Knowledge Base

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 that if you create a new email signature rule in CodeTwo Email Signatures for Office 365 or use the Insert signature action in CodeTwo Exchange Rules Pro or CodeTwo Exchange Rules family of products, then your signature will be added directly under each reply or forward message. You can change this behavior and add signatures at the very bottom of an email thread (such placement is typical of some legal disclaimers) by using the signature position settings.

Important

The signature positioning options are not available for client-side signature rules in CodeTwo Email Signatures for Office 365. Client-side signatures are added directly in Outlook, which means an Outlook user can manually insert a signature wherever they like in a conversation while composing an email.

Changing the signature position on the Email layout tab in the signature template editor

The basic procedure for changing the position of your signature in an email conversation is quite similar both in CodeTwo Exchange Rules software family and CodeTwo Email Signatures for Office 365. To start with, choose your signature-adding rule and open the signature template editor:

  • In the case of CodeTwo Exchange Rules, click Edit on the Actions tab in the Administration Panel.
  • In the case of CodeTwo Email Signatures for Office 365, click Edit signature on the Design tab in the signature management app.

Once in the editor, go to the Email layout tab and use the buttons on the ribbon (Fig. 1.) to change the position of your signature.

These buttons allow you to change the signature's position in an email thread.
Fig. 1. These buttons allow you to change the signature's position in an email thread.

Additionally, there’s an alternative method for accessing the signature position settings, which differs depending on which CodeTwo product you use:

Changing the signature position in the Signature settings window (CodeTwo Exchange Rules family of products only)

The position of a signature in an email thread can be also changed in the Signature settings window that is accessed by clicking the Settings (Editor - custom settings button) button in the editing pane (see Fig. 2. below). Select the:

  • Right under the latest reply/forward message option to change the template layout to the one that is typical of a signature, or
  • At the very bottom of an email conversation option to change the template layout to the one that is typical of a disclaimer

and click OK.

Accessing the Signature settings window in the editor (the CodeTwo Exchange Rules software family).
Fig. 2. Accessing the Signature settings window in the editor (the CodeTwo Exchange Rules software family).

Changing the signature position by using the Custom setup mode (CodeTwo Email Signatures for Office 365 only)

In the case of CodeTwo Email Signatures for Office 365, you can also access the signature position settings via the Signature button in the Section settings group (see Fig. 1.). However, this button is only available if you select the Custom setup mode on the Design tab of the signature management app (Fig. 3.) before editing your signature template (learn more).

Selecting the Custom setup management option for email signatures in CodeTwo Email Signatures for Office 365.
Fig. 3. Selecting the Custom setup management option for email signatures in CodeTwo Email Signatures for Office 365.

See also:

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