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Animated GIF support in email signatures

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

CodeTwo Reseller Panel: frequently asked questions (FAQ)

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

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

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

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

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

How to add a placeholder based image

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

How to 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}) in CodeTwo software. Solution: CodeTwo software allows you to customize the placeholder date forma (ID:500)

How to fix common image-related problems in signatures

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

How to find the license key in CodeTwo software

Problem: You need to find the license key for your CodeTwo software. Solution: CodeTwo applications are activated to the full version by entering a 25-character license key that you receive once the order is paid for. Finding th (ID:167)

Sent Items Update

As signatures/disclaimers are added to sent mail directly on Exchange Server, they are not visible in the mailboxes' Sent Items folders. To allow users to view signatures in their email clients, we have equipped CodeTwo Exchange Rules with

Overview

CodeTwo Exchange Rules is a mail processing solution for Microsoft Exchange that enables centralized management of signatures in a wide variety of environments: from Exchange 2007 via 2010, 2013, and 2016 to 2019. Unlike the Hub Transport o

Installation process

CodeTwo Exchange Rules is designed for adding signatures to emails sent from mailboxes hosted on Microsoft Exchange Servers 2007, 2010, 2013, 2016 or 2019. If you are looking for signatures/disclaimer management tool for Exchange Server

Supported platforms and requirements

CodeTwo Exchange Rules is designed to work with five versions of Exchange Servers: 2007, 2010, 2013, 2016 and 2019. There are two main components that have to be installed. Their requirements differ slightly from each other. Study the descr

Licensing

The application is licensed per user, and the licenses are sold in the license packs. More information on licensing can be found on the pricing site of each product from the Exchange Rules family. Do I have to renew the license annually?

Quick guide to creating rules

This section shows the example of how to create a signature adding rule along some chosen, additional options. Once the installation of CodeTwo Exchange Rules Family is completed and you have already configured the access rights to r

Configuration of rules

CodeTwo Exchange Rules Family enables creation of email rules that will be triggered by the program prior to meeting the defined conditions while the messages are traveling through the Exchange Server. In the subsections of this section,

Hybrid environments

CodeTwo Exchange Rules supports installation in hybrid environments with Exchange Server on-premises and Exchange Online (Office 365). Successful deployment of the software in hybrid environments relies on proper mail flow configuration by

Managing access rights

The software comes with Access Rights Management feature that allows you to customize software's permissions. This feature is disabled by default in CodeTwo Exchange Rules, however, you can easily find it in the top menu bar (Fig. 1.) and e

Active Directory attributes in email signatures

CodeTwo Exchange Rules enables you to insert Active Directory attributes (such as First name, Company, etc.) into email signatures. These variables are added as placeholders in the Editor and are automatically filled with dedicated informat

Sender

The Sender condition type is used to define the scope of senders that once met will trigger an action to be processed by the program. To define the scope of senders in the Conditions tab, expand the Field's context menu and choose Send

Restore images removed by iPhone and iPad

The Restore images removed by iPhone and iPad action in CodeTwo Exchange Rules is used to restore images that were automatically removed from an email when a user responded from an iPhone or iPad. The action works for both outgoing and inco

Insert different signatures for new mail and replies / forwarded messages

CodeTwo Exchange Rules lets you create personalized signatures / disclaimers that will be inserted to your mail. Furthermore, you can adjust the program's settings to automatically insert either a detailed or a simplified signature dependin

Installation

CodeTwo Exchange Rules is designed to work with five versions of on-premises Exchange Servers: 2007, 2010, 2013, 2016, and 2019 as well as with hybrid environments (Exchange Server on-premises tied with Exchange Online / Office 365). If yo

Hints to getting started

This section describes how to get started with CodeTwo Exchange Rules by providing hints associated with the program's installation, settings, and configuration. Installation Install the Exchange Rules Service on Exchange Serv

Activation

Prior to activating CodeTwo Exchange Rules, you need to install the trial version first. Once the trial is installed, you do not have to reinstall the program or use any other installer to activate the full version. Simply run the Licensing

Editor

One of the major features of CodeTwo Exchange Rules is that it inserts personalized sections such as signatures, legal notes, disclaimers, promo banners, etc. into emails. For the program to add these actions, you need to create a rule

Program's architecture

CodeTwo Exchange Rules is a program used for adding footers to messages traveling through the Exchange Server. Its architecture is based on two components responsible for the creation of email rules and their processing: Exchange R

Exchange Rules Service

CodeTwo Exchange Rules Service is one of the two major components of the program. It consists of the set of components / services and is directly responsible for processing settings and rules yet applying them to messages traveling through

Grouping conditions

Besides defining individual conditions in rules, the Administrator of the program can also group the chosen Conditions and create the logical And / Or relationship between them, in the same way, as in the case of bare conditions. Owing to t

International encoding support

While defining a new rule, the file containing the disclaimer / signature you want to add to a message is identified. As messages can be encoded using various regional settings, we recommend that the files with disclaimers use UTF-8 or Uni

Administration Panel

The Administration Panel of CodeTwo Exchange Rules is the console that enables central management of email rules within an organization. The Administration Panel can be installed using the setup wizard of the program during the initial inst

Rules tester

CodeTwo Exchange Rules comes with a feature called the Rules tester. It is designed to allow you testing your deployed rules behavior on virtual emails, so you can check what happens with a particular email without actually sending it. With

Log files

Log files contain diagnostic information that can be used to review the problem if the program deviates from its intended behavior. To display the log files, open up Server Monitor located in the ribbon of the Administration Panel. Next

Logon settings

After the installation of CodeTwo Exchange Rules, each Active Directory user is authorized to manage the email rules by default as long as he / she has access to the particular Administration Panel. That is why after the installation of

How to

The sub-sections of this article provide the configuration steps of the program's advanced usage and typical scenarios. Please study the examples below to learn how to: Insert different signatures to internal and outgoing emails

How to uninstall CodeTwo Exchange Rules

Removing CodeTwo Exchange Rules Family is as easy as uninstalling it from the Windows Control Panel: Go to your Windows Control Panel. Click on Programs and Features (or Add or Remove Programs in older Windows version). Find CodeT

Options

CodeTwo Exchange Rules Family offers two additional features associated with the way the rules are processed (Fig. 1.):  Processing subsequent rules Scheduler Fig. 1. Options tab. Proc

First steps

First time using the program? Here are some useful links: Supported platforms and requirements – see the technical specification required to use the software. Program's architecture – find out how CodeTwo Exchange Rules works, w

Insert different signatures for internal and outgoing mail

If you want to insert different signatures / disclaimer into internal and outgoing emails, CodeTwo Exchange Rules Family lets you create the rules that will distinguish the message direction and insert appropriate signature / disclaimers i

Message splitting

If you send an email to multiple recipients, and different rules are set to apply to these recipients, you would like each recipient to get the right version of your message. That is why CodeTwo Exchange Rules comes with the message split

Body

The Body condition is used to define the message body (content of an email) that once met will trigger an action to be processed by the program. To define the message body within the Conditions tab, expand the Field's context menu a

Template Library

Instead of creating new signature/disclaimer templates from scratch, you can choose it from the variety of sample templates and adjust it to your needs. The ready-made templates are available via the standalone application called Templat

Web analytics tools

This section describes how to integrate CodeTwo Exchange Rules with web analytics tools. The integration of these tools lets you measure the effectiveness of your email marketing campaigns and measure how much traffic you get from them.

Advanced features and options

CodeTwo Exchange Rules offers variety of advanced features and options that boost the program's functionalities and significantly improve its operation. These features are available in Settings, Import / Export tabs and Conditions: In

Insert signature

The Insert signature action in CodeTwo Exchange Rules Family is used to add signatures to emails, that meet the defined criteria in Conditions. This feature can be utilized to automate and facilitate the addition of company signatures,

Using previous versions' settings

If you are updating CodeTwo Exchange Rules to the newest version or performing a new installation and want to make you use of rules created on any previous version of CodeTwo Exchange Rules family, the Settings importer tool will do th

Connecting to Exchange Rules Service

As CodeTwo Exchange Rules can be operated via the Administration Panels installed either in a domain or non-domain environments, the program lets you define the most efficient connection type in which the Administration Panel will connect

How to insert marketing banners to outgoing mail

Creating signatures including some rich media on bare Exchange Server may sometimes be troublesome because it most often requires installing add-ins to enrich your content. CodeTwo Exchange Rules lets you create professional-looking sig

One-click surveys

CodeTwo Exchange Rules can be integrated with third-party one-click survey services. Such integration lets you add customer satisfaction surveys into your automatic emails and gather feedback from your customers. To learn more about the

Integrations

In this section you will learn how to integrate our software with third-party solutions. We will show you, for example, how to track the performance of your banner marketing by integrating your graphics with web analytics tools and how to e

Categories

All rules can be easily grouped into the categories - a single category consists of chosen name and selected color. One category can belong to multiple rules at a time, and likewise, multiple rules may belong to one category. To manage ca

Insert disclaimer

The Insert disclaimer action in CodeTwo Exchange Rules is used to add disclaimers to emails, that meet the defined criteria in Conditions. The feature can be used to automate and facilitate the addition of company disclaimers, legal

Server Monitor

As CodeTwo Exchange Rules is designed to work in a wide variety of scenarios including multi-server environments, it was equipped with the Server Monitor tool that enables viewing all the instances of the program in one place to track and m

Mechanism processing secure messages

Secure messages including encrypted and digitally signed messages are fragile in terms of modifications applied to their body. As a result, some of the actions performed on these messages can either damage the encryption or invalidate a dig

Importing / exporting settings

The program is equipped with a feature that enables import and export of rules (including import of sample rules). Thanks to this option, you will be able to export rules and import them to any other instance of the program. Additional

Integration with CrewHu

This article describes how to set up CodeTwo Exchange Rules Family to add CrewHu one-click surveys to your Exchange Server email signatures. CrewHu is an employee recognition software, which makes it possible to measure customer satisf

Trial version

The trial version of CodeTwo Exchange Rules can be used for free for 30 days. During this period, the program works exactly the same as the full, licensed version. Once the 30-day trial period is over, the program will not process messages

Actions

CodeTwo Exchange Rules was designed to manage email rules that initiate footer adding Actions to messages traveling through the Exchange Server. These actions are jobs specified by the Administrator that are executed by the program while pr

Exceptions

CodeTwo Exchange Rules processes messages based on the defined conditions. However, you can also define exceptions from Conditions that once met will exclude messages from being processed. Info As the configuration of exceptions is

Recipient

The Recipient condition is used to define the scope of recipients that once met triggers an action to be processed by the program. To define the scope of recipients within the Conditions tab, expand the Field's context menu and choose

Conditions

CodeTwo Exchange Rules processes messages based on the specified conditions. Conditions are criteria specified by the user that must be met by a message in order for this message to be processed by a given rule and for the rule action to be

How to update or upgrade and what is the difference

The version number The program version is always visible at the very top of the main window of the program. It consists of 4 numbers separated by dots, e.g. 1.5.0.337, following the pattern below: [major].[minor].[maintenance].[build]

How the software processes messages sent as / on behalf of other users

A user or a group of users may have permission to send messages as other users or on their behalf. These permissions are known as delegate permissions. See the examples below to learn which rules are applied for users sending as / on behal

Add graphics (e.g. a company logo or user photos) to signatures

CodeTwo Exchange Rules Family allows you to insert various graphics into your disclaimers and signatures, including logo of your company, marketing banners or even high-resolution users photos. This article is divided into several sections.

Understanding CodeTwo Exchange Rules

CodeTwo Exchange Rules offers many options to configure your signature rules and requires several services to perform these tasks. This section will help you understand the program better. Click the links below to learn more. Program'

Deployment on Server Core

This article contains information on how to deploy CodeTwo Exchange Rules on the Server Core version of Windows Server. The program needs to be deployed on an Exchange server with the Mailbox server role installed. Since Server Core has no

Integration with Hively

CodeTwo Exchange Rules Family lets you add Hively snippets to email signatures. The snippets provide recipients with an option to rate their customer satisfaction with a single click on a rating button that appears in an email. The integ

Create similar signatures for different departments

CodeTwo Exchange Rules allows you to add email signatures which are especially useful for external recipients, as you may add necessary contact information. However, for larger companies a single external signature might not be enough. Yo

Subject

The Subject condition is used to define the message subject that once met will trigger an action to be processed by the program. To define the subject within the Conditions tab, expand the Field's context menu and choose Subject (Fi

Reinstall or move to a different machine

Sometimes you may need to reinstall the program or even to move it to a different computer. See below how to do that. Reinstallation Reinstallation of the software is rarely required. However, it may happen that it will be recommende

Apply full composition

The Apply full composition action in CodeTwo Exchange Rules Family is used to configure a template for signatures / disclaimers comprising of all available layouts: header, signature and side banners that will be added to sent mail once

Using wildcards

Wildcards are characters that take form of an asterisk (*) followed or preceded by a particular character (-s) and are used to replace other characters in strings, e.g. *@company.com, *test*, *@company*. In CodeTwo Exchange Rules, wildca

Secure message type

By default, the program processes both encrypted and digitally signed messages. However, you can use the Secure message type condition to define which of these messages will actually be processed. Learn how the secure messages are proces

Message direction

The Message direction condition is used to specify the message direction type that once met will trigger an action to be processed by the program. To define the message direction, expand the Field's context menu within the Conditions tab

Integration with Google Analytics

Integration of CodeTwo Exchange Rules and Google Analytics makes it possible to track email signature campaigns and evaluate their effectiveness (Fig. 1.): Fig. 1. Tracking email signature campaigns' performance. Follow the steps b

Message type

The Message type condition is used to specify the message type that once met will trigger an action to be processed by the program. To define the message type, expand the Field's context menu within the Conditions tab and choose Message

Integration with Woopra

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

Integration with Matomo (formerly Piwik)

This section describes how to integrate CodeTwo Exchange Rules 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.):

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

Frequently Asked Questions

Please click the link CodeTwo Exchange Rules Family to read Frequently Asked Questions.

Administration Panel's Menu

The menu of CodeTwo Exchange Rules enables direct access to every key feature of the program and is divided into the nine following areas:  Click on the chosen button/area in the menu below to navigate to its description.

The dropdown Help menu

In the dropdown Help menu one can find such useful information like direct links to the User's manual, the Program's website and the general info on the CodeTwo Exchange Rules in the About tab. Furthermore, you can also contact the

Aliases

Page under construction.

Why do I need this product?

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.

How much does it cost?

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.

Can I get a discount?

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.

Do I have to buy licenses for all my users?

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.

What are the system requirements?

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.

Will it add signatures to emails sent from mobile devices?

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.

Will the program remove blank spaces from a signature if there is no data in Active Directory for a selected attribute?

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

Can I add signatures directly under email replies/forwards?

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

Can I add a different signature to my first email and a different signature to subsequent emails?

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

Can I create different signatures for internal and external messages?

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

Can I use different signatures in emails sent to different external domains?

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. 

Can the program auto respond to emails outside working hours?

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

What if an email is sent to recipients who should receive different signatures?

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.

What if I have multiple Mailbox servers?

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.

Can I test the product before I decide whether I want to purchase it?

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.

Where can I find documentation for the product?

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

Will signatures be visible when users compose new emails?

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

Can users choose what signature is attached to their email?

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.

Can senders see the signature?

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.

Can the program save all attachments sent from external addresses to one location?

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. 

We use different email clients in the network – is this a problem?

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.

Where are the settings stored?

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

Help! Some users are not getting their emails stamped with the signature.

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.

Is every Outlook version supported?

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

Is Outlook for Mac supported?

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

Does the application work in hybrid environment?

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.

Is Office 365/Microsoft 365 supported?

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.

Will it remove users’ existing Outlook signatures?

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.

Can our marketing people manage it without accessing other settings of the server?

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).

How often are updates released for the product?

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: 20192016 / 2013 / 2010 / 2007.

How can I check my Support contract validity?

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.

What is the return policy?

You can return the product within 30 days of purchase and delivery - no questions asked. Learn more about the CodeTwo return policy and 30-day money-back guarantee.