)

How to add personalized email signatures to emails sent from shared mailboxes

Problem: Emails sent from shared mailboxes, like support@example.com, have a team-specific email signature added, but the signature doesn’t contain any information about the specific user who sent the email. Solution: If you want (ID:856)

Where to find the CodeTwo domain assigned during provisioning

Problem: You want to find the domain added to your Office 365 tenant during the provisioning of CodeTwo Email Signatures for Office 365. Solution: The CodeTwo domain assigned during the provisioning can be found in: the Micro (ID:854)

Troubleshooting CodeTwo Signatures Add-in for Outlook

Problem: You experience problems with the CodeTwo Signatures Add-in for Outlook (the classic COM Add-in), for example you're unable to install or launch it. Info You can avoid these problems by using our modern Signatures Web Ad (ID:853)

Saving signature template as a file in CodeTwo Email Signatures for Office 365

Problem: You want to save a signature template in CodeTwo Email Signatures for Office 365 as a file. Solution: To save a signature template as a file, you need to follow the steps below. Note that the output files will be different (ID:849)

Does CodeTwo Email Signatures for Office 365 impact sending limits in Office 365?

Problem: I reached my daily sending limit while using an Office 365 email account. Does using CodeTwo Email Signatures for Office 365 cause my mailbox to exceed the permitted number of messages faster? Solution: Microsoft Office 36 (ID:848)

How to copy email signatures from server-side to client-side rules

Problem You want to copy email signature templates between server-side and client-side signature rules. Solution Your custom signature templates can be used in both types of signature rules: server-side and client-side. For example (ID:842)

Blocked Azure IP causes problems with email delivery

Problem: An email sent by a user does not reach the recipient. The sending user might get a non-delivery report with the following error: 550 5.7.1 Service unavailable, Client host [65.52.56.186] blocked using Customer Block list (A (ID:834)

Microsoft security policies prevent creating app passwords in Office 365

Problem: After enabling multi-factor authentication (MFA) for the entire organization (or for admins only) by using Azure AD Identity Protection or Microsoft 365 security center, app passwords may no longer be available for the affected  (ID:821)

Animated GIF support in email signatures

Problem: Can I use animated GIFs in email signatures created with CodeTwo software? Does it work on every email client? Solution: Animated GIF images are supported and can be added to HTML email signatures just like any other image (ID:813)

Message recall in Outlook & CodeTwo Email Signatures for Office 365

Problem: You would like to know if CodeTwo Email Signatures for Office 365 supports Outlook's message recall/replace capability (Fig.1.). Fig. 1. The message recall option is available in Outlook's Sent Items. Solution: Yes,  (ID:811)

CodeTwo Reseller Panel: frequently asked questions (FAQ)

This article contains a list of questions frequently asked by CodeTwo partners and resellers. How to place an order? How can I calculate the product price? Can I order multiple products at the same time? Can I transfer a license (ID:810)

How to deploy CodeTwo signature software in a hybrid environment

Problem: You are looking for the best way to implement CodeTwo email signature software in your hybrid Exchange environment. Solution: Since the architecture of CodeTwo Email Signatures for Office 365 and CodeTwo Exchange Rules (in (ID:805)

Where to find invoices for CodeTwo Email Signatures for Office 365

Problem: You would like to access the invoice for your CodeTwo Email Signatures for Office 365 subscription payment. Solution: Invoices are sent to the contact email address of the CodeTwo Admin Panel owner. After each payment, you (ID:804)

How to send files to CodeTwo Customer Support

Problem: You would like to send files (such as program logs, screenshots, emails, etc.) to CodeTwo for diagnostic purposes. Solution: To ensure maximum safety of your files and speed up our response, you should only send us files v (ID:802)

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 t (ID:789)

How to send a test email between any users in Exchange/Office 365

Problem: You want to send an email message from one user to another, without the need to access the mailboxes of these users. This is helpful for testing purposes. For example, you would like to send a test email from a specific user to  (ID:788)

How to automatically remove signature elements (placeholders) that cannot be replaced with AD data

Problem: Your email signature template contains an AD attribute placeholder that is dynamically filled with a matching attribute value from Active Directory when an email is sent. If the sender does not have this particular attribute in  (ID:787)

How to add multiple groups to CodeTwo transport rule in Office 365

Problem: You would like to add multiple groups to the scope of senders in CodeTwo Email Signatures for Office 365. Solution: Users whose emails should be routed through the CodeTwo Email Azure Service to get signatures are specif (ID:784)

How to add email signatures directly under latest messages

Problem: You are using CodeTwo email signature management tools and you would like your signatures to be added right below each sent message (including replies and forwards) instead of at the bottom of an email conversation. Solution: (ID:783)

Azure AD attributes are not updated in email signatures (OAuth tokens expired)

Problem: Azure Active Directory attributes in the email signatures of your users are not synchronized with your Azure AD and, as a result, your signatures contain outdated user information. The CodeTwo Admin Panel shows a warning that yo (ID:768)

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 ema (ID:758)

Centralized deployment of the signature preview add-in via Exchange admin center

Important The CodeTwo Email Signatures for Office 365 Add-in is used to preview server-side email signatures in Outlook when the CodeTwo software is running in server-side or combo mode (learn more about signature modes). If you are lo (ID:756)

Your message is not delivered (550 5.0.350 Too many MIME parts)

Problem: Your message does not reach the recipient, and you receive a non-delivery report (NDR) with the following (or similar) error: When [Office 365] tried to send your message, the receiving email server outside Office 365 repor (ID:739)

The option to add different signatures to the first email and different to next emails does not work

Problem: The option Different signature in the first email and different in subsequent emails does not work correctly in Outlook. If you reply to an email in a conversation thread, and you change the message subject, our software adds th (ID:736)

A disclaimer is added twice to an email

Problem: You use an Exchange Online transport rule to add disclaimers to emails and CodeTwo software to add signatures. You noticed that the same disclaimer is added more than once (usually twice) to each message. Solution: When  (ID:731)

Signatures in Sent Items are not displayed correctly in Outlook on the web

Problem: You use Outlook on the web (OWA). The Sent Items Update feature is on. When you send an email and go to the Sent Items folder, this email does not have any signature displayed in the reading pane (even though the signature is di (ID:723)

What to do if I removed the CodeTwo domain assigned to my Office 365 tenant?

Problem: You removed the CodeTwo domain that was added to your Office 365 tenant during the provisioning of CodeTwo Email Signatures for Office 365. Solution: After you add a tenant to CodeTwo Admin Panel and the provisioning of ou (ID:721)

Problems related to Sender Policy Framework (SPF)

Problem: You experience problems related to Sender Policy Framework (SPF) TXT records configured for your domain. For example, your emails are treated as spam or junk by Exchange Online Protection (EOP). Solution: The correct co (ID:716)

How signatures are added to emails sent as / sent on behalf of other users

Problem: You send emails as (on behalf of) other users in your organization. You would like to manage whose signature (yours, or the person's you are sending as) is added by CodeTwo software. Solution: You can manage whose signatur (ID:710)

How to solve font-related problems in email signatures

Problem: Fonts in email signatures are not correctly displayed. Solution: The appearance and availability of a font in an email message depends on the client and device used to read this email. If fonts used in your email signature (ID:708)

How to change a subscription plan in CodeTwo Email Signatures for Office 365

Problem: You use CodeTwo Email Signatures for Office 365 and would like to change your subscription plan, for example from monthly to yearly.  Solution: Important The solution provided in this article does not apply to subsc (ID:700)

Emails are not sent (550 5.1.8 Access denied, bad outbound sender)

Problem: When a user sends an email, it does not reach the recipient, and this user gets a non-delivery report with the following error: 550 5.1.8 Access denied, bad outbound sender AS(41000001) Your message couldn't be delivered b (ID:699)

How to transfer signatures between different CodeTwo products

Problem: You would like to copy a signature (or a signature template) from one CodeTwo product to another. Solution: If you want to transfer all your existing signature templates from CodeTwo Exchange Rules or CodeTwo Exchange Rule (ID:698)

How to fix problems with message approval for distribution groups in Office 365

Problem: You use CodeTwo Email Signatures for Office 365 in your organization. You have configured a distribution group (distribution list) so that each message sent to this group needs to be approved by a moderator. When an email is sen (ID:691)

How to fix problems with installation of CodeTwo Email Signatures for Office 365 desktop components

Problem: You are not able to install the Manage Signatures App and the following error appears: Your administrator has blocked this application because it potentially poses a security risk to your computer. Your security settings d (ID:688)

Troubleshooting problems with emails and email signatures on mobile devices

Problem: You experience various problems with signatures and email layout when you send emails from mobile devices. For example, when you use a mobile device to reply to / forward a message that includes images and formatting, the layout (ID:683)

How to add signatures to Office 365 shared or resource mailboxes

Problem: You would like to add email signatures to shared or resource mailboxes in Office 365. Solution: CodeTwo Email Signatures for Office 365 supports Office 365 shared mailboxes. It is also possible to add a server-side signat (ID:676)

How to add different signatures to users belonging to different domains

Problem: You use several domains in your Microsoft 365 (Office 365) tenant and want different signatures to be added to users in each domain. Solution: The quickest way to have CodeTwo Email Signatures for Office 365 add different  (ID:674)

Understanding basic mail related terms: message header, reply separator, source code, message file

This article explains the differences between an internet message header, message reply separator, message source code, and message file. What is an email message header? Message headers (also known as email message internet headers o (ID:672)

How to fix problems with emails encrypted by Azure RMS

Problem: You use Azure Rights Management (Azure RMS) to encrypt your email messages in Office 365. The recipients of these messages cannot access the encrypted content, and the following error is displayed: Sorry, we can't display (ID:671)

Signature preview not working in Outlook

Problem: You experience problems with CodeTwo Email Signatures for Office 365 Add-in in Outlook and Outlook on the web (OWA). For example, the add-in button does not appear in the new email window, is inactive (Fig. 1.) or, in general,  (ID:670)

How to check the location of an Office 365 tenant and Office 365 mailboxes

Problem: You would like to know the geolocation of your Office 365 tenant and what Microsoft datacenters host your Office 365 mailboxes. Solution: You can view the location of your Office 365 tenant in the Microsoft 365 admin cente (ID:669)

Installing CodeTwo products on Windows Server 2016

Problem: After a successful installation of CodeTwo software (listed in the Applies to section on the right) on Windows Server 2016, you cannot launch the program from the Start menu. It’s not possible to expand the CodeTwo folder that (ID:661)

How to create an extended message trace report in Office 365

Problem: You would like to generate an extended message trace report in a CSV file, e.g. for diagnostic purposes. Solution: There are currently two alternative places where an Office 365 admin can view message traces and generate m (ID:660)

Small email text on iOS devices

Problem: On iOS devices, an email body that contains a signature inserted using one of CodeTwo’s email signature products is sometimes too small to read and requires a user to zoom in. Solution: Since iOS resizes the HTML email t (ID:656)

Does changing global admin's credentials affect CodeTwo services?

Problem: You changed the credentials of the global admin account used to configure your tenant (e.g. create connectors) in CodeTwo Admin Panel. Will this affect CodeTwo services or require any additional configuration? Solution: T (ID:653)

Spoofing alerts appear when you send internal emails in Office 365

Problem: You use CodeTwo software and your default onmicrosoft.com Office 365 domain (given to you by Microsoft when you first signed up to Office 365) to send emails in your environment. When you open an internal email, you see the warn (ID:651)

How to fix problems with configuration of CodeTwo Exchange Online connectors - Access denied

Problem: You are not able to configure Exchange Online connectors by using the program’s wizard (Fig. 1.). The following (or similar) error is displayed: Connecting to remote server ps.outlook.com failed with the following error (ID:650)

Emails sent via SMTP are not routed correctly when you use a smart host service

Problem: You use smart host (mail relay) services (e.g. Barracuda) for security or anti-spam protection in your Office 365 environment. When you send emails via an SMTP client (e.g. Mozilla Thunderbird) and use CodeTwo Email Signatures f (ID:643)

Using Microsoft Planner with CodeTwo software

This article explains how to use Microsoft Planner with CodeTwo Email Signatures for Office 365. A short introduction to Microsoft Planner Does CodeTwo Email Signatures for Office 365 support Microsoft Planner? How to add dedicate (ID:641)

How to configure a CodeTwo domain in Office 365

Problem: After you registered your Office 365 tenant in CodeTwo Admin Panel, a new accepted domain was added to your Office 365 tenant: [your unique ID].smtp.codetwo.online When you view this domain in your Microsoft 365 admin cent (ID:639)

Multivalue AD attributes are not displayed in email signatures

Problem: Your email signature contains a placeholder with a multivalue AD attribute (e.g. Description, otherTelephone, otherHomePhone, postOfficeBox, etc.). This placeholder is not filled with information from your Active Directory. As  (ID:633)

How to add signatures to calendar messages

Problem: You would like to add signatures to calendar messages (e.g. meeting requests). Solution: Currently, calendar messages are not officially supported by CodeTwo Email Signatures for Office 365. If necessary, you may enable si (ID:631)

How to fix login problems with CodeTwo Admin Panel

Problem: You are not able to log in to your CodeTwo Admin Panel account. Solution: There might be several reasons why you cannot log in. The most common causes and recommended solutions are described below. You logged in with (ID:628)

How to configure smart host (mail relay) services to work with CodeTwo software

Problem: You use smart host (mail relay) services (e.g. for security, anti-virus/anti-spam protection) and you would like to configure them to work with CodeTwo cloud services. Info If you use one of the following smart hosts:  (ID:626)

How to stop link previews from being displayed in emails

Problem: You created an email signature template that includes a URL, e.g. a link to your newest video. When you send a message and a recipient views it in Outlook on the web (OWA) or Outlook.com, a preview of this URL is automatical (ID:623)

How to change a geolocation

Problem: You would like to change the geolocation of the CodeTwo Email Azure Service for your tenant. Solution: If you want to have your signatures added to emails after you switch to a new geolocation, you should contact our Su (ID:621)

How to troubleshoot issues with signatures not added to emails in Office 365

Problem: Signatures created with CodeTwo Email Signatures for Office 365 are not added to emails. Solution: There might be several reasons why your messages do not receive signatures. Some reasons will be different for every signat (ID:618)

How to fix problems with message headers in Office 365

Problem: You experience the following problems or errors when you send messages in Office 365: Headers too large action not taken, too long header. Solution: You might have encountered a recent Office 365 service health i (ID:617)

NDR messages from CodeTwo Email Signatures for Office 365

Problem: Your message processed by the CodeTwo Email Azure Service could not be delivered and, as a result, you have received a Non-Delivery Report generated by the CodeTwo Email Signatures for Office 365 service. Fig. 1. Example o (ID:598)

How to add a placeholder based image

Problem: You wish to add an image to a signature or disclaimer that would be different for each of the senders. The address of such an image should be made out of a static web address and information gathered from Active Directory. So (ID:581)

How to manage your CodeTwo Admin Panel account

Problem: You would like to modify the settings of your CodeTwo Admin Panel account. For example, you want to change your contact email address to receive all subscription-related information (invoices etc.) to a different address than t (ID:571)

Error: SenderNotAuthenticatedForGroup

Problem: In response to your email you received a non-delivery report (NDR) with the following (or very similar) error message: Reported error: 550 5.7.133 RESOLVER.RST.SenderNotAuthenticatedForGroup; authentication required; Deliv (ID:560)

How to create a responsive signature

Problem: You would like to create a responsive signature, which displays correctly on mobile and desktop mail clients. Solution: In most cases, a responsive signature consists of blocks that are displayed differently depending on t (ID:552)

Office 365 sign-in errors during tenant registration

Problem: You would like to add a new Office 365 tenant to CodeTwo Email Signatures for Office 365. During the registration, when the program asks you to sign in to your Office 365 account, you get various errors and cannot proceed. So (ID:536)

Disable Outlook on the web (OWA) signatures

This article applies to Exchange Server 2013, 2016, 2019, and Exchange Online (Office 365). For older versions of Exchange Server, i.e. 2007 and 2010, see this article. Problem: You would like to prevent users from creating individual (ID:535)

Manage Signatures App startup and login problems

Problem: You are not able to start or log in to the Manage Signatures App, and the application shows various error notifications. Solution: Use the links below to learn about the most common issues and recommended solutions. Sta (ID:534)

How to view a message header in Office 365 and OWA

Problem: You were asked by the CodeTwo Customer Service to provide them with the message header of your email. Solution: Instructions for Office 365 (Outlook on the web) Instructions for Outlook Web App (OWA) Tip A  (ID:532)

Emails land in spam/junk folder

Problem: Emails with a signature added by CodeTwo Email Signatures for Office 365 land in the recipients' spam or junk folder. Solution: The most common reasons and recommended solutions are described below. Incorrect configu (ID:530)

Good practices for preparing an email signature

Problem: You are preparing email signature templates in our email signature management software and you would like to follow the best practices. This will allow you to avoid problems when designing them and using them in your communicati (ID:488)

How to fix common image-related problems in signatures

Problem: You experience various problems with images in email signatures, e.g. embedded pictures are not displayed in received emails, are misplaced in the message thread, or disappear when replying/forwarding. Solution: Embedded i (ID:467)

Messages from Apple devices and mobile devices are sent in plain text

Problem: A message sent from an Apple device (iPhone, iPad, Mac, etc.) or a mobile device (e.g. based on Android) is sent in the plain text format. As a result, the signature added by CodeTwo software to this message does not look as exp (ID:438)

An email rule is applied more than once to the same message

Problem: An email rule configured in CodeTwo software is executed twice or multiple times on a single message. As a result, users get two signatures instead of one or experience similar problems. Solution: This problem may occur in (ID:280)

How to include vCards as QR codes in email signatures

Problem: You would like to insert a vCard as a QR code in an email signature added by CodeTwo software. You want to have this QR code personalized so that every user has their individual vCard added to their signature. Solution: Th (ID:256)

3 steps to correct message encoding in emails

Problem: Regional characters (such as ü, ä, ø, etc.) in signatures and disclaimers added by CodeTwo Exchange Rules are not displayed correctly. Instead of the actual characters, users see strings of ? signs. Solution: This issue (ID:241)

How to insert individual vCard links into email signatures

Problem: You would like to insert individual vCard links into email signatures so that each email sent by a user in your organization contains a link to this person's electronic business card. Solution: CodeTwo signature-adding pro (ID:207)

A signature is inserted in a wrong place in a message

Problem: A signature is added in a wrong place inside the body of an email message. For example, your signature is inserted at the end of an email conversation thread instead of directly under your latest response. Solution: Incor (ID:195)

How to place pictures side by side in a signature

Problem: You would like to put two (or more) pictures next to each other in an email signature designed in CodeTwo Editor. Solution: To place pictures next to each other in the Editor, you need to create a table with a separate c (ID:180)

How to create a footer with text written from right-to-left as in Hebrew or Arabic

Problem: While typing in right-to-left language, the text is improperly aligned. Solution: If you need to use Hebrew, Arabic or any other type of right-to-left language, you will have to use special HTML attribute to align the tex (ID:109)

How to prevent Outlook from removing extra line breaks from emails and email signatures

Problem: An email client such as Outlook disrupts your plain text emails or email signatures by removing breaks between text lines. Solution: If you composed a plain text email (or a plain text email signature in CodeTwo software)  (ID:98)

How to use a font type or size that is not included on the font list of the signature editor

Problem: You would like to use a font type or size that is not displayed on the Editor's ribbon. Solution: How to use a font type that is not available on the Editor's ribbon How to use a font size that is not available on th (ID:62)

How to prevent Outlook from adding signatures

Problem: After installing centrally managed signature adding software (such as CodeTwo Exchange Rules or CodeTwo Email Signatures for Office 365), you might need to disable personal signatures added in Outlook. If you are not able to ge (ID:52)

How to set the correct image size in your email signature for different email clients and devices

Problem: You would like to ensure that the image inserted in the signature template is displayed in the correct size across different email clients and devices. Solution: The easiest possible method is to always insert an image in  (ID:46)

Overview

CodeTwo Email Signatures for Office 365 is a cloud-based software solution for Microsoft 365 (Office 365) organizations. It adds signatures, legal disclaimers and banners to emails sent from any email client and device. Signature adding is

CodeTwo Signatures Add-in for Outlook

You can set up organization-wide signatures that will be automatically inserted into an email (a new message and reply/forward) directly in Outlook as users type. Users can also manually select a different client-side signature in Outlook

Configuring Exchange Online connectors

If you selected server-side or combo mode during the registration of a new tenant and completed the provisioning of our services, you are asked to take some additional steps to finish your tenant's configuration (Fig. 1.). These steps inc

Configuring the SPF TXT record of a domain

Once you added a new Microsoft 365 (Office 365) tenant to CodeTwo Admin Panel, the next recommended step is to configure the Sender Policy Framework (SPF) TXT record of your domain. If you use CodeTwo Email Signatures for Office 365 in s

CodeTwo Signatures Add-in for Outlook - global installation & updating

Follow this guide for step-by-step instructions on how to automatically install and update the classic CodeTwo Signatures Add-in for Outlook (COM Add-in) for users in your organization using GPO. You can deploy the add-in for all users, sel

CodeTwo Signatures Add-in for Outlook - manual installation

If your organization uses CodeTwo Email Signatures for Office 365 and has configured the software to add email signatures to your Outlook, you only need to install the CodeTwo Signatures Add-in for Outlook and the software will do the rest

Get started

First time using CodeTwo Email Signatures for Office 365? Here are some useful links that will help you deploy the program and use it with your Microsoft 365 (Office 365) tenant: System requirements and licensing information Deploym

Registration and configuration of a Microsoft 365 (Office 365) tenant

After you created a CodeTwo Admin Panel account and logged in, it's time to register your Microsoft 365 (Office 365) tenant to our service and specify how signatures should be added to this tenant. You can add a new tenant to the Admin P

Licensing

In this article you will learn more about the licensing of CodeTwo Email Signatures for Office 365. Trial version How is the software licensed and how are the licenses counted? How can I get a license? How can I check the number

User AD attributes & Tokens

CodeTwo Email Signatures for Office 365 allows you to add Active Directory attributes of your users to their email signatures. The program supports all the single-value attributes available in Microsoft 365 (Azure AD) and Azure AD Graph API

Centralized deployment of the signature preview add-in

CodeTwo Email Signatures for Office 365 Add-in allows you to preview the server-side signatures that will be added to emails by the CodeTwo Email Azure Service. The signatures are shown directly in Outlook’s compose message window. The a

Access and assign permissions to signature management app

If you finished the main configuration steps, you can start working on your email signatures. You can access the signature management app at app.codetwo.com. The app allows you to create and manage email signature rules from any device a

Guidelines for new users

This article is dedicated to users who got the CodeTwo Email Signatures for Office 365 Add-in installed by their administrator. Its purpose is to explain what CodeTwo Email Signatures for Office 365 and the signature preview add-in are and

How to uninstall the software

CodeTwo Email Signatures for Office 365 runs entirely in the cloud and is managed via a web browser. However, some of its optional components are either deployed in the Microsoft 365 admin center to selected users (e.g. the modern CodeTwo

Creating a CodeTwo Admin Panel account

CodeTwo Admin Panel is a web-based component of CodeTwo Email Signatures for Office 365. The Admin Panel is where you can add and configure your organization's Microsoft 365 (Office 365) tenant(s) and perform administrative tasks: manage t

Signature modes

CodeTwo Email Signatures for Office 365 can operate in one of three modes: Server-side mode Client-side mode Combo mode You first choose the signature mode when registering a Microsoft 365 (Office 365) tenant to our service.

CodeTwo Signatures Web Add-in for Outlook - centralized deployment

The modern CodeTwo Signatures Web Add-in for Outlook, co-engineered with Microsoft, integrates seamlessly with user accounts in Outlook for Windows and Outlook on the web (OWA) and adds company-wide signatures as users type an email. The a

Tenant options

CodeTwo Admin Panel offers various management options for registered Microsoft 365 (Office) 365 tenants. Use the links below to find out:  How to access tenant management pages in CodeTwo Admin Panel and learn about the available t

Create a signature rule

This article will help you create your first signature rule in CodeTwo Email Signatures for Office 365. A signature rule contains the layout of your email signature and/or disclaimer, as well as conditions that need to be met to add this

Manage signatures in email conversations

This article applies to server-side signatures only. Client-side signatures are accessed from Outlook and Outlook users themselves decide when to use these signatures and where they should be placed in an email thread. CodeTwo Email

Supported platforms and requirements

CodeTwo Email Signatures for Office 365 consists of several components that are responsible for handling server-side and/or client-side signatures: The administrator of a Microsoft 365 (Office 365) tenant configures the software via t

Individual deployment of the signature preview add-in

CodeTwo Email Signatures for Office 365 Add-in is used to preview the server-side signatures added to users’ emails by the CodeTwo Email Azure Service. The signature previews are displayed in Outlook's compose message window. The add-in

Previewing email signatures in Outlook / Outlook for Mac

After CodeTwo Email Signatures for Office 365 Add-in has been deployed to your Microsoft 365 or Office 365 (see global or individual installation instructions), it will be automatically available in your Outlook, no matter if you have a PC

Conditions and exceptions

Signature rules let you design your signatures, specify when to add them to emails sent by your organization and which users should get them. The signature-adding algorithm is based on conditions and exceptions, defined individually for ea

How to add different signatures to internal and external emails

Learn how to configure CodeTwo Email Signatures for Office 365 to add different signatures to messages sent to internal recipients and different to messages sent outside your organization. Email signatures used in internal and external c

Manage admins and account options

The CodeTwo Admin Panel account management pages is where you view and change the information about the currently logged-in account, such as contact details and login type. This is also where you manage your organization's billing infor

How to configure the program to use it with smart host (mail relay) services

Info This step is optional - follow the instructions below only if you are using smart host (mail relay) services in your organization. The instructions below do not apply if you are using client-side mode. If you use a smart hos

Sent Items Update

As signatures are added server side (by the CodeTwo Email Azure Service), after an email is sent, they are not visible in the sender's Sent Items folder. To let you see the signatures in the sent mail, we have equipped CodeTwo Email Signatu

Insert pictures, social links and other content into your template

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Insert pictures, social links and other content into your template (desktop

How to add different signatures to messages sent by different users

In this article you will learn how to configure CodeTwo Email Signatures for Office 365 to add different signatures to messages sent by different senders or senders belonging to a specific group. In a large organization with numerous de

Monitoring and diagnostics

This article describes how to monitor CodeTwo Email Signatures for Office 365 services and diagnose problems with registered tenants. Use the links below to find out more. Checking the status of CodeTwo services Subscribing to servi

Previewing email signatures in Outlook on the web (OWA)

With CodeTwo Email Signatures for Office 365 Add-in, every time you compose an email in Outlook on the web (OWA), you can preview the signature(s) that will be added server-side to your message. This article shows how to use this feature in

How to insert signatures to emails sent from all email clients and devices

This article describes how to configure CodeTwo Email Signatures for Office 365 to add signatures to emails sent from any email client, including mobile devices. Mobile devices are commonly used to send corporate emails, but one of the m

Admin Panel overview

When you log in to the CodeTwo Admin Panel, the Dashboard opens (Fig. 1.). Fig. 1. The Dashboard tab in the CodeTwo Admin Panel. Dashboard shows basic information about your organization's Admin Panel account, Microsoft 365 (Offi

New signature template editor - quick guide

CodeTwo Email Signatures for Office 365 comes with a built-in signature template editor. There are two ways of using the editor: via a web UI, available at app.codetwo.com, via a Windows desktop app (Manage Signatures App). Th

How to add different signatures to emails sent to different recipients

In this article, you learn how to use CodeTwo Email Signatures for Office 365 to add different signatures depending on the recipients of your messages. You might consider setting up a different signature template for emails sent to an in

How to add signatures directly under the latest message in an email conversation

Find out how to configure CodeTwo Email Signatures for Office 365 to make sure your signatures are always added right under the newest replies or forwards in an email thread, not at the bottom of it. Email conversations often get so lo

Use placeholders to create email signatures that adapt to the email sender

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Use placeholders to create email signatures that adapt to the email sender

How signatures are added to emails sent as / on behalf of other users

Sometimes a user or a group of users have permission to send messages as other users or on their behalf. These users are referred to as delegates. See the examples below to learn how the software works for users with delegate permissions.

How to add signatures in different languages

Find out how to manage multiple-language email signatures and automate the signature adding process in CodeTwo Email Signatures for Office 365. Multinational organizations or companies that serve customers from different countries very o

Use conditional placeholders

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Conditional placeholders (desktop editor) There are two types of place

Admin roles & email notifications in CodeTwo Email Signatures for Office 365

There are three admin roles in CodeTwo Email Signatures for Office 365: Owner in CodeTwo Admin Panel can manage organization’s billing information, admins, tenants and subscriptions. A user that first creates a CodeTwo Admin Panel

Manage signature templates

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Manage signature templates (desktop editor) CodeTwo's signature templ

One-click surveys

You can integrate CodeTwo Email Signatures for Office 365 with one-click survey services, provided by third-party companies. This allows you to add customer satisfaction surveys into your emails and gather feedback from your customers. T

Feedback

Your feedback is very important to us. It has continuously helped us develop better applications and we strongly encourage you to send us your concerns and suggestions about new and existing features. Your opinion shapes new functionalities

Guidelines for administrators

If you're an administrator of a Microsoft 365 (Office 365) organization and: you have never used CodeTwo Email Signatures for Office 365 and want to know more about the product, see What is CodeTwo Email Signatures for Office 365? y

How to use keywords to let users add or remove email signatures

Learn how to enable users to manually choose a different server-side signature for their messages or to remove an email signature entirely. Important The solution presented in this article works only in server-side mode (and combo

Integration with CrewHu

This section describes how to set up CodeTwo Email Signatures for Office 365 to add CrewHu one-click surveys to your Microsoft 365 (Office 365) email signatures. CrewHu is an employee recognition software, which allows measuring custome

How to add different signatures to the first and subsequent messages

Learn how to automatically add different signatures to the first messages and replies/forwards in email conversations with CodeTwo Email Signatures for Office 365. It is usually a good idea to provide your full contact information, an ad

Integration with Cogsworth

This section describes how to integrate CodeTwo Email Signatures for Office 365 with Cogsworth. Cogsworth is a tool that lets your customers schedule meetings with your users in an easy way. Thanks to this app you can stop worrying about ti

How to add signatures to emails sent from shared mailboxes

Learn how to configure CodeTwo Email Signatures for Office 365 to add signatures to emails sent from shared mailboxes. Shared mailboxes are often used a way to collect incoming emails in a single mailbox. These emails can be later answer

Web analytics tools

In this section, you will learn how to easily integrate CodeTwo Email Signatures for Office 365 with different web analytics tools. Doing so will let you track the results of your email signatures marketing campaigns and measure the web tra

Integration with Hively

CodeTwo Email Signatures for Office 365 can be integrated with the Hively service, enabling you to add one-click surveys to all or chosen emails in an organization. The integration gives you a chance to: easily incorporate customer sa

How to add an email signature for a specific time only

Learn how to set up email signature marketing campaigns with limited running times to promote special offers or events. CodeTwo Email Signatures for Office 365 comes with the Scheduler feature that allows you to select a period of time

Troubleshooting failure to configure Exchange Online outbound connector

You got an error that begins with: Failed to configure Exchange Online outbound connector when configuring Exchange Online connectors in the program's wizard. There might be a few reasons why the program was not able to set up the

Troubleshooting failure to configure Exchange Online inbound connector

You got an error that begins with: Failed to configure Exchange Online inbound connector when configuring Exchange Online connectors in the program's wizard. There might be a few reasons why the program was not able to set up the

Create a template for different email formats

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Create a template for different message formats (desktop editor) To en

Integration with Google Analytics

Follow the steps below to insert URLs with Google Analytics tags to your emails in CodeTwo Email Signatures for Office 365 by using a built-in WYSIWYG editor. The integration of CodeTwo Email Signatures for Office 365 with Google Analyti

Payment methods

The Payment methods page is used to enter your credit card details. Defining a payment method is required to purchase a subscription of CodeTwo Email Signatures for Office 365. Click the Add new button to open the credit card information

Integration with Simplesat

Simplesat is a customer satisfaction measurement tool which lets you create one-click CSAT surveys. You can easily insert those surveys into your centrally managed email signatures by integrating Simplesat with CodeTwo Email Signatures for

Integrate Microsoft Teams with CodeTwo Email Signatures for Office 365

This section describes how to integrate Microsoft Teams meeting links with email signatures added by CodeTwo Email Signatures for Office 365. Our program can add a link to call the email sender directly or to call a designated point of con

How to create email signatures with rotating banners

Learn how to configure CodeTwo Email Signatures for Office 365 to rotate through a number of different promotional banners or different signatures over a selected period of time. Setting up CodeTwo Email Signatures for Office 365 in a wa

Choose how your template appears in email conversations

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Choose how your template appears in email conversations (desktop editor)

Troubleshooting failure to configure Exchange Online transport rule

You got an error that begins with: Failed to configure Exchange Online transport rule when configuring Exchange Online connectors in the program's wizard. There might be a few reasons why the program was not able to set up the tra

Integration with Matomo (formerly Piwik)

This section describes how to integrate CodeTwo CodeTwo Email Signatures for Office 365 with Matomo. The integration of those two tools lets you measure the effectiveness of your email marketing campaigns and analyze how much traffic you ge

Integration with Woopra

This section describes how to integrate CodeTwo Email Signatures for Office 365 with Woopra to allow easy tracking of the results of marketing campaigns. Woopra is a web analytics tool which gathers information on your web traffic. The stat

Edit the HTML source code of your template

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Edit the source code of your template (desktop editor) If you have a g

Troubleshooting failure to remove Exchange Online transport rule

You got an error that begins with: Failed to remove Exchange Online transport rule when removing Exchange Online connectors via the program's wizard. There might be a few reasons why the program was not able to remove the transport

Add other email sections (header, side banners) to your template

This article applies to the web UI. If you use the desktop app (Manage Signatures App) to manage email signatures, see the related article for the desktop editor: Add other email sections to your template (desktop editor) This article

How to use email signatures as canned responses

Learn how to use CodeTwo Email Signatures for Office 365 to provide your users with a set of ready-made response emails that they can immediately send to their clients. When the program works in client-side mode, Outlook users can select

Troubleshooting failure to remove Exchange Online inbound connector

You got an error that begins with: Failed to remove Exchange Online inbound connector when removing Exchange Online connectors via the program's wizard. There might be a few reasons why the program was not able to remove the connect

Integrate x.ai with CodeTwo Email Signatures for Office 365

This section describes how to set up CodeTwo Email Signatures for Office 365 to add x.ai scheduling links to Microsoft 365 (Office 365) email signatures. x.ai is a solution which allows others to schedule meetings with you or your teamma

Troubleshooting failure to remove Exchange Online outbound connector

You got an error that begins with: Failed to remove Exchange Online outbound connector when removing Exchange Online connectors via the program's wizard. There might be a few reasons why the program was not able to remove the connec

Integration with Calendly

Calendly provides an easy way to schedule meetings. Instead of long email conversations just to decide on a particular time slot, recipients can simply click a scheduling link and pick time which suits everyone. Adding a Calendly meeting

Did anything change in my existing signature rules or other settings after the introduction of signature modes?

No, all your signature rules and settings are left intact. Before the update, CodeTwo Email Signatures for Office 365 supported only server-side signatures. After the update, the server-side mode is still the default signature mode in which the program works. So, if you were using the software before the update, when you start managing your signatures, all your signature rules will be there, in the Server-side signatures group.

Where can I change the signature mode?

Log in to the CodeTwo Admin Panel, access the Manage tenant page by clicking the Manage tenant icon icon next to the name of your tenant, and then click Signature modes in the navigation menu on the left. Once you select a different signature mode, make sure to click Apply to confirm the change. Further instructions will be provided on the screen.

How to clone a server-side signature rule to a client-side one?

Cloning is only possible within the same signature rule group because there are different sets of conditions and exceptions available for both types of signature rules. For example, you don’t define any Recipients or Keywords for client-side signature rules. If your rules are based on Senders only, you simply need to select the same scope of senders when creating a rule of a different type. However, it is possible to use a signature template defined for one type of signature rule in the other type (e.g. a server-side signature template can be used in a client-side signature rule). Read this Knowledge Base article to find out how to do so.

Is there a separate licensing scheme for every signature mode? Do I need different licenses to use server-side and client-side signatures?

No, there is only one licensing model available in CodeTwo Email Signatures for Office 365 (learn how the program assigns the licenses to users and shared mailboxes). One Office 365 (Microsoft 365) user / shared mailbox consumes one license only, no matter which signature mode you use and how many signatures (server-side or client-side) they get.

Can I deploy the CodeTwo Signatures Add-in for Outlook centrally across all users?

Yes. The modern Signatures Web Add-in for Outlook and OWA is deployed centrally for all or selected users directly from the Microsoft 365 admin center. See Web Add-in deployment guidelines

If you prefer the classic (COM) add-in, then it can be deployed automatically (for the whole organization, selected security groups or Organizational Units) using Group Policy Object (GPO) or installed manually by individual Outlook users (both the global and manual installation is based on ClickOnce and does not require end users to have admin privileges). Learn how to deploy CodeTwo Signatures Add-in for Outlook globally

Learn more about the CodeTwo signatures add-ins for Outlook

Which versions of Outlook support client-side signatures?

To use client-side signatures, you first need to deploy the CodeTwo signatures add-in for Outlook to your users. There are two CodeTwo add-ins available and each supports different versions of Outlook:

  • New experience: the modern CodeTwo Signatures Web Add-in for Outlook works with Outlook on the web (OWA) and Outlook for Windows connected to a Microsoft 365 subscription, Version 2104, Build 13929.20296 Current Channel* and newer.
  • Classic experience: CodeTwo Signatures Add-in for Outlook (COM Add-in) works with Outlook desktop apps for Windows (Outlook 2013 and newer). Users also need to log in to the COM Add-in with their Microsoft account to have access to CodeTwo client-side signatures.

Keep in mind that you can only use either of the two add-ins. Learn more about the CodeTwo signatures add-ins for Outlook

* The Web Add-in will be available in Monthly Enterprise Channel and Semi-Annual Enterprise Channel shortly, as soon as Microsoft rolls out the necessary updates.

Why do I need client-side signatures? How are they different from server-side signatures?

Server-side signatures are added in the cloud, after a user sends an email. Users have very limited options regarding what signature is added to their message, as email signatures are managed centrally by an admin or other delegated persons. Client-side signatures are added to a message directly in Outlook when users compose their messages. This approach has several advantages over server-side signatures:

  • you define as many email signatures as you want for each user, and that user can choose which signature to use before sending an email;
  • signatures can be added to encrypted and digitally signed (S/MIME) messages;
  • users can add signatures to emails sent as / on behalf of shared mailboxes and Office 365 (Microsoft 365) groups.

Click here to learn more about different signature modes.

What happens if the same user is defined in both a server-side and a client-side signature rule in combo mode? Will they get two signatures in one email?

If you use the modern CodeTwo Signatures Web Add-in for Outlook, then if this add-in adds a client-side signature to a message in Outlook/OWA (either automatically or manually by the user), the message will not get a server-side signature (even if a user later removes this signature from the message manually). If a client-side signature is not added by the Web Add-in, CodeTwo Email Signatures for Office 365 will then add a server-side signature.

If you use the classic CodeTwo Signatures Add-in for Outlook (COM Add-in), client-side signatures are added to emails sent from Outlook Windows app only, while server-side signatures are inserted to messages sent from any other email client. To get access to client-side signatures, a user needs to install and sign in to the CodeTwo Signatures Add-in for Outlook. If a user signs out of the add-in, their emails will be routed though CodeTwo services and get server-side signatures, even if those emails are sent from Outlook. It is possible to get two email signatures only if a user is not signed in to the add-in and inserts a client-side signature to an email while composing it in Outlook.

Learn more about the CodeTwo signatures add-ins for Outlook

How often do CodeTwo signature add-ins for Outlook synchronize with CodeTwo services?

The modern CodeTwo Signatures Web Add-in for Outlook synchronizes with the CodeTwo cloud services in real time. This means that any changes made to client-side signatures in the signature management app are instantly applied to signatures in Outlook.

The classic CodeTwo Signatures Add-in for Outlook (COM Add-in) synchronizes with CodeTwo services every few minutes, but users can force synchronization any time they want in the add-in. During the sync, our service updates client-signatures with changes made to client-side signature rules in CodeTwo Email Signatures for Office 365 and, if the Remove all user-defined signatures in Outlook option is enabled, deletes all changes made to CodeTwo signatures templates in Outlook.

Learn more about the CodeTwo signatures add-ins for Outlook

Are client-side signatures added to other types of emails, like message requests or appointments?

Yes, if you use the classic CodeTwo Signatures Add-in for Outlook (COM Add-in), users can insert a CodeTwo signature when creating a new meeting or appointment, by selecting it from the Signature drop-down menu in Outlook, available on the Insert tab. The modern Web Add-in will get this functionality in the near future, as soon as the Microsoft’s Outlook team implements this in their API.

Can I disable client-side signatures for specific users?

Yes. Two conditions need to be fulfilled for a user to get access to CodeTwo signatures in Outlook:

The easiest way to disable client-side signatures for a user is by not including them in any client-side signature rule or by excluding them from all the rules.

Do client-side signatures increase the size of a message?

Yes, just like regular Outlook signatures do.

Are signatures added to messages sent from an alias address?

Yes. Email signatures can be added to emails sent from an alias address in both server-side and client-side signature mode. Keep in mind that client-side email signatures will contain contact details of the primary email address of a user who sends a message (in the case of the modern CodeTwo Signatures Web Add-in for Outlook) or the user signed in to the Outlook add-in (in the case of the classic CodeTwo Signatures Add-in for Outlook). Learn more about the CodeTwo signatures add-ins for Outlook

Server-side email signatures will contain contact details of the user who sends the email – signature will be the same as sent from the primary email address.

Can users modify client-side signatures by themselves?

Yes and no. Client-side signatures are added to the email body when users compose their emails in Outlook. So, a user can modify the signature or even remove it completely before the message is sent.

If you use the modern CodeTwo Signatures Web Add-in for Outlook, then a user can modify the signature added to their email as they type and send the message. But the changes will not be saved by the add-in, so the next time they type an email, the add-in will add the default signature again.

If you use the classic CodeTwo Signatures Add-in for Outlook (COM Add-in) in your organization, if a user saves their changes to Outlook signature templates, these changes will still get overwritten the next time the add-in synchronizes (this happens every couple of minutes). If a user changes the name of the signature template or saves the template under a different name, such user-defined templates can be deleted globally throughout all Outlook instances by using the Remove all user-defined signatures in Outlook option in CodeTwo Email Signatures for Office 365 (this option can be found on the Options tab while configuring a client-side signature rule).

Can users modify server-side signatures?

No, except in the case where these users are privileged to access and manage signatures in your entire organization.

Learn more about this feature

What happens to my signature rules when I change the signature mode from server-side to combo? Will they still work?

Yes, changing the signature mode from server-side to combo will have no immediate impact on email signatures in your organization – they will continue to be added according to the configured server-side signature rules. You can implement client-side signatures gradually by:

Can users get server-side signatures when sending emails from Outlook if CodeTwo Email Signatures for Office 365 works in combo mode?

Yes. If you have already deployed the modern CodeTwo Signatures Web Add-in for Outlook to your users, they will get server-side signatures if:

  • they are not included in any client-side signature rule,
  • or the client-side signature is not added to their email. 

If you are using the classic CodeTwo Signatures Add-in for Outlook (COM Add-in) instead, users will get server-side signatures as long as they are not signed in to the add-in. However, before they sign out, make sure to either turn off the rules that add client-side signatures or disable the options that set client-side signatures to be used as defaults for new messages or replies/forwards (you can do so on the Options tab of a client-side signature rule, when managing email signatures in CodeTwo Email Signatures for Office 365. Otherwise, client-side signatures will continue to be automatically added to emails as users are composing them in Outlook. In addition, if Outlook users do not remove these signatures manually, recipients may also get emails with two email signatures.

Learn more about the CodeTwo signatures add-ins for Outlook

What happens when I close the CodeTwo Signatures pane in Outlook? Will client-side signatures still work?

Yes, the pane does not need to be open for the client-side signatures to be added to emails.

In the case of the modern CodeTwo Signatures Web Add-in for Outlook, the pane is used to preview all available signatures and when you want to insert them manually to an email. Even if the pane is closed, the Web Add-in still adds the default client-side signature to new messages and replies/forwards. You can open the pane at any time while composing a message by clicking CodeTwo Signatures on the ribbon in Outlook. In Outlook on the web (OWA), click the ellipsis button (...) at the bottom of the message and select CodeTwo Signatures from the menu that opens.

As for the classic CodeTwo Signatures Add-in for Outlook (COM Add-in), the pane is used to sign in to the add-in, preview client-side signatures, and perform other actions related to CodeTwo services. After a user signs in, the pane can be closed – client-side signatures will continue to be synchronized with CodeTwo services. The pane can be opened/closed using a dedicated button with the C2 logo on the Home tab in Outlook.

Learn more about the CodeTwo signatures add-ins for Outlook

Can I use the signature preview Outlook add-in for server-side signatures and an add-in that adds client-side signatures directly to Outlook at the same time? Which signatures will these add-ins show?

Yes, both the preview add-in and one of the client-side signature add-ins can be installed and used in Outlook at the same time. However, the signatures displayed by each add-in may be different because each add-in is designed to work with a different type of signatures. The modern CodeTwo Signatures Web Add-in for Outlook and the classic CodeTwo Signatures Add-in for Outlook (COM Add-in) show client-side signatures that are added to a message while users compose it in Outlook. The CodeTwo Email Signatures for Office 365 Add-in shows a preview of the server-side signature that will be added to an email after it is sent from email clients other than your current Outlook client (such as mobile devices).

Note that the add-ins will not display anything if there are no signature rules defined for the related Outlook user. Also, if a user signs out of the COM Add-in, client-side signatures stop working and server-side signatures are added instead to messages sent from this person’s Outlook (and all other email clients).

Check also: What happens if the same user is defined in both a server-side and client-side signature rule in combo mode? Will they get two signatures in one email? 

 

How does CodeTwo Email Signatures for Office 365 work?

See this article for detailed information about how our email signature software integrates with your Office 365 tenant and adds email signatures.

What are the system requirements?

To check the system requirements and supported platforms, please go to this User's manual page: CodeTwo Email Signatures for Office 365 - Supported platforms and requirements.

Will I have to install the program locally?

CodeTwo Email Signatures for Office 365 is a cloud application that offers an all-web experience. The service of the program responsible for processing email rules and adding email signatures - CodeTwo Email Azure Service - operates in the cloud. All tasks related to configuring the program, managing subscriptions, creating and managing signature rules and designing email signature templates are performed entirely via a web-based interface, after logging in to the CodeTwo Admin Panel, from any device or platform (Windows, Mac, mobile phones, tablets, and so on).

Optionally, to perform signature management tasks, you can use the Manage Signatures App, a ClickOnce application that needs to be installed locally on Windows-based PC.

For more information about the deployment, see CodeTwo Email Signatures for Office 365 - Deployment steps and software configuration.

Will CodeTwo signature add-in work with Roaming Signatures in Outlook?

Yes. Both the modern CodeTwo Signatures Web Add-in for Outlook and the classic CodeTwo Signatures Add-in for Outlook (COM Add-in) will continue to work and add client-side signatures to your emails when Roaming Signatures is enabled. The same goes for server-side signatures – they will not be affected by the new Outlook feature in any way. No action is required on your part.

The suggestion that our email signature solution will no longer work results from this article as well as the email notification sent to Microsoft 365 users. In both cases, Microsoft writes that the release of the roaming signatures feature will break third-party COM Add-ins for Outlook used to add signatures unless this feature is manually disabled in Windows registry. We already released an updated version of our COM Outlook add-in on 17 June 2020, well ahead of the Microsoft’s release of the new feature (scheduled for August 2020 for early adopters and Q2 2021 for all Microsoft 365 users). The add-in automatically changes the registry for all users who use this add-in. The new add-in version is updated automatically on users’ computers* (users might be prompted to restart Outlook after the update).

* Only admins who deploy the add-in globally via GPO will need to redeploy it to make sure all users get the latest version (instructions on how to do it are available in the user's manual).

Can I view the health status of your services?

Yes, our services are monitored 24/7 and you can view their current status at our dedicated status page. The status page lets you check if any services in your geolocation(s) are experiencing problems and how we are remediating issues. This site allows you to subscribe to receive emails or RSS feed immediately after any issues appear. You can also opt in to receive text messages on your phone, directly from the CodeTwo Admin Panel.

How can I access CodeTwo Admin Panel to manage the program?

To access the Admin Panel of CodeTwo Email Signatures for Office 365, either:

Learn more about accessing the Admin Panel of CodeTwo Email Signatures for Office 365.

Who can manage CodeTwo Email Signatures for Office 365?

CodeTwo Email Signatures for Office 365 uses a role-based access control. There are three roles in the CodeTwo Admin Panel:

  • Owner – a user with this role can manage organization’s tenants (register/deregister, change signature modes, etc.) and subscriptions, add/remove Admin Panel admins, transfer the ownership to organization’s Admin Panel to another admin, and change organization's billing information. The owner role is automatically assigned to the user who creates a first CodeTwo Admin Panel account for a given organization.
  • Admin – users with this role can manage organization’s tenants (register/deregister, change signature modes, etc.) and subscriptions. See this article to learn how to grant access to organization’s Admin Panel to other users.
  • Signature rule admin – users with this role can access and manage email signature rules within their Microsoft 365 (Office 365) tenant.

An organization can have only one owner in CodeTwo Admin Panel but can have multiple admins and signature rule admins. Learn more about the privileges associated with each role

Keep in mind that adding permissions to our service doesn’t require you to assign any additional admin roles in Microsoft 365.

Can the same Microsoft 365 user be a CodeTwo Admin Panel admin for multiple organizations?

No, a single Microsoft 365 (Office 365) user account can be an admin (or an owner) for a single organization in CodeTwo Admin Panel. Refer to this article to learn about all the conditions that need to be met in order to invite a user to join your organization as a CodeTwo Admin Panel admin.

Are my emails stored anywhere after they are processed by the program?

No, they aren't. We do not store (or read) your emails - they only pass through our application to receive email signatures.

I have just added users to the distribution group, but they do not get any signature. How to fix it?

It can take from a few minutes to a few hours for Office 365 (Microsoft 365) to apply changes to the distribution list membership. It means that if you add signatures to members of a distribution group, recently added users might not get their email signatures right away. As soon as the changes are propagated in your tenant, new users will get signatures. Learn more in our Knowledge Base

Does Sent Items Update affect the performance of my Office 365/Microsoft 365 tenant in any way?

No, not at all. Sent Items Update is a service that is hosted by CodeTwo on Azure servers (just like CodeTwo Email Azure Service) and it is totally independent of your mail flow and the functioning of your Office 365 (Microsoft 365) tenant - it's a parallel pipeline that has no influence on your email processing and delivery time. Moreover, Sent Items Update does not require any service accounts to operate as the entire authentication and authorization process uses OAuth 2.0. To sum up – if there is any overhead incurred by the Sent Items Update feature, it's a job for our servers, not yours.

Does CodeTwo Email Signatures for Office 365 work on Apple/Mac/iOS devices?

Yes. Tenant and signature management is web-based and is also possible on Apple devices. As long as you use a modern web browser, you will be able to use the CodeTwo Admin Panel e.g. to purchase your subscription, register your tenant, manage email signatures or use the built-in signature template editor.

In addition, signatures can be added to emails sent from any device or email client, as long as it’s connected to Office 365 (Microsoft 365). Email clients on Apple/iOS devices are no exception. Our server-side email signature preview add-in works on Outlook for Mac, too.

For more information on system requirements, see this article in the user’s manual.

During tenant registration, I get a message that provisioning is in progress. What does it mean?

This is a normal behavior and is a part of the configuration process. The provisioning process usually takes from 3 to 15 minutes. During this time, a unique TLS certificate is generated for your tenant. It is a necessary step (required by Microsoft), which ensures secure mail flow. During the provisioning process, some tenant management actions are not available.

During the provisioning process, you can create signature rules and design email signature templates, but the configuration process has to be finished before any of your signatures can be applied to emails.

Learn more about the deployment steps and initial configuration of the program

Can I change a geolocation for an existing tenant?

Yes, you can.

CodeTwo Email Azure Service operates in 9 geolocations: West US, North Central US, Canada East, North Europe, UK South, Germany West Central, West Europe, Australia East, and UAE North. If you want to change the service geolocation for your tenant, contact us.

For more details, see this KB article.

Is Office 365 Germany supported by CodeTwo Email Signature for Office 365?

No, Office 365 Germany is not supported.

Does the application support multi-factor authentication?

Yes, it does. Refer to the next question for more information.

Do you need to enter your Office 365/Microsoft 365 global admin credentials in CodeTwo Email Signatures for Office 365?

No. CodeTwo software uses the OAuth 2.0 authorization protocol to establish a connection with Office 365 (Microsoft 365), so it does not store or process your credentials at any point. Whenever you're asked to authenticate, the dedicated Microsoft sign-in page opens, and you sign in there.

Is TLS 1.2 supported by CodeTwo Email Signatures for Office 365?

Yes, Transport Layer Security 1.2 is fully supported.

Can I add email signatures to encrypted messages?

Yes, CodeTwo Email Signatures for Office 365 supports adding signatures to digitally signed (S/MIME) and encrypted messages (including messages that contain sensitivity labels). Client-side signatures are added directly in Outlook for Windows and OWA (and soon also in Outlook for Mac) as you type an email, which means that after you send the email, the signature is encrypted together with the entire message. In the case of server-side signatures, the encryption needs to be performed server-side as well, by using mail flow rules, after emails are routed through the CodeTwo Email Azure Service to get a signature.

Are emails always routed through CodeTwo services?

No, it depends on how you want the software to add signatures. In client-side mode, signatures are added directly in Outlook, so additional routing through CodeTwo services does not occur. If you want to use server-side signatures (in combo mode or server-side mode), then your emails need to be relayed through the CodeTwo Email Azure Service to get signatures. Since the service resides in Microsoft Azure, your emails never leave Microsoft’s datacenters in the process. No matter which signature mode you use, your emails are neither stored anywhere nor read by anyone at CodeTwo. Learn more about safety

Why am I asked to provide Contact ID and Tenant Association ID when contacting customer support? What are these IDs?

Contact ID and Tenant Association ID are two identification numbers used by CodeTwo customer support to verify that the person contacting us is in fact authorized to access sensitive subscription details and company information.

They are used as an additional safety measure to further protect our clients against unauthorized access to their sensitive information. Contact ID and Tenant Association ID are assigned when creating an account and when registering a tenant, respectively. They can only be found in the CodeTwo Admin Panel after signing in (learn more) and should not be disclosed to anyone.

I’m currently using CodeTwo Exchange Rules. Can I transfer my on-premises email signatures to CodeTwo Email Signatures for Office 365?

Yes, we have a dedicated tool for that purpose – CodeTwo Exchange Rules Converter. This free tool automatically converts:

  • rules configured in the Administration Panel of CodeTwo Exchange Rules or Exchange Rules Pro that contain email signatures/disclaimers,
  • email signature templates defined in these rules and custom templates saved in the Template Library,

and makes them available in CodeTwo Email Signatures for Office 365. Learn more about the CodeTwo Exchange Rules Converter

Can the program insert signatures under the latest replies/forwards in email conversations?

Yes, it can.

CodeTwo Email Signatures for Office 365 is able to do this thanks to the advanced email signature positioning algorithm that has been perfected over the years in our CodeTwo Exchange Rules line of products.

From the perspective of the user of the program, it boils down to designing an intended signature layout in the program's signature template editor. By default, all signatures are added directly under latest replies/forwards.

For more information, see this use case in the user’s manual.

Can the program insert different signatures to new messages and different to subsequent messages in a conversation?

Yes, it can.

You can configure the program to automatically add full-blown email signatures (with images, full contact details, and social media icons) to new emails and different or simplified (with only basic data) signatures to subsequent messages within a conversation thread.

When configuring a server-side signature rule, this option is available on the Design tab, in the Choose how signatures should be added in the correspondence section. 

When configuring a client-side signature rule, the program lets you set default signature templates for new messages and replies/forwards on the Options tab.

For more information, see this use case in the user’s manual.

Can I create a different signature for internal and external messages?

Yes, you can. Simply create two rules, where one is set up to add signatures to internal messages and the second one to apply signatures to external emails. You can specify these settings on the Recipients tab while configuring a server-side signature rule.

For more information, see this use case in the user’s manual.

Can the program insert different signatures while sending emails to different external domains?

Yes, it can. As you are configuring a server-side signature rule, you can define the recipients for whom a specific email signatures will be added on the Recipients tab. Add individual email addresses or use the asterisk (*) wildcard character to specify entire domains (e.g. *codetwo.com or *gmail.com).

For more information, see this use case in the user’s manual.

If some users do not have a phone number, will they have a blank space in their signature?

No, the program comes with two different solutions that will allow you to avoid leaving blank spaces.

Using conditional placeholders to replace missing information with generic data

Conditional placeholders are used to insert different information to email signatures, depending on whether specified conditions are met. So, in this case, you can create a conditional placeholder that will replace any empty {Mobile} placeholder with a specific phone number (e.g. a generic phone number to your customer service).

Learn more about conditional placeholders

Using the Remove Text tags (RT tags) to remove empty placeholders

CodeTwo Email Signatures for Office 365 can automatically remove blank spaces from the signature if there is no corresponding data found in Azure Active Directory for a selected attribute. For example, if the signature includes the following line: “Mobile: {Mobile}” (where {Mobile} is a placeholder that pulls data from Active Directory) and some users have their mobile phone field empty in AD, the whole line “Mobile: {Mobile}” will be removed from the signature. To use that feature, you need to put all signature contact elements between the Remove Text tags {RT}{/RT}.

See the examples below to learn how to correctly use RT tags in a signature:

Regards,
{First name} {Last name}
{Company} {Department}
Phone: {Phone}
{RT} Mobile: {Mobile}
{/RT} Email: {Email}

And how NOT to use RT tags (the line itself will be removed but will leave blank space):

Regards,
{First name} {Last name}
{Company} {Department}
Phone: {Phone}
{RT} Mobile: [Mobile]{/RT}
Email: {Email}

Learn more about the Remove Text tag feature

I want to insert user’s photos to email signatures. Is it possible?

Yes, it is. CodeTwo Email Signatures for Office 365 can insert users’ photos to your email signatures on the fly.

To achieve this, first you need to upload users’ photos to Office 365 (Microsoft 365) and then place the {Photo} placeholder in your signature template. The placeholder will be automatically replaced with a proper user photo.

To easily and quickly upload users’ photos to Office 365, use our freeware application CodeTwo User Photos for Office 365.

Can I create animated email signatures?

Yes, CodeTwo Email Signatures for Office 365 lets you add animated GIFs to your email signature. It means that you can easily add an animated logo or banner to your design.

The animated gif will be visible on every email client that supports HTML. Most web-based and mobile email clients display animations without any issues, while most desktop Outlook clients will only display the first frame of your animation.

Learn more about animated GIFs in email signatures

What is the difference between CodeTwo and Outlook roaming signatures/cloud signatures?

Roaming signatures (cloud signatures) is an upcoming feature for Outlook that changes how email signatures are stored. Instead of being stored on a local device, they will be kept in the cloud, in Microsoft 365 users’ mailboxes. That way, a user will have access to their email signatures from any PC running Outlook for Windows. In other words, this feature is not an email signature management tool in any way.

CodeTwo Email Signatures for Office 365 is an email signature software that allows users to manage email signatures organization-wide and keep them uniform across all email clients. Having the same signature in Outlook for Windows on multiple PCs is just one of many things our solution can do. It also comes with tons of other features, such as central management, integration with Azure AD, dynamic signatures based on rules, support for mobile devices and all email clients.

I want our marketing department to manage/change the signatures but not have access to any other settings. Is that possible?

Yes, it is possible.

Signatures can be managed by any Office 365 (Microsoft 365) user or group that is given required access rights in CodeTwo Admin Panel.

Learn more about delegating signature management rights in CodeTwo Email Signatures for Office 365

Can users choose which signature will be added?

Yes, they can. For server-side signatures, this is possible if the condition of a rule is based on a keyword phrase that – if found in the email body and/or subject – triggers this rule and the rule inserts a signature to an email. Keyword phrases can be set on the Keywords tab while managing your sever-side signature rules.

For example, if you configure a rule where a condition is set to the following keyword: “my_sig”, CodeTwo Email Signatures for Office 365 will look for the phrase "my_sig" in the email body and/or subject and, upon finding the phrase, will insert a signature. The signature will only be applied if a user puts the "my_sig" phrase in their email. Phrases can be also used to suppress signatures.

If you use the program in client-side mode and you created several signature templates for a given Outlook user or group, these users will be able to choose these signatures directly in Outlook when they type an email.

Can senders see the inserted server-side signature?

Yes. After you enable the Sent Items Update feature, CodeTwo Email Signatures for Office 365 will display inserted signatures into the users' Sent Items folders on all devices and email clients.

Learn more about Sent Items Update...

Can I see server-side signatures while composing emails?

Yes, you can. This is possible after installing CodeTwo Email Signatures for Office 365 Add-in, which displays a preview of signatures in real time while composing emails in Microsoft Outlook, Outlook for Mac and Outlook on the web (OWA).

The add-in is installed per Office 365 (Microsoft 365) user (not per device), so no local COM/EXE modules are required. This technology is agentless. See the video below for a short presentation of this feature.

Find out more on how to install the signature preview add in the user’s manual:

Can the application automatically turn on and off specific rules?

Yes, it can. This is possible thanks to the Scheduler feature, which allows you to set up different activity time ranges for each signature rule individually. As a result, all rules that have the Scheduler option enabled “know” exactly when to run and when to stop inserting email signatures.  

Find out more about this feature.

Can the program add email signatures to messages sent from mobile devices?

Yes, it can.

When you use CodeTwo Email Signatures for Office 365 in server-side or combo mode, messages sent from mobile devices get signatures because they travel through the CodeTwo services hosted in Microsoft Azure datacenters before they are finally delivered. Because of that, the source device can be anything.

For more, see: CodeTwo Email Signatures for Office 365 – Overview

Why do I need CodeTwo Email Signatures for Office 365?

Because Office 365 (Microsoft 365) offers a very narrow range of capabilities when it comes to central email signature management. CodeTwo Email Signatures for Office 365 lets you overcome all the limitations of Office 365. With our application, you can:

  • Insert email signatures under the latest email replies and forwards (instead of only under the very first email in a conversation).
  • Embed images in emails, including Office 365 users' photos (instead of using only web-hosted visuals).
  • Design signature templates using a WYSIWYG signature template editor (instead of having to provide raw HTML).
  • Automatically remove lines that contain blank Active Directory variables (instead of ending up with glaring gaps in signatures).
  • Configure organization-wide email signatures and make them available for users directly in Outlook.
  • And more...

Is CodeTwo Email Signatures for Office 365 GDPR and CCPA compliant?

Yes, the software, as well as our company, is fully compliant with both the General Data Protection Regulation and the California Consumer Privacy Act.

We take extra measures to ensure complete security and privacy of our clients' data. Our Terms and Conditions of Sales and Services specify exactly how we secure personal data. It is a legal requirement for all companies using CodeTwo Email Signatures for Office 365 to accept these Terms and enter into a Data Processing Agreement (DPA) with us.

For detailed information concerning how we handle our clients' personal data, consult our Privacy Policy.

If you have any additional questions regarding CodeTwo's GDPR or CCPA compliance or the DPA, contact our Data Security Officers using this form.

What is the licensing model?

CodeTwo Email Signatures for Office 365 is offered on a monthly or yearly subscription model. Go to the:

I don't want to buy the product for all my users - what do I do?

You can just purchase enough licenses to cover the users who will be getting email signatures. To learn how CodeTwo Email Signatures for Office 365 counts licenses and how to limit the scope of users in the program, see the Pricing page.

If you already own a subscription and some licenses were assigned to wrong users, you can always reset the license count in the CodeTwo Admin Panel: on the Tenants tab, click the Manage tenant (Manage tenant icon) button, select Subscription from the left menu, and click Reset license count.

What happens when I run out of available licenses?

If you exceed the license limit, some of your users will be sending emails without signatures. If necessary, purchase additional licenses to cover all users who need signatures.

Can I edit subscriptions purchased by other CodeTwo Admin Panel admins?

Yes, if you’re the owner or admin in your organization’s Admin Panel, you can change the subscription plan or purchase additional licenses for a subscription managed by another Admin Panel admin. But you need to assign your own payment method in the process (if you don’t have it, you will have to create it). Your payment method will become the default one for this subscription.

For security reasons, you cannot use or view someone else’s payment methods. However, you can still use the same payment method (e.g. a credit card) that has already been used by another admin as long as you re-add it to your account.

Refer to this article in the user’s manual to find out how to add a new payment method in the Admin Panel.

What are the limitations of the trial?

The trial is limited to a period of 14 days and by default supports a maximum number of 1000 of mailboxes. If you would like to use the trial on more than 1000 mailboxes, please contact us.

How can I cancel my subscription?

Refer to this user’s manual article to learn how to cancel your subscription. The cancellation will be effective at the end of your current billing cycle – until then, your signatures will be added as usual. Subsequent payments will not be charged to your credit card.

You can resume your subscription at any time. When you cancel a subscription, we keep your settings for six months so that you can quickly resume our services.

How can I stop using CodeTwo services completely?

If you want to stop using CodeTwo services completely, simply deregister your tenant via the CodeTwo Email Signatures for Office 365 Admin Panel. Subsequent payments will not be charged to your credit card. Deregistering your tenant automatically cancels the subscription, immediately stops adding your signatures and permanently removes your settings.

There is no need to remove your CodeTwo user account. But if you want to do this, please use the email address associated with your CodeTwo Email Signatures for Office 365 Admin Panel account to submit a Customer Service ticket and make a request.

Can I buy the subscription if I am from EU but do not have EU VAT ID?

Yes, you can. Look at the solution in the question Can I buy the subscription if I do not have a company credit card?. The procedure is exactly the same.

Can I buy the subscription if I do not have a company credit card?

Yes, you can. You just need to have your Office 365 tenant registered in CodeTwo Admin Panel, then contact CodeTwo Customer Service to move the account to one of CodeTwo's resellers. They will be able to pay for your subscription, without having access to any of your personal data. Then you can contact the reseller to discuss the payment methods they offer.