Knowledge Base

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 on the program you are using.

CodeTwo Email Signatures for Office 365 setup

In order to configure the program to add different signatures to new and subsequent emails, you need to create a rule containing two different signature variants and select the option to add them to the respective message type. To do so, follow the steps below:

Info

This method is only applicable to server-side signatures. When using the program in client-side mode, the sender has control over which signature will be added to email conversations in their Outlook desktop app. Click here to learn more about signature modes.

  1. Open the Manage Signatures App.
  2. Create a new server-side rule or edit an existing one. Learn more
  3. On the Design tab, on the Choose how signatures should be added in email conversations drop-down list, select Different signature in the first email and different in subsequent emails (Fig. 1.).

Selecting the signature adding method on the Design tab.
Fig. 1. Selecting the signature adding method on the Design tab.

  1. With the First signature tab selected, click Edit signature to create a new signature template (Fig. 2.). This signature will be added to new emails. Read the user’s manual to learn more about creating signature templates.

Opening the Signature template editor to create a signature template for new emails.
Fig. 2. Opening the Signature template editor to create a signature template for new emails.

  1. Save the signature and close the Signature template editor.
  2. Back in the Manage Signatures App, go to the Subsequent signatures tab and click Edit signature to create a new signature template (Fig. 3.). This signature will be added to replies and forwards.

Info

You can also make a copy of the signature template used for new emails by using the Copy first signature button. Then, use the Signature template editor to remove the elements not needed in the simplified version of the signature while keeping the design of both signature templates similar.

Opening the Signature template editor to create a signature template for replies and forwards.
Fig. 3. Opening the Signature template editor to create a signature template for replies and forwards.

  1. Save the signature and close the editor.
  2. Make sure to submit the changes you made to the rule to CodeTwo Azure servers by clicking the Save () button (Fig. 4.).

Saving changes in the Manage Signatures App.
Fig. 4. Saving changes in the Manage Signatures App.

CodeTwo Exchange Rules setup

In order to set up different signatures for new emails and replies/forwards in CodeTwo Exchange Rules and CodeTwo Exchange Rules Pro, you need to create two separate signature rules and make use of the keyword mechanism available in our software.

Creating a rule for adding a full signature to new emails

By following this rule, our software will add a full signature to new outgoing emails, with an additional exception excluding any email that may already contain a full signature.

  1. Open the CodeTwo Exchange Rules Administration Panel.
  2. Create a rule for a new email (click Add+) or select an existing rule for editing. Learn more
  3. Go to the Conditions tab and select the following conditions (Fig. 5.):

A > Message direction > is > outgoing

B > And > Message type > is > new email

Setting the rule conditions for the full signature to be used in new emails.
Fig. 5. Setting the rule conditions for the full signature to be used in new emails.

  1. Go to the Exceptions tab and select the following exception as shown in Fig. 6.:

A > Body > contains keywords

Setting the rule exceptions for the full signature to be used in new emails.
Fig. 6. Setting the rule exceptions for the full signature to be used in new emails.

  1. Click Edit to open the Edit keywords window.
  2. Click +Add and enter the keyword or phrase that will be used to exclude the signature rule from being applied to the email (Fig. 7.). For the exception to work correctly, choose a phrase that can only be found in the full email signature you want to use in your new emails. Leave the Remove this keyword/phrase from email if found box unchecked.

Editing keywords for the exception.
Fig. 7. Editing keywords for the exception.

Example

You are using the following disclaimer in your full email signature:

"{Company} accepts no liability for the content of this email, or for the consequences of any actions taken on the basis of the information provided, unless that information is subsequently confirmed in writing. If you are not the intended recipient, you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited."

You can select a phrase from this disclaimer as the Keyword. Make sure that this phrase is not too short or too general as it could cause the exception to exclude an email from this rule based on contents of the message itself not the disclaimer.

Also make sure that the keyword phrase does not contain any prohibited special characters.

Read this article to learn more about the Body condition/exception.

  1. Go to the Options tab and make sure that Go to next rule is selected under the If this rule is not applied heading (Fig. 8.).

Enabling the processing of following rules if this one is not applied.
Fig. 8. Enabling the processing of following rules if this one is not applied.

Creating a rule for adding a simplified signature to replies and forwards

By following this rule, our software will add a simplified signature to replies and forwarded emails if the entire email conversation already contains a full signature.

  1. Create a rule for replies and forwards (click Add+) or select an existing rule for editing. Learn more
  2. Go to the Conditions tab and set the following conditions (Fig. 9.):

A > Message type > is > reply or forward

B > And > Body > contains keywords

Setting the rule conditions for the simplified signature to be used in replies and forwards.
Fig. 9. Setting the rule conditions for the simplified signature to be used in replies and forwards.

  1. Make sure that the simplified signature rule is placed directly below the full signature rule in the List of rules as shown in Fig. 9.
  2. Click Edit to open the Edit keywords window.
  3. Click +Add and enter the keyword or a phrase that can only be found in the full email signature defined in this rule (a phrase found only in a new email). Only messages containing this phrase will be processed according to this rule. Leave the Remove this keyword/phrase from email if found box unchecked. See the Example above.

Info

You can incorporate this mechanism into any set of rules you use to govern adding signatures to emails in your organization.

If you are using any additional rules that would be resolved after the two rules discussed above, go to the Options tab and make sure that Go to next rule is selected under the If this rule is not applied heading.