CodeTwo Email Signatures for Office 365 Add-in - signatures preview add-in (deprecated)

This article concerns CodeTwo Email Signatures for Office 365 Add-in, which has been deprecated.

Consider switching to our latest & supported solution, CodeTwo Signatures Web Add-in for Outlook and OWA. This modern Web Add-in allows users to preview their cloud (server-side) signatures, and it can also add Outlook (client-side) signatures directly to emails in Outlook for Windows, Outlook for Mac and OWA. Learn more

CodeTwo Email Signatures for Office 365 Add-in allows users to preview their cloud (server-side) signatures that are added to emails by the CodeTwo cloud service (after an email is sent). The signatures are shown directly in the compose message window in Outlook for Windows, Outlook for Mac and Outlook on the web (OWA). Use the links below to learn about a particular subject of your interest.

For administrators:

• Guidelines for administrators
• System requirements
• Centralized deployment of the add-in
• Individual deployment of the add-in
• Uninstalling the add-in

For end-users:

• Guidelines for new users
• Previewing email signatures in Outlook / Outlook for Mac
• Previewing email signatures in Outlook on the web (OWA)

Guidelines for administrators

If you're an administrator of a Microsoft 365 (Office 365) organization and:

• you have never used CodeTwo Email Signatures 365 and want to know more about the product, see What is CodeTwo Email Signatures 365?
• your users report problems with cloud (server-side) signature previews in Outlook, see How to enable cloud signature previews in Outlook.

What is CodeTwo Email Signatures 365?

It's our software solution for Microsoft 365 organizations. It allows you to centrally manage email signatures, disclaimers, branding and automatic replies. Signatures are added in the cloud (server-side) or directly in Outlook (as users type their emails) according to rules that are defined in the program by organization's administrators. Thanks to this approach, no matter what email client or device is used (mobiles included), emails always get the right signature.

Our product is the world's first solution that allows end users to see cloud (server-side) signatures when composing emails in Outlook, Outlook for Mac and Outlook on the web (OWA). Signature previewing requires a dedicated Outlook Web Add-in - CodeTwo Email Signatures for Office 365 Add-in. The add-in can be deployed by admins globally (for the whole Microsoft 365 organization). If you want to enable the add-in for your users, you need to configure CodeTwo Email Signatures 365 - see this section for details.

To know more about the software, browse the CodeTwo Email Signatures 365 user's manual or visit the product's page.

How to enable cloud (server-side) signature previews in Outlook

If you want your Microsoft 365 users to see cloud signature previews in Outlook, CodeTwo Email Signatures 365 needs to be correctly configured in your organization. You need to make sure that:

1. Your Microsoft 365 tenant is registered in CodeTwo Admin Panel.
2. CodeTwo Email Signatures 365 works in the cloud (server-side) or combo signature mode.
3. Exchange Online connectors are configured.
4. You have created signature rules for your users and designed signatures for these rules.
5. CodeTwo Email Signatures for Office 365 Add-in is deployed for your users, either centrally or individually by each user. 

System requirements

Centralized deployment of the signature preview add-in

CodeTwo Email Signatures for Office 365 Add-in can be centrally deployed to all/selected users in a Microsoft 365 organization.

The add-in is installed per user (not per device), so it works in Outlook and OWA on any device the user chooses to sign in with. The Outlook Web Add-in technology from Microsoft is used to push signatures to Outlook and OWA, and you don't need to install any agents or COM/EXE software on your email client.

See this section to learn how Microsoft 365 users can deploy the preview add-in individually.

To deploy the add-in to users/groups via the Microsoft 365 admin center, you need to be a global admin of your Microsoft 365 organization. Learn more about admin roles in Microsoft 365

First, you need to sign in to the Microsoft 365 admin center and go to Settings > Integrated apps > Add-ins (Fig. 1.).

Fig. 1. Opening the Add-ins page in the Microsoft 365 admin center.

When the Add-ins page opens, click Deploy Add-In as shown in Fig. 2.

Fig. 2. Starting the add-in deployment process.

In the Deploy a new add-in pane, click Next > Upload custom apps (Fig. 3.).

Fig. 3. Selecting the add-in deployment method.

Select I have a URL for the manifest file and type the following address:

https://emailsignatures365-addin.codetwo.com/InstallApp

as shown in Fig. 4. Make sure to include the https:// protocol specifier in the URL. Click Upload to continue.

Fig. 4. Providing the URL of the add-in.

Now, you can assign users who will have access to the add-in and configure how the add-in will be deployed to these users (Fig. 5.). Select the deployment scenario that best matches your preferences and click Deploy. (Note that if you choose the Available option, each user will have to turn on the add-in manually.)

Fig. 5. Configuring the add-in's accessibility and deployment method.

You need to wait up to three minutes for the manifest configuration to finish. You will be notified when the add-in deployment is complete (Fig. 6.).

Fig. 6. A successful deployment of the new add-in.

You can close the add-in deployment pane now or click Next to learn how to announce the add-in to your users. Either way, the add-in is now visible in your Microsoft 365 admin center (Fig. 7.).

Fig. 7. The signature preview add-in appears on the list of add-ins.

Once the add-in is deployed to Microsoft 365 users, they will be able to display the add-in pane with a signature preview while composing emails in Microsoft Outlook, Outlook for Mac, or Outlook on the web (Fig. 8.). Use the links below to learn:

• How to preview email signatures in Outlook / Outlook for Mac
• How to preview email signatures in Outlook on the web (OWA)

Fig. 8. The signature preview pane in Outlook on the web (OWA).

Individual deployment of the signature preview add-in

Apart from the centralized deployment method, which is reserved for Microsoft 365 administrators, CodeTwo Email Signatures for Office 365 Add-in can be also deployed individually by Microsoft 365 users. The add-in is installed per Microsoft 365 user, not per device. This means that it will work in Outlook and OWA on any device you sign in with. You don't need to install any agents or COM/EXE software on your email client, as well.

The deployment differs slightly depending on the user interface of your Outlook on the web (OWA):

• The new Outlook on the web (updated UI)
• Outlook on the web (classic UI)

If you are a global admin of your Microsoft 365 organization, you can deploy the add-in centrally via the Microsoft 365 admin center to all or selected users/groups. Learn more

The new Outlook on the web (updated UI)

To start the deployment, sign in to Microsoft 365 and open Outlook. If your Outlook UI looks as shown in Fig. 9., then you use the new user interface (if it looks different, see this section). To install the CodeTwo Email Signatures for Office 365 Add-in in the new Outlook, you need to open the message compose mode by creating a new message or replying to an existing one. In the compose window, expand the bottom menu (as shown in Fig. 9.) and click Get Add-ins.

Fig. 9. How to get add-ins in the new Outlook on the web.

Choose My add-ins from the menu on the left, click + Add a custom add-in and select Add from URL (Fig. 10.).

Fig. 10. Adding a custom add-in from a URL.

In the pop-up window that shows (Fig. 11.), enter the following address:

https://emailsignatures365-addin.codetwo.com/InstallApp

Fig. 11. In this window, the URL of the add-in needs to be provided.

Click OK and Install. When the installation is complete, the CodeTwo Email Signatures for Office 365 Add-in will be displayed in the My add-ins section. It will also be available from the Outlook on the web's bottom menu in the compose mode (Fig. 12.). You can now use the add-in to preview email signatures as you type your messages. Learn how to use this feature:

• in Outlook / Outlook for Mac
• in Outlook on the web (OWA)

Fig. 12. Opening the signature preview pane.

Outlook on the web (classic UI)

First, sign in to your Microsoft 365 (Office 365) and access your OWA. If your Outlook UI resembles that in Fig. 13., then you use the classic UI (if not, see this section). To install the CodeTwo add-in in the classic Outlook on the web, click the Settings button and select Manage add-ins (Fig. 13.).

Fig. 13. Accessing the add-in settings in the classic version of Outlook on the web.

Select My add-ins from the left menu, click + Add a custom add-in and select Add from URL (Fig. 14.).

Fig. 14. Adding a custom add-in.

A new window opens (see Fig. 11.). Enter the following URL:

https://emailsignatures365-addin.codetwo.com/InstallApp

Click OK and then Install. When the installation is completed, the CodeTwo Email Signatures for Office 365 Add-in will be displayed on the Add-Ins list (Fig. 15.).

Fig. 15. CodeTwo Email Signatures for Office 365 Add-in after successful installation.

Now, when composing an email in Microsoft Outlook or OWA, you can display the add-in pane (Fig. 16.) with a preview of the signature that will be added to this email (by the CodeTwo cloud service) after you send it.

• Learn how to preview email signatures in Outlook desktop apps
• Learn how to preview email signatures in OWA

Fig. 16. The signature preview pane is displayed next to the reading pane (OWA).

Uninstalling the signature preview add-in (centralized deployment)

The uninstallation process described here applies only if you deployed the signature preview add-in centrally, as highlighted above. To remove the add-in for users/groups via the Microsoft 365 admin center, you need to be a global admin of your Microsoft 365 organization.

1. Sign in to Microsoft 365 admin center.
2. Go to Settings > Add-ins (Fig. 17., items 1 and 2).
3. Click on CodeTwo Email Signatures for Office 365 Add-in to open the information window as shown in Fig. 17., item 3.

Fig. 17. Add-ins window in the Microsoft 365 admin center.

4. Select Remove Add-in and confirm (Fig. 18.).

Fig. 18. Add-in information window.

If the users installed the signature preview add-in on their own, instruct them to uninstall it manually from their mail clients, as it will no longer perform any function.

Guidelines for users

This section is dedicated to users who got the CodeTwo Email Signatures for Office 365 Add-in installed by their administrator. Its purpose is to explain what CodeTwo Email Signatures 365 and the signature preview add-in are and what they do.

If you are an administrator, go to this section. 

CodeTwo Email Signatures 365 is a software solution that allows for central management of email signatures, disclaimers, branding and automatic replies in Microsoft 365 (Office 365) organizations. Signatures are added automatically (on Microsoft Azure servers) once a message is sent or directly in Outlook as you type an email (the way signatures are added in your organization depends on which signature mode has been set by your administrator). All email clients and devices are supported.

CodeTwo Email Signatures for Office 365 Add-in is one of the components of CodeTwo Email Signatures 365. It's an Outlook Web Add-in that allows you to preview signatures (added by CodeTwo services in the cloud after you send an email) when composing emails in Outlook, Outlook for Mac and Outlook on the web / OWA (Fig. 19.).

Fig. 19. The signature preview pane in Outlook on the web.

If you open the add-in in Outlook, but it shows the notification shown in Fig. 20. (or similar) instead of a signature preview, it probably means that CodeTwo Email Signatures 365 is not yet (or not completely) configured in your Microsoft 365 organization. You need to contact your organization's administrator and provide them with this link: Guidelines for administrators.

Fig. 20. The notification displayed when your Microsoft 365 organization is not registered to CodeTwo services.

Previewing email signatures in Outlook / Outlook for Mac

After CodeTwo Email Signatures for Office 365 Add-in has been deployed to your Microsoft 365 organization (see global or individual installation instructions), it will be automatically available in your Outlook, no matter if you have a PC or Mac (learn more about the supported platforms). Here, we will show you how to use the add-in in Windows, but it all looks similar in Outlook for Mac.

When you start composing a new email or reply to / forward a message, you can see the Server signature preview () button on the ribbon (see Fig. 21.).

Fig. 21. The Server signature preview button is available in compose mode in Outlook.

Click this button, and the preview pane will appear next to the reading pane (Fig. 22.). The signature preview is based on the rules that apply to your Microsoft 365 (learn more). The contents of the preview pane are refreshed every time you make changes to your email (e.g. add recipients or type any text) so that the preview is always up to date. 

Fig. 22. The server preview of your signature is displayed next to the reading pane.

Even if you use different signatures for different recipients or if you have different signatures for new and subsequent emails, the add-in will always display the right signature(s). If you write an email to several recipients to whom different rules apply (e.g. a different rule applies to internal and external recipients), the preview pane will show all the signature variants, one below the other (see Fig. 23.). Find out more about signature rules and conditions

Fig. 23. A server preview displaying two signatures (1 for internal and 1 for external recipients).

If you use Outlook for Mac (Fig. 25.), you can preview email signatures in the same way as described above.

Fig. 25. Previewing signatures in Outlook for Mac. Here, the preview pane shows two signatures: an external signature (recipient: Bob K.) and an internal signature (multiple recipients).

Keep in mind that the preview add-in shows only the contents of the signature section of your signature template. If you define the program to add left/right banners or a top section (header) to messages, these sections will not be previewed. Learn more managing email sections in the signature template editor

Troubleshooting

In case of any issues with the CodeTwo Email Signatures for Office 365 Add-in, consult this article.

Previewing email signatures in Outlook on the web (OWA)

To use the signature preview feature in Outlook on the web, you need to make sure that CodeTwo Email Signatures for Office 365 Add-in is deployed to your Microsoft 365 (Office 365) account (centrally or individually by each user). This section shows how to use this feature in:

• Outlook on the web (classic UI)
• the new Outlook (updated UI).

Outlook on the web (classic UI)

When the add-in is installed, the server signature preview () button shows up at the bottom of the reading pane (Fig. 27.) every time you compose a new email or reply to / forward a message.

Fig. 27. The server signature preview button available in OWA in compose mode.

When you click this button, a new pane appears (Fig. 28.). This pane shows a signature preview based on the rules defined for the recipient(s) of your message (see this quick guide on how to create signature rules). The preview pane is refreshed every time you modify your message (e.g. when you type text or change the recipients), so the displayed signature is always up to date.

Fig. 28. The server preview of your signature is displayed next to the reading pane.

No matter if you use different signatures for different recipients or if you have different signatures for new and subsequent emails, the add-in will always show the right email signature(s). If you write an email to several recipients to whom different rules apply (e.g. different rules are defined for internal and external recipients), the preview pane will display all the variants, one below the other (Fig. 29.). If there are any keywords that trigger/suppress signatures, type the right phrases, and the preview will change accordingly.
Learn more about rules and conditions

Fig. 29. The preview pane with two signatures displayed (1 for internal and 1 for external recipients).

The new Outlook (updated UI)

In the new Outlook UI, add-ins are hidden in the bottom menu, as shown in Fig. 30.

Fig. 30. Opening the signature preview pane.

When you select the CodeTwo add-in from the bottom menu, a new pane appears on the right side (Fig. 31.). This pane shows a signature preview based on the rules defined for the recipient(s) of your message (see this quick guide on how to create signature rules). The preview pane is refreshed each time you modify your message (e.g. when you type new text or change the recipients) so that the signature displayed is always up to date. If there are any keywords that trigger/suppress signatures, type the right phrases, and the preview changes accordingly.
Learn more about rules and conditions

Fig. 31. The cloud (server-side) preview of your signature is displayed next to the reading pane.

No matter if you use different signatures for different recipients or if you have different signatures for new and subsequent emails, the add-in always shows the right email signature(s). If you write an email to several recipients to whom different rules apply (e.g. different rules are defined for internal and external recipients), the preview pane displays all signature versions (Fig. 32.). Each signature preview is preceded by a list of recipients who will see this specific signature (the thumbnails on the preview pane do not include photos - only recipients' initials are shown, and the thumbnail colors are picked randomly).

Fig. 32. A preview pane that shows two signatures (1 for internal and 1 for external recipients).

Keep in mind that the preview shows only the contents of the signature section of your email signature template. If you define the program to add left/right banners or a top section (header) to messages, these sections will not be previewed. Learn more about managing emails sections in a signature template

If you want to see the signature preview every time you start composing an email, pin the preview pane to your Outlook on the web, so that it looks as shown in Fig. 33.

Fig. 33. Use the pin button to pin/unpin the signature preview pane in Outlook on the web.

To learn more about how the signature preview add-in works with shared mailboxes, go to this section.