Knowledge Base

While the Exchange Server mail flow rules offer several signature adding options, they are limited and lacking in usability compared to what can be achieved using CodeTwo Exchange Rules. Here are a few examples of things you can’t accomplish using native Exchange Server capabilities, which are supported by our program:

• add signatures directly under the latest reply in email conversations (Exchange Server disclaimers are added always at the very bottom of the conversation);
• add images (e.g. company’s logo or user photos) to signatures so that they are visible directly in recipients’ email clients (not as attachment);
• show signatures appended on the server in the “sent items” folder of the sender’s email client;
• compose signature templates using a convenient WYSIWYG HTML Editor with Active Directory Fields;
• omit adding blank lines to signatures when there are no Active Directory data for a given user. You can read more about this feature in our Knowledge Base.

The cost depends on the number of mailboxes you will use CodeTwo Exchange Rules for. A breakdown of available license packages and their prices can be found on this page.

Yes, you can.

• If you are a healthcare, educational or non-profit organization.
• If you want to become a CodeTwo reseller, please take a look at our reseller program.

No, you don’t. You only have to purchase licenses for mailboxes which will be using the program’s features. For more licensing details refer to the How many licenses do I need? section of this page.

CodeTwo Exchange Rules consists of 2 components: the Administration Panel - a client application with adjustable access rights, in which a user configures rules; and the Exchange Rules Service - a host module responsible for distributing and enforcing rules in an organization. For full information about the system requirements see this Userguide article.

Yes, it will. In fact, CodeTwo Exchange Rules can stamp any email traveling through your Hub Transport or Mailbox servers. Regardless of the email client it was sent from. iPhone, iPad, Android, BlackBerry, Windows Mobile and other smartphones are supported.

 Yes, it will. The program can remove black space from a signature providing the Remove Text tags are used.  

Yes, you can. Simply place the signature in the proper place in the template editor while configuring your rule. Learn more here.

Yes, you can. This article explains how you can do it.

Yes, you can. CodeTwo Exchange Rules allows to create different email signatures and insert them to internal and/or external messages. To learn more about this functionality visit this User’s manual article. 

Yes, you can. CodeTwo Exchange Rules allows to set up different signatures for different emails, including emails sent to various external domains. For this purpose, you need to create separate rules with external domains specified in the rule’s conditions as well as create email signatures you want to insert once conditions are met. 

No, it can’t. If you need this functionality, check out CodeTwo Exchange Rules Pro, which allows creating rules that can automatically send replies to emails outside working hours. 

The Message Splitting feature takes care of this issue. With it enabled, CodeTwo Exchange Rules will send copies of a message stamped with different signatures to recipients included in different rules.

The program’s architecture allows the administrator to manage any number of servers without jumping from desk to desk or touching Remote Desktop. Just install the Exchange Rules Service on each Mailbox server. Once you do this, one Administration Panel will be enough to manage an organization of any size. The Administration Panel will connect to one Exchange Rules Service, which in turn will take care of distributing settings between servers and enforcing rules.

NOTE: Instances of the Administration Panel can also be used by non-admin staff, provided they are granted custom rule management permissions.

As for licensing, the number of servers you have in your organization is irrelevant. Just purchase licenses for all mailboxes in your organization that will use the program's features, and let us know in the Comments section of the order form how many servers you have - we will send you the necessary number of license keys.

Yes, you can. The fully functional free CodeTwo Exchange Rules can be downloaded from this page.

The free version is fully functional for 30 days. After this period, the program stops adding signatures. If you want to extend the trial period, please contact our support team.

All CodeTwo Exchange Rules software documentation is available online. Just follow the below links.

• Userguide
• Knowledge Base

No. The signatures are appended on the Exchange Server after the message has been sent and left the sender’s email client. 

Yes. This is possible thanks to the fact that rule conditions and exceptions can be based on the contents of the body and/or subject of emails.

For example, if you configure a rule with a condition set to: Body > contains keyword > stamp_me, CodeTwo Exchange Rules will look for the phrase "stamp_me" in email bodies and, upon finding the phrase, insert whatever signature you have set up in this rule into emails. In this scenario, the signature will only be inserted if a user includes the "stamp_me" phrase in their email.

Phrases can also be used as basis for rule exceptions.

Yes, the senders can see the signature in their Sent Items folders, after they send the email. The feature responsible for this is the Sent Items Update.

No, it can't. If you need this functionality, check out CodeTwo Exchange Rules Pro, which offers the strip/dump attachments feature to control email attachments in an organization. 

No. Any email traveling through your Mailbox or HubTransport servers can be stamped. In other words: all email clients that can hook up to your Exchange Server are supported.

CodeTwo Exchange Rules settings are by default stored in the following location: C:\ProgramData\CodeTwo Exchange Rules

Make sure that:

1. The problem users are included in the necessary rules. This article has more.
2. CodeTwo Exchange Rules is installed on all servers with the Mailbox role in the organization, as per this article.
3. All your active rules have signature templates created in all 3 available formats – HTML, RTF and Plain Text. Otherwise, it is possible that e.g. mobile phone users will not get their emails stamped with a signature. See this Knowledge Base article for more.

If you meet all of the above requirements and the problem persists, please send diagnostic information listed in this article along with a short description of the issue to our Support Team.

Yes. All desktop and mobile mail clients that connect to Exchange are supported.

Yes, it is. All desktop and mobile mail clients that connect to Exchange are supported.

Yes, but it requires the proper mail flow configuration.

CodeTwo Exchange Rules is compatible with the on-premises Exchange and Office 365 (Microsoft 365) hybrid, as long as it has centralized mail flow enabled.

Learn more about integration of CodeTwo Exchange Rules with hybrid environments.

Yes, but only in a hybrid Exchange deployment (an environment with both on-premises Exchange server and Office 365 / Microsoft 365 configured), with centralized mail transport enabled. Learn more

If you are interested in an email signature management software that handles organization-wide email signatures in Office 365 (Microsoft 365) in a non-hybrid deployment, consider using CodeTwo Email Signatures for Office 365. If you own a product license key for CodeTwo Exchange Rules, we can offer you an attractive discount for migration to our Office 365 signature manager.

You can move rules configured to insert signatures/disclaimers as well as your custom signature templates to the tenant that is used with CodeTwo Email Signatures for Office 365 – we have a tool for that.

Not yet. We are working on it, and plan to add this in future releases. In the meantime you can still remove users’ existing Outlook signatures via GPO and disable adding signatures created in OWA via EMC.

Yes, they can. They can do it thanks to the fact that the Administration Panel can be installed independently of the server-level Exchange Rules Services. The administrator, using the Rules Access Rights Management feature, can also control users' rule access permissions (by assigning them different roles) as well as rules rights (assigning view, edit and delete permissions).

We release free updates and bug fixes every couple of months.

Major paid upgrades are released less often - only when a host of new features is added. The difference between updates and upgrades is explained in this article.

For information on how to update/upgrade CodeTwo products see this article.

See CodeTwo Exchange Rules version history: 2019 / 2016 / 2013 / 2010 / 2007.

You can check the validity of your Support contract by using this form. To verify that, you need to provide your license key of CodeTwo Exchange Rules. If you use multiple license keys for the same program, provide just one of the keys.