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How to continue using CodeTwo software when you migrate to a new tenant

Problem: You’ve migrated your organization to a new Microsoft 365 tenant. As a CodeTwo Email Signatures for Office 365 user, you would like to know how to manage this change when it comes to the CodeTwo software and how it will affect your use of the software, including configuration, subscription, access permissions, templates, etc. [...] (ID:941)

How to fix the problem of double license assignment

Problem: You want to get information about license assignment in the CodeTwo Admin Panel. After you click the Show used licenses button on the Subscription page, you can see duplicate email address entries. In other words, the same user consumes two licenses instead of one. Solution: The most probable cause of the issue is the change of [...] (ID:940)

How to add an exception for the CodeTwo software in a transport rule

Problem: You use an Exchange transport rule to block or filter messages that do not meet specific conditions. You want to exclude messages processed by CodeTwo Email Signatures for Office 365 from this rule to ensure that the mail flow through CodeTwo is not affected or blocked. Solution: When you define an exception for messages [...] (ID:938)

Where can I download the Manage Signatures App (desktop app)?

Problem: You want to install the desktop version of the signature management app (Manage Signatures App). You can't find the installation/download link. Solution: Bear in mind that the desktop app will soon be deprecated. We recommend that you use the web-based signature management app instead. It is a modern solution which does not [...] (ID:936)

CodeTwo applications and their permissions in Microsoft 365

Problem: You have deployed CodeTwo Email Signatures for Office 365 in your organization. Upon reviewing your settings in the Microsoft 365 admin center and the Azure Active Directory admin center, you notice that there is a number of different CodeTwo apps listed there. You would like to learn more about them: when they are created, what [...] (ID:935)

How to limit license consumption in CodeTwo Email Signatures for Office 365

Problem: You’ve bought the number of licenses that matches your user count. Still, when using CodeTwo Email Signatures for Office 365, you run out of licenses. As a result, email signatures are not added to messages sent by users who were supposed to get them. Solution: First of all, be aware that licenses are consumed not only by [...] (ID:931)

How to troubleshoot problems with signing in to the signature management app

Problem: You are unable to log in to the signature management app. You get the following error: Error occurred during logon. Try logging in again. Failed to refresh access token. Solution: To resolve the problem, you need to clear all CodeTwo Email Signatures for Office 365 sign-in information in your environment. This is a multi-step [...] (ID:930)

How to confirm user’s AAD group membership with Graph Explorer

Problem: You configured a rule which adds a signature to messages sent by users belonging to a certain Azure Active Directory (AAD) group. After adding a new user to the group, you find out that the user does not get the signature when they send an email. You would like to check the user’s AAD membership status to confirm they have been [...] (ID:929)

How to avoid recipient limit issues when using CodeTwo Email Signatures for Office 365

Problem: A recipient limit has been set for emails sent by users in your Microsoft 365 (Office 365) organization. When using CodeTwo Email Signatures for Office 365 in server-side mode, this limit is exceeded when sending emails to distribution lists. Solution: This is expected behavior in Exchange Online. When a message goes through [...] (ID:923)

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 combo mode or remove them manually.  Solution: Use the links below to learn how to perform the [...] (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 classic CodeTwo Signatures Add-in for Outlook (COM Add-in), your Outlook signatures are no longer set as the default ones for new messages or for replies/forwards and are not inserted automatically when composing an email. And even if [...] (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 the web-based signature management app. Solution: This problem may be caused by some browser add-ons or [...] (ID:914)

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 to an email signature in CodeTwo Email Signatures for Office 365 and in the CodeTwo Exchange Rules family of [...] (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 message can be sent using your own account or from another user account, as discussed in this article. Make [...] (ID:901)

How to resolve a signature template saving error

The problem described in this article applies to the Manage Signatures App which will soon be deprecated. Use the new web interface instead to manage email signatures – all your rules & settings are available in the new UI. Problem: When trying to save your signature template in the Manage Signatures App by clicking Apply & Close in the [...] (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, signature adding rules and custom (conditional) placeholders from CodeTwo Exchange Rules (including the [...] (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 mechanism to identify a message sent from a mobile device with 100% certainty, a workaround solution is required. It [...] (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 works with Outlook for Windows. If you want to have CodeTwo email signatures in Outlook and also in Outlook on [...] (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 specific groups or users. Info Changing the scope of users controls whose emails are processed by the [...] (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. Unfortunately, it is not possible to use the CSS property “border-radius:50%" in your email signature’s HTML code as [...] (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 normal behavior for CodeTwo Email Signatures for Office 365 to add signatures to them. If you want the program [...] (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 from CodeTwo allow you to set up different signatures for new and subsequent emails. The setup procedure depends [...] (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 values at all. Solution: To troubleshoot this issue, first go to the section that corresponds with your [...] (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 You have a hybrid environment. You entered a phone number in your on-premises Active Directory without the country [...] (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 open the signature in the signature template editor, the spaces are all there. Fig. 1. Comparison [...] (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 and client-side signatures. The list below contains the most frequently asked questions about how CodeTwo [...] (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 that only an admin can grant. Please ask an admin to grant permission to this app before you can use it. [...] (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 Snippet function in the web-based signature template editor. Exporting HTML signature code – see this section [...] (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: Contact ID and Tenant Association ID are identification numbers assigned to the user account and to the tenant, [...] (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 add signatures to messages and notifications sent by these Microsoft 365 platforms and apps, you should [...] (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 perpetually connected with an on-premises infrastructure. Active Directory synchronization The primary feature that [...] (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 center or by using PowerShell. Check tenant ID in Azure Active Directory admin center Check tenant ID with [...] (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 to add a personalized signature to a message sent from a shared mailbox, you can use a combination of [...] (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 Microsoft 365 admin center, or the Exchange admin center. Finding the CodeTwo domain in Microsoft 365 admin center [...] (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 Add-in for Outlook instead. It’s easier to deploy (automatically via Microsoft 365 admin center) and it is an [...] (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 for server-side and client-side signature templates. To save a signature template as a file: Open the [...] (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 365 imposes a limit on the number of messages sent from a user mailbox per 24 hours. This is known as the [...] (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, to make a server-side signature available in a client-side signature rule, you first need to save that [...] (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 (AS16012607). where the [65.52.56.186] is the IP address of a certain Azure Geolocation. See a complete list [...] (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 users. This prevents you to use app passwords in your CodeTwo software in order to connect to your [...] (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 files. These images will be displayed by every email client that supports HTML, but they will not always be [...] (ID:813)

Message recall/revoke in Outlook & CodeTwo Email Signatures for Office 365

Problem: You would like to know if CodeTwo Email Signatures for Office 365 supports message recall/replace capability in Outlook desktop apps (Fig.1.) and email revocation for messages protected with Office 365 Message Encryption (OME). Fig. 1. The message recall option is available in Outlook's Sent Items. Solution: Yes, both the [...] (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 to a different end user? How can I pay for my order? Which orders qualify as reseller orders? How to check my [...] (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 (including the Pro version) is completely different, the type of software you can use mostly depends on the [...] (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 receive an email confirmation from us. The message includes the invoice and licensing-related documents [...] (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 via a dedicated file upload form. There are two ways to access it: If you haven't reported the problem yet, [...] (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 to remove these mobile signatures to keep your company's signatures clean and tidy. Solution: With [...] (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 yourself to examine how email rules are executed in your organization. Solution: Usually, if you want [...] (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 AD, then an empty space is left in the signature where the placeholder should be. This article shows [...] (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 specified in the Senders scope step (Fig. 1.) of the connectors configuration wizard (learn more). The chosen scope [...] (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: By default, email signatures are always added directly beneath the body of each sent message. This means [...] (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 your OAuth 2.0 access tokens have expired (Fig. 1.), and you receive an email notification from [...] (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 email signatures to messages sent to specific recipients. How you do it depends on whether you use CodeTwo Email [...] (ID:758)

Centralized deployment of the signature preview add-in via the 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 looking for information on how to centrally deploy a CodeTwo signatures Web Add-in that adds signatures [...] (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 reported an error. Error Details 550 5.0.350 Remote server returned an error -> 550 Too many MIME parts: 150 > [...] (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 the first signature template (see Fig. 1.) to your response, no matter if it's your first or subsequent [...] (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 you use CodeTwo Email Signatures for Office 365, your emails are routed through CodeTwo services to be [...] (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 displayed on the message list, as shown in Fig. 1.). Fig. 1. A signature is not displayed in the [...] (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 our services is finished (learn more), a new CodeTwo domain appears in your Office 365 (Fig. 1.). This domain [...] (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 configuration of SPF records How to set up TTL? What happens if I set more than one SPF record for a domain? How [...] (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 signatures are added by assigning appropriate delegate rights (Send As / Send on Behalf) to user mailboxes in your [...] (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 are not supported by the recipient's environment, these fonts are not displayed or they get replaced with [...] (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 subscriptions for CodeTwo Email Signatures for Office 365 that have been activated with a product license key. If you [...] (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 because you weren't recognized as a valid sender. The most common reason for this is that your email address [...] (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 Rules Pro to CodeTwo Email Signatures for Office 365, you can simply use the CodeTwo Exchange Rules Converter. [...] (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 sent to the group, the moderator receives an email request for approval. After the approval is confirmed, [...] (ID:691)

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

The problem described in this article applies to the Manage Signatures App which will soon be deprecated. Use the new web interface instead to manage email signatures – all your rules & settings are available in the new UI. Problem: You are not able to install the Manage Signatures App and the following error appears: Your [...] (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 of this message falls apart. Solution: When the user forwards or replies to a message, the mobile [...] (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 signature to messages manually sent as a resource mailbox. Follow the links below to learn more. Shared mailboxes [...] (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 signatures to users located in different domains is to set up a separate rule for each domain in the [...] (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 or email headers) are a piece of information that is added to a message traveling through a mail server [...] (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 your message right now Something went wrong and your encrypted message couldn't be opened. Please try [...] (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, the add-in does not work as expected. Fig. 1. Inactive add-in button in the Outlook’s new email [...] (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 center (Office 365 admin center) or by accessing your Exchange Online via PowerShell and executing appropriate [...] (ID:669)

Images in email signatures – linked or embedded?

The HTML format makes it possible to add images to emails and email signatures. Graphics can be included as: linked (hosted) images - online graphical resources are referenced in the email's HTML source by using a URL: embedded images - local graphics are added to emails as hidden attachments (referenced in the email's source via a [...] (ID:662)

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 was created there, and you cannot find the installed program using the search function in Windows. [...] (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 message trace reports: Office 365 Security & Compliance Center: this method of creating message traces [...] (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 to fit the screen size, make sure that the width of an inserted table or image is not too large. When [...] (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: The good news is that if you: change the User Principal Name of your admin account (e.g. change your [...] (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 warning: This sender failed our fraud detection checks and may not be who they appear to be. Learn about [...] (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 message : [ClientAccessServer=XXXXX,BackEndServer=YYYYY,RequestId=ZZZZZ, TimeStamp=MM/DD/YYYY H:MM:SS PM] [...] (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 for Office 365, your messages are not routed correctly, e.g. they do not pass through your smart host or [...] (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 dedicated signatures to Microsoft Planner messages How to turn off email signatures in Microsoft Planner comments and [...] (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 center (Office 365 admin center), the domain may have an alarming status like No services selected, Not [...] (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 a result, you end up having an empty field in your signature layout. Info This problem affects users [...] (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, including meeting requests, are not officially supported by CodeTwo Email Signatures for Office 365. It means that with the default program configuration, no signature will be added to your calendar message, even [...] (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. Incorrect configuration of CodeTwo Email Signatures for Office 365 apps in Azure Active Directory You logged in with your Microsoft [...] (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: Barracuda Proofpoint Mimecast Reflexion and similar solutions then this article is for you. Solution: To [...] (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 automatically displayed (Fig. 1.), which changes the whole layout of your signature. Fig. 1. A link preview [...] (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 Support team to have them move your settings. For security reasons, our Support team should be contacted by [...] (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 signature mode in which CodeTwo Email Signatures for Office 365 works (server-side, client-side or combo), while [...] (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 issue in which EOP is unable to strip the X-Microsoft-Exchange-Diagnostics-untrusted header from your messages. This [...] (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 of a non-delivery report. Solution: If your message could not be delivered to at least one of your [...] (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. Solution: The main idea here is to upload desired image files to a web server, so the images become [...] (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 the one used to log in to the Admin Panel.  Solution: You can change your account's settings on the [...] (ID:571)

How to troubleshoot the SenderNotAuthenticatedForGroup error

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; Delivery restriction check failed because the sender was not authenticated when sending to this group Solution: [...] (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 the end device: in one line on desktop clients and in one column on mobile devices (Fig. 1.). Fig. [...] (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. Solution: There might be several causes of this problem, depending on your environment. Use the links below [...] (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 Outlook on the web (OWA) signatures and adding them to email messages. Solution: To prevent your users [...] (ID:535)

Signature management app startup and login problems

Problem: You are not able to start or log in to the signature management app, and the application shows various error notifications. Solution: Use the links below to learn about the most common issues and recommended solutions regarding: the new web-based signature management app (app.codetwo.com)  the desktop application - Manage [...] (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 message header may not be sufficient for diagnostic purposes. Information on how to prepare a diagnostic email for the [...] (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 configuration of the SPF record Your signature contains a link that may be considered unsafe (e.g. a shortened URL) Your [...] (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 communications. Solution: Follow the guidelines provided in the following sections when designing your email [...] (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 images are images that are inserted directly into the body of the message, as opposed to images that are [...] (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 expected (Fig. 1.) or is not added at all (if you have not configured the template for the plain text [...] (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 various cases. It's usually related to the configuration of your environment because all CodeTwo products [...] (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: The vCard standard is a popular and easy way to share contact information. In most PC operating [...] (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 is most likely caused by incorrect encoding settings. For example, the proper display of European regional [...] (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 programs enable you to use dynamic fields from Active Directory in signature templates. These fields are added [...] (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: Incorrect location of inserted signatures is usually caused by non-standard reply separators used by your email [...] (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 CodeTwo's signature template editor. Solution: To place pictures next to each other in the editor, you need to create a table with a separate cell for each of your images. Using tables is the best way to keep a proper appearance of images across different [...] (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 text properly.  Start editing your signature using the built-in Editor. On the HTML tab, click the source [...] (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) and you used the Enter key to create individual text lines, this email/signature may be displayed as a single [...] (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 the editor's ribbon How to use a font type that is not available on the editor's ribbon If you need to use a font [...] (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 get all users to manually remove their native Outlook signatures, some users may end up having two [...] (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 the desired size, so it does not require applying any additional HTML or CSS rules to work correctly. [...] (ID:46)

Email Signatures for Office 365 - McCurrach Case Study

Customer Case Study McCurrach UK Limited Company description McCurrach is an award-winning sales and marketing agency based in Glasgow, Scotland. The company operates in the United Kingdom and Ireland, specializing in the consumer goods field. McCurrach focuses on helping brands sell more, regardless of sector and channel, through [...]

CodeTwo Email Signatures for Office 365 – Examples of use

Examples of use At its core, CodeTwo Email Signatures for Office 365 enables you to centrally deploy and manage email signatures and disclaimers in your Office 365 (Microsoft 365) tenant. However, it also offers many advanced features that can be used to enhance your organization’s business email signatures. Below are some of the most [...]

Why Womble Bond Dickinson manages email signatures with CodeTwo

Customer Case Study Womble Bond Dickinson (UK) LLP Company description Womble Bond Dickinson (WBD) is a law firm with office locations spread around numerous cities in the United Kingdom and the United States. Over a thousand of employees, a network of partners all over the world, as well as company’s transatlantic reach and high email [...]

Email Signatures for Office 365 - Frasers Property Case Study

Customer Case Study Frasers Property Limited Company description Frasers Property is a multinational company specializing in real estate and property management. It is also a leading global provider of serviced apartments and hotel residences, which are spread out across 70 cities in Europe, Australia, Asia, the Middle East and Africa. [...]

CodeTwo Email Signatures for Office 365 - Screens & videos

Screenshots Videos Watch these videos to get an idea about what CodeTwo Email Signatures for Office 365 does, how it works, and how it can help you manage your email signatures.Set up company-wide email signatures in Microsoft 365 with CodeTwoSignatures visible as you type - CodeTwo Email Signatures for Office 365 feature overviewHow [...]

Email Signatures for Office 365 - AddSecure Case Study

Customer Case Study AddSecure Company description AddSecure is a leading European Internet of Things (IoT) solutions provider. The company takes particular pride in their products that help protect human lives by providing alarm and emergency response solutions to public services and various industries. Their security and surveillance [...]

CodeTwo Email Signatures for Office 365 vs. mail flow rules

Product CodeTwo Email Signatures for Office 365 Mail flow rules in Exchange Online Platform Microsoft 365 / Office 365 (Exchange Online) Microsoft 365 / Office 365 (Exchange Online) Supported email clients All (including mobile devices) All (including mobile devices) Images and logos embedded in email signatures (no need to download [...]

Email Signatures for Office 365 - Polygon Group Case Study

Customer Case Study Polygon Group Company description Polygon is a European market leader in preventing, controlling and mitigating various kinds of property damage caused by the effects of water, fire and climate. The company provides services to a wide range of clients including insurance companies, property management companies, as [...]

Conditional placeholders in Microsoft 365 email signatures

Conditional Active Directory placeholders CodeTwo Email Signatures for Office 365 makes use of placeholders to create personalized signatures with senders’ data obtained from Azure Active Directory. The program also features multi-value conditional placeholders that can add other type of information to email signatures in the form of [...]

Email Signatures for Office 365 - Eurofoam Group Case Study

Customer Case Study Eurofoam Group Company description Eurofoam Group is a leading European manufacturer of flexible polyurethane foams. The group consists of 36 foam production and converting plants that operate in 11 countries across Europe, including Austria, Germany, Switzerland, Poland and Russia. Eurofoam’s innovative solutions [...]

Reviews, opinions and customer stories | CodeTwo signatures

Customer storiesAtec, NASA subcontractor of the year, specializes in engine testing, aero support equipment, space flight components, heavy fabrication facilities, and energy service products. Find out how CodeTwo Email Signatures for Office 365 helped the company save time and money by allowing them to update email signatures at a [...]

Email Signatures for Office 365 - Atec Case Study

Customer Case Study Atec, Inc. Company description Atec, Inc., headquartered in Stafford, Texas, specializes in delivering solutions for aerospace and energy applications, including engine testing (jet and rocket engine propulsion), aero support equipment, space flight components, heavy fabrication facilities, and energy service [...]

Signatures added in Outlook & OWA as you type | CodeTwo

Signatures added directly in Outlook & OWA when you compose an email CodeTwo Email Signatures for Office 365 is not only about server-side email signatures. In client-side mode, users get automatic and personalized CodeTwo signatures while composing their messages directly in Outlook. To achieve that, CodeTwo teamed up with Microsoft to [...]

Complete control of Office 365 email signatures

Complete control of Office 365 (Microsoft 365) email signatures When CodeTwo Email Signatures for Office 365 works in server-side mode, signatures and disclaimers are added in the cloud to outgoing messages based on the rules you define. Each signature rule contains conditions and exceptions that trigger it, which gives you practically [...]

CodeTwo Email Signatures for Office 365 - Case Study PAH

Customer Case Study Polish Humanitarian Action (PAH) Company description PAH is a Polish non-governmental organization that provides humanitarian aid to people affected by humanitarian crises caused by natural disasters or armed conflicts. It operates since 1992, helping civilians of all races and religions in 44 countries around the [...]

Delegation of signature management rights

Delegation of signature management rights CodeTwo Email Signatures for Office 365 offers an all-web experience and can be accessed from any device (including Windows, Mac OS and mobile devices). It comes with a web-based interface that assists you with all tasks related to creating, deploying and managing email signatures or disclaimers [...]

CodeTwo Email Signatures for Office 365 - Case Study

Customer Case Study Anna Freud National Centre for Children and Families Company description The Anna Freud National Centre for Children and Families is a charity organization taking care of children’s mental health. With over 60 years’ experience, the organization provides professional help and support for young people and their [...]

Easy meeting scheduling with email signatures | CodeTwo

Easy scheduling of meetings Scheduling a meeting is often a surprisingly complicated task. You have to pick a time when everyone is available, take into account time zone differences and add the information to the right calendar to get reminders. Prolonged conversations just to determine the right time for a meeting are a simple way to [...]

Email Signatures for Office 365 - Capewell Case Study

Customer Case Study Capewell Aerial Systems Company description Capewell Aerial Systems, founded in 1881 in the United States, is a world leader in life support and aerospace. The company is an acclaimed provider of products for safe delivery of crew and materials via aircrafts, specialized equipment for life support and military, law [...]

Email Signatures for Office 365 - Furniture Village Case Study

Customer Case Study Furniture Village Company description Furniture Village is a British furniture retailer present on the market since 1989. With over fifty stores, the company is the largest privately owned furniture chain in the United Kingdom. The products of Furniture Village are aimed at customers looking for high-quality furniture [...]

The most secure & reliable email signature software | CodeTwo

Reliability and security CodeTwo Email Signatures for Office 365 is an Azure-based cloud service designed to meet the highest security, availability and compliance standards. It’s the world’s most secure email signature solution (recommended by Microsoft), with a 4-layer security system we’ve been developing for years. It’s the [...]

Email Signatures for Office 365 - Dometic Group Case Study

Customer Case Study Dometic Group Company description Dometic Group has been on the market since 1922. It provides branded solutions for mobile living in the areas of climate, hygiene and sanitation as well as food and beverage. The company’s mission is to satisfy essential needs on the journey, and in this way make mobile living easy. [...]

Reliable email processing on Microsoft Azure servers | CodeTwo

Emails processed on Microsoft Azure servers Microsoft Azure is a heavily monitored and very secure cloud platform with SLA guarantee of 99.99% uptime. This is one of the many reasons why we decided to develop our cloud-based email signature management software with Azure in mind. And by doing so, CodeTwo Email Signatures for Office 365 [...]

Email Signatures for Office 365 - 14 years of experience

14 years of experience Back in 2007, our first program, CodeTwo Exchange Rules 1.0, was like a stone thrown into the water that created ripples on its surface. Over the years, these ripples have become waves that keep carrying our company to this day. This program became an award-winning and Microsoft certified central email [...]

CodeTwo signature service available in multiple geolocations

18 datacenters in multiple geolocations worldwide Your CodeTwo Email Signatures for Office 365 rules and settings are stored in one of 18 Azure datacenters spread across 9 geolocations worldwide. When you register your organization to our service, we allow you to choose one of these geolocations. Knowing where your data is stored and [...]

Stay compliant with legal regulations

Stay compliant with legal regulations Running a business usually involves sending tons of emails to your new and prospective clients daily. However, by doing so, you need to make sure you are not breaking any laws. There are many legal regulations concerning electronic advertising and marketing, spam, or data security that you must [...]

Super-fast deployment

Super-fast deployment How complicated can it be to deploy a powerful tool used to centrally create and manage email signatures and disclaimers for all your Office 365 (Microsoft 365) users? In the case of CodeTwo Email Signatures for Office 365 – not complicated at all. In fact, it can even be as easy as logging in to your Office 365 [...]

Signatures in replies and forwards

Signatures in replies and forwards CodeTwo Email Signatures for Office 365 adds professional server-side signatures and disclaimers to emails sent by Office 365 (Microsoft 365) users in your organization, depending on the configured rules. The program automatically detects the first and subsequent emails in a conversation, and also lets [...]

Office 365 user photos in email signatures | CodeTwo

Office 365 (Microsoft 365) users’ photos in signatures Photos in email signatures add a personal touch to your email conversations. Thanks to CodeTwo Email Signatures for Office 365, you can automatically add Office 365 (Microsoft 365) users’ photos to your email signatures. All you have to do is prepare your signature design and [...]

Office 365 (Microsoft 365) email signature software | CodeTwo

CodeTwo Email Signatures for Office 365 is a cloud-based software that lets you create and centrally manage email signatures, legal disclaimers and marketing campaigns for all users in your Office 365 (Microsoft 365) organization. The service is easy to set up and works on any device (including Windows, Mac, mobiles and tablets) and with [...]

Graphics embedded in email

Graphics embedded in email With CodeTwo Email Signatures for Office 365, you can be sure that your professional HTML signatures containing embedded graphical elements will display properly on the recipients' side. CodeTwo Email Signatures for Office 365 allows you to embed images in email signatures and add them to messages as hidden [...]

Server-side signatures visible while composing emails.

View signatures while composing an email When CodeTwo Email Signatures for Office 365 works in the client-side mode, users can see their signatures directly in Outlook when they type emails. But what about signatures that are added server-side, after an email is sent? No problem – our email signature management solution for Office [...]

Schedule automatic email marketing campaigns

Automate email marketing campaigns If you already use email signatures for marketing purposes, CodeTwo Email Signatures for Office 365 lets you plan email marketing campaigns in advance and be sure that they run and stop automatically right at the scheduled time. This is possible thanks to the built-in Scheduler, which allows defining [...]

Add one-click surveys to your Office 365 email signatures

One-click CSAT surveys Measuring customer satisfaction is crucial for your success. However, traditional surveys have a very low response rate and often give false feedback. With CodeTwo Email Signatures for Office 365, you can quickly and automatically add one-click surveys to your email signatures. Instead of discouraging your [...]

CodeTwo Email Signatures for Office 365 - Case Study by BEKO

Customer Case Study BEKO TECHNOLOGIES Company description BEKO TECHNOLOGIES develops highly optimized compressed air systems which are used all over the world. The company came into being over 35 years ago in a small garage in Düsseldorf, Germany with the invention of BEKOMAT – their signature product. The organization has been [...]

Email signatures for marketing purposes

Use email signatures for marketing and track the results Email signatures can be used not just to inform a recipient about the sender’s contact details, but also to communicate information important from the business promotion perspective. This means that email signatures can serve as a powerful, easy to use and cost-effective medium [...]

Different signatures for first and subsequent emails | CodeTwo

Different signatures in new and subsequent emails When sending a new email message, you add an email signature that consists of full contact details, graphics, and links. However, when exchanging emails within a conversation thread, you might want to add a simpler signature to later emails. That is why CodeTwo Email Signatures for Office [...]

Email Signatures for Office 365 - Agnew Group Case Study

Customer Case Study Agnew Group Ltd. Company description Agnew Group is a leading vehicle retailer group in Northern Ireland. The company offers a wide variety of services: they deal and exchange cars, offer a high level of quality repairs and provide an innovative fleet management solutions. Agnew Group prides itself on having a team [...]

Email Signatures for Office 365 - HGC Construction Case Study

Customer Case Study HGC Construction Company description HGC Construction is a construction service company that operates since 1931. They realize projects of all kind: from renovating old buildings, through adapting unused spaces to new purposes, to planning and constructing new building projects. The company is recognized for its [...]

VGL Group implements central email signature management

Customer Case Study VGL Group Sp. z o.o. Company description VGL Group is one of the leaders in the Polish logistics industry, with over 15 offices located throughout Poland and abroad. They mainly cooperate with large corporations, but do not hesitate to form and maintain partnerships with small businesses as well. Problem The company [...]

Email Signatures for Office 365 - Discover Goodwill Case Study

Customer Case Study Discover Goodwill of Southern & Western Colorado Company description Discover Goodwill of Southern & Western Colorado is one of over 160 independent organizations across the U.S. and Canada that help individuals with different kinds of disabilities in finding purposeful employment and being active participants of a [...]

How Metropolitan School solved its email signature issues

Customer Case Study Metropolitan International School Company description Metropolitan School is located in Cairo, Egypt. While the school offers education based on the American Curriculum, it does not forget about Egyptian traditions and culture. Its aim is to inspire students to become both successful and empathetic to others. Problem [...]

Email Signatures for Office 365 - McLaren Case Study

Customer Case Study McLaren Construction Company description McLaren is a leader of the UK’s construction industry specializing in construction, property and interiors. The company is recognized for providing outstanding service to markets such as commercial offices, retail, student accommodation, logistics, or hotels. McLaren [...]

Email Signatures for Office 365 - Trinity Case Study

Customer Case Study Trinity Grammar School Company description Trinity Grammar School was founded in the beggining of the 20th century and is located in Melbourn, Australia. It is an educational organization with a long-established tradition. As an Anglican school, its mission is not only to educate its students, but also to encourage [...]

How to add users' photos to email signatures on Office 365

How to add email signatures with Office 365 users' photos to Exchange Online mail   You probably already know that you can upload users’ photos to Office 365 (Microsoft 365) by using PowerShell or our freeware: CodeTwo User Photos for Office 365. But did you know that you can also automatically insert Office 365 users' photos into [...]

Email Signatures for Office 365 - RADCO Companies Case Study

Customer Case Study The RADCO Companies Company description The RADCO Companies specializes in real estate development and management for multifamily apartment homes. They are based out of Atlanta, GA and currently own and manage around 15,000 apartment units. Problem The main issue of the company was being unable to use different [...]

Add signatures to emails in the Sent Items folder | CodeTwo

Email signatures in Sent Items If you are using CodeTwo Email Signatures for Office 365 in server-side signature mode, you should know that our email signature management solution for Office 365 (Microsoft 365) lets you display email signatures in end users' Sent Items folders across various devices and email clients. What are the [...]

CodeTwo Email Signatures for Office 365 - How does it work?

How does the program work? CodeTwo Email Signatures for Office 365 is a cloud-based solution developed to help administrators centrally manage email signatures and disclaimers in Office 365 (Microsoft 365). The software offers an all-web experience, meaning that you can create and manage signature templates as well as signature rules [...]

Easy-to-use HTML Editor

World’s best HTML signature template editor CodeTwo Email Signatures for Office 365 comes with a lightweight and intuitive web-based signature template editor, which eases and speeds up the process of creating professional email signatures and disclaimers. The video below shows how to design your email signature template using the [...]

Azure AD attributes in email signatures

Azure AD support CodeTwo Email Signatures for Office 365 can automatically add signatures and update them with Azure AD properties on the fly. Here is how it works: In the program’s built-in signature template editor, you design an email signature template in which you use dynamic fields (placeholders) in place of users’ contact [...]

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 based on rules: a Microsoft 365 tenant admin or delegated users can design signature templates (or [...]

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. There are two CodeTwo add-ins that can help with that:  New experience: CodeTwo Signatures Web [...]

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 include creating and setting up Exchange Online connectors. You can do it later, either automatically [...]

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 server-side mode or combo-mode, your emails are routed through our cloud services located on Microsoft [...]

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 Deployment steps and software configuration Signature management System requirements and licensing information [...]

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 add-in can be easily deployed centrally to all or selected users through the Microsoft 365 admin [...]

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 of available licenses and which accounts are using them? What happens when my license limit is exceeded? How [...]

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. Multivalue attributes are not supported (learn more). By default, the most common attributes [...]

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, selected security groups or OUs. Use the links below for instructions. Deploy the add-in to the whole [...]

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 Panel directly from the Dashboard, by clicking the Add () button on the Tenants card (see Fig. 1.). [...]

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 for you. Follow the instructions below to get automatic signatures in Outlook on your Windows-based [...]

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 Signatures Web Add-in for Outlook) or installed locally (the classic CodeTwo Signatures Add-in for [...]

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 add-in works with desktop versions of Microsoft Outlook (including Outlook for Mac) and Outlook on [...]

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 the CodeTwo Admin Panel, a web-based interface for registering new tenants to the service, accessing [...]

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 Signatures for Office 365 allows you to control how signatures are added to your correspondence. By using [...]

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. However, you can change the signature mode at any time in the CodeTwo Admin Panel. To do so, navigate to Tenants [...]

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 the tenant's subscription and payment-related settings, grant access to the Admin Panel account to [...]

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 what they do. If you are an administrator go to this article.  CodeTwo Email Signatures for Office [...]

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 (or go to the Signatures tab in the CodeTwo Admin Panel). The app allows you to create and manage email signature rules from any device and platform (Windows, Mac, mobile devices, [...]

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 tenant-related settings. How to manage a Microsoft 365 tenant without an Admin Panel account if the [...]

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 signature/disclaimer to messages. Signature rules are configured and managed from any web browser by [...]

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 can be used with desktop versions of Microsoft Outlook (including Outlook for Mac) and Outlook on [...]

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 information and grant access to the Admin Panel to other admins. To access the account management pages, [...]

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 each signature rule. Conditions are circumstances that need to be fulfilled to trigger a signature [...]

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 or Mac (learn more about the supported platforms). Here, we will show you how to use the add-in in [...]

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 correspondence serve different purposes. For example, when sending an email to your colleagues, there's [...]

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 Signatures for Office 365 with the Sent Items Update (SIU) feature. SIU updates your sent messages with [...]

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 host service (such as Barracuda or Mimecast) for security, archiving or anti-spam protection in your [...]

Insert pictures, social links and other content into your template

You can add various types of content into your signature template: pictures, social links, placeholders that are replaced with AD attributes, and more (Fig. 1.). Read on for details. Fig. 1. The Insert group on the ribbon allows you to add content to your signature template. Table Picture Link Social link Meeting link Placeholder [...]

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 service status notifications Tenant statuses in CodeTwo Admin Panel Payment method statuses in CodeTwo Admin [...]

New signature template editor - quick guide

CodeTwo Email Signatures for Office 365 comes with a signature template, editor built into the signature management app. In this article, you will find out how to create an email signature template step by step. You can design templates from scratch, but since the signature template editor comes with a lot of predefined templates that [...]

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: Outlook on the web (classic UI) the new Outlook (updated UI). Outlook on the web (classic UI) To [...]

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 (Office 365) tenants registered to CodeTwo Email Signatures for Office 365, health status of the CodeTwo [...]

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 departments as well as many different users, all with different needs, it is very useful to set up [...]

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 most overlooked parts of such messages is the email signature. It is important to keep the same [...]

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

One of the most important features of CodeTwo's signature template editor is the ability to insert placeholders into email signatures. Placeholders are replaced with specific information (such as Azure Active Directory attributes/variables, message details, and more) when a signature is added to an email message. Instead of typing every [...]

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. Examples 1 and 2 below apply only to server-side mode and combo-mode. However, in combo-mode, only [...]

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 long that they require scrolling to see the first message. When your users first join such a thread and [...]

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 often send their entire correspondence in English. As it is a global language, it is understood by the [...]

Use conditional placeholders

There are two types of placeholders available in the signature template editor: regular and conditional. A regular placeholder is replaced with a value based on the message sender (pulled from Azure AD) or message properties, current date, etc. For example, the {First name} placeholder will change into sender’s first name. If the value [...]

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 account for an organization automatically becomes the owner of that account. An organization can only [...]

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 individual person or a group of people to: include different contact details while sending emails to [...]

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. To learn more about the benefits of adding one-click surveys to your email signatures and how to set [...]

Manage signature templates

CodeTwo's signature template editor comes with a template library to help you create your signatures quicker based on predefined templates or custom templates you created. The contents of the template library are stored per-tenant in Microsoft Azure and made available to any authorized user who can manage signatures in your [...]

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 answered by one of the designated mailbox users. This way, more than one person in an organization can be [...]

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 mode when using server-side signature rules). The client-side signature mode allows users to select their [...]

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 advertising banner, and a legal disclaimer in the signature of your first (opening) email. These elements [...]

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? your users report problems with server-side signature previews in Outlook, see How to enable server-side [...]

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 and drives changes in the forthcoming versions of our software. To share your opinion, please [...]

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 customer satisfaction (CSAT) with one-click surveys. The data is collected with each customer’s click and [...]

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 during which a given signature template will be used. Then, after this time has passed, the program can [...]

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 contact in the sender’s organization. Adding a Microsoft Teams link to your email signature makes it [...]

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 traffic you get from them. Follow the links below to learn more about web analytics tools and why [...]

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 Analytics will let you track and analyze your email signature campaigns' performance (Fig. 1.): Fig. [...]

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 connector. Details on the error are displayed in red font. The links below describe the most common [...]

Create a template for different email formats

To ensure that your signatures are displayed correctly on all devices and email clients, you need to pay special attention to the format of your signature template. When an email message is sent, our software adds a corresponding signature template based on the format of this message. Some email clients and devices are set up to send [...]

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 way that allows emails sent on different days to contain different promotional banners is an interesting [...]

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 satisfaction surveys into any email signature design, thanks to an easy-to-use snippet; effectively measure [...]

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 form (Fig. 1.). Enter all the details and click Add new again to add the card to the CodeTwo Admin [...]

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 Office 365. Adding one-click feedback buttons offered by Simplesat allows you to: Measure customer [...]

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 connector. Details on the error are displayed in red font. The links below describe the most common [...]

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 time zone differences, double booking or ongoing conversations just to determine when you and your [...]

Edit the HTML source code of your template

If you have a good knowledge of HTML, you can design and edit your HTML signature template directly in the source code. To access the HTML source code of your template, click the HTML source button on the ribbon (Fig. 1.). Info If your template contains more than one email section (e.g. a signature and a header), the editor shows the [...]

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 transport rule. Details on the error are displayed in red font. The links below describe the most common [...]

Choose how your template appears in email conversations

This article also applies to server-side signatures only. The Email layout tab discussed in this article is not available in the editor when designing a client-side signature template. 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 [...]

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 link to an email signature template in CodeTwo Email Signatures for Office 365 is an easy way to: [...]

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 get from them (Fig. 1.). Fig. 1. Tracking email signature campaigns with Matomo. URL tags available [...]

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 desktop and Outlook on the web (OWA) users can select a signature from a set they are provided with. They also have a [...]

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

This article also applies to server-side signatures only. The Email layout tab discussed in this article is not available in the editor when designing a client-side signature template. The signature template editor is not limited to email signatures only – you can also design other email sections (such as side banners and headers) and [...]

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 rule. Details on the error are displayed in red font. The links below describe the most common errors and [...]

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 statistics generated by Woopra can be used to assess the effectiveness of your email signatures [...]

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 teammates. The tool makes the scheduling process easy by reducing unnecessary lengthy conversations and it [...]

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 connector. Details on the error are displayed in red font. The links below describe the most common errors and [...]

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 connector. Details on the error are displayed in red font. The links below describe the most common errors and [...]

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 2106, Build 14131.20360 (Current Channel and Monthly Enterprise 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 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).

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 18 datacenters across 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. Learn more

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 Success team 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 am 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

If you are also looking for an easy and secure way to migrate your on-premises Exchange mailboxes to the cloud, we also have means that can help you with that. Learn more

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.

See step-by-step guidelines for this scenario

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.

See step-by-step guidelines for this scenario

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.

See step-by-step guidelines for this scenario

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).

See step-by-step guidelines for this scenario

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.

See step-by-step guidelines for this scenario

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.  

See step-by-step guidelines for this scenario

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.

See step-by-step guidelines for this scenario

What happened to the desktop application for managing email signatures?

The Manage Signatures App will soon be deprecated and will no longer get any updates. Use the new web interface instead to manage email signatures – all your rules & settings from the desktop app are also available in the web UI.

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...

Compare our email signature service with native signature settings in Microsoft 365

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.

You will still receive full technical assistance from our Customer Success team during the trial period.

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 Success team 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.