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How to prevent Apple Mail from removing images on replying »

Problem: When you reply (or your recipient replies) to an email in the Apple Mail app, images in the email body are removed from the original message and then replaced with filenames surrounded by angle brackets like , , or . This also applies to images included in an email signature. If you or your recipient doesn’t reply to the email, [...] (ID:1086)

How to open a CSV file in Microsoft Excel with columns »

Problem: When you open a CSV file in Microsoft Excel, data from all columns gets stacked in the first column, which makes it difficult to work with the file (Fig. 1.). Fig. 1. A CSV file with data stacked in the first column. Solution: The problem with incorrectly displayed data usually occurs when the character used to separate [...] (ID:1085)

How to verify conditions and placeholders in imported signature rules »

Problem: You're moving email signature rules between Microsoft 365 tenants. After exporting them from an old tenant and importing them to a new tenant, you want to verify if all rules are correctly imported. Solution: By default, imported rules are saved as unpublished so that you can check them before you go live with them in your [...] (ID:1081)

CodeTwo signatures in Outlook for iOS and Android – troubleshooting & FAQ »

This article lists common questions and answers for using CodeTwo Outlook Web Add-in with Outlook for iOS & Android. For more general information about the Web Add-in and deployment instructions, see this article instead. A CodeTwo signature is not added to emails in Outlook mobile. Why? What are the add-in system requirements? How to [...] (ID:1079)

Why emails with no sender (e.g. automatic replies) are excluded from processing by CodeTwo »

The email routing mechanism in CodeTwo Email Signatures 365 uses an Exchange Online transport rule (mail flow rule) to identify emails to be processed by CodeTwo and get cloud (server-side) signatures. Since the initial release of our cloud service, the exceptions set in the rule are intended to avoid loops and duplicate signatures, and [...] (ID:1077)

Legacy CodeTwo Signatures Add-in for Outlook (COM Add-in) »

This article is about the legacy COM Add-in that will soon be retired. We recommend switching to our new Web Add-in to enjoy all the features of the COM Add-in & much more. Learn more about the Web Add-in and see how to switch. The legacy CodeTwo Signatures Add-in for Outlook (COM Add-in) lets end users insert CodeTwo signatures as they [...] (ID:1075)

Scope of licensed users in CodeTwo Email Signatures 365 (FAQ) »

This article contains answers to the most frequently asked questions about the scope of licensed users in CodeTwo Email Signatures 365. What is the scope of licensed users? Can I change the scope of licensed users? What happens when I change the scope of licensed users? 1. What is the scope of licensed users? This is a scope (group) [...] (ID:1073)

How to convert vCard into QR code and include it 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:1069)

How to switch from deprecated preview add-in to modern Web Add-in »

Problem: You are using CodeTwo Email Signatures for Office 365 Add-in to preview cloud (server-side) signatures in Outlook. The add-in is no longer supported and will be retired in Q3 2024, so you would like to move to the new Web Add-in to continue using CodeTwo as before. Solution: The switch between the two CodeTwo add-ins is simple [...] (ID:1067)

Updating the scope of licensed users in CodeTwo after removing a group in Microsoft 365 »

Problem: User attributes are not updated in email signatures and you see the following error in CodeTwo Admin Panel on your tenant list: Scope of users error Users still get signatures, automatic replies, etc. but their contact information is outdated. This keeps happening after you changed your Microsoft 365 (Entra ID) hierarchy and [...] (ID:1066)

How to add custom rating icons to CodeTwo One-click surveys »

Problem: You would like to use your own rating icons in CodeTwo One-click surveys. Solution: To use custom icons in your one-click customer satisfaction (CSAT) survey design, you need to upload their images to a secure (https) online location of your choice and then add the images’ URL to the survey’s HTML code. Important If you make [...] (ID:1059)

How to prevent Outlook for Windows from embedding linked images »

Problem: You’re using only online/linked images (the Online picture option) in your CodeTwo Outlook (client-side) signature because some of your recipients block emails with embedded ones. Still, when you send an email with the signature using Outlook for Windows, your online/linked images get embedded and, as a result, the email [...] (ID:1056)

Non-Latin or accented characters are displayed incorrectly in emails »

Problem: When you send an email with non-Latin or accented characters in its subject and/or body, the characters are not displayed correctly for your recipient, but instead are shown as a series of question marks, incorrect symbols, etc. Solution: The problem with displaying non-standard characters incorrectly is most likely related to [...] (ID:1050)

Let guest users manage CodeTwo email signatures for your Microsoft 365 organization »

Problem: You would like to allow a guest user invited to your Microsoft 365 tenant to manage email signatures, disclaimers & autoresponders on behalf of your organization in the signature management app (app.codetwo.com). Solution: For that to work, the guest user must be a member of a different Microsoft 365 organization (tenant) – [...] (ID:1049)

How to collect browser logs to troubleshoot sign-in/access issues »

Problem: You cannot sign in to a web app using your credentials, access one of the app's components, complete a payment, etc. in your internet browser. You would like to know how to collect logs in your browser for diagnostic and troubleshooting purposes. Solution: Collecting logs is done in a more or less similar way regardless of which [...] (ID:1045)

CodeTwo Email Signatures 365 integration with CRM systems »

Problem: You would like to use CodeTwo Email Signatures 365 to add email signatures to emails sent from well-established Customer Relationship Management (CRM) systems like, for example, Dynamics 365 or Salesforce. Solution: Emails sent directly from a CRM system (not composed in Outlook) can easily get cloud (server-side) signatures from [...] (ID:1044)

How to avoid problems with SVG images in email signatures »

Problem: You are trying to use SVG images in email signatures. Unfortunately, you are unable to insert such signatures (either automatically or manually) into emails by using the CodeTwo Signatures Web Add-in in Outlook on the web (OWA). Instead, you receive the following error: Your signature could not be inserted. What’s more, you [...] (ID:1038)

How to switch from legacy COM Add-in to modern Web Add-in »

This article explains how to check which Outlook add-in is used in your organization to add CodeTwo signatures, and how to switch from the legacy COM Add-in to the modern Web Add-in. How to tell which CodeTwo Outlook add-in you use? Why switch to the modern Web Add-in? How to make the switch? How to tell which CodeTwo Outlook add-in [...] (ID:1035)

How to fix problems with the configuration of CodeTwo Exchange Online connectors »

Use the links below to find solutions to the most common issues related to the configuration of Exchange Online connectors in CodeTwo Admin Panel: Failed to configure Exchange Online inbound connector Failed to configure Exchange Online outbound connector Failed to configure Exchange Online transport rule Failed to configure Exchange [...] (ID:1031)

Manual configuration of Exchange Online connectors with PowerShell »

Problem: You would like to know how to use PowerShell to manually create Exchange Online outbound and inbound connectors and the CodeTwo Exchange transport rule for CodeTwo Email Signatures 365. Solution: This is an alternative method to create the connectors and the mail flow rule that can be helpful if: the automatic (recommended) or [...] (ID:1023)

What is an SPF TXT record and what do you need it for? »

Problem: You would like to get the basic information about the Sender Policy Framework (SPF) TXT record and learn why you need to update it when you intend to use CodeTwo Email Signatures 365 in cloud (server-side) or combo mode. Solution: Each domain on the Internet, including your organization’s one, needs to have several DNS records [...] (ID:1018)

How to disable the Outlook roaming signatures feature »

Problem: You want to disable the Outlook roaming signatures feature released by Microsoft because your old signatures are being synchronized from Outlook for Windows and Outlook on the web (OWA) and mixed up with signatures added by CodeTwo Email Signatures 365. Solution: Use the links below to learn how to: Disable roaming signatures by [...] (ID:1010)

How to fix the problem with an Outlook signature displayed above your message »

Problem: An email signature is inserted (manually/automatically) above your message in Outlook for Windows. Solution: Such a situation might happen if you’ve edited your new message or prepared your Outlook message template (OFT) in the following way: You click the New Email button and Outlook (or a third-party email signature [...] (ID:1009)

Outlook (client-side) signatures get too large margins in Gmail mobile apps »

Problem: When someone opens a message from you in Gmail for Android or Gmail for iOS, the signature you added to the message in Outlook for Windows (client-side signature) is displayed incorrectly with too much whitespace between individual signature elements. Solution: Modern signatures with photos, banners, etc. use the HTML language [...] (ID:992)

How to create an email signature with adaptive width »

Problem: You want to create an email signature based on a table, but you want the width of the table to adjust automatically to fit the signature contents. Solution: Generally, it’s a good idea to use a table with a fixed width. This way you make sure that your signature looks identical on different email apps or devices. The standard [...] (ID:989)

How to fix problems with Outlook / OWA not responding when using legacy-deployed Web Add-in »

Problem: When you create an email in Outlook for Windows, the message CodeTwo Signatures is working on your request appears at the top of the reading pane and Outlook stops responding. In Outlook for Mac and OWA, you might get one of the following messages while sending an email: Add-in CodeTwo Signatures is blocking the send of this [...] (ID:987)

How to check if you’re managing the correct tenant in CodeTwo Admin Panel »

Problem: Changes made to your tenant in CodeTwo Admin Panel aren’t reflected in Microsoft 365 or your email signatures. Solution: It’s possible that: cookies in your browser are corrupted, e.g. they have expired but haven’t been automatically removed by your browser; you are configuring the wrong tenant. The situation might take [...] (ID:986)

Changing signature in Outlook overwrites email content »

Problem: When composing an email, you highlight an email signature and remove it from message body. Next, you type your message. When you insert a new signature, the text you’ve just typed disappears and is replaced by the new signature. Solution: Apart from the visible elements, an email signature may include so-called white characters [...] (ID:981)

CodeTwo placeholders vs Entra ID (Azure AD) attributes vs Microsoft 365 user properties »

Problem: You cannot find an attribute in Microsoft 365 or Microsoft Entra ID (Azure Active Directory) that corresponds to a placeholder used in the template editor of CodeTwo Email Signatures 365. Solution: While placeholders have different names across Microsoft's ecosystems, we needed to adopt a unified naming policy in our software. In [...] (ID:980)

How to use placeholders with links »

Problem: You would like to use placeholders with hyperlinks, for example to turn another placeholder into a link or to act as a variable part of a link. Solution: With CodeTwo Email Signatures 365, you can use placeholders with links in a number of ways. If you properly populate Entra ID (Azure AD) attributes with a personalized hyperlink [...] (ID:979)

How to avoid problems with base64 images »

Problem: You are trying to use base64 images in your email signature. Unfortunately, you find these images broken because your email client fails to display (render) them. Additionally, when inserting the signature with the CodeTwo Signatures Web Add-in for Outlook (either automatically or manually), you might receive the following [...] (ID:978)

How to disable image compression in Outlook »

Problem: Outlook reduces the quality of images in emails. This can also affect graphics in email signatures added by CodeTwo software. Solution: By default, the Outlook desktop app on Windows applies image compression to reduce email size. Starting with Outlook for Microsoft 365 version 2109, you can turn off image compression in Outlook [...] (ID:976)

CodeTwo Email Signatures for Office 365 Add-in - signatures preview add-in (deprecated) »

This article concerns CodeTwo Email Signatures for Office 365 Add-in, which has been deprecated and will be retired in Q3 2024. Switch to our new add-in, CodeTwo Signatures Web Add-in for Outlook, as soon as possible to ensure smooth and uninterrupted experience. The modern Web Add-in allows users to preview their cloud (server-side) [...] (ID:975)

How to set proper text direction for right-to-left languages »

Problem: By default, each newly created signature supports left-to-right text direction. You would like to be able to use it with right-to-left languages like Arabic or Hebrew instead. Solution: If you want to ensure proper text direction (right-to-left) in your signature, you will have to modify its HTML code a little bit. Here’s how [...] (ID:972)

How to configure groups in Microsoft 365 to receive messages sent by Autoresponder »

Problem: Automatic replies sent by the Autoresponder feature of CodeTwo Email Signatures 365 aren’t delivered to Microsoft 365 groups or distribution lists in your organization. Solution: Important You cannot configure CodeTwo Autoresponder to send auto replies from a mailbox of a Microsoft 365 group or a distribution list. From this [...] (ID:971)

Apache Log4j vulnerability - does it affect CodeTwo software? »

Does the critical vulnerability CVE-2021-44228 in the Apache Log4J library affect any CodeTwo programs? No, we've never used any of the affected libraries in any CodeTwo product. The CVE-2021-44228 vulnerability does not have any impact on your CodeTwo installment. No further action is needed on your end. (ID:967)

How to limit the number of NDRs from no-reply type email addresses »

Problem: Once you enabled Autoresponder in CodeTwo Email Signatures 365, you started receiving Non-Delivery Report (NDR) messages for some of the automatic replies sent by the CodeTwo service. The errors are usually reported for no-reply type recipients (e.g. [email protected]). While causes of an NDR may vary between remote servers, [...] (ID:966)

How to fix Admin Panel sign-in issue due to SMTP-UPN mismatch »

Problem: You are assigned the Owner role in CodeTwo Admin Panel, so you can invite users to become admins in your organization's account. On sending an invitation, you enter user’s email address (e.g. [email protected]). After clicking the invitation link, the invited user wants to sign in with their User Principal Name [...] (ID:959)

How to disable default email signatures in mobile Outlook apps with Intune »

Problem: You would like to use Microsoft Intune to centrally disable the default email signature in Outlook for Android and Outlook for iOS for all users or selected groups of users in your organization. Solution: You can disable the default signature in both mobile Outlook apps by using the App configuration policies feature in the [...] (ID:957)

How to disable email signatures in Outlook for Mac using Intune »

Problem: You would like to use Microsoft Intune to prevent your users from manually creating email signatures in Outlook for Mac. Solution: Info With CodeTwo Email Signatures 365, you can also use the modern CodeTwo Signatures Web Add-in for Outlook to centrally disable native Outlook signatures for the users you’ve deployed it for. [...] (ID:956)

How to disable email signatures in Outlook for Windows using Intune »

Problem: You would like to use Microsoft Intune to prevent your users from manually creating email signatures in Outlook for Windows on their machines. Solution: You can’t use Intune to disable email signatures in the new Outlook for Windows. To see steps for the new Outlook, have a look at this article instead. With CodeTwo Email [...] (ID:955)

How to centrally deploy CodeTwo Signatures Add-in for Outlook (COM Add-in) via Intune »

Problem: You would like to learn how to batch install the legacy CodeTwo Signatures Add-in for Outlook (COM Add-in) for all users or group(s) of users in your organization by using Intune (Microsoft Endpoint Manager). Solution: Installing the add-in in an automated way for all users (or groups of users) via Intune is not a difficult task [...] (ID:949)

How to transfer data between Active Directory attributes in bulk »

Problem: You use an attribute which is not supported by CodeTwo Email Signatures 365. You would like to find an automated way to make a value stored in this attribute available for use in our software as a placeholder. Solution: Let’s assume that you have an academicTitle attribute which you use to store an academic title for each user [...] (ID:948)

How to avoid converting physical address in a signature to a link »

Problem: You use an email signature template which includes physical address data (street, zip code, city, etc.). When you send a message and your recipient views it in Outlook on the web (OWA), Outlook.com, an Outlook desktop app, or Gmail, the address data is automatically displayed as a Bing Maps or Google Maps link. As a result, [...] (ID:947)

How to whitelist emails with cloud (server-side) signature using DLP policy »

Problem: You’ve started using data loss prevention (DLP) policies in your Microsoft 365 organization. Even though you configured a special override in your custom DLP policy for emails with a cloud (server-side) signature added by the CodeTwo software, DLP still blocks them. Solution: Emails with a cloud (server-side) signature are [...] (ID:943)

How to fix the problem of double license assignment »

Problem: You want to get information about license assignment in CodeTwo Admin Panel. After you click the Show used licenses button on either the Signature licenses or Autoresponder licenses tab on the Licenses page, you can see duplicate email address entries. In other words, the same user consumes two licenses of the same type instead [...] (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 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 processed by [...] (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: The desktop app is now deprecated. Use the web-based signature management app instead - all your rules, templates and settings are already there. It is a modern solution which [...] (ID:936)

CodeTwo applications in Microsoft 365 and Azure Active Directory (Microsoft Entra) »

Problem: You have deployed CodeTwo Email Signatures 365 in your organization. Upon reviewing your settings in the Microsoft 365 admin center and the Microsoft Entra 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, for what purpose they [...] (ID:935)

How to limit license consumption in CodeTwo Email Signatures 365 »

Problem: You’ve bought the number of licenses that matches your user count. Still, when using CodeTwo Email Signatures 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, only users defined in the scope of licensed users can consume [...] (ID:931)

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

Problem: You are unable to sign 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 365 sign-in information in your environment. This is a multi-step process. [...] (ID:930)

How to confirm user’s Entra ID (Azure AD) group membership with Graph Explorer »

Problem: You configured a rule which adds a signature to messages sent by users belonging to a certain Microsoft Entra ID (Azure Active Directory) 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 Entra ID membership status to [...] (ID:929)

How to avoid recipient limit issues when using CodeTwo Email Signatures 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 365 in cloud (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 CodeTwo Outlook add-in's signature adding options affect Outlook’s default signature settings »

Problem: You are using CodeTwo Email Signatures 365 in Outlook (client-side) or combo mode. After installing one of the CodeTwo Outlook add-ins, your native Outlook signatures may no longer be set as the default ones for new messages or for replies/forwards and inserted automatically when composing an email. Solution: The signature [...] (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: Depending on your environment configuration, the causes of [...] (ID:914)

How to integrate Microsoft Teams with your email signature in multiple ways »

Problem: You would like to add a link to your email signature that would start a Microsoft Teams call, chat, etc. when clicked by the recipient of your message. Solution: Using CodeTwo Email Signatures 365 and the CodeTwo Exchange Rules family of products, you can enhance your email signatures with links that let your recipients quickly [...] (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 cloud 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 sure [...] (ID:901)

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: signature adding rules, autoresponder rules, email signature, disclaimer and auto-reply templates, and [...] (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 manually edit an existing transport rule to add or remove users receiving cloud signatures »

Problem: You have configured Exchange Online connectors and transport rule in your Microsoft 365 tenant for use with CodeTwo Email Signatures 365. You would like to manually change the scope of senders whose emails are routed through the CodeTwo service and stamped with signatures. Important The scope of senders is only configured in [...] (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 365. Solution: Normally, Microsoft 365 users’ photos are uploaded to your tenant in square format. However, you can use our free tool, CodeTwo User Photos for Office 365, to export your existing photos from Entra ID (Azure AD), [...] (ID:886)

How to stop adding signatures to read receipt messages »

Problem: You don’t want CodeTwo Email Signatures 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 365 to add signatures to them. If you want the program to stop doing so, you [...] (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 Entra ID (Azure AD) attributes synchronization problems »

Problem: You are using Microsoft Entra ID (Azure Active Directory) attributes of your users in email signatures. However, when a signature is added to an email by CodeTwo Email Signatures 365, some of these attributes show wrong values or no values at all. Solution: Tip To avoid synchronization-related problems, we recommend that you use [...] (ID:881)

How to solve problems related to phone numbers in Microsoft Entra ID (Azure Active Directory) »

Problem: You encounter one or both of the following problems: When trying to enter a user’s phone number in Microsoft Entra ID (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 [...] (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 365. Solution: CodeTwo Email Signatures 365 supports adding both cloud (server-side) and Outlook (client-side) signatures to email aliases. The list below contains the most frequently asked questions about how CodeTwo Email Signatures 365 [...] (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 Outlook notifications »

Problem: You want CodeTwo Email Signatures 365 to stop adding signatures to automatic messages (notifications, group messages, task updates, etc.) sent by Microsoft Teams, Planner, or Outlook. Solution: To learn how to prevent our software from adding signatures to a chosen type of messages and notifications, click an appropriate link [...] (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 the Microsoft Entra admin center or by using PowerShell. Check tenant ID in the Microsoft Entra 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 [email protected], 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, as a CodeTwo software user, you [...] (ID:856)

Where to find the CodeTwo domain assigned during provisioning »

Problem: You want to find the CodeTwo (sub)domain added to your Microsoft 365 tenant during the provisioning of CodeTwo Email Signatures 365. Solution: The unique CodeTwo subdomain assigned during tenant provisioning can be found in: CodeTwo Admin Panel, the Microsoft 365 admin center, or the Exchange admin center. Finding the CodeTwo [...] (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 365 »

Problem: You want to save a signature template in CodeTwo Email Signatures 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 cloud (server-side) and Outlook (client-side) signature templates. To save a signature template as a file: Open [...] (ID:849)

Does CodeTwo Email Signatures 365 impact sending limits in Microsoft 365? »

Problem: You reached your daily sending limit while using a Microsoft 365 (Office 365) email account. Does using CodeTwo Email Signatures 365 cause mailbox to exceed the permitted number of messages faster? Solution: Microsoft 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 cloud (server-side) and Outlook (client-side) signature rules. Solution: If you want to automatically convert entire cloud email signature rules (templates included) to Outlook signature rules (or vice versa), see this article instead. Continue reading if you only want to copy [...] (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 [] blocked using Customer Block list (AS16012607). where the is an IP address of a certain Azure region. See a complete list of IP addresses of the CodeTwo [...] (ID:834)

Microsoft security policies prevent creating app passwords in Microsoft 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 365 »

Problem: You would like to know if CodeTwo Email Signatures 365 supports message recall/replace capability in Outlook (Fig.1.) and email revocation for messages protected with Office 365 Message Encryption (OME). Fig. 1. The message recall option available in Outlook for an email in Sent Items. Solution: Yes, both the message recall [...] (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? When I place an order, how is the customer's license delivered? 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 [...] (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 365 and CodeTwo Exchange Rules (including the Pro version) is completely different, the type of software you can use mostly depends on the location of [...] (ID:805)

Where to find invoices for CodeTwo Email Signatures 365 »

Problem: You would like to access the invoices for your CodeTwo Email Signatures 365 subscription payments. Solution: If you are the Owner of your organization's CodeTwo Admin Panel account, you can view your organization's billing history and download invoices for all your CodeTwo Email Signatures 365 subscriptions on the Billing page in [...] (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 have the license key for your [...] (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) or other native mobile email signatures that get mixed with signatures added by CodeTwo software. You would like to remove these mobile signatures to keep your company's [...] (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 Microsoft 365 »

Problem: You would like to add multiple groups to the scope of senders in CodeTwo Email Signatures 365. Solution: Users whose emails should be routed through the CodeTwo service to get cloud signatures (scope of senders) are specified in the Users step (Fig. 1.) of the tenant registration wizard (learn more). The chosen scope of [...] (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)

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

Problem: Microsoft Entra ID (Azure Active Directory) attributes in the email signatures of your users are not synchronized with your Entra ID and, as a result, your signatures contain outdated user information. CodeTwo Admin Panel shows a warning that your OAuth 2.0 access tokens have expired (Fig. 1.), and you receive an email [...] (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 365 so that signatures are not added to emails sent to specific recipients (email addresses, users, groups, etc.). Solution: It is possible to stop adding email signatures to messages sent to specific recipients. How you do it depends on whether you use CodeTwo Email Signatures [...] (ID:758)

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 as expected. Solution: There are certain situations in which the subsequent signature defined in your signature rule will not be triggered in an email conversation. To troubleshoot the problem, go through the following scenarios: [...] (ID:736)

A disclaimer is added twice to an email »

Problem: You use an Exchange Online transport rule (mail flow 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 365 to add cloud (server-side) signatures, your emails [...] (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 Microsoft 365 tenant? »

Problem: You removed the CodeTwo domain that was added to your Microsoft 365 (Office 365) tenant during the provisioning of CodeTwo Email Signatures 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 Microsoft 365 (Fig. 1.). This [...] (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 365 »

Problem: You use CodeTwo Email Signatures 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 365 that have been activated with a product license key. If you purchased the product [...] (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 (as well as auto-reply message templates) from CodeTwo Exchange Rules or CodeTwo Exchange Rules Pro to CodeTwo Email Signatures 365, you can simply use the [...] (ID:698)

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

Problem: You use CodeTwo Email Signatures 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, the [...] (ID:691)

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 Microsoft 365 shared or resource mailboxes »

Problem: You would like to add email signatures to shared or resource mailboxes in Microsoft 365 (Office 365). Solution: CodeTwo Email Signatures 365 supports Microsoft 365 shared mailboxes. It is also possible to add a cloud (server-side) signature to messages manually sent as a resource mailbox. Follow the links below to learn more. [...] (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 365 add different signatures to users located in different domains is to set up a separate rule for each domain in the signature [...] (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 Microsoft 365 (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. [...] (ID:671)

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

Problem: You would like to know the Azure region 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 (online) images, which aren’t a part of an email but are fetched from external locations (servers) when a recipient reads the email. Linked images are referenced in the email's HTML source code by using a URL to an [...] (ID:662)

Installing CodeTwo products on Windows Server 2016 »

Problem: After a successful installation of CodeTwo software (listed in the Related products section below this article) 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 [...] (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: This short video shows how to run an extended message trace in Exchange Online: There are various types of message traces you can run but, for diagnostic purposes, you should prepare an extended message trace report [...] (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 Microsoft 365 (Office 365) environment. When you send emails via an SMTP client (e.g. Mozilla Thunderbird) and use CodeTwo Email Signatures 365, your messages are not routed correctly, e.g. they do not pass through your smart [...] (ID:643)

Using Microsoft Planner with CodeTwo software »

This article explains how to use Microsoft Planner with CodeTwo Email Signatures 365. A short introduction to Microsoft Planner Does CodeTwo Email Signatures 365 support Microsoft Planner? How to add dedicated signatures to Microsoft Planner messages How to turn off email signatures in Microsoft Planner comments and notifications [...] (ID:641)

How to configure a CodeTwo domain in Microsoft 365 »

Problem: After you registered your Microsoft 365 (Office 365) tenant in CodeTwo Admin Panel, a new accepted domain was added to your Microsoft 365 tenant: [your unique ID].smtp.codetwo.online When you view this domain in your Microsoft 365 admin center, the domain may have an alarming status like No services selected, Not connected to [...] (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 cloud (server-side) signatures to calendar messages »

Problem: You would like to add cloud (server-side) signatures to calendar messages, e.g. meeting requests. Solution: Currently, calendar messages are not officially supported by CodeTwo Email Signatures 365. It means that with the default program configuration, no signature will be added to your calendar message, even though: the email [...] (ID:631)

How to fix login problems with CodeTwo Admin Panel »

Problem: You are not able to sign in to your CodeTwo Admin Panel account. Solution: There might be several reasons why you cannot sign in. The most common causes and recommended solutions are described below. Incorrect configuration of CodeTwo Email Signatures 365 apps in Microsoft Entra ID (Azure Active Directory) No admin consent [...] (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. If you use one of the following smart hosts: Barracuda, Proofpoint*, Mimecast, Reflexion and similar solutions, then this article is for you. * If you use [...] (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)

CodeTwo signatures are not added to emails in Microsoft 365 (Office 365) - Troubleshooting »

Problem: Signatures created with CodeTwo Email Signatures 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 365 works (cloud/server-side, Outlook/client-side, or combo), while other are [...] (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 365 »

Problem: Your message processed by the CodeTwo service could not be delivered and, as a result, you have received a Non-Delivery Report generated by the CodeTwo Email Signatures 365 service. Fig. 1. Example of a non-delivery report. Solution: If your message could not be delivered to at least one of your recipients, the CodeTwo service [...] (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)

Out of office messages are not processed »

Problem: Out of office messages (autoreplies) are not stamped with signatures by CodeTwo Email Signatures 365.  Solution: The reason for this is the fact that each out of office message is sent directly by Exchange Online and not by the original sender's email client. Because of that, autoreply messages lack the Return-Path message [...] (ID:575)

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 sign in to CodeTwo Admin Panel.  Solution: You can change your account's settings after [...] (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)

Microsoft 365 sign-in errors during tenant registration »

Problem: You would like to add a new Microsoft 365 tenant to CodeTwo Email Signatures 365. During the registration, when the program asks you to sign in to your Microsoft 365 (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 [...] (ID:536)

Disable native signatures in Outlook on the web (OWA) and the new Outlook for Windows »

This article applies to Exchange Server 2013, 2016, 2019, and Exchange Online (Microsoft 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 signatures and adding them to emails in Outlook on the web (OWA) and the new Outlook for Windows. [...] (ID:535)

Troubleshooting signature management app sign-in (login) problems »

Problem: You are not able to sign in to the signature management app (app.codetwo.com). Solution: Use the links below to learn about recommended solutions regarding: Error AADSTS50020: User account does not exist in tenant Multiple errors that start with: WebApiResponseException: One or more errors occurred Error AADSTS50020: User [...] (ID:534)

How to view message headers in Outlook and OWA »

Problem: You were asked by the CodeTwo Customer Success Team to provide them with the message header of your email. Solution: Click a link below to view instructions for: Outlook on the web (Microsoft 365) Outlook Web App (OWA) Outlook for Windows (recommended method for MSG/EML files) Outlook for Mac Tip A message header may not be [...] (ID:532)

Emails land in spam/junk folder »

Problem: Emails with a signature added by CodeTwo Email Signatures 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 signature [...] (ID:530)

How to set the format of date and time placeholders »

Problem: You need to customize the display format of time and date used by time-related placeholders (such as {Current date/time} or {Future date / due date}) in CodeTwo software. Solution: CodeTwo software allows you to customize the placeholder date format in many ways. You may, for example set the program to display full name of the [...] (ID:500)

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: You can start by watching our quick video tutorial: Read on for detailed guidelines and [...] (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)

Hyperlinks: how to change their color and style, and add Active Directory attributes »

Problem: You would like to learn how to modify hyperlinks in email signatures created with CodeTwo software. For example, you want to create hyperlinks of any color and styling, remove the default blue color and underline, or insert attribute values from Entra ID (Azure AD) or Active Directory into these links. Solution: By making small [...] (ID:250)

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 for Windows from adding native signatures »

Problem: You are managing email signatures centrally in your organization by using a dedicated signature software (such as CodeTwo Email Signatures 365 or CodeTwo Exchange Rules Pro). You would like to disable native/personal signatures added in Outlook for Windows to avoid the problem of duplicated signatures in your users’ emails. [...] (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 be resized correctly. [...] (ID:46)

CodeTwo Email Signatures 365 - KiK customer story »

"The software is easy to use and meets our needs. Great Services." Daniel Biermann Head of IT Operations, KiK Summary Company name: KiK Textilien und Non-Food GmbH Number of employees: 29,000 Number of emails processed every day: 100,000+ Problem: No control over email signatures in Microsoft 365. Need to control email branding on all [...]

CodeTwo Email Signatures 365 - Sprinklr customer story »

"CodeTwo Email Signatures 365 is quite possibly one of the easiest solutions to set up. Their extensive documentation makes this flawless." David Wire Lead IT Systems Engineer, Sprinklr See more customer success stories Draken Europe Draken Europe Draken Europe is a UK-based company that combines advanced technology, diverse range of [...]

CodeTwo Email Signatures 365 - Kovai.co customer story »

"The mundane task of updating email signatures periodically has been taken care of by CodeTwo thus saving time. This helps our internal team to focus on high value activities." Saravana Kumar Founder/CEO, Kovai.co Summary Company name: Kovai.co Number of employees: 300+ Number of emails processed every day: 4,000 Problem: Lack of control [...]

CodeTwo Email Signatures 365 - Draken Europe »

"With extremely simple configuration, it’s enabled us to dynamically create Outlook signatures, across a number of different sites, all using one template, with dynamic entries for different users." Joe Powell Service Desk & Endpoint Manager, Draken Europe Summary Company name: FR Aviation LTD t/a Draken Europe Number of employees: [...]

Email Signatures 365 - Dyer & Butler Case Study »

"Unified signature layout and its professional look in everyday business communication strengthened the company’s visual identity without much effort." Ian Thomson IT Manager, Dyer & Butler Summary Company name: Dyer & Butler Number of employees: 700 Number of emails processed every day: 8,000 Problem: Email signatures layout not [...]

Centrally managed automatic replies in Microsoft 365 »

Centrally managed automatic replies and out of office messages CodeTwo Email Signatures 365 is the only email signature solution that allows you to centrally manage auto-reply messages in Microsoft 365. This is possible by using the Autoresponder feature, which is available at no additional cost. Autoresponder lets you set up automatic [...]

Email Signatures 365 - 16 years of experience »

16 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 email signature management tool for [...]

Complete control of Office 365 email signatures »

Complete control of Microsoft 365 (Office 365) email signatures When CodeTwo Email Signatures 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 endless [...]

Central and automatic email signatures for Office 365 »

Centrally managed email signatures CodeTwo Email Signatures 365 allows a single person to centrally create, deploy and manage email signatures and disclaimers for all users in a Microsoft 365 organization. Manual signature handling consumes a lot of time and resources from an IT department. Watch the video below to see the benefits you [...]

CodeTwo Email Signatures 365 - Pricing details »

Pricing The license for the product is sold as a monthly or yearly subscription. The cost of the subscription depends on the subscription plan and the number of licenses you want. With the yearly subscription, you can save around 10% a year. Pricing details & information All prices shown on the website are net of Value Added Tax and [...]

CodeTwo Email Signatures for Office 365 - FAQ »

Frequently Asked Questions Get answers to the most frequently asked questions about CodeTwo Email Signatures 365. Purchasing & deployment Functionality Technical  Signature modes

CodeTwo Email Signatures 365 - Screens & videos »

Videos Watch these videos to get an idea about what CodeTwo Email Signatures 365 does, how it works, and how it can help you manage your email signatures. Top 10 reasons why your business needs centralized email signature management softwareManage company-wide email signatures in Microsoft 365 with CodeTwoCodeTwo signatures tutorial [...]

Reviews, opinions and customer stories | CodeTwo signatures »

Customer stories Custom Truck One Source Custom Truck One Source Custom Truck One Source (CTOS) is a leading provider of specialized truck and heavy equipment in North America. The company needed a solution to standardize email signatures for a staff of 2000+ and to strengthen brand identity in email correspondence. CodeTwo's cloud app [...]

CodeTwo Email Signatures 365 – Examples of use »

Examples of use At its core, CodeTwo Email Signatures 365 enables you to centrally deploy and manage email signatures and disclaimers in your Microsoft 365 (Office 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 common [...]

CodeTwo Email Signatures 365 - How does it work? »

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

Office 365 (Microsoft 365) email signature software | CodeTwo »

CodeTwo Email Signatures for Microsoft 365 and Office 365 Create and manage email signatures, legal disclaimers, automatic replies and marketing campaigns for all users in your Microsoft 365 organization. CodeTwo Email Signatures 365 is a cloud service that works with all email apps and devices, including Windows, Mac, mobiles and [...]

CodeTwo Email Signatures 365 - McCurrach Case Study »

Summary Company name: McCurrach UK Limited Number of employees: 1,100 Number of emails processed every day: 20,000 Problem: Expensive solution from a CodeTwo competition which does not offer enough functionality and flexibility, and is less intuitive to use Solution/Product: CodeTwo Email Signatures 365 Implementation type: 1,100 [...]

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 »

Summary Company name: Womble Bond Dickinson (UK) LLP Number of employees: 1,200 Number of emails processed every day: 27,000 inbound 11,000 outbound Problem: The company needed a reliable email signature management solution which works in Exchange Online. They required an easy way to manage signatures from a single location to maintain a [...]

CodeTwo Email Signatures 365 - Frasers Property Case Study »

Summary Company name: Frasers Property Limited Number of employees: 6,000 Number of emails processed every day: 73,000 Problem: With thousands of employees spread across many business units, the company needed to standardize and control email communication and signatures Solution/Product: CodeTwo Email Signatures 365 Implementation type: [...]

CodeTwo Email Signatures 365 - AddSecure Case Study »

Summary Company name: AddSecure Number of employees: 750 Number of emails processed every day: 20,000 Problem: The company needed a solution that would provide unified signature design across email platforms, with a quick signature design process and rapid implementation of changes throughout the entire organization Solution/Product: [...]

CodeTwo Email Signatures 365 vs. Office 365 mail flow rules »

Product CodeTwo Email Signatures 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 images) [...]

Email Signatures 365 - Polygon Group Case Study »

Summary Company name: Polygon Group Number of employees: 4,744 Number of emails processed every day: 30,000 Problem: Lack of centralized signature management solution for various devices used in the company Solution/Product: CodeTwo Email Signatures 365 Implementation type: 2,200 users Implementation time: 1 day Company description [...]

Conditional placeholders in Microsoft 365 email signatures »

Conditional placeholders CodeTwo Email Signatures 365 features multi-value conditional placeholders that can add different types of information, like text, images, animations (gifs) and HTML code, to email signatures. Conditional placeholders can be used to: Create a modular signature with dynamic parts that change based on sender’s [...]

Email Signatures 365 - Eurofoam Group Case Study »

Summary Company name: Eurofoam Group Number of employees: 2,440 Number of emails processed every day: Up to 40,000 Problem: After moving to Microsoft 365 (Office 365), their previous email signature management tool for IBM Notes was no longer compatible Solution/Product: CodeTwo Email Signatures 365 Implementation type: 1,000 mailboxes [...]

Reviews, opinions and customer stories | CodeTwo signatures »

Reviews CodeTwo Email Signatures for Office 365 is the top-rated email signature software on the market. Read opinions on CodeTwo on G2, Spiceworks, and Capterra, and find out what IT professionals and customers say about CodeTwo's email signature service, and how deployment looked like for various companies.   "It's just so easy to [...]

Email Signatures 365 - Atec Case Study »

Summary Company name: Atec, Inc. Number of employees: 400 Number of emails processed every day: 6,000 Problem: Updating signatures individually was time consuming Solution/Product: CodeTwo Email Signatures 365 Implementation type: 280 mailboxes Implementation time: 3 tenants over the course of 1 month Company description Atec, Inc., [...]

Signatures added in Outlook & OWA as you type | CodeTwo »

Signatures added directly in Outlook & OWA when you compose an email When CodeTwo Email Signatures 365 works in Outlook (client-side) mode, users get automatic and personalized email signatures directly in Outlook while composing their messages. To achieve that, CodeTwo teamed up with Microsoft to create the world’s first modern [...]

CodeTwo Email Signatures 365 - Case Study PAH »

Summary Company name: Polish Humanitarian Action (PAH) Number of employees: 250 Number of emails processed every day: 5,000 Problem: Time consuming and inefficient email signature management for all users, especially for employees who work remotely Solution/Product: CodeTwo Email Signatures 365 Implementation type: 250 users [...]

Delegation of signature management rights »

Delegation of signature management rights CodeTwo Email Signatures 365 lets you delegate email signature design and management tasks to any user or group in your organization. It's quick and easy, and you don’t need to assign any additional Microsoft 365 (Office 365) admin roles to CodeTwo signature admins. With access rights in [...]

CodeTwo Email Signatures 365 - Case Study »

Summary Company name: Anna Freud National Centre for Children and Families Number of employees: 250 Number of emails processed every day: Up to 12,000 per day, with average numbers between 7,000 – 9,000 Problem: Inconsistent branding and information in email signatures, no central management Solution/Product: CodeTwo Email Signatures [...]

Quick meetings & meeting scheduling | CodeTwo »

Virtual meetings and meeting scheduling made easy With CodeTwo Email Signatures 365, meeting with customers or co-workers is simplified. Each email can help: start virtual meetings, 1:1 calls and chats in apps like Microsoft Teams or WhatsApp, simplify meeting and appointment scheduling in Microsoft Bookings, Calendly or Acuity [...]

CodeTwo Email Signatures 365 - Capewell Case Study »

Summary Company name: Capewell Aerial Systems Number of employees: 250 Number of emails processed every day: 3,500 Problem: Lack of the offsite email backup and email signature solution in an Office 365 environment Solution/Product: CodeTwo Backup and CodeTwo Email Signatures 365 Implementation type: 120 users Implementation time: 4 [...]

CodeTwo Email Signatures 365 - Furniture Village Case Study »

Summary Company name: Furniture Village Ltd. Number of employees: 1,100 Number of emails processed every day: 20,000 Problem: The problem with standardization and management of users’ email signatures Solution/Product: CodeTwo Email Signatures 365 Implementation type: 500 mailboxes Implementation time: 1 hour Company description [...]

The most secure & reliable email signature software | CodeTwo »

Reliability and security CodeTwo Email Signatures 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: the only one that’s Microsoft 365 Certified, has a 4-layer security system we’ve been developing for years, and [...]

CodeTwo Email Signatures 365 - Dometic Group Case Study »

Summary Company name: Dometic Group Number of employees: 7,800 Number of emails processed every day: 88,000 Problem: Inability to implement user-friendly signature management and control in Office 365 environment Solution/Product: CodeTwo Email Signatures 365 Implementation type: 2,500 users Implementation time: 2 days Company [...]

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 365 also [...]

CodeTwo signature service available in multiple regions »

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

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 Microsoft 365 (Office 365) users? In the case of CodeTwo Email Signatures 365 – not complicated at all. In fact, it can even be as easy as signing in to your Microsoft 365 tenant. [...]

Signatures in replies and forwards »

Signatures in replies and forwards CodeTwo Email Signatures 365 adds professional cloud (server-side) signatures and disclaimers to emails sent by Microsoft 365 (Office 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 you [...]

Office 365 user photos in email signatures | CodeTwo »

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

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

Cloud (server-side) signatures visible while composing emails. »

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

Schedule automatic email marketing campaigns »

Automate email marketing campaigns If you already use email signatures for marketing purposes, CodeTwo Email Signatures 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 time when a [...]

Add one-click surveys to your Microsoft 365 email signatures »

One-click CSAT surveys With CodeTwo Email Signatures 365, you can quickly and automatically add one-click customer satisfaction (CSAT) surveys to your Microsoft 365 (Office 365) emails and email signatures. Instead of bothering your customers with long surveys, you give them a way to rate their experience with your brand with a single [...]

CodeTwo Email Signatures 365 - Case Study by BEKO »

Summary Company name: BEKO TECHNOLOGIES Number of employees: 500 Number of emails processed every day: 7,000-9,000 Server type: Migrating from an on-premises Exchange Server to Office 365 Problem: Signature zoo - different signatures in all branch offices Solution/Product: CodeTwo Email Signatures 365 Installation type: 500 mailboxes [...]

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 365 allows [...]

Overview »

CodeTwo Email Signatures 365 is a cloud-based service for Microsoft 365 (Office 365) organizations that allows you to add signatures, legal disclaimers and banners to emails sent from any email client and device. It can also be used to send smart personalized automatic replies and measure customer satisfaction with one-click surveys. [...]

CodeTwo Signatures Web Add-in for Outlook - centralized deployment »

CodeTwo Signatures Web Add-in for Outlook, co-engineered with Microsoft, adds signatures as users type an email in Outlook for Windows, Mac, Outlook on the web (OWA), iOS & Android. The Web Add-in also allows users to preview the signature that will be added in the cloud (after an email is sent). The add-in can be easily deployed [...]

Configuring the SPF TXT record of a domain »

If you use CodeTwo Email Signatures 365 in cloud (server-side) or combo mode, your emails are routed through our cloud services located on Microsoft Azure servers. CodeTwo services need to be added to the list of authorized senders for your domain. This list is kept in the Sender Policy Framework (SPF) TXT record. By adding CodeTwo to [...]

CodeTwo Signatures Add-in for Outlook »

CodeTwo Web Add-in for Outlook, co-engineered with Microsoft, adds signatures to emails in Outlook (Outlook for Windows, Mac, iOS & Android and Outlook on the web / OWA). See the video below or continue reading the article to learn how the Web Add-in works and how to use it to add different email signatures. Information for admins The [...]

Configuring Exchange Online connectors »

If you use CodeTwo Email Signatures 365 in cloud (server-side) or combo mode, you need to create Exchange Online connectors and transport rule. Creating an outbound and inbound Exchange Online connector for your Microsoft 365 tenant is required so that emails sent by your organization can be routed through the CodeTwo service. [...]

Licensing »

In this article you will learn more about the licensing of CodeTwo Email Signatures 365. Trial version Can I extend the trial period? 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 [...]

User AD attributes & Tokens »

CodeTwo Email Signatures 365 allows you to add Entra ID (Azure AD) attributes of your users to their email signatures and automatic replies (out of office messages). The program supports all the single-value attributes available in Microsoft 365 (Entra ID) and Microsoft Graph API. Multivalue attributes are not supported (learn more). By [...]

Get started »

First time using CodeTwo Email Signatures 365? Watch the video tutorial below to see how to quickly deploy the service in your Microsoft 365 tenant and set up automatic email signatures. Use the links below the video if you need more information. System requirements and licensing information Supported platforms and requirements – see [...]

How to uninstall the software »

CodeTwo Email Signatures 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 legacy CodeTwo Signatures Add-in for [...]

Supported platforms and requirements »

CodeTwo Email Signatures 365 consists of several apps and services that are responsible for handling email signatures, automatic replies and one-click surveys: The administrator of a Microsoft 365 (Office 365) tenant configures the software via CodeTwo Admin Panel, a web-based interface for registering new tenants to the service, [...]

Signature modes »

CodeTwo Email Signatures 365 can operate in one of three signature modes: cloud (aka server-side), Outlook (aka client-side) and combo. You first select a signature mode when you add your Microsoft 365 tenant to CodeTwo, but you can change the signature mode later on. The video below explains in a nutshell how each signature mode works. [...]

Create a signature rule »

This article will help you create your first signature rule in CodeTwo Email Signatures 365. A signature rule contains the layout of your email signature (or disclaimer) as well as conditions that need to be met to add this signature to messages sent by users in your organization. Signature rules are configured and managed through a [...]

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 Entra ID (Azure AD) attributes, and more (Fig. 1.). Read on for details. Fig. 1. Use the options in the Insert group on the ribbon to add content to your signature template. Table Picture Link Social link [...]

Tenant registration »

After you created a CodeTwo Admin Panel account, it's time to register your Microsoft 365 tenant to CodeTwo and specify how signatures should be added to this tenant. See the step-by-step instructions below or check out our video tutorial: To begin, sign in to CodeTwo Admin Panel (if you are not already signed in). On the Tenants page, [...]

Access and assign permissions to the Signatures app »

Once you're finished registering your Microsoft 365 tenant to CodeTwo you can start working on your email signatures. You can access the Signatures app (signature management app) at app.codetwo.com (or click Signatures in CodeTwo Admin Panel). The app allows you to create and manage email signature and autoresponder rules from any [...]

Sent Items Update »

By default, end users don't see their signatures added by CodeTwo in the cloud (after an email is sent). But thanks to the Sent Items Update (SIU) feature, email signatures are also visible in email apps (Outlook, OWA, mobiles, etc.) in the Sent Items folders. In this article, you will learn more about this feature and how to enable it. [...]

How to add signatures to emails sent from shared/group mailboxes »

Learn how to configure CodeTwo Email Signatures 365 to add signatures to emails sent from shared mailboxes (cloud/server-side and Outlook/client-side modes) and group mailboxes (Outlook/client-side mode only). Shared mailboxes are often used to collect incoming emails in a single mailbox, playing the role of a single point of contact for [...]

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 [...]

Creating a CodeTwo Admin Panel account »

CodeTwo Admin Panel is where you add and configure your organization's Microsoft 365 tenant(s) and perform administrative tasks: manage the tenant's subscription and payment-related settings, grant access to the Admin Panel account to other admins, assign users to manage email signatures, and more.  Signature management is done [...]

Attributes manager & My user info »

The Attributes manager app gives you complete control of your users' details stored in CodeTwo Azure AD cache and added to email signatures and auto replies. You can bulk edit all user attributes, add custom attributes (not available in Entra ID / Azure AD), and decide which attributes can be edited by end users themselves (by using the [...]

Manage signatures in email conversations »

This article applies to cloud (server-side) signatures only. Outlook users can manually place their Outlook (client-side) signatures anywhere they want in an email thread when composing a reply. CodeTwo Email Signatures 365 allows you to control how signatures are added to your correspondence. By using the drop-down list available in [...]

Autoresponder »

Autoresponder is an optional feature in CodeTwo Email Signatures 365 that you can use for free if you have an active subscription (learn more). It allows you to create smart auto-reply messages for selected users or groups of users in your organization. Auto replies can include any type of content: text, graphics, personalized email [...]

How to add an upcoming out of office period to email signatures »

Learn how to use CodeTwo Email Signatures 365 to automatically add an upcoming out of office (OoO) note to: All emails sent outside your organization (Fig. 1., item A): To let your customers know in advance that your organization will be closed. To make customers & partners aware that you won’t respond to their emails during the OoO [...]

Tenant management settings »

CodeTwo Admin Panel offers various management settings for registered Microsoft 365 tenants. To access these settings, first sign in to CodeTwo Admin Panel. Next, on the Tenants page, click on the tenant you want to manage (Fig. 1.). Only CodeTwo Admin Panel admins and Microsoft 365 global admins can access CodeTwo Admin Panel and [...]

How to add different signatures to internal and external emails »

Learn how to configure CodeTwo Email Signatures 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 no need to [...]

Create an email signature using built-in templates - quick guide »

CodeTwo Email Signatures 365 comes with a signature template editor built into the signature management app. The easiest and quickest way to design your first email signature is to use one of the predefined, professional templates that can be easily customized in the editor, as described in this article. Note that you can use the [...]

Conditional placeholders »

Placeholders are used in templates to customize email signatures or automatic replies based on the sender's information. In CodeTwo Email Signatures 365, there are two types of placeholders: regular and conditional. Regular placeholders automatically fill in with an email sender's details (like job title and department) pulled from Entra [...]

Manage admins and account options »

The Account & admins page in CodeTwo Admin Panel (Fig. 1.) is where you view and change the information about the currently signed-in account, such as contact details and account type. This is also where the admin with the Owner role can manage other admins and change ownership to CodeTwo Admin Panel. Fig. 1. The Account & admins [...]

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 Microsoft Entra ID / Azure Active Directory attributes/variables, message details, and more) when a signature is added to an email message. [...]

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 Outlook (client-side) mode. If you use a smart host service (such as Barracuda, Proofpoint, Reflexion or Mimecast) for security, archiving or [...]

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

This article describes how to configure CodeTwo Email Signatures 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 signature design [...]

Admin Panel overview »

When you sign in to CodeTwo Admin Panel, the Tenants page opens (Fig. 1.). If there are no Microsoft 365 tenants listed there, go to this article to learn how to register your tenant with CodeTwo. Only CodeTwo Admin Panel admins and Microsoft 365 global admins have access to CodeTwo Admin Panel. Learn more Fig. 1. CodeTwo Admin [...]

How to add different signatures to messages sent by different users »

In this article you will learn how to configure CodeTwo Email Signatures 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 different email [...]

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 cloud (server-side) and combo mode. However, in combo mode, [...]

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 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 vast [...]

Monitoring and diagnostics »

This article describes how to monitor CodeTwo Email Signatures 365 services and diagnose problems with registered tenants. Checking the status of CodeTwo services There are two ways to monitor the health of CodeTwo Email Signatures 365 services: Sign in to CodeTwo Admin Panel and go to the Service status page. There you can check the [...]

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 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 can help [...]

How to set up an auto-reply for disabled or deleted users »

Learn how to configure an auto-reply message for a disabled (unlicensed) or deleted user in your organization by using the Autoresponder feature in CodeTwo Email Signatures 365. When an employee leaves your organization or is dismissed, you, as an IT admin, need to take care of the deprovisioning process. In the context of a Microsoft 365 [...]

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

Find out how to configure CodeTwo Email Signatures 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 their email [...]

Create an email signature template from scratch - step-by-step guide »

CodeTwo Email Signatures 365 comes with an intuitive signature template editor. The editor provides a what-you-see-is-what-you-get (WYSIWYG) experience and has all the necessary tools to design virtually any email signature you want. Watch our video tutorial to learn how to use the editor to design a professional email signature template [...]

Manage signature templates »

CodeTwo's signature template editor comes with a library of predefined email signature, disclaimer, and auto reply templates to help you create your signatures and automatic replies quicker. You can also design and use your own custom templates. The contents of the template library are stored per-tenant in Microsoft Azure and [...]

Previewing email signatures in Outlook (server-side) mode »

CodeTwo Email Signatures 365 can add signatures in the cloud (server-side), after emails are sent. By using the CodeTwo Signatures Web Add-in for Outlook, users can see what their email signature looks like when composing an email. See the video below or continue reading the article to learn how to use the Web Add-in to preview cloud [...]

How to add different signatures to emails sent to different recipients »

In this article, you learn how to use CodeTwo Email Signatures 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 specific [...]

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 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 [...]

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

Learn how to enable users to manually choose a different cloud (server-side) signature for their messages or to remove an email signature entirely. Important The solution presented in this article works only in cloud (server-side) mode (and combo mode when using cloud/server-side signature rules). The Outlook (client-side) signature [...]

How to add extra information to your signature with custom attributes »

Learn how to use CodeTwo custom attributes to enrich your email signature, disclaimer or auto-reply with additional & unique information about your users. When it comes to email signatures, the basic set of Entra ID (Azure AD) attributes (e.g. First Name, Display Name or City) is usually sufficient for most organizations. If you need [...]

How to send auto-replies based on a pre-set condition: multiple scenarios »

Learn how to configure the Autoresponder feature in CodeTwo Email Signatures 365 to send automatic replies in response to specific messages only. When you configure an autoresponder rule in our software, you not only design the looks of your auto-reply message, but also specify a number of conditions and exceptions that let you decide [...]

How to create email signatures with rotating banners »

Learn how to configure CodeTwo Email Signatures 365 to rotate through a number of different promotional banners or different signatures over a selected period of time. Setting up CodeTwo Email Signatures 365 in a way that allows emails sent on different days to contain different promotional banners is an interesting way to attract more [...]

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 [...]

Customer satisfaction measurement: One-click surveys & Insights »

CodeTwo One-click surveys automate customer feedback measurement. They come with integrated real-time analytics (aka CodeTwo Insights) to help you analyze how employees, co-workers and services perform, track trends, measure customer loyalty, and more. It's an optional free feature in CodeTwo Email Signatures 365 for licensed users. [...]

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 [...]

Integration with CrewHu »

This section describes how to set up CodeTwo Email Signatures 365 to add CrewHu one-click surveys to your Microsoft 365 email signatures. CodeTwo One-click surveys We recommend using CodeTwo One-click surveys instead to gather customer feedback and measure their satisfaction. Here's why: The feature is available at no additional cost [...]

Integrate Microsoft Teams with CodeTwo Email Signatures 365 »

This section describes how to integrate Microsoft Teams meeting links with email signatures added by CodeTwo Email Signatures 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 easier for [...]

Integration with Microsoft Bookings »

Microsoft 365 offers two online scheduling services: Microsoft Bookings and Bookings with me. If you need the service that’s end-user-oriented and can reduce your administrative burden by delegating the configuration to end users, go for Bookings with me. You can learn how to integrate it with CodeTwo Email Signatures 365 from this [...]

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 [...]

Billing & payment methods »

The Billing page (Fig. 1.) in CodeTwo Admin Panel is where you can add and manage your payment methods (credit cards) for subscription payments, change your organization's billing information, view the billing history and download invoices for all your subscriptions bought in CodeTwo Admin Panel. Only the Owner and Admin Panel admins [...]

Web analytics tools »

In this section, you will learn how to easily integrate CodeTwo Email Signatures 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 should you [...]

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 365 is an easy way to: provide all [...]

Integration with Hively »

CodeTwo Email Signatures 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 your [...]

Integration with Google Analytics »

Follow the steps below to insert URLs with Google Analytics tags to your emails in CodeTwo Email Signatures 365 by using a built-in WYSIWYG editor. The integration of CodeTwo Email Signatures 365 with Google Analytics will let you track and analyze your email signature campaigns' performance (Fig. 1.): Fig. 1. Tracking email signature [...]

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

How to use email signatures as canned responses »

Learn how to use CodeTwo Email Signatures 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 Outlook (client-side) mode, Outlook for Windows, Outlook for Mac, and Outlook on the web (OWA) users can select a signature from a set they are provided [...]

Create an autoresponder rule »

This article will help you create your first autoresponder rule in CodeTwo Email Signatures 365. An autoresponder rule contains the template of your auto-reply message and conditions that need to be met to send the message. To be able to create a new autoresponder rule, you first need to turn on Autoresponder for your organization in [...]

Integration with Matomo (formerly Piwik) »

This section describes how to integrate CodeTwo CodeTwo Email Signatures 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 in Matomo [...]

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

This article applies to cloud (server-side) signatures only. The Email layout tab discussed in this article is not available in the editor when designing an Outlook (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 [...]

Choose how your template appears in email conversations »

This article applies to cloud (server-side) signatures only. The Email layout tab discussed in this article is not available in the editor when designing an Outlook (client-side) signature template, but Outlook users can manually place their CodeTwo Outlook signature anywhere they want in an email thread when composing a reply. The [...]

Integrations with third-party solutions »

Apart from providing you with powerful signature management capabilities, CodeTwo Email Signatures 365 offers a number of integrations with third party solutions which can further enhance the usefulness of your email signatures. What’s important, you can use them regardless of the signature mode you choose. To learn more about available [...]

How to let your users choose the default signature on their own »

While you might be using CodeTwo Email Signatures 365 to take advantage of the centralized signature management, you can still give your users a bit of freedom and allow them to choose a signature they want to use by default. In fact, this idea is not at odds with having control over users’ signatures because it’s still you who [...]

Scope & region »

By accessing the Scope & region page in CodeTwo Admin Panel (Fig. 1.), you can change the scope of users who can consume licenses and benefit from the CodeTwo service (get signatures, branding and automatic replies). Note that only these users' data (like Entra ID attributes used in email signatures) is stored by CodeTwo in the Azure [...]

How to create an auto-reply message for Customer Service »

Learn how to configure an auto-reply message for any team in your organization using the Autoresponder feature in CodeTwo Email Signatures 365. In the scenario below, we will create an automatic reply specifically for a Customer Support/Success team. Still, you can follow the same guidelines when setting up an Autoresponder rule for e.g. [...]

Integration with Woopra »

This section describes how to integrate CodeTwo Email Signatures 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 marketing [...]

Test signature rules »

The built-in signature rules tester allows you to create a test email to see if it triggers any signature rules you have. You can use it, for example: to check if the correct signature will be added to a specific email (useful especially when you have a lot of rules configured), for troubleshooting purposes (to find out why your [...]

Integration with Bookings with me »

Microsoft 365 offers two online scheduling services: Microsoft Bookings and Bookings with me. If you need the service that’s business-oriented and gives an IT admin full control in terms of configuration, go for Microsoft Bookings. You can learn how to integrate it with CodeTwo Email Signatures 365 from this article. Bookings with me [...]

Examples of using CodeTwo Email Signatures 365 »

Click the links below, to explore the ways to use our software in scenarios that match your organization's needs, or that you might find useful. Email signatures Browse the examples from this section to learn how to configure the software to get the most of your email signatures. Insert signatures to emails sent from all email clients [...]

How to manage out-of-office replies for all users »

Learn how to set and manage automatic out-of-office (OOF) replies for all users in your Microsoft 365 organization with the Autoresponder feature available in CodeTwo Email Signatures 365. With the traditional approach to OOF auto-replies, your users configure these in Outlook, providing all the necessary details and editing the message [...]

How to create a bilingual signature »

Find out how to create an email signature in CodeTwo Email Signatures 365 with senders’ details presented in two different languages, for example English and Arabic. To facilitate communication, companies that originate from countries where non-Latin alphabets are used often use documents, forms, etc. prepared in two languages: native [...]

Add WhatsApp links in CodeTwo Email Signatures 365 »

CodeTwo Email Signatures 365 allows you to insert WhatsApp links to your email signature templates. When a recipient clicks such a link in the user’s signature, it will let them start a WhatsApp chat with this particular user. If the recipient has WhatsApp installed, clicking the link will open a chat directly in the app. Otherwise, a [...]

Integration with Acuity Scheduling »

Acuity Scheduling (previously Squarespace Scheduling) is an online assistant which makes planning and filling out your online schedule easier and quicker. By providing a link to your Acuity online calendar, you can allow your recipients to book meetings, demo sessions or services with you. Acuity Scheduling also lets you sync the online [...]

Troubleshooting CodeTwo Email Signatures 365 »

Here you'll find troubleshooting tips for the most common issues that users run into when using CodeTwo Email Signatures 365. If you can't find the solution to your problem below, try searching our Knowledge Base. Signatures not added to emails There could be several reasons why CodeTwo signatures are not added to emails. Incorrect [...]

How to let your users manage their information visibility »

This article describes how to let your users decide which of their information they want to show or not to show in their signatures, disclaimers and automatic replies. When your organization is licensed to use CodeTwo Email Signatures 365, you, as an admin, can access a free tool named Attributes manager. It gives you a complete control [...]

How to unify phone number format in email signatures or automatic replies »

This article describes how to unify phone number format in your email signatures or automatic replies. CodeTwo Email Signatures 365 takes users’ contact information directly from Microsoft Entra ID (Azure Active Directory). This means that the information found in signatures is always consistent with Entra ID, both when it comes to [...]

CodeTwo apps overview »

CodeTwo Email Signatures 365 comes with multiple apps included in your subscription: Main apps Signatures (app.codetwo.com) or signature management app – here you can design and manage organization-wide email signatures, legal disclaimers, one-click surveys and automatic replies. Learn more Admin Panel [...]

Create a signature rule (classic experience) »

This article will help you create your first signature rule in CodeTwo Email Signatures 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 through a web interface [...]

Convert an email signature rule from cloud to Outlook and vice versa »

CodeTwo Email Signatures 365 lets you easily convert cloud (server-side) email signature rules to Outlook (client-side) signature rules and vice versa. Autoresponder rules are a separate type of rules and cannot be converted into signature rules. How conversion works Converting a rule from one type to another creates a copy of the source [...]

How to create a modular email signature to be reused by multiple departments »

You can use conditional placeholders to create a modular CodeTwo email signature with dynamically changing elements. This will help you to: Prepare an email signature design that consists of a fixed part and replaceable department-specific part(s) that change depending on what’s the department of a sender. Reduce the administrative [...]

How to let your users enable autoresponder rules by themselves »

Learn how to allow your users to turn on automatic replies / out of office (OOF) messages in CodeTwo Email Signatures 365 on their own by using CodeTwo custom attributes. Traditionally, your users can set up automatic replies in Outlook. With such a decentralized approach, they have a complete control over the set-up, including the [...]

User info management in email signatures and automatic replies - examples of use »

With our Attributes manager, CodeTwo email signature users and admins can keep their contact information up to date, but the tool gives you more than just attribute management: you can add upcoming out-of-office periods, change signature language or hide specific information from your signatures. Check out the most popular use cases [...]

Import/export rules »

You can export rules (rule settings + email signature templates) configured in CodeTwo Email Signatures 365 to create backups or move rules between Microsoft 365 tenants. The import/export feature works with all types of rules: cloud (server-side) signature rules, Outlook (client-side) signature rules and autoresponder rules. Export [...]

Integration with HubSpot »

HubSpot is a Customer Relationship Management (CRM) platform that lets you centrally manage your relations with customers in a number of areas like sales, marketing, customer service, etc. By integrating HubSpot with CodeTwo Email Signatures 365, you can enjoy the following benefits: Branded & consistent company email signature in every [...]

Where can I change the signature mode?

Sign in to CodeTwo Admin Panel, click your tenant on the Tenants page to open the Tenant settings pane, and select Signature mode from the menu on the left. Once you select a different signature mode, make sure to click Apply changes in signature mode to confirm the change. Further instructions will be provided on the screen (you might need to deploy the Outlook Web Add-in, for example).

For more details, go to this article in the user's manual.

Can I convert a cloud (server-side) signature rule to an Outlook (client-side) one (or vice versa)?

Yes. You can convert signature rules (rule settings and signature templates) from one type to another in the Signatures app. Just select a signature rule and click the Convert button above the rule list. The conversion will start automatically. Note that converting a rule creates a copy of the source rule and transforms it to the other type of rule – this is to ensure your current rules and signatures are not affected. If there’s anything you need to address after the conversion (cloud and Outlook signature rules are slightly different in terms of the available settings, supported placeholders, etc.), you will be notified about that.

The built-in signature rule conversion feature is especially useful if you want to your users to always get the same email signature regardless of the signature mode you use (cloud, Outlook or combo) or to prepare a different type of rules in advance before changing the current signature mode (e.g. from cloud to Outlook).

Learn more about the rule conversion feature in our manual

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

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

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

Yes. The modern CodeTwo Web Add-in for Outlook & OWA is deployed centrally for all or selected users directly from the Microsoft 365 admin center. See the quick video guide below for details or check this article for the add-in deployment guidelines.


Learn more about the Outlook add-ins

Which versions of Outlook support Outlook (client-side) signatures?

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

  • New experience: the modern Web Add-in works with:
    • Outlook on the web (OWA),
    • Outlook for Windows connected to a Microsoft 365 subscription, Version 2108, Build 14326.21018 and newer
    • Outlook 2021, 2019 & 2016 retail, Version 2308, Build 16731.20170 and newer,
    • New Outlook for Windows (any version) connected to a Microsoft 365 subscription (you can currently use the add-in with the primary email account only due to current limitations of the new Outlook app),
    • Outlook for Mac (new UI) connected to a Microsoft 365 subscription, Version 16.59, Build 22031300, and newer,
    • Outlook for iOS – the most recent version,
    • Outlook for Android – the most recent version.
  • Legacy experience: the legacy COM Add-in works with Outlook desktop apps for Windows (Outlook 2013 and newer). Users also need to sign in to the add-in with their Microsoft account to have access to CodeTwo Outlook signatures.

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

Why do I need Outlook (client-side) signatures? How are they different from cloud (server-side) signatures?

Cloud signatures, as their name suggests, are added in the cloud, after a user sends an email. They work with all email clients & devices and are tamper-proof. Users have very limited options regarding what signature is added to their email – signatures are added automatically based on rules defined by an admin or other delegated persons.

Outlook signatures are added automatically to email body as users compose their email in Outlook desktop, mobile & OWA. This approach has several advantages over cloud signatures. For example, users can select a different signature manually before sending an email (on Android/iOS devices, different signatures are auto-inserted into new emails and replies/forwards). Outlook signatures can also be added to encrypted and digitally signed (S/MIME) messages.

Click here to learn more about different signature modes.

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

If you use the modern CodeTwo Web Add-in and the add-in adds a signature to a message in Outlook/OWA (either automatically or manually by a user), the message will not get a cloud signature (even if the user removes this signature from the message manually). If an Outlook signature is not added by the Web Add-in, CodeTwo Email Signatures 365 will then add a cloud signature. You can also allow users to switch between Outlook and cloud signatures directly in the Web Add-in’s pane. Find out how to do this in the user’s manual.

If you use the legacy COM Add-in, CodeTwo Outlook signatures are added to emails sent from Outlook for Windows only, while cloud signatures are inserted to messages sent from any other email client. To get access to Outlook signatures, a user needs to install and sign in to the add-in. If a user signs out of the add-in, their emails will be routed though the CodeTwo services and get cloud 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 an Outlook signature to an email while composing it in Outlook.

Learn more about the CodeTwo Outlook add-ins

How often do CodeTwo Outlook add-ins synchronize with the CodeTwo cloud service?

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

The legacy COM Add-in synchronizes with the CodeTwo service every few minutes, but users can force synchronization any time they want in the add-in. During the sync, our service updates Outlook signatures with changes made to Outlook (client-side) signature rules in CodeTwo Email Signatures 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 Outlook add-ins

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

Yes, if you use the legacy COM Add-in, users can insert a CodeTwo Outlook 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 Outlook (client-side) signatures for specific users?

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

  • A user needs to be included in an Outlook (client-side) signature rule.
  • A CodeTwo add-in needs to be deployed for that user.

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

Do Outlook (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 Outlook (client-side) and cloud (server-side) signature mode. Keep in mind that:

  • Outlook email signatures will contain the contact details of the primary email address of a user who sends a message (if you use the new Web Add-in) or the user signed in to the Outlook add-in (if you use the legacy COM Add-in). Learn more about the CodeTwo Outlook add-ins
  • cloud email signatures will always contain the contact details of the user who sends the email – the signature will be the same as sent from the primary email address.

Since licenses for CodeTwo Email Signatures 365 are consumed per user, using signatures in emails sent from aliases won’t consume any additional licenses. 

Learn more about how CodeTwo Email Signatures 365 works with email aliases

Can users modify Outlook (client-side) signatures by themselves?

Yes and no. CodeTwo Outlook 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 Web Add-in, 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 legacy COM Add-in in your organization, when 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 a signature template or saves a 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 365 (this option can be found in the Logic step while configuring an Outlook signature rule).

Can users modify cloud (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 cloud (server-side) to combo? Will they still work?

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

  • converting your existing cloud (server-side) signature rules to Outlook (client-side) rules by using the built-in rule conversion feature (you can also create Outlook signature rules from scratch, as described here);
  • deploying a CodeTwo Outlook add-in for users who need to have signatures directly in Outlook. They will get the add-in and signatures automatically (learn more about the CodeTwo Outlook add-ins).

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

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

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

You can also allow your users to manually switch between cloud and Outlook signatures directly from the CodeTwo Web Add-in’s pane. See this article to learn how to do that.

If you are using the legacy COM Add-in instead, users will get cloud 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 Outlook signatures or disable the options that set Outlook signatures to be used as defaults for new messages or replies/forwards (you can do so in the Logic step of an Outlook (client-side) signature rule, when managing email signatures in CodeTwo Email Signatures 365). Otherwise, Outlook 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 Outlook add-ins

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

Yes, the pane does not need to be open for CodeTwo Outlook signatures to be added to emails.

In the case of the modern Web Add-in, 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 add-in still adds the default Outlook 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 Apps button on the ribbon while composing an email and select CodeTwo for Outlook from the menu that opens.

As for the legacy COM Add-in, the pane is used to sign in to the add-in, preview CodeTwo Outlook signatures, and perform other actions related to CodeTwo services. After a user signs in, the pane can be closed – Outlook signatures will continue to be synchronized with the CodeTwo cloud service. 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 Outlook add-ins

Can I disable users’ default signatures in Outlook?

Yes. If you are using the modern Web Add-in, user’s default signatures are disabled automatically if you set CodeTwo signatures as the default ones for new emails and for replies and forwards. This works with Outlook desktop apps (for Windows and Mac), Outlook mobile apps (for iOS and Android) and Outlook on the web (OWA). You can also access the advanced add-in settings in CodeTwo Admin Panel and turn on the Always disable end users’ default signatures in Outlook setting to disable user’s default signatures even if they don’t get automatic CodeTwo signatures or if you use the modern Web Add-in in cloud (server-side) mode to preview signatures added in the cloud after an email is sent. See this quick video or check this article to learn more about the advanced settings available for the Web Add-in.

If you are using the legacy COM Add-in, you can disable user’s default signatures in Outlook for Windows only. To do so, select the Remove all user-defined signatures in Outlook option when configuring an Outlook (client-side) signature rule in the signature management app. Learn more

How does CodeTwo Email Signatures 365 work?

See this article for detailed information about how our email signature software integrates with your Microsoft 365 (Office 365) tenant and adds email signatures. Or watch the part of our tutorial where signature modes are explained:

What are the system requirements?

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

Will I have to install the program locally?

No. CodeTwo Email Signatures 365 is a cloud application that offers an all-web experience. All tasks related to configuring the program, managing subscriptions, creating and managing signature rules and designing email signature templates are handled via a web-based interface accessible from any device or platform (Windows, Mac, mobile phones, tablets, and so on). If you want to add signatures directly in Outlook, you need to deploy our Web Add-in (no end-user installation required). Learn more

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

Does the CodeTwo Outlook Add-in work with roaming signatures in Outlook?

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

The suggestion that our Outlook add-ins 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. This does not apply to our add-ins – we updated* the legacy COM Add-in back in 2020 to prepare for the release of Microsoft’s new feature, and our modern Web Add-in is not affected in any way (it's not a COM Add-in). However, if you still use the legacy COM Add-in, we recommend switching to the modern Web Add-in instead, as it offers more features and also supports Outlook for Windows, Outlook for Mac, OWA, and Outlook for iOS & Android.

* The legacy COM Add-in updates automatically on users’ computers. Only admins who deployed the legacy COM Add-in globally via GPO before June 17, 2020 need to redeploy it to make sure all users get the latest version of the add-in (instructions on how to do it are available in this article).

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 region(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 365, either:

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

Who can manage CodeTwo Email Signatures 365?

CodeTwo Email Signatures 365 uses a role-based access control. There are four roles in CodeTwo Admin Panel:

  • Owner – this role offers the greatest privileges and is automatically assigned to the user who creates a first CodeTwo Admin Panel account for a given organization. A user with this role can manage organization’s tenants, subscriptions, admins and billing information.
  • Admin Panel admins – users with this role can manage organization’s tenants and subscriptions.
  • Tenant admins – users with this role can manage the CodeTwo Admin Panel settings (without billing details) only for the Microsoft 365 tenant they belong to.
  • Signature rule admins – users with this role can access and manage email signature rules within their Microsoft 365 tenant.

Learn more about the admin roles in the user’s manual

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 Panel admin (or Owner) for a single organization in CodeTwo Admin Panel. See this article to learn how to invite admins.

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 would like to use Outlook (client-side) signatures added by the modern Web Add-in only. What user/organization data does the add-in access in this scenario?

When CodeTwo works in the Outlook signature mode (so when emails are not routed through CodeTwo), CodeTwo Web Add-in has access to: sender’s email address, message type (a new message, reply or forward) and message body type (HTML or plain text). This is the minimum set of information required for the add-in to apply signature rules in a correct way and validate user’s license. No other organization data is accessed by CodeTwo.

Learn more about the modern Web Add-in in the user’s manual

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 Microsoft 365 (Office 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 Microsoft 365 (Office 365) tenant in any way?

No, not at all. Sent Items Update resides within the CodeTwo cloud service in Azure and is totally independent of your mail flow and the functioning of your 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.

Can I change a region for an existing tenant?

It’s not possible to change the Azure region for your Microsoft 365 tenant without deregistering the tenant from CodeTwo (which will also cancel your current subscription – if you have one). To avoid these inconveniences, be sure to choose the right region when registering your tenant with CodeTwo. The CodeTwo cloud service operates in 18 datacenters across 9 Azure regions: West US, North Central US, Canada East, North Europe, UK South, Germany West Central, West Europe, Australia East, and UAE North.

If you still need to change your Azure region, contact our Customer Success Team to get the detailed instructions and learn how to move your configuration.

Does the application support multi-factor authentication?

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

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

No. CodeTwo software uses the OAuth 2.0 authorization protocol to establish a connection with 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 365?

Yes, Transport Layer Security 1.2 is fully supported.

Can I add email signatures to encrypted messages?

Yes, CodeTwo Email Signatures 365 supports adding signatures to digitally signed (S/MIME) and encrypted messages (including messages that contain sensitivity labels). Outlook (client-side) signatures are added directly in Outlook desktop, mobile and OWA 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 cloud (server-side) signatures, the encryption needs to be performed in the cloud as well, by using mail flow rules, after emails are routed through CodeTwo to get a signature. Learn more

Are emails always routed through CodeTwo?

No, it depends on how you want the software to add signatures. In Outlook (client-side) mode, signatures are added directly in Outlook, so additional routing through CodeTwo does not occur. If you want to use cloud (server-side) signatures (in combo or cloud mode), then your emails need to be relayed through the CodeTwo 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 signatures, templates, etc. to CodeTwo Email Signatures 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 or automatic replies,
  • email signature and auto-reply message templates defined in these rules and custom templates saved in the template library,

and makes them available in CodeTwo Email Signatures 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 I move my CodeTwo rules & signatures to another Microsoft 365 tenant?

Yes. You can use the rule import/export feature to move rules (rule settings + email signature templates) configured in CodeTwo Email Signatures 365 between tenants. It works with all types of rules: cloud (server-side) signature rules, Outlook (client-side) signature rules and autoresponder rules.

Learn more in our manual

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

Yes, it can.

CodeTwo Email Signatures 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 cloud (server-side) signature rule, this option is available in the Design step, in the Choose how you want the signature to appear in email conversations section.

When configuring an Outlook (client-side) signature rule, the program lets you set default signature templates for new messages and replies/forwards in the Logic step.

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 in the Recipients step while configuring a cloud (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 cloud (server-side) signature rule, you can define the recipients for whom a specific email signature will be added in the Recipients step. 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 can be used to insert different information to email signatures if specific 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 365 can automatically remove blank spaces from the signature if there is no corresponding data found in Microsoft Entra ID (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 Entra ID) and some users have their mobile phone field empty in Entra ID, 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 into email signatures. Is it possible?

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

To achieve this, first you need to upload users’ photos to Microsoft 365 (Office 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 Microsoft 365, use our freeware application CodeTwo User Photos for Office 365.

Can I create animated email signatures?

Yes, CodeTwo Email Signatures 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 (or signature cloud settings) is a feature that's started being rolled out to Outlook for Windows (Outlook versions connected to a Microsoft 365 subscription, in the Current Channel only) and Outlook on the web (reported by users, not officially confirmed by Microsoft) in October 2022. The feature 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 and – in the future – also in Outlook on the web. In other words, this feature is not an email signature management tool in any way. Here’s why:

CodeTwo Email Signatures 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 Entra ID (Azure AD), dynamic signatures based on rules, support for mobile devices and all email clients.

See a more detailed comparison between Outlook roaming signatures and CodeTwo Email Signatures 365

I want our marketing department or an external partner 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 Microsoft 365 (Office 365) user or group in your organization that is given required access rights in CodeTwo Admin Panel. Learn more about delegating signature management in CodeTwo Email Signatures 365 to internal users

In case of third-party partners, a guest user who’s going to manage signatures on behalf of your organization needs to be additionally invited into your Microsoft 365 tenant and meet certain conditions. Learn more in this Knowledge Base article

Can users choose which signature will be added?

Yes, they can. For cloud (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 in the Keywords step while managing your cloud signature rules.

For example, if you configure a rule where a condition is set to the following keyword: “my_sig”, CodeTwo Email Signatures 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 also be used to suppress signatures.

If you use the program in Outlook (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 for Windows, Mac and OWA when they type an email.

See step-by-step guidelines for this scenario

Can users see their cloud signatures (added in the cloud after an email is sent)?

Yes, just turn on the Sent Items Update feature for your organization, and users will see CodeTwo cloud signatures in their Sent Items folder. Or use our Outlook Web Add-in to preview cloud signatures directly as users type an email.

Can I see cloud (server-side) signatures while composing emails?

Yes, you can. This is possible after deploying the CodeTwo Outlook Web Add-in, which displays a preview of signatures in real time while composing emails in Outlook for Windows, Outlook for Mac and Outlook on the web (OWA).

The add-in is deployed per Microsoft 365 user (not per device) from the Microsoft 365 admin center. This technology is agentless, so no local COM/EXE modules are used.

See add-in's deployment instructions 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

You can also check if the rules that run on the Scheduler work correctly by using the built-in signature rules tester.

Can the program add signatures to emails sent from mobile devices?

Yes, it can.

When you use CodeTwo Email Signatures 365 in cloud (server-side) mode, all emails sent from mobile devices travel through the CodeTwo cloud service hosted in Microsoft Azure. This is where they get a signature before being delivered to intended recipients. Because of that, you can use any device (as long as it’s connected to your Microsoft 365 email) and your emails will always get the fully-branded CodeTwo signature.

See step-by-step guidelines for this scenario

In Outlook (client-side) mode, CodeTwo signatures are added directly to emails as users type them in Outlook on any device: Windows, Mac, iOS and Android. Learn more

How to use the program to gather customer feedback?

First, you need to enable One-click surveys in CodeTwo Admin Panel (see how). Next, create a survey and add it to your email signature(s) in the Signatures app. Finally, check survey results and get real-time analytics by accessing CodeTwo Insights, our built-in CSAT analytics tool.

Learn more about One-click surveys & Insights

How to use the program to create automatic replies and out of office messages for my users?

First, you need to enable Autoresponder in CodeTwo Admin Panel (see how). Then you will be able to create autoresponder rules in the signature management app at app.codetwo.com.

Can I manage user information that appears in email signatures?

Yes. All personal & organization info that appears in signatures is cached by CodeTwo from your Microsoft Entra ID (Azure Active Directory). When you change attributes in Entra ID, those changes are applied to email signatures and automatic replies, too.
You can also manage user attributes in a simpler way. Attributes manager lets you centrally manage information cached by CodeTwo and added to email signatures & automatic replies. You can also add any custom attributes (not available in Entra ID) and use them in signature and autoresponder rules. You can even let your end users update their informaton in signatures themselves at user.codetwo.com.

See how it works in this short video:

Why do I need CodeTwo Email Signatures 365?

Watch this short video to see key benefits of using our signature manager in your organization:

Microsoft 365 (Office 365) offers a very narrow range of capabilities when it comes to central email signature management. CodeTwo Email Signatures 365 lets you overcome all the limitations of Microsoft 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 Microsoft 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.
  • Create and centrally manage automatic replies in your organization and enhance them with links, graphics, and personalized email signatures.
  • And more...

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

Is CodeTwo Email Signatures 365 GDPR, CCPA and HIPAA compliant?

Yes, the software, as well as our company, is fully compliant with the General Data Protection Regulation, the California Consumer Privacy Act (and other applicable U.S. state laws relating data privacy) and the Health Insurance Portability and Accountability 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 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, CCPA and HIPAA compliance or the DPA, contact our Data Protection Officer using this form.

What is the licensing model?

CodeTwo Email Signatures 365 is offered on a monthly or yearly subscription model. You can save around 10% per year with the yearly subscription plan, but if you prefer a short-term commitment, the monthly plan is perfect for you. No catches here – if you decide to cancel your subscription at any time, it will expire at the end of your current billing cycle (next monthly/yearly payment renewal date).

Go to the:

Can I deploy the CodeTwo service to a limited group of users only?

Yes. When registering your Microsoft 365 tenant with CodeTwo Email Signatures 365 (see step-by-step instructions), go to the Scope & region step to limit the number of users who can benefit from the service (get email signatures, automatic replies, etc.) and whose data (like users’ Entra ID attributes used in email signatures) is stored in the CodeTwo cache. Also note that only these users will consume licenses. To find out more how CodeTwo Email Signatures 365 counts licenses and how to limit the scope of licensed users in the program, see the Pricing page.

Limiting the scope of licensed users to a smaller group can be useful if you’re testing CodeTwo in a large organization. You can, for example, do internal testing on a selected pilot group of users, and the rest of the users from your Microsoft 365 tenant won’t be integrated with our service in any way (until you decide to do so).

Some licenses were assigned to wrong users. What can I do?

You can always reset the license count in CodeTwo Admin Panel (but not more often than once every 24 hours). To do it, select your tenant on the Tenants page, click Licenses in the left menu, go to the Signature licenses tab and click Reset license count.

Learn more about managing and reassigning licenses in our manual

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 period is limited to 14 days but can be extended to 21 days in total via the CodeTwo Admin Panel.  By default, the trial version supports a maximum number of 1000 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 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 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?

Sure. Simply contact CodeTwo Customer Success team to buy a product license key and then activate your subscription in CodeTwo Admin Panel by following these steps.

Alternatively, you can buy the key through a CodeTwo reseller. You just need to have your Microsoft 365 tenant registered in CodeTwo Admin Panel.

How can I deploy the CodeTwo service in my organization?

To deploy CodeTwo signatures, you need to be a global admin and follow a simple wizard. See everything in our video:

Do I have to pay extra for additional features like One-click surveys, user information editor and Autoresponder?

No, all features in CodeTwo Email Signatures 365 are available as part of your existing subscription – there are no hidden or additional fees and no separate pricing plans offering different features.

To use some additional features, you just need to enable or configure them first in CodeTwo Admin Panel. See instructions:

Do I have to pay extra for technical support?

No, technical support is included in the price of the subscription.

Also note that all CodeTwo Email Signatures 365 subscribers enjoy the same level of support. This means that no matter how many licenses you have, or which subscription plan you are on, we offer you the following benefits:

  • 24/5 support by email or phone from our award-winning team of specialists, who know CodeTwo products inside out,
  • 24-hour response time guarantee – we provide support directly from our HQ (we don’t outsource customer support to any 3rd parties),
  • full access to our online knowledge base,
  • assistance provided at any stage of using our service (from onboarding to go-live and beyond).

We provide full technical support even during the trial period.