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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)
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)
Delayed or blocked emails within a hybrid environment »
Problem: Your organization is using a hybrid Exchange environment. Emails recently started to be delivered with a delay or fail to be delivered at all. The problems seem to intensify over time. Solution: The problems you’re experiencing are most likely related to Microsoft’s (Mail) Transport-based Enforcement System that gradually [...] (ID:1039)
How to sync the Loop protection settings in CodeTwo Exchange Rules Pro across all servers »
Problem: You’re using CodeTwo Exchange Rules Pro in a multi-server environment. You would like to sync the Loop protection settings across all your Mailbox servers to further limit the number of automatic replies sent by the program. Solution: Important The instructions in this article apply to CodeTwo Exchange Rules Pro 2.18.x or [...] (ID:1020)
How to add the alt text HTML attribute to an image in a signature »
Problem: You would like to add the alternative text (alt text) HTML attribute to images in your signature to make it more accessible to the visually impaired and comply with applicable requirements. Solution: The alt text (alternative text) attribute is used in HTML to describe the appearance or function of an image to people with visual [...] (ID:988)
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: Important This solution works only with the classic Outlook for Windows. The new Outlook for Windows doesn’t include this option yet. By default, the Outlook desktop app on Windows applies [...] (ID:976)
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)
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 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 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 process emails with CalendarPart in CodeTwo Exchange Rules »
Problem: Messages with the CalendarPart property are not processed by CodeTwo Exchange Rules. The CodeTwo Exchange Rules Transport Agent log file contains the following message: Calendar message. Skipping it. Solution: When using the default settings, the CodeTwo Exchange Rules family of products will not process messages with the [...] (ID:899)
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)
Spoofed emails receive signatures in the CodeTwo Exchange Rules family of products »
Problem: You receive emails sent by an external sender in an attempt to impersonate a user inside your organization. As a result of this spoofing attempt, they are processed by CodeTwo Exchange Rules and receive signatures and/or disclaimers identically to authentic emails. Solution: The problem occurs because software belonging to the [...] (ID:891)
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 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)
How to add a warning message to emails received from outside of your organization »
Problem: You want to add information to emails originating from outside of your organization to warn your users that they may potentially contain unsafe attachments or links. Solution: It is possible to configure CodeTwo Exchange Rules Pro to add an additional warning to emails coming from outside your organization. This is done in two [...] (ID:863)
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)
CodeTwo Reseller Panel: frequently asked questions (FAQ) »
This article contains a list of questions frequently asked by CodeTwo partners and resellers. How can I 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 [...] (ID:810)
The Server Monitor is not working »
Problem: The Server Monitor is not working correctly. For example, servers are not displayed. Solution: Use the links to read about the most common problems and recommended solutions. Servers are not listed due to security settings CodeTwo Exchange Rules services are not registered in ADSI Edit Servers are not listed due to security [...] (ID:807)
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)
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)
Troubleshooting impersonation rights error »
Problem: When you are migrating mailboxes or running data backup or restore jobs by using CodeTwo software, you get the Failed mailbox message on the Bad news card with the following information: The account does not have permission to impersonate the requested user. A similar error may also occur when using the Sent Items Update [...] (ID:799)
Phone links in email signatures are not recognized by mobile devices »
Problem: You use CodeTwo software to add click-to-call links with the sender's phone number to email signatures. These links are not recognized by your recipients' mobile devices: tapping the links does not launch any application. Solution: CodeTwo programs feature several AD attribute placeholders that allow you to have click-to-call [...] (ID:795)
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)
Troubleshooting problems with connection to Exchange Rules services »
Problem: The Administration Panel is not able to connect to the Exchange Rules Service, and you get various errors. Solution: Use the links below to learn about the most common problems and how to solve them. Connection to the Exchange Rules Service cannot be established via proxy Connection problems related to firewall settings You are [...] (ID:785)
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)
Error: The specified domain either does not exist or could not be contacted »
Problem: You get the following error message when using CodeTwo software: The specified domain either does not exist or could not be contacted. Solution: This error is related to your environment and the way your system manages domain-related queries or tasks. CodeTwo software uses default system-wide AD libraries. The above error can [...] (ID:775)
How to make sure CodeTwo Exchange Rules supports TLS 1.2 in hybrid environments »
Problem: Starting 31 October 2018, Microsoft makes TLS 1.2 the default security protocol in Office 365. TLS 1.0 and 1.1 still work, but Microsoft does not provide support in case of connection or compatibility issues. This article explains how to ensure that the software from the CodeTwo Exchange Rules family supports TLS 1.2 for [...] (ID:765)
How to manage email of a former employee (automatic replies, email forwarding, and more) »
This article explains how to handle situations when somebody tries to contact a person who no longer works in your company. We will show you how to use CodeTwo software to set up automatic replies (out of office messages) for former employees, forward their incoming emails to another person, or block emails from reaching their mailboxes. [...] (ID:744)
How to avoid wrapping of text in email signatures »
Problem: You would like to prevent the text in your email signature from wrapping to the next line (Fig. 1.). Fig. 1. Text wraps in an email signature. Solution: Depending on your signature layout, the text may wrap, for example when it is too long to fit the screen. If you want to stop the text in a specific part of your signature [...] (ID:743)
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)
Auto-replies are not working as expected »
Problem: You use CodeTwo Exchange Rules Pro to manage auto-replies in your organization. You were informed that If someone sends an email to one of the users in your company, this person gets unusual auto-reply response, for example: receives an auto-reply not only from the user they sent their email to, but also from another user; [...] (ID:703)
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 keep templates in sync across multiple Administration Panels »
Problem: You work with one of CodeTwo Exchange Rules products and use multiple instances of the Administration Panel. You noticed that custom templates stored in the template library of one of the Administration Panels are not available for use from other Panels. Solution: Apart from using built-in templates, the user can create custom [...] (ID:692)
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 create a rule that applies to individual users and not to distribution groups they belong to »
Problem: You use Exchange distribution groups and want to set up a rule (in the CodeTwo Exchange Rules family of products) that will apply only to individual recipients, not to the distribution groups that include these recipients. Let's consider the following example: An auto-reply is set for John Smith, who is a member of the [...] (ID:677)
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)
Images in email signatures – linked or embedded? »
Modern HTML email signatures can include images (as well as other multimedia content). Graphics can be included as: Linked (online) images: these images aren’t a part of an email signature itself but are stored somewhere on the Internet. To add them to your signature, you need to provide an address (URL) to their location. When you [...] (ID:662)
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)
How to stop link previews from being displayed in emails »
Problem: You created an email signature template that includes a URL, e.g. a link to your newest video. When you send a message and a recipient views it in Outlook on the web (OWA) or Outlook.com, a preview of this URL is automatically displayed (Fig. 1.), which changes the whole layout of your signature. Fig. 1. A link preview [...] (ID:623)
How to 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)
Error: Method not found »
Problem: You find the following error in the Event Viewer logs (in the Application branch) or in the CodeTwo Exchange Rules Pro and CodeTwo Exchange Rules family agent log files: Method not found: 'Void Microsoft.Exchange.Data.Transport.Email.EmailMessage.Normalize()'. and your emails are lacking signatures and disclaimers. Solution: The [...] (ID:573)
How to fix problems with importing CodeTwo Exchange Rules settings »
Problem: You are not able to import a settings file you previously exported from the program, due to the following (or similar) error: Failed to import settings. Element 'http://www.codetwo.com:SecuritySettings' contains data from a type that maps to the name 'http://www.codetwo.com:SecuritySettingsEx'. The deserializer has no knowledge [...] (ID:561)
Enable WCF Tracing »
Problem: You would like to enable tracing of any WCF service or application, for diagnostic purposes. Solution: Every WCF service and application comes with its own CONFIG file. The CONFIG files are located in the same directory as executable files of the service or application. We strongly recommend that you create a backup copy of [...] (ID:553)
CodeTwo signatures are not added to emails in an Exchange server - Troubleshooting »
Problem: Signatures are not added by a program from the CodeTwo Exchange Rules family. Important If you use CodeTwo Email Signatures 365 and experience a signature-related problem, go to this article instead. Solution: There may be several reasons for this behavior. The most likely causes and solutions are described below. Missing [...] (ID:551)
How to avoid duplicates in the Sent Items folder »
Problem: After installing one of the programs from the CodeTwo Exchange Rules family, you see two or more copies of each message in the Sent Items folder. Solution: There are two main reasons for such behavior. Use the links to learn more. The option to create a copy of the original message when updating Sent Items is turned on [...] (ID:548)
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)
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)
Problems installing CodeTwo agent on Exchange 2013 CU11 »
Problem: You experience problems with CodeTwo agent of MS Exchange Transport Service during installation of CodeTwo Exchange Rules family software and CodeTwo Exchange Rules Pro in environments with multiple Exchange Servers, from which at least one is Exchange Server 2013 with Cumulative Update 11 (CU11) installed. Solution: So far, [...] (ID:521)
The message could not be dispatched in CodeTwo Agent »
Problem: You see similar entries in the CodeTwo Transport Agent logs: „Error: The message could not be dispatched because the service at the endpoint address 'net.pipe://localhost/ER.Engine/MailsProcessingUnit' is unavailable for the protocol of the address. module: CommonLanguageRuntimeLibrary”), Such an error message indicates an [...] (ID:518)
How to set up a proxy to work with CodeTwo software »
Problem: You are unable to establish a LAN or WAN connection required by our software and services when using a proxy. Solution: To resolve problems with proxy connections you should understand how they work and what they do. You should also know how to configure proxy settings in your environment and what tools to use to diagnose a [...] (ID:515)
Signatures are not visible in emails in the Sent Items folder on mobile devices »
Problem: While displaying sent messages on mobile devices, the signatures and disclaimers are not included despite enabling the Sent Items Update service. Solution: Follow the steps below to make sure first that you have configured the Sent Items Update service correctly and that it is actually working: Send a message that meets [...] (ID:505)
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)
Track link clicks in email signatures »
This article is obsolete and may relate only to older versions of our software. If you use a current version, see the user's manual of your product for more information: CodeTwo Exchange Rules | CodeTwo Exchange Rules Pro | CodeTwo Email Signatures 365 Problem: You want to track users' clicks on links in your signatures and disclaimers, [...] (ID:499)
Error related to deserializing object graph »
Problem: The following error occurs in one of the WCF services used by CodeTwo software: The InnerException message was 'Maximum number of items that can be serialized or deserialized in an object graph is '65536'. This problem is related to the default WCF service limits that your CodeTwo program has reached. This may happen in some [...] (ID:498)
Limit the visibility of AD object for desired users »
Problem: You want to limit the visibility of a particular Active Directory object (e.g. Organizational Unit) for desired users only. Such configuration may be helpful especially for environments including tenants. Solution: To hide specific object you need to apply necessary changes directly in the Active Directory, as every CodeTwo [...] (ID:495)
How to add a user to Organization Management group »
Problem: How to manually manage the Organization Management group membership. Solution: Add a desired user to the Organization Management group using Windows PowerShell: Run Powershell. Check the Powershell version by typing cmdlet: $PSVersionTable The empty response means you are using version 1.0. For versions 2.0 and newer you [...] (ID:493)
How to change the update time for Active Directory values in CodeTwo Exchange Rules products »
Problem: The Active Directory data used by CodeTwo Exchange Rules Pro 2.x or CodeTwo Exchange Rules family software in placeholders and conditions is not refreshed automatically after having been modified in AD. You need to wait a while to see the updated values in rules and signatures. Solution: By default, the AD data is refreshed in [...] (ID:491)
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)
On an iPhone device, the size of text in a signature is larger than defined »
Problem: The design of your signature defines size of the text smaller than 13px. However, the iPhone devices are displaying the text larger than expected, therefore the layout of your footer may be distorted. Solution: The main reason to this situation is default rendering behavior on iPhone devices. Currently, the smallest available [...] (ID:481)
Diagnosing CodeTwo Exchange Rules family software (newer versions) »
Problem: CodeTwo assistance is required with your CodeTwo Exchange Rules family software problems or advanced configuration. Solution: Follow the steps below to collect all diagnostics: This Knowledge Base article is designed to use with latest versions of CodeTwo software. If you are using version older than the ones listed in the [...] (ID:479)
How to preserve spacing in AD fields »
Problem: You have an Active Directory field with some additional spacing in it, for example field Title: IT Administrator that contains two spaces between "IT" and "Administrator". But when you send an e-mail, the placeholder Title is filled with just "IT Administrator", i.e. the additional space gets removed. Solution: HTML-rendering [...] (ID:478)
Display language of the AD field "Country" »
Problem: The {Country} placeholder is filled with an incorrect value, for example, instead of a local country name (Deutschland), the English name of the country appears (Germany). Solution: The Country field in Active Directory consists of three attributes: c – 2-character ISO-3166 country code, e.g. US, co – the name of the [...] (ID:474)
How to avoid proxy-related issues when using the Sent Items Update service »
Problem The Sent Items Update (SIU) service is unable to process messages because of the proxy configuration, therefore all messages in Sent Items folder are not stamped with the signatures. Also, you are unable to configure the service correctly, as you are receiving the following error: The request failed. The remote server returned an [...] (ID:470)
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)
How to save stripped off attachments from emails to the network location »
Problem: You cannot dump stripped e-mail attachments onto a network drive. In the log files you find entries similar to this: Error: Access to the path '\\ENV111-W81-1\Deployment\[email protected]' is denied. Failed to save attachment to disk: \\ENV111-W81-1\Deployment\[email protected]\1.txt module: [...] (ID:461)
Error: The WS-Management service cannot process the request. »
Problem: You cannot install the software because of the error message: The WS-Management service cannot process the request. The system load quota of 1000 requests per 2 seconds has been exceeded. Send future requests at a slower rate or raise the system quota. The next request from this user will not be approved for at least 1991904000 [...] (ID:459)
How to remove spacing between e-mail body and signature »
Problem: While composing a signature you may encounter a problem where the spacing between e-mail body and signature is too wide. This may be caused by incorrect signature design or unnecessary tags used in the HTML code of the signature. Solution: Here are the most common reasons to such a behavior: There may be an empty paragraph tag [...] (ID:455)
How to check if CodeTwo Exchange Rules Engine service is published in ADSI Edit »
Problem: You need to check if the CodeTwo Exchange Rules Service is registered in ADSI Edit. This might be useful when troubleshooting some very specific issues in CodeTwo Exchange Rules Pro and CodeTwo Exchange Rules family software. Solution: To find out if the CodeTwo Exchange Rules Engine is published, follow these steps: Open [...] (ID:452)
Support for multiple domains in the Exchange Rules software family »
Problem: CodeTwo Exchange Rules family (starting version 2007 4.x, 2010 3.x, 2013 2.x) and CodeTwo Exchange Rules PRO (starting version 2.x) do not find users and groups from the root domain, when MS Exchange and CodeTwo Exchange Rules family software are installed in a subdomain. Additionally similar problem could take place when you [...] (ID:447)
Agent installation problems »
Problem: CodeTwo Transport Agent cannot be implemented when installing CodeTwo Exchange Rules Pro 2 or CodeTwo Exchange Rules Family. Solution: There may be two possible reasons and solutions to this problem: You may be affected by a bug persisting in versions of MS Exchange Server 2013 earlier than Cumulative Update 8 (CU8). If you [...] (ID:441)
How to use multi-line notes in signatures and disclaimers »
Problem How to use multi-line notes from Active Directory in your signatures and disclaimers. Such fields may be used to present your opening hours and many more. Solution On the Exchange Server simply open Active Directory Users and Computers tool, then navigate to the user you want to add notes. In our example it will be User1. [...] (ID:439)
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)
CodeTwo Exchange Rules software failed to save licensing data »
Problem: Due to insufficient user rights, CodeTwo Exchange Rules software cannot activate your license. During the activation, the application tries to save some important data to your disk, but returns an error, as it does not have permissions to do that. This issue persists if the User Account Control (UAC) is enabled. Fig. 1. Failed [...] (ID:435)
Signature design is inappropriate when it is imported from earlier version of CodeTwo software. »
Problem: When importing settings from the rules file created in one of earlier version of CodeTwo software, the result message may contain inappropriate design. Due to Microsoft Outlook behavior, look of your signature may be different in some scenarios, e.g. when you forward or reply on message. Fig. 1. Different design. Solution: [...] (ID:433)
How to find the EWS URL and how to test it »
Problem: You want to know the URL of Exchange Web Services (EWS). Solution: Finding the EWS URL on a client access server Finding the EWS URL by using the configuration of Web Services Virtual Directory Testing the EWS URL Finding the EWS URL on a client access server Most Exchange servers have the Client Access Server (CAS) role [...] (ID:429)
Incorrect address or SOAP action »
Problem: The CodeTwo Exchange Rules Service (of CodeTwo Exchange Rules Pro or CodeTwo Exchange Rules) does not start. An error window might appear (Fig. 1.), with the following message: There was no endpoint listening at http://localhost:5020/ER.Engine/SettingsStorage/Viewer that could accept the message. This is often caused by an [...] (ID:428)
You are not able to resend a message updated by SIU »
Problem: You cannot use a resend option for a message processed by the Sent Items Update service (SIU) of CodeTwo Exchange Rules PRO or CodeTwo Exchange Rules family software. The attempt to resend the e-mail ends with the following error message in your Outlook: You do not have permissions to send the message on behalf of the [...] (ID:423)
Sent Items Update troubleshooting »
Problem: The Sent Items Update service (SIU) in CodeTwo Exchange Rules family software, including CodeTwo Exchange Rules Pro 2.x, cannot properly connect with Exchange Web Services (EWS). As a result, signatures are not being included in the Sent Items folder. In the log files, you may find the following errors: The request failed. [...] (ID:383)
How to troubleshoot a problem with access rights to rules (error 1301) »
Problem: You experience problems with access rights in CodeTwo software. For example, unauthorized users can access email rules. The program shows a warning (Fig. 1.). Fig. 1. The notification related to a problem with access rights. The software's log files contain the following message: An error (1301) occurred while enumerating the [...] (ID:382)
How to delete OWA (Outlook on the web) signatures in Microsoft Exchange »
Problem: You want to remove email signatures in OWA (Outlook on the web) for multiple or individual users. Solution: Important The solution applies to Microsoft Exchange Server 2010, 2013, 2016, 2019 and Microsoft Exchange Online* (Microsoft 365). Before running the commands listed below, ensure that you are signed in as a user who is a [...] (ID:377)
How to convert an HTML signature template to RTF or Plain Text »
Problem: You want to create RTF and Plain Text versions of an HTML signature to make the signature work on all devices, including the mobile ones. Solution: The quickest and easiest way to convert an HTML signature into an RTF or plain text one is to use the Convert button located in the Format group on the Main tab of the editor’s [...] (ID:234)
External email addresses are treated as internal »
Problem: External email addresses are treated as internal by CodeTwo software. As a result, your email rule conditions do not work as expected. For example, rules designed to cover only internal users are also triggered for external users. Solution: By default, when external users are added as contacts to your organization's Active [...] (ID:292)
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 completely remove CodeTwo Exchange Rules family software »
Problem: You need to completely remove CodeTwo Exchange Rules family software. Solution: To completely remove CodeTwo Exchange Rules family software from your system: Backup your rules using import/export feature. Learn more Backup any *.config files you may have edited in installation and settings folders. This must be done manually. [...] (ID:269)
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)
Noninterpersonal messages »
Problem: Rules are not executed upon noninterpersonal messages (non-IPMs) and, as a result, signatures are not added. The log files contain the following message: Non interpersonal message. Skipping it. Solution: Sometimes the software from the CodeTwo Exchange Rules family does not follow the rules despite the fact that they are [...] (ID:255)
How to optimize the message processing speed in CodeTwo Exchange Rules software family »
Problem: You would like to optimize the mail processing speed in CodeTwo Exchange Rules / CodeTwo Exchange Rules Pro. Solution: CodeTwo Exchange Rules and CodeTwo Exchange Rules Pro are advanced mail management software. The program allows you to create multiple email rules. Each of this rules can have several conditions and [...] (ID:253)
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)
How to reduce line spacing in a signature template »
Problem: There is a large gap between the lines in your signature template created in CodeTwo Exchange Rules software. Solution: This happens when you press Enter to go to the next line (Fig. 1). Fig. 1. Two lines of text entered as separate paragraphs. Signature editor used in CodeTwo Exchange Rules software interprets the Enter key [...] (ID:247)
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 change the letter case of AD values inserted into signatures with CodeTwo Exchange Rules »
Problem: Active Directory text values inserted into placeholders are not correctly formatted. Solution: Email signatures added by CodeTwo software can contain placeholders. These placeholders are automatically filled with Active Directory data when a signature is added. It might happen that user attributes in the AD are not properly [...] (ID:233)
How to save a signature as a template »
Problem: You want to save the signature you’re working on as a template so that you can use it again in the future. Solution: Saving signatures as templates is a simple way to reduce the time spent on creating multiple signatures that do not differ much. It also allows you to easily restore the signature to its saved version in case of [...] (ID:232)
How to extend the timeout for services if they fail to start or stop »
Problem: CodeTwo services cannot be started or stopped. Solution: In some environments, applications installed as Windows services may require more time to start or stop. Click on the links below to learn how to change the timeout for service applications in Windows. A service does not start A service does not stop A CodeTwo service is [...] (ID:228)
How to set the priority of the CodeTwo Exchange Rules Transport Agent »
Problem: You need to change the order of transport agents on the transport agent’s priority list. Solution: During the installation of CodeTwo Exchange Rules family software (including CodeTwo Exchange Rules Pro) or when applying Service Packs to the Windows Server operating system, the order of transport agents may change. The [...] (ID:224)
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)
How to add dynamically changing image links to emails »
Problem You would like to insert image links (images that are linked to a web resource) into email signatures, and these images should dynamically change every time a new message is sent so that each message gets a different picture. For example, you have several marketing banners, and you would like CodeTwo software to add a different [...] (ID:201)
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)
Meeting Request, Response and Cancellation messages are not updated in Sent Items folder »
Problem: Meeting Request, Meeting Response and Meeting Cancellation messages are not updated in the Sent Items folder. Solution: For such items (Meeting Request, Meeting Response and Meeting Cancellation) the signature is added only for those outgoing from the Exchange Server, and not the ones already saved in the Sent Items folder. The [...] (ID:189)
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 use regular expressions »
Problem: How to use regular expressions. Solution: Regular expressions are formulas that can be used to match or find character strings by employing wildcards and metasigns. In CodeTwo Exchange Rules family the regular expressions may be used for removing a sensitive content or check if the subject contains some regular text. As opposed [...] (ID:177)
How to manually install, uninstall or temporarily disable CodeTwo Exchange Rules Transport Agent »
Problem: Software products from the CodeTwo Exchange Rules family process emails via a dedicated Exchange transport agent: CodeTwo Exchange Rules Transport Agent. Normally, the agent is installed automatically together with the program. On rare occasions, the installation of the Transport Agent might fail and you need to install it [...] (ID:176)
Suppressing and forcing email signatures via keywords in CodeTwo Exchange Rules software family »
Problem: You would like to use the software from the CodeTwo Exchange Rules family to add signatures only to messages that include specific keyword phrases. Solution: You can use the software to set keyword phrases that, once added to an email body or subject, trigger or suppress an email signature. The recommended solution depends on [...] (ID:169)
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 the license key/activation code in CodeTwo software With the exception of CodeTwo Public Folders, the license [...] (ID:167)
Installing CodeTwo Exchange Rules Pro on a client machine »
Problem: You want to delegate managing CodeTwo Exchange Rules Pro to users who do not have enough permissions to access your company's server. Solution: CodeTwo Exchange Rules Pro can be installed both on a server machine as well as on any client machine. The latter is recommended for organizations where the administrator does not want to [...] (ID:162)
Creating the signatures in HTML, RTF and Plaintext formats »
Problem: Why shall we create the signatures in all available formats? Solution: While attempting to leave the Template Editor in CodeTwo Exchange Rules PRO without creating the signature in every format, the warning window appears: in Exchange Rules 2007/2010/2013 and Exchange Rules Pro 1 (Fig. 1.) Fig. 1. Warning message after [...] (ID:157)
How to add signatures only to messages sent by selected users »
Problem: How to add signatures only to messages sent by selected users. Solution: If you want to do this you need to add these users to the scope of senders for a given rule. Here's what has to be done: Open the Administration Panel of CodeTwo Exchange Rules (Pro). Create a new rule or edit an existing one. The next steps depend on [...] (ID:133)
Message splitting in CodeTwo software and problems when sending an email to multiple recipients »
Problem: When you send an email to multiple recipients, only the rules that apply to the first recipient (in the To field of the message) are executed. As a result, all recipients receive the message version intended for the first recipient. Example: You use CodeTwo software to add different signatures to emails sent to Company A and to [...] (ID:127)
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: See how to set proper text direction for right-to-left languages in CodeTwo Email Signatures 365 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 [...] (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 remove the CodeTwo Exchange Rules license from a user who does not need it anymore »
Problem: You want to take back the CodeTwo Exchange Rules license from a user who no longer needs it. Info Note that CodeTwo Exchange Rules licenses are assigned to every email address that benefits from the program. Consequently, if a user uses two email addresses, such a user will consume two licenses. Solution: To remove a license [...] (ID:95)
How to set the RemoteDomain parameters to force email format in Exchange »
Problem: Emails that were sent in the HTML format are received as Plain Text or RTF messages. You experience this format conversion also in the case of HTML signatures composed in CodeTwo Exchange Rules, CodeTwo Exchange Rules Pro or CodeTwo Email Signatures 365. Solution: There may be multiple reasons why emails are delivered in a [...] (ID:84)
How to configure Exchange Server to automatically convert RTF messages to the HTML format »
Problem: You need to configure an Exchange server so that messages to external recipients (i.e. recipients outside your organization) are never sent in the RTF format. You want the RTF messages to be automatically converted to HTML instead. Solution: HTML is the default format in Outlook and Outlook automatically converts all RTF messages [...] (ID:80)
Setting global encoding for outgoing messages at the server level »
Problem: You need to enforce the same encoding in every Outlook client. Solution: The correct choice of encoding for outgoing messages is necessary for the faultless display of language-specific characters found in languages such as Swedish, Greek, Spanish, Danish, etc. There’s an option to change encoding directly in Outlook. However, [...] (ID:77)
How to disable adding signatures created in OWA for Exchange users »
This article applies to Exchange Server 2007 and 2010, and is meant for users of CodeTwo Exchange Rules 2007 and 2010 (both of which are now deprecated). For newer versions of Exchange Server and Exchange Online (Office 365) see this article. Problem: How to disable adding signatures created in OWA for Exchange users. Solution: After [...] (ID:65)
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 find installation folder for CodeTwo Exchange Rules »
Problem: You need to find the installation folder for CodeTwo Exchange Rules. Solution: If the path was not changed during the installation, then the program is installed in the default folder. For CodeTwo Exchange Rules Pro 2.x and Exchange Rules 2019 1.x / 2016 1.x / 2013 2.x* / 2010 3.x* / 2007 4.x*, you will find the default folder [...] (ID:40)
Remove or mask sensitive content | Exchange Rules Pro »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Remove or mask sensitive content in Exchange mail Sensitive data, such as personal information, medical and financial records, source code or credit card number, should never be sent via [...]
CodeTwo Exchange Rules Pro - Version History »
Version history Version 2.20.0.0 Date: 26 Feb 2024 New: You can now configure conditions (or exceptions) for your rules based on email headers. This lets you apply a specific action (e.g. add a signature) to emails that contain a defined header name, value, or both. Changed: End of support for Exchange Server 2013. Version 2.19.0.0 Date: [...]
CodeTwo Exchange Rules Pro - Download »
Download a fully functional 30-day trial below or buy a full version here. The product you are about to download (CodeTwo Exchange Rules Pro) is an email signature, content and flow manager for Microsoft Exchange 2019 and 2016. Download CodeTwo Exchange Rules Pro Standard installer for Exchange Server 2019 and 2016 with Desktop [...]
Use Exchange email signatures to run marketing campaigns »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Seize your marketing opportunities and analyze campaigns’ results Automatically added email signatures let you seize all the marketing opportunities your professional email correspondence [...]
Remote access to rules for Marketing on Exchange »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Remote access to Exchange email rules for Marketing teams Email signatures are a great way to support your marketing campaigns. However, when a Marketing team needs to deploy and manage [...]
Support for multi-tenant and multi-server Exchange environment »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Scalability, multi-tenant and multi-server environment support CodeTwo Exchange Rules Pro is designed to ensure that the high efficiency of settings' propagation and message processing is [...]
Recover images removed by iPhone from Exchange emails »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Recover images deleted by iPhone and iPad On iOS devices, such as iPhone and iPad, embedded graphics are removed when a user replies to an email or forwards it. This applies to images found [...]
One-click surveys in Exchange email signatures | CodeTwo »
Easy customer satisfaction measurement in your email signature Great customer service is indicated by the satisfaction of those who use it. Without a good method of measuring customer satisfaction, companies are in the dark about what their customers think. Adding one-click surveys into signatures with CodeTwo Exchange Rules Pro gives [...]
Legal email compliance - CodeTwo Exchange Rules Pro »
« Back to product page Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Legal email compliance for Exchange Keeping your IT infrastructure, especially email servers, compliant with legal regulations can be extremely challenging. [...]
Email disclaimer manager for Exchange Server | CodeTwo »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Add legal disclaimers to company mail "The information transmitted in this email is intended only for use by the addressee of this email and may contain confidential and/or privileged [...]
Exchange email signatures with Active Directory photos »
How to add email signatures with Active Directory photos to Exchange email? Creating Exchange email signatures with Active Directory pictures is very easy and can be achieved without any knowledge of mail flow rules (transport rules) or HTML. If you have already uploaded users' photos to Active Directory either manually or by [...]
Different signatures for new emails & replies | CodeTwo »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Fully-composed or simple email signature Some users may not want to get large email signatures with many graphic elements each time they receive an email from you. It can sometimes be hard [...]
Email address rewriting for Exchange Server | CodeTwo »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Email address rewriting for Exchange Server It is not unusual for a company to have a general email address provided for all external users to contact it, e.g. [email protected]. This applies [...]
DLP and email filters for Exchange Server | CodeTwo »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Customizable filtering and DLP policies for Exchange server How to stop an email from leaving your organization with critical data in it? Credit card details, internal documents, financial [...]
Exchange email content control and autoreporting | CodeTwo »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Notifications and email content control in Exchange Server Securing sensitive content from leaking out is crucial for every business. It is also required by the GDPR, CCPA and other similar [...]
Centrally managed email flow & email signatures in Exchange »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Central management of email flow and content based on rules Central management of email content, flow and signatures is essential in every Exchange organization. In the age of remote work, [...]
CodeTwo Exchange Rules Pro API for developers »
« Back to product page CodeTwo Exchange Rules Pro API and SDK (for Exchange hosting companies and developers) CodeTwo Exchange Rules Pro includes its own WCF based API working over the HTTP protocol. The API allows users to create custom web (e.g. ASP.NET, Java EE), desktop (e.g. Windows Forms, WPF) and mobile (e.g. Android/iOS using [...]
Support for hybrid environments | CodeTwo Exchange Rules Pro »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Support for hybrid environments A hybrid environment allows businesses to reap the benefits offered by on-premises Exchange Server as well as Office 365. However, mail flow and email [...]
Exchange email forwarding tool | CodeTwo Exchange Rules Pro »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Email forwarding or rerouting to internal or external users on Exchange server Email forwarding is a powerful feature that can be used to manage and supervise the entire mail flow in your [...]
Server-level automatic replies for Exchange Server »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Server-level automatic replies for Exchange Server Out of the box, Exchange Server has very limited auto-responding capabilities. The basic functionality allows sending out of office [...]
Block, save & compress email attachments in Exchange Server »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Email attachment control on Exchange Server Email attachments can have a huge impact on the overall performance and security of the IT infrastructure, especially in terms of compliance with [...]
Dynamic QR codes in Exchange email signatures | CodeTwo »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test QR codes in Exchange Server email signatures QR codes initially meant for automotive industry, made it extremely easy to quickly scan useful information onto mobile phones or any other [...]
Email unsubscribe mechanism software for Exchange Server »
« Back to product page Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Email unsubscribe mechanism for Exchange Server (CASL compliance tool) Canada’s anti-spam regulations (CASL) introduced the requirement of deploying an email [...]
Easy-to-use signature editor - CodeTwo Exchange Rules Pro »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Powerful and intuitive HTML signature template editor The template editor featured in CodeTwo Exchange Rules Pro will significantly simplify the creation of your company’s email [...]
Images, logos and user photos in Exchange email signatures »
Download free trial no credit card required; free support while you test Download free trial no credit card required; free support while you test Marketing banners, logos and users’ photos in email signatures Adding images to company-wide email signatures can be tricky. Exchange Server is not equipped with an easy-to-use editor for [...]
Exchange Rules Pro - Email signatures and disclaimers »
For better rules management, you can mark each rule with a color category, which helps you organize the rules more efficiently. What’s more, if you created dozens of rules, finding the specific one may be a bit troublesome and time-consuming. CodeTwo Exchange Rules Pro helps to solve this inconvenience by providing a built-in search [...]
Case Study for CodeTwo Exchange Rules Pro - BenComm »
Summary Company name: BenComm Number of employees: 35-40 Number of emails processed every day: 250 to 1750 outbound, 500 to 3500 inbound Server type: Microsoft Exchange Server 2010 Number of servers: 1 Problems: Enforcing a unified email signature to all users Solution/Product: CodeTwo Exchange Rules Pro Installation type: 50 mailboxes [...]
Exchange Rules Pro - City of Westfield Case Study »
Summary Company name: City of Westfield Number of employees: 180 Number of emails processed every day: n/a Server type: Exchange 2010 Number of servers: 1 Problems: Introduction of a complex HTML signature for business emails sent from PCs and mobile devices Solution/Product: CodeTwo Exchange Rules Pro Installation type: 180 mailboxes [...]
Exchange Rules Pro - Investment Property Databank Case Study »
See more customer success stories City of Westfield City of Westfield Brent Hardling, the IT Administrator of the municipality of Westfield, wasn't satisfied with the native Exchange Server 2010 email signature formatting options. Another major issue was the lack of a built-in tool able to convert plain text messages sent from iPhones [...]
CodeTwo Exchange Rules PRO Case Study - Kingston College »
See more customer success stories Investment Property Databank Limited Investment Property Databank Limited Investment Property Databank Limited provide independent consultancy and advice on real estate investments. The company uses CodeTwo Exchange Rules Pro - find out what for. Learn more... City of Westfield City of Westfield Brent [...]
Exchange Rules Pro - St Andrew’s College Case Study »
See more customer success stories Kingston College Kingston College Kingston College is located in South London, in UK and provides post-16 education and training. The institution processes about 3000 emails every day. They urgently needed a solution that would allow an easy central email management to create professional e-mail [...]
CodeTwo Exchange Rules PRO user story - PKP Energetyka »
See more customer success stories St Andrew’s College St Andrew’s College St. Andrew's College is a prestigious Anglican boarding school for boys, located in Grahamstown, South Africa. In an effort to save time and resources, it's IT administrator, Anton Redelinghuys, decided to look for a 3rd party email signature management [...]
Exchange Rules Pro - Wealth Enhancement Group Case Study »
See more customer success stories PKP Energetyka PKP Energetyka PKP Energetyka is one of the main sellers of electricity in Poland. With the 5,000 outgoing e-mails daily and over 2,000 employees' mailboxes, they needed a reliable program equipped with an advanced template editor that would let them create professional e-mail signatures [...]
Exchange Rules Pro case study by Dr. Dr. Wagner GmbH »
"Thanks to the software, we have the fields of corporate identity and compliance under control." Robert Füreder (IT Administrator) Summary Company name: Dr. Dr. Wagner GmbH Number of employees: 900 Number of emails processed every day: 1,300 Server type: Microsoft Exchange Server 2010 Number of servers: 1 Problems: Unified layout of [...]
Exchange Rules Pro - Silgan Containers Case Study »
"Exchange Rules Pro gives us a rich editing platform to perform needed modifications." Howard Gripp (IT Networking & Support Manager) Summary Company name: Silgan Containers Corporation Number of employees: 5,000 Number of emails processed every day: 6,000 Server type: Exchange 2010 SP1 Number of servers: 4 Problems: Centralized [...]
CodeTwo Exchange Rules PRO Case Study - Gosford City Council »
See more customer success stories Silgan Containers Corporation Silgan Containers Corporation Silgan Containers Corporation, founded in 1987, is one of the major providers of metal food packaging in the USA. They tried to use Microsoft Exchange to customize their e-mail correspondence and stamp each message with a graphical signature [...]
Exchange Rules Pro case study by TV18 Broadcast Limited »
See more customer success stories Gosford City Council Gosford City Council The Gosford City Council is responsible for the protection and improvement of the quality and standard of living in Gosford City, Australia. It's 1,800 employees send over 22,000 emails every day. CodeTwo Exchange Rules Pro allowed the Council's Exchange [...]
Exchange Rules Pro - Davis LLP Case Study »
Summary Company name: Davis LLP Number of employees: 580 Number of emails processed every day: 53,000 Server type: Exchange 2010 Number of servers: 2 Problems: Server overload caused by a previous 3rd party signatures and disclaimers solution, problems with HTML signatures design, marketing staff was unable to create rules and [...]
Exchange Rules Pro - UNICEF France Case Study »
"The software gave me exactly what I was looking for in terms of functionality, and its performance is even more than I expected." Alain Vondra (IT Manager) Summary Company name: UNICEF France Number of employees: over 100 Number of emails processed every day: 5,000 Server type: Exchange 2010 virtualized Number of servers: 1 Problems: [...]
CodeTwo Exchange Rules PRO case study by Telmex »
Summary Company name: Teléfonos de México S.A.B. de C.V. Number of employees: 23,000 Number of emails processed every day: 1,320,000 Server type: Microsoft Exchange Server 2007/2010 Number of servers: 2 Edge Servers, 2 CAS Servers, 3 HUB Servers & 6 Mailbox Servers Problems: The reduced ability of editing and creating disclaimers and [...]
CodeTwo Exchange Rules Pro - Prices »
Pricing The license for the software is perpetual - you do not need to renew it annually. The Support contract expires after one year. What does technical support include? All prices shown on the website are net of Value Added Tax and any other taxes or duties. Quick access: New license Additional licenses Upgrade to version 2 Free [...]
CodeTwo Exchange Rules Pro - Case Studies »
Customer stories Telmex Telmex The Exchange administrators of Teléfonos de México S.A.B. de C.V. (Telmex), one of North America's biggest telecomunications companies, talk about why they chose CodeTwo Exchange Rules Pro to augment Exchange's built-in email signature management options and other Hub Transport rule capabilities. [...]
CodeTwo Exchange Rules Pro - How does it work? »
How it works CodeTwo Exchange Rules Pro lets you manage the email flow on Exchange Server according to rules. It covers a wide range of aspects, including email content control, attachment filtering, message rerouting, email signatures and disclaimers and a whole lot more. The number of combinations of conditions and actions is almost [...]
Opinions about CodeTwo Exchange Rules Pro »
Awards CodeTwo Exchange Rules Pro has been awarded by G2.com. Based on user reviews, our advanced email signature management tool is most recommended for Exchange Server organizations and has the best support in the Email Signature category on G2. Users recognized the tool as simple and intuitive, yet also powerful and versatile. [...]
Exchange Rules Pro | Frequently Asked Questions »
Frequently Asked Questions - CodeTwo Exchange Rules Pro Take a look at the list of Frequently Asked Questions for CodeTwo Exchange Rules Pro: Sales Select and click on a sales-related question: Functionality Select and click on a functionality-related question: Technical Select and click on a technical-related question:
CodeTwo Exchange Rules Pro - Screenshots and Videos »
Videos Check out the videos below to see how CodeTwo Exchange Rules Pro works. See how easy it can be to manage email signatures and email flow for the whole company if you use our solution in your Microsoft Exchange Server environment. Setting up an email signature rule on Exchange using CodeTwo softwareHow to use the template editor in [...]
CodeTwo Exchange Rules PRO - the list of features »
Features Below you can find a list of all CodeTwo Exchange Rules Pro features. Email signatures and disclaimers Automatic email signatures stamped on the server side. Just one (or a few templates) for the entire company. Learn more... Automatic email content and flow control based on rules. Use conditions, exceptions to build your [...]
Exchange Server email management software | CodeTwo »
Design unified email signatures and disclaimers for the entire company in less than 5 minutes.Change senders’ addresses on the fly, for example, from [email protected] to [email protected], or modify the email subject to maintain consistency in email correspondence. More...Compress, archive or remove attachments from incoming emails [...]
Sent Items Update »
Since signatures/disclaimers are added directly on the Exchange server after an email is sent, they are not visible to the senders. To let end users see their signatures in the Sent Items folder of their email clients, CodeTwo Exchange Rules Pro is equipped with the Sent Items Update (SIU) feature. The SIU service updates the sent emails [...]
Overview »
CodeTwo Exchange Rules Pro is an ultimate mail processing solution for Microsoft Exchange that enables centralized email management in Exchange 2019 and 2016. Unlike the Mailbox role on bare Exchange, the program gives several additional options breaking the standard approach to email rules simultaneously simplifying their creation. [...]
Remove sensitive content »
The Remove sensitive content action in CodeTwo Exchange Rules Pro is used to automatically filter confidential data and sensitive content in messages, and remove, mask or replace such content. If a rule containing such action is enabled, the program searches for selected phrases in all the messages that meet the criteria defined on the [...]
Installation process »
CodeTwo Exchange Rules Pro was designed for organizations that use Microsoft Exchange Server 2019 or 2016 for mail processing. Use the links below to learn about the software installation, installation management, upgrading, and more. General guidelines (read before installing) Installation in multi-server environments Installation in [...]
Licensing »
Below you will find answers to common questions related to the CodeTwo Exchange Rules Pro licensing model: How many licenses do I need? Do I need to buy the program for all mailboxes in my organization? How can I buy licenses? How many licenses are currently in use? How can I buy additional licenses? How many licenses do I need if I have [...]
Activation »
Prior to activating CodeTwo Exchange Rules Pro, 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 program on each Exchange server equipped with the Exchange Rules Pro Service and provide the [...]
Auto respond »
The Auto respond action in CodeTwo Exchange Rules Pro expands the limited native capabilities of Exchange Server when it comes to managing auto replies in your organization. With CodeTwo Exchange Rules Pro you can create sophisticated auto replies for any user or a group of users centrally, without setting up anything on the end users’ [...]
Active Directory attributes in email signatures, disclaimers and auto-replies »
CodeTwo Exchange Rules Pro enables you to insert Active Directory attributes (such as First name, Company, etc.) into email signatures. These variables are added as placeholders in the template editor and are automatically filled with dedicated information pulled from your AD. The program offers a wide variety of predefined placeholders [...]
Log files »
Log files contain diagnostic information that can be used to review any problems if the program fails to work correctly. To display the log files, open the Server Monitor located on the toolbar of the Administration Panel. Choose the server whose log files you want to check and click the Download () button either for the Exchange [...]
Sender »
The Sender condition type is used within a rule to define the scope of senders that, once met, will trigger the program to process the rule and perform the associated action(s). To define the scope of senders within the Conditions tab, expand the Field's context menu and choose Sender (Fig. 1.). Fig. 1. Choosing the Sender condition. [...]
Access Rights Management »
You can customize permissions to use CodeTwo Exchange Rules Pro thanks to the Access Rights Management functionality. Right after installation, the software can be managed by every person who has access to the Administration Panel. That is why we recommend configuring access rights directly after you install the software in your [...]
Add graphics (e.g. a company logo or user photos from AD) to signatures »
CodeTwo Exchange Rules Pro allows you to insert various graphics into your disclaimers and signatures, including the logo of your company, marketing banners or even high-resolution user photos. Furthermore, thanks to the Force email format functionality, your images will be included in the final message, no matter from which device [...]
Rewrite sender's address »
The Rewrite sender's address action in CodeTwo Exchange Rules Pro is used to automatically change the sender (the From field of a message) so that emails of multiple people look as if they arrived from the same address, e.g. [email protected]. Example of usage If there are multiple people who send mail on behalf of the same [...]
Installation overview »
CodeTwo Exchange Rules Pro is designed to work with two versions of on-premises Exchange Servers: 2019 and 2016, as well as with hybrid environments (Exchange Server on-premises tied with Exchange Online / Microsoft 365). Study the articles below to learn more about the installation of the software. Installation process - step-by-step [...]
How to group conditions »
In CodeTwo Exchange Rules Pro, you can define multiple conditions for your email rule and create logical And/Or relationships between them. By skillfully using conditions and groupings, you have practically unlimited possibilities of defining conditions for rules. This article will help you understand how to create logical connections [...]
Register CodeTwo application in Microsoft Entra ID »
The Sent Items Update (SIU) service in CodeTwo Exchange Rules Pro connects to Microsoft 365 (Office 365) by using the secure OAuth 2.0 authorization protocol. To enable this connection, first you need to register the CodeTwo application in Entra ID (Azure AD) for all Microsoft 365 tenants that will be used in your CodeTwo software. Next, [...]
Hybrid environments »
CodeTwo Exchange Rules Pro 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 the admin. The general principle is to route all messages through the on-premises part of your [...]
Logon settings »
After installation of CodeTwo Exchange Rules Pro, each Active Directory user is authorized to manage email rules in the program by default, as long as they have access to any instance of the Administration Panel. That is why after installing the first Administration Panel, access rights should be instantly configured. Learn more [...]
Rules Tester »
CodeTwo Exchange Rules Pro comes with a feature called the Rules Tester. It is designed to allow you to test your rules on virtual emails, so that you can check what happens when a rule is applied to a message without actually sending it. In the Rules Tester, one can modify several message parameters such as message format (HTML, RTF, [...]
Strip/dump attachments »
The Strip/dump attachments action in CodeTwo Exchange Rules Pro is used to automatically remove certain attachments and to dump (copy) them from messages onto a hard drive. This feature lets the administrators make sure that unwanted attachments are removed from messages before they reach their recipients. Moreover, mailboxes can be [...]
Mechanism processing secure messages »
Secure messages, including encrypted and digitally signed messages, are fragile in terms of modifications applied to their body (by "message body" we also mean the attachments included). As a result, some of the actions performed on these messages can either damage their encryption or invalidate a digital sign. However, CodeTwo Exchange [...]
Unsubscribe mechanism »
CodeTwo Exchange Rules Pro comes with a built-in unsubscribe mechanism that allows you to stay compliant with the latest regulations concerning email disclaimers and user privacy. When this unsubscribe mechanism is configured and enabled, the program inserts the {Unsubscribe link} placeholder to all emails sent externally. Once the [...]
Forward message »
CodeTwo Exchange Rules Pro enables you to set up automatic forwarding of messages that are processed by Exchange Server. Any message that meets the criteria defined in Conditions can be forwarded to one or multiple users without any action on the end user's part. Please note that a forwarded message will look exactly the same as the [...]
Remove keywords »
CodeTwo Exchange Rules Pro can remove defined keywords from messages. This feature is very useful if, for example, the end user does not want to see the word "Spam" or the "Scanned for spam" string added to the message subject by the spam filtering software of the email recipient. How to configure this action To activate this action [...]
Restore images removed by iPhone and iPad »
The Restore images removed by iPhone and iPad action in CodeTwo Exchange Rules Pro 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 incoming messages (provided that these messages fulfill the conditions defined in a parent email [...]
Supported platforms and requirements »
CodeTwo Exchange Rules Pro is designed to work with two versions of Exchange Servers: 2019 and 2016. There are two main components that need to be installed. Their requirements differ slightly from each other. Study the description and table below to get an overview of supported systems and requirements enabling its smooth and [...]
Force email format »
CodeTwo Exchange Rules Pro can be used to change the format of messages while they are being processed by Exchange Server. This feature will unify the format of all messages in a company, even if they are sent from mobile devices that rarely use HTML. If you combine this action with the Insert signature and Insert disclaimer actions, [...]
Options »
CodeTwo Exchange Rules Pro offers two additional features associated with the way the rules are processed (Fig. 1.): Processing of subsequent rules Scheduler Fig. 1. The rule options tab. Processing of subsequent rules The Processing the rules that follow section allows you to decide if the program should process the next rules after [...]
Exchange Rules Pro Service »
The Exchange Rules Pro Service is one of the two major components of the program. It consists of a set of components/services and is directly responsible for processing settings and rules and applying them to messages traveling through Exchange Server within an organization. Once the setup of CodeTwo Exchange Rules Pro is initiated, [...]
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 Pro lets you create professionally looking signatures/disclaimers including most types of rich media like graphics, banners, photos, etc. [...]
Template library »
Instead of creating new signature/disclaimer templates from scratch, you can choose it from the variety of predefined templates and adjust it to your needs. The ready-made templates are available via the template library (Fig. 1.), which is an integral part of the template editor. Fig. 1. The template library. Apart from using [...]
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 Pro comes with the message splitting capability. This option is enabled by default. Use the links below to find out more about [...]
Body »
The Body condition is used within a rule to define the message body (email content) that, once met, will trigger the program to process the rule and perform the associated action(s). To define the message body within the Conditions tab, expand the Field context menu and choose Body (Fig. 1.). Fig. 1. Choosing the Body condition. [...]
Compress Attachments »
CodeTwo Exchange Rules Pro enables automatic compression of attachments that are included in email messages. This is a useful feature if you want to attach a file to a message and its size is too large, especially when you do not want to store it on a public server. CodeTwo Exchange Rules Pro will automatically compress the [...]
Using previous version's settings »
If you are upgrading CodeTwo Exchange Rules Pro to the newest version 2.x or performing a new installation and want to use rules or settings from any previous version of the CodeTwo Exchange Rules family, the Settings importer tool will do the trick. This component is installed along with the Exchange Rules Pro service and the [...]
Connecting to Exchange Rules Pro Service »
As CodeTwo Exchange Rules Pro can be operated via the Administration Panels installed either in domain or non-domain environments, the program lets you define the most efficient way for the Administration Panel to connect to the Exchange Rules Pro Service (Fig. 1.). Fig. 1. Connection settings. There are two types of connections [...]
Configuration of rules »
CodeTwo Exchange Rules Pro allows you to create email rules that are triggered by the program if certain predefined conditions are met. Once active, email rules can perform various actions on messages, for example add signatures or attachments, remove sensitive content, change the message subject or format, and a lot more. Use the links [...]
Insert different signatures for new mail and replies/forwarded messages »
CodeTwo Exchange Rules Pro 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 depending if an email is sent for the first time or later in a correspondence. This can be achieved by [...]
Conditions »
Email rules in CodeTwo Exchange Rules Pro are based on conditions. Conditions are user-specified criteria that your message needs to meet in order for the software to trigger a rule (and apply a corresponding action). If a message does not meet any conditions, no actions are applied and the message reaches the recipient unaltered. [...]
Using wildcards »
Wildcards are single characters in the form of an asterisk (*) which are used to replace other characters in strings, e.g. *test, *@company.com, *test*, *@company*. In CodeTwo Exchange Rules Pro, wildcards may be used to: define phrases, define email addresses. Each usage types defined above are limited to certain features available in [...]
How to use a built-in unsubscribe mechanism »
CodeTwo Exchange Rules Pro lets you stay compliant with international legislation concerning email disclaimers by ensuring that your clients can unsubscribe from your mailing lists. This is achieved by a predefined combination of two rules that require no further configuration and provide a one-click solution to that issue. Overview To [...]
First steps »
First time using the program? CodeTwo Exchange Rules Pro is a versatile email signature and email flow manager for Microsoft Exchange Server 2019 and 2016 that lets you unify the looks of business correspondence for all your users. Go to the section of your interest and click a link to learn about a specific topic regarding the program. [...]
Exceptions »
CodeTwo Exchange Rules Pro processes messages according to defined conditions. However, you can also define exceptions that, once met, will exclude messages from being processed. Info As the configuration of exceptions is the same as conditions, learn more about conditions before setting up any exceptions The exceptions for a [...]
Program's architecture »
CodeTwo Exchange Rules Pro is an ultimate Exchange toolbox used for managing email flow within organizations. Its architecture is based on two components responsible for the creation of email rules and their processing: Exchange Rules Pro Service - a set of services responsible for processing rules and settings defined within the [...]
Insert different signatures for internal and outgoing mail »
If you want to insert different signatures/disclaimers into internal and outgoing emails, CodeTwo Exchange Rules Pro lets you create the rules that will distinguish the message direction and insert appropriate signatures/disclaimers into your users' emails. Overview To configure the program to insert different signatures to internal and [...]
Administration Panel »
The Administration Panel of CodeTwo Exchange Rules Pro is a console that enables central management of email rules within an organization. The Administration Panel can be installed during the first installation of the software or at any point later via the Control Panel. The panel consists of several tabs that give you direct [...]
Rule categories »
All rules created with CodeTwo Exchange Rules Pro can be easily grouped into categories. A single category consists of a chosen name and color. One category can belong to multiple rules at the same time, and likewise, multiple rules may belong to one category. To manage categories you can use the Rule categories tab located in the [...]
First start and initial configuration »
Once the installation of the software is finished, CodeTwo Exchange Rules Pro starts automatically. When the Administration Panel opens, it displays the Quick Tour slides (Fig. 1.) to help you learn about the main features of the program. Fig. 1. Quick Tour. At first startup, the Administration Panel automatically tries to connect to [...]
How to force email format »
To keep a specific format of messages in your organization (new emails, replies, forwarded emails), you can use the Force email format action and set a default email format which will remain unaffected by the format of incoming messages. This feature will be mostly appreciated by users who send their emails from mobile devices as such [...]
How to uninstall CodeTwo Exchange Rules Pro »
To uninstall CodeTwo Exchange Rules Pro, you need to: Go to your Windows Control Panel. Click on Programs and Features (or Add or Remove Programs in previous Windows versions). Find CodeTwo Exchange Rules Pro on the list, right-click on it and choose Uninstall. Follow the uninstaller wizard to remove the application. If you want to [...]
A quick guide to creating rules »
This article shows how to prepare a basic email rule that adds signatures to emails. Use the links below for quick access. Add a new rule and define its conditions Compose your signature Configure additional options Save the rule and preview it Add a new rule and define its conditions To start creating a new email rule, click the + Add [...]
Rule management »
This article helps you learn how to manage email rules. Use the links below to read about: Adding a new rule Predefined rules Managing rules The Rule Properties pane Adding a new rule To add a rule, click the + Add button located on the LIST OF RULES pane in the Administration Panel. You can create a new (clean) rule or select one of [...]
Block Message »
CodeTwo Exchange Rules Pro is capable of blocking selected messages if they match the criteria defined in Conditions. This can be used e.g. as an anti-spam filter. For example, you can block messages coming from specific senders or those that include keywords defined within Conditions and therefore must be considered as spam. How to [...]
Web analytics tools »
This section describes how to integrate CodeTwo Exchange Rules Pro 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. What are web analytics tools? What is URL tagging and why use it? Why integrate CodeTwo Exchange [...]
Insert disclaimer »
The Insert disclaimer action in CodeTwo Exchange Rules Pro is used to add disclaimers to emails that meet the criteria defined in Conditions. The feature can be used to automate and facilitate the addition of company disclaimers, legal notes, branding etc. to company emails without installing additional software onto the client [...]
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 behalf of other users. Example 1: User A has the Send As permission to User B's mailbox. When User A [...]
Insert signature »
The Insert signature action in CodeTwo Exchange Rules Pro is used to add signatures to emails that meet the criteria defined in Conditions. This feature can help to automate and facilitate the addition of company signatures, legal notes, branding etc. to company emails without installing additional software onto the client [...]
How to auto respond to mail outside working hours »
CodeTwo Exchange Rules Pro lets you create rules that will automatically send autoreplies with personalized signatures outside the working hours. This feature will be mostly appreciated by your Sales or Technical Support teams who want to maintain contact with clients. Overview Info Please note that the example shown here [...]
Actions »
CodeTwo Exchange Rules Pro can initiate various Actions on messages. The Actions are jobs specified by the Administrator that are executed by the program while processing messages. Info Please note that you can define one or several actions within a single rule. All the Actions are accessible within each rule (new or existing) [...]
Recipient »
The Recipient condition is used within a rule to define the scope of recipients that, once met, will trigger the program to process the rule and perform the associated action(s). To define the scope of recipients within the Conditions tab, expand the Field's context menu and choose Recipient (Fig. 1.). Fig. 1. Choosing the Recipient [...]
Deployment on Server Core »
This article contains information on how to deploy CodeTwo Exchange Rules Pro 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 graphical user interface (GUI), only the basic components of CodeTwo Exchange Rules Pro, [...]
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 processed by the program To define the Secure message type condition, go to the Conditions tab, expand the [...]
One-click surveys »
CodeTwo Exchange Rules Pro 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 benefits of adding one-click surveys to your email signatures and how to set them up in CodeTwo [...]
Template editor »
One of the major features of CodeTwo Exchange Rules Pro is that it comes with built-in template editor (Fig. 1.) that can help you compose signatures, disclaimers and other personalized email sections. Fig. 1. The template editor. The template editor is a standalone application with a user-friendly interface. The editor's window [...]
Examples of use »
This section shows how to configure the software for common usage scenarios. Use the links below or the menu to navigate. Insert different signatures to internal and outgoing emails Insert a detailed signature to new emails and a simplified signature to subsequent replies/forwards in the same conversation Modify signature rules to match [...]
Program settings and advanced features »
CodeTwo Exchange Rules Pro offers a variety of advanced features and options that boost the program's functionalities and significantly improve its operation. These features are available in several places of the program. In the Settings window: Sent Items Update - configure the service responsible for updating messages processed [...]
How to reinstall the program or move it to a different machine »
If you want to reinstall the program or move it to a different computer, you can find guidelines in this article. Reinstallation Reinstallation of the software is rarely required. It might be recommended by CodeTwo Support, for example when: you accidentally remove some of the installation files; Windows Update or some third-party [...]
Importing/exporting settings and rules »
CodeTwo Exchange Rules Pro allows you to import and export program's settings and rules (Fig. 1.). Additionally, you can convert settings from another of our products - CodeTwo Exchange Rules - and import them to the newest version of the software (CodeTwo Exchange Rules Pro 2.x), or load sample rules to start working with the program [...]
Modify subject »
CodeTwo Exchange Rules Pro can be used to modify the subject of messages traveling through Exchange Server. This feature can be useful, e.g. to tag external messages. When the subjects of messages are properly tagged, it is easier to browse and find emails. How to configure this action To use the action click Add on the Actions tab and [...]
Add attachment »
CodeTwo Exchange Rules Pro lets you automatically add attachments to messages. The attachments are added by the program while the message is being processed by an Exchange server. Normally, to send a message with an attachment a user needs to add it manually at the client machine. If you configure and activate the Add [...]
Create similar signatures for different departments »
CodeTwo Exchange Rules Pro allows you to quickly and easily adjust email signatures so that they are suitable for different departments – the program is equipped with a feature that lets you clone signature rules. Let us say the signature of your employees working in Customer Support Team should only contain a general phone number [...]
Server Monitor »
CodeTwo Exchange Rules Pro is designed to work in a wide variety of scenarios, including multi-server environments. That is why it is equipped with the Server Monitor tool that enables you to view all instances of the program's services in one place in order to track and manage their operation status and performance. To open the tool, [...]
Subject »
The Subject condition is used within a rule to define the message subject that, once met, will trigger the program to process the rule and perform the associated action(s). To define the subject within the Conditions tab, expand the Field's context menu and choose Subject (Fig. 1.). Fig. 1. Choosing the Subject condition. There are two [...]
Trial version »
The trial version of CodeTwo Exchange Rules Pro 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 anymore. The software will notify the admin automatically via email when the trial period is [...]
Remove themes and stationery »
This action is used to remove all themes and stationery from email messages. Such features may be added when composing a message in particular email clients, such as Microsoft Outlook (Fig. 1.). Fig. 1. A theme applied to a message in MS Outlook. This feature helps to maintain a uniform look of the company's correspondence regardless [...]
Add recipients »
CodeTwo Exchange Rules Pro has a feature that lets you automatically add recipients to selected messages that meet the requirements specified in Conditions. When delivered, the messages will show the email addresses of remaining recipients in the header of the message. This feature is useful for example when a manager requires a copy [...]
What is the difference between an upgrade, update, and migration? »
The version number The program's version is always visible on the title bar of the main window of the program. It consists of 4 numbers separated by dots, e.g. CodeTwo Exchange Rules Pro 2.11.0.0. The version number uses the following pattern: [major].[minor].[maintenance].[build] where: [major] – the first position indicates the major [...]
Message header »
The Message header condition can be used within a rule to specify a message header name and/or value that, once met, will trigger the program to process the rule and perform the associated action(s). You can use this condition, for example, for email filtering and increased protection against cyber threats by combining it with Block [...]
Tenants configurator »
Tenants are instances of client suborganizations that benefit from the Address Group Policy that segments users into separate groups within one global organization. Thanks to such a solution, separate tenants can make use of a single instance of software, but the software’s data and configuration are customized to suit each particular [...]
How to compress/remove attachments from incoming mail »
Add a new rule to the list of rules via the + Add button. Name the rule and describe it (Fig. 1.). This rule will be used to remove individual attachments exceeding a specified size range from an incoming message and store them on the server the program is installed on. Moreover, an HTML attachment will be inserted to the incoming [...]
CodeTwo Exchange Rules Converter »
CodeTwo Exchange Rules Converter is a stand-alone ClickOnce application that lets you automatically transfer your templates, signature-adding rules and autoresponder rules from CodeTwo Exchange Rules Pro to CodeTwo Email Signatures 365. The tool is especially helpful if you plan to migrate from on-premises Exchange to Microsoft 365 [...]
Message direction »
The Message direction condition is used within a rule to specify the message direction type that, once met, will trigger the program to process the rule and perform the associated action(s). To define the message direction, expand the Field's context menu within the Conditions tab and choose Message direction (Fig. 1.). Fig. 1. Choosing [...]
Conditional placeholders in email signatures, disclaimers and automatic replies »
In addition to regular placeholders, CodeTwo Exchange Rules Pro lets you take advantage of the so-called conditional placeholders that you can insert into signature, disclaimer and auto-reply templates. While a regular placeholder is always replaced with the same value of a selected Active Directory (AD) attribute, a conditional [...]
Profiling: how the program influences your server and email flow »
In this article you will learn about the effect our software has on email flow in Exchange environments. Overview and summary of results Specification of the test environment Testing procedure Results Overview The aim of these tests was to analyze how CodeTwo Exchange Rules Pro influences email flow and how much load the software puts [...]
Understanding CodeTwo Exchange Rules Pro »
CodeTwo Exchange Rules Pro offers a wide variety of 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's architecture - an overview of how the program is designed Exchange Rules Pro Service - [...]
Integrations »
You can expand the functionality of CodeTwo Exchange Rules Pro in your organization by integrating the software with third-party solutions such as one-click email surveys, URL tracking tools, and more. For more information, choose one one of the links provided below. Integration with web-analytics tools Integration with one-click surveys [...]
Message type »
The Message type condition is used within a rule to specify the message type that, once met, will trigger the program to process the rule and perform the associated action(s). To define the message type, expand the Field context menu within the Conditions tab and choose Message type (Fig. 1.). Fig. 1. Choosing the Message type [...]
Software Development Kit »
CodeTwo Exchange Rules Software Development Kit (SDK) provides documentation, samples and libraries containing classes representing API (based on Windows Communication Foundation Service working over the HTTP protocol) of CodeTwo Exchange Rules Pro that let you develop and build service-orientated custom applications integrated with the [...]
Apply full composition »
The Apply full composition action in CodeTwo Exchange Rules Pro is used to configure a template for signatures/disclaimers which contains all available layout elements: a header, a signature and side banners. The template is processed by the program and applied to sent emails. How to configure this action To activate this action, [...]
Attachments »
The Attachments condition is used within a rule to specify the count/size/extension of attachments that, once met, will trigger the program to process the rule and perform the associated action(s). To define the attachments, expand the Field context menu within the Conditions tab and choose Attachments (Fig. 1.). Fig. 1. Choosing [...]
The dropdown Help menu »
In the dropdown Help menu one can find such usefull information like direct links to the User's manual, the Program's website and the general info on the CodeTwo Exchange Rules Pro in the About... tab. Furthermore, you can also contact the Technical Support and make use of the diagnostic data in Log files (Fig. 1.). Fig. [...]
Integration with Google Analytics »
Integration of CodeTwo Exchange Rules Pro 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 below to insert URLs with Google Analytics tags to your emails in CodeTwo Exchange Rules Pro by using [...]
Feedback »
Your feedback is very important to us. It has continuously helped us develop better applications and we strongly encourage you to send us your concerns and suggestions about new and existing features. Your opinion shapes new functionalities and drives changes in the forthcoming versions of our software. To share your opinion, please [...]
Integration with Matomo (formerly Piwik) »
This section describes how to integrate CodeTwo Exchange Rules Pro 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 Web [...]
Integration with CrewHu »
This article describes how to set up CodeTwo Exchange Rules Pro 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 satisfaction (CSAT) with one-click surveys. The collected customer feedback can be viewed in the form of [...]
Integration with Woopra »
This section describes how to integrate CodeTwo Exchange Rules Pro 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 campaigns. [...]
Integration with Hively »
CodeTwo Exchange Rules Pro 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 integration of CodeTwo Exchange Rules Pro and Hively gives you the following benefits: You can embed customer [...]
What are the system requirements?
CodeTwo Exchange Rules Pro consists of 2 components:
- the Administration Panel – a client application with adjustable access rights, in which a user configures email rules and program’s settings;
- the Exchange Rules Service – a host module responsible for distributing and enforcing rules in an organization. Both components have slightly different system requirements (only 64-bit platforms are supported):
Administration Panel
- Windows Server 2022 / 2019 / 2016
- Windows 11 / 10
The Administration Panel can be installed on any machine (server and client) in your domain.
Exchange Rules Service
Operating system:
- Windows Server 2022 / Windows Server 2019 (including the Server Core version) / 2016
Exchange Server:
- Exchange 2019 and 2016 with Mailbox role
For more information see this user's manual article.
How do I install CodeTwo Exchange Rules Pro?
First install the Exchange Rules Service on each mail processing server (with the Mailbox role) in your organization. Then install at least one Administration Panel on any machine inside your domain that meets these system requirements. The Administration Panel will connect to the Exchange Rules Service, which in turn will take care of distributing settings between servers and enforcing rules.
If you are running Exchange 2013 SP1, please consult this KB article before installing the program.
Instances of the Administration Panel can also be used by non-admin staff, provided that the designated users are granted necessary rule management permissions.
Detailed CodeTwo Exchange Rules Pro installation walkthrough
NOTE: The number of servers you have in your organization does not impact the program's licensing. Just purchase licenses for all email addresses in your organization that will be processed by the program. Find out more about CodeTwo Exchange Rules Pro licensing details here.
How frequently do you release updates?
Free updates containing minor improvements and bug fixes are released every couple of months.
Paid upgrades containing major changes and brand new features are released less often. To find out what is the difference between updates and upgrades read this article.
You can find the entire CodeTwo Exchange Rules Pro release history, including changes introduced in each new version, on this page.
To find out how to update/upgrade your CodeTwo Exchange Rules Pro installation see this article.
Where do I find software documentation?
The CodeTwo Exchange Rules Pro technical documentation is available online on these pages:
How do I upgrade from version 1.x to version 2.x?
First of all, you have to purchase an upgrade of your version 1.x license package. To do this, go to the CodeTwo Exchange Rules Pro order form, select the Upgrade to CodeTwo Exchange Rules Pro 2.x option and proceed to place an order for the number of licenses matching the number you currently own.
IMPORTANT: The architecture of CodeTwo Exchange Rules Pro 2.0 is different from that of version 1.x. Read this article to make sure that you know what you have to install.
Once you have obtained the license upgrade package, you can start upgrading the software. To do this, follow these guidelines.
How can I check my Support contract validity?
To check your support contract validity for CodeTwo Exchange Rules Pro, use this online form.
Can it add disclaimers directly under the latest emails in conversations?
Yes, it can. This is possible thanks to a unique signature positioning algorithm. Learn more here ...
Can the program add different signatures for new messages and replies?
Yes, it can. The program allows to set up different signatures for new emails and different for replies and forwards. Learn more…
Can I create different signatures for internal and external messages?
Yes, you can. CodeTwo Exchange Rules Pro allows to create and insert different signatures to emails depending on the message direction. Find out more…
Can it add different signatures to emails sent to different external domains?
Yes, it can. CodeTwo Exchange Rules Pro allows to set up different rules that will insert different signatures to emails sent to specific domains that match external domains specified in the rules’ conditions.
Can users choose which signatures will be added to their emails?
Yes, they can. This is possible if rule’s conditions and/or exceptions are based on the content of email body and/or email subject.
For example, if you configure the following rule where a condition is: Body > contains keyword > insert_sig, CodeTwo Exchange Rules Pro will look for the phrase "insert_sig" in email body and, upon finding the phrase, add whatever signature you have set up. With these settings, the signature will only be applied if a user puts the "insert_sig" phrase in their email. Phrases can be used in rule’s exceptions as well.
Can a signature be visible while composing an email?
No, it can’t. This is not possible to see a signature while composing an email as signatures are added directly on the server, after hitting the Send button. However, you can enable the Sent Items Update feature to update messages in users’ Sent Items folders. Learn more about the Sent Items Update…
Does it apply rules to emails sent from mobile devices and email clients other than Outlook? What about Mac?
Yes, it does. CodeTwo Exchange Rules Pro can apply signatures to any messages (internal, outgoing or incoming) traveling through your mail processing servers, regardless of the email client or mobile device it was sent from. iPhone, iPad, Android, BlackBerry, Windows Phone and other smartphones are all supported. The same goes for OWA and standalone email clients such as Outlook, Apple Mail (Mac), Entourage and Thunderbird.
Can the program remove blank spaces from the signature if some users do not have e.g. a mobile number in Active Directory field?
Yes, it can. Thanks to the Remove Text tags, CodeTwo Exchange Rules Pro can remove entire lines from a signature if there is no data to pull from Active Directory for a selected attribute. Learn more on how to properly use Remove Text tags...
Alternatively, you can use the conditional placeholders feature to define a generic phone number to be inserted into a signature if an email sender has no mobile phone number specified in your Active Directory. Learn more
Can non-IT staff, e.g. Marketing department, use it without accessing any other server settings?
Yes, they can. The architecture of CodeTwo Exchange Rules Pro allows the server administrator to delegate selected rule configuration duties to other employees (e.g. email signature management to the Marketing team), without risking security or privacy breaches. Learn more here...
Can the program save attachments sent from external email addresses to one location?
Yes, it can. This is possible thanks to the strip/dump attachments feature. You can decide e.g. whether to save or remove attachments, where to save them, or what structure should have the folder with attachments. Learn more about this functionality...
Does it overwrite signatures created by end-users?
At this moment, no. To achieve this, you can use Microsoft's built-in tools:
Can the program send auto replies to emails outside working hours?
Yes, it can. CodeTwo Exchange Rules Pro allows creating rules that will automatically send replies to emails outside working hours.
Are the program's actions, e.g. centrally added signatures. visible when a user composes a new email?
No, they aren't. The reason is that CodeTwo Exchange Rules Pro processes messages (e.g. adds signatures, archives attachments, applies DLP policies) on the server-level, after the user sends their email.
The effects of the program's actions can, however, be displayed in users' Sent Items folders, after a message has been processed. Learn more here ...
Can I create a professional server-level sales or marketing auto response?
Yes, you can. CodeTwo Exchange Rules Pro features the fully customizable server-level autoresponder action, which lets you automatically reply to selected incoming messages with a pre-designed email template.
Does the application work with Office 365/Microsoft 365 environments?
CodeTwo Exchange Rules Pro is compatible with hybrid environments (Exchange on-premises + Office 365 (Microsoft 365)) that have centralized mail transport enabled. For more on deployment and integration with hybrid Exchange read this article.
However, if you have a cloud-only Office 365 environment (with no Exchange server deployed) and you still need an email signature manager to create organization-wide email signatures, consider our CodeTwo Email Signatures 365.
If you have CodeTwo Exchange Rules licenses and plan to migrate to Office 365 / Microsoft 365, we can offer you an attractive discount on CodeTwo Email Signatures 365. Also, you can transfer your existing email signature, disclaimer, and auto-reply rules and templates using CodeTwo Exchange Rules Converter.
Can the application be used in Google Workspace/G Suite organizations?
No, it cannot. CodeTwo Exchange Rules Pro is designed for environments based on the Exchange Server.
Is there an SDK for the API?
Yes, there is. Starting from version 2.0, CodeTwo Exchange Rules Pro 2.x includes its own WCF based API which is available at customer request.
Why do I need this product?
If you are an Exchange administrator, you know that the email flow and content control options offered by MS Exchange Server mail flow rules leave a lot to be desired. Using CodeTwo Exchange Rules Pro you can finally overcome the limitations imposed by the native Exchange tools. Here are a few examples of things you can accomplish, if you use our program:
- Add signatures directly under the latest reply in email conversations
- Show signatures appended on the server in the “sent items” folder of the sender’s email client
- Use custom Active Directory fields
- Give non-IT staff restricted remote access to rules and signatures
- Schedule autoresponders
- Manage attachment in all emails traveling through your servers
- Use a variety of tools (including API) for multi-tenant environments
A detailed comparison between CodeTwo Exchange Rules Pro and MS Exchange mail flow rules is available on this page.
How much does it cost?
The CodeTwo Exchange Rules Pro pricing is based on the number of email addresses the program is used for. More details, including available license packages and their cost, can be found on this page.
Can I test the product before buying it?
Yes. You can download the CodeTwo Exchange Rules Pro fully functional 30-day trial via this page.
Unless you activate the program, after 30 days it will stop applying rules to messages. All your settings will nevertheless be kept, so you will not have to recreate them when you activate the program.
If the standard 30 days are not enough for you, contact us, and we will extend your trial period.
How many licenses do I need to buy?
You only need to purchase licenses for the exact number of email addresses that will benefit from the program. CodeTwo Exchange Rules Pro offers several condition and exception options, which let you easily limit the scope of email addresses processed by the program.
To find out more about licensing details go to this page.
Do you offer discounts?
Yes, we offer discounts to:
- Healthcare, educational and non-profit organizations
- Resellers who are active in our Partner program
- Customers who purchase technical support contracts together with product licenses or who extend their contracts before expiration
Additionally, all our products come with volume discounts - the more licenses you order, the less you pay per email address!
Can I return the product after purchasing it?
Yes, you can. If you return the product within 30 days of purchase and delivery, you don't have to fulfill any conditions - we just give you your money back. Find out more about our return policy and 30-day money-back guarantee on this page.
