Knowledge Base

How to turn off email signatures in Microsoft Teams, Planner, and Outlook notifications

Problem:

You want CodeTwo Email Signatures 365 to stop adding signatures to automatic messages (notifications, group messages, task updates, etc.) sent by Microsoft Teams, Planner, or Outlook.

Solution:

To learn how to prevent our software from adding signatures to a chosen type of messages and notifications, click an appropriate link below: 

Excluding Teams notifications and group messages from a mail flow rule

Teams notifications are sent from a specific domain depending on the region in which you are located. If you do not want signatures to be added to them, you need to add an exception in the CodeTwo Exchange transport rule. To do so, follow the steps below:

Important

In the example below we are using the amer.teams.ms domain. It is possible that in your case the domain will be different, e.g. apac.teams.ms, emea.teams.ms or email.teams.microsoft.com. Make sure to check which domain is the sender of Teams notifications in your specific case by analyzing the header of messages you receive in OWA or in the Outlook desktop app.

  1. Sign in to the Exchange admin center as a global administrator or Exchange administrator.
  2. Go to Mail flow > Rules. Find the CodeTwo Exchange transport rule, click it and use the Edit rule conditions button to start editing the rule (Fig. 1.).

Selecting the CodeTwo Exchange transport rule for editing.
Fig. 1. Selecting the CodeTwo Exchange transport rule for editing.

  1. In the pane that opens, click the + button in the Except if section (Fig. 2.).

Adding a new exception to the rule.
Fig. 2. Adding a new exception to the rule.

  1. Select The sender > domain is from the drop-down lists (Fig. 3.).

Selecting conditions for the exception.
Fig. 3. Selecting conditions for the exception.

  1. In the pane that opens, type the amer.teams.ms domain in the text box, and next click Add and Save (Fig 4.).

Adding the domain name to the exception.
Fig. 4. Adding the domain name to the exception.

  1. Finally, click Save in the rule editing pane to submit your changes.

Excluding Teams voicemail notifications from a mail flow rule

Voicemail messages sent from Teams contain the Voice-CA value in the Content-Class header. If you don’t want CodeTwo Email Signatures 365 to add signatures to such messages, you need to add a new exception to the CodeTwo Exchange transport rule. To do so, follow the steps below:

  1. Sign in to the Exchange admin center as a global administrator or Exchange administrator.
  2. Go to Mail flow > Rules. Find the CodeTwo Exchange transport rule, click it and use the Edit rule conditions button to start editing the rule (Fig. 5.).

Selecting the CodeTwo Exchange transport rule for editing.
Fig. 5. Selecting the CodeTwo Exchange transport rule for editing.

  1. In the pane that opens, click the + button in the Except if section (Fig. 6.).

Adding a new exception to the rule.
Fig. 6. Adding a new exception to the rule.

  1. Select The message headers > includes any of these words from the drop-down lists (Fig. 7.).

Selecting conditions for the exception.
Fig. 7. Selecting conditions for the exception.

  1. Click Enter text below the drop-down lists (see Fig. 7.). In the pane that opens, type/paste Content-Class in the text field and click Save (Fig. 8.).

Adding the header name to the exception.
Fig. 8. Adding the header name to the exception.

  1. Click Enter words below the drop-down lists (see Fig. 7.). In the pane that opens, type/paste Voice-CA in the text field and click Add and Save (Fig. 9.).

Adding a header value to the exception.
Fig. 9. Adding a header value to the exception.

  1. Finally, click Save in the rule editing pane to submit your changes.

Preventing Planner comments and notifications from getting a signature

If you use CodeTwo Email Signatures 365 and you don't want the software to add signatures to comments and email notifications in Microsoft Planner, you can:

How to create a new rule to stop adding signatures to Planner messages globally

The rule detects Microsoft Planner messages by looking for a specific entry in their headers and next adds the CodeTwo's specific header (X-CodeTwoProcessed) to each such email. Thanks to that, Planner-related messages are later ignored by the actual signature-adding rule (the CodeTwo Exchange transport rule) because they already include the appropriate header. Follow the guidelines below to create the rule:

  1. Sign in to the Exchange admin center as a global administrator or Exchange administrator.
  2. Go to Mail flow > Rules, click the Add a rule button and select Create a new rule from the drop-down list, as shown in Fig. 10.

Creating a new transport rule in the Exchange admin center.
Fig. 10. Creating a new transport rule in the Exchange admin center.

  1. In the rule creation wizard, name your rule whatever you want (e.g. No Planner signatures).
  2. Under the Apply this rule if section, select The message headers > matches these text patterns (Fig. 11.).

Adding a new condition which will detect each Planner message.
Fig. 11. Adding a new condition which will detect each Planner message.

  1. Click Enter text below the drop-down lists (see Fig. 11.). In the pane that opens, type/paste the following header name: X-MS-TrafficTypeDiagnostic and click Save (Fig. 12.).

Adding the Planner header which should be detected by the rule.
Fig. 12. Adding the Planner header which should be detected by the rule.

  1. Click Enter words below the drop-down lists (see Fig. 11.). In the pane that opens, type/paste PlannerComment as the header value, and click Add and Save (Fig. 13.).

Adding the Planner header's value.
Fig. 13. Adding the Planner header's value.

  1. Next, under the Do the following section, select Modify the message properties > set a message header (Fig. 14.).

Adding the action to set the CodeTwo-specific header for each Planner message.
Fig. 14. Adding the action to set the CodeTwo-specific header for each Planner message.

  1. Click the first Enter text link below the drop-down lists (see Fig. 14.). In the pane that opens, type/paste the following header name: X-CodeTwoProcessed and click Save (Fig. 15.).

Providing the name of the CodeTwo-specific header.
Fig. 15. Providing the name of the CodeTwo-specific header.

  1. Click the second Enter text link below the drop-down lists (see Fig. 14.). In the pane that opens, type true as the header value and click Save (Fig. 16.).

Entering the value for the CodeTwo-specific header.
Fig. 16. Entering the value for the CodeTwo-specific header.

  1. Click through the other steps of the wizard, leaving all the default settings and save your rule by clicking Finish and Done - it will appear on the rules' list.
  2.  By default, the rule is disabled and has the lowest priority. For the rule to work properly, you should click it (to select it) and:
  • turn it on by setting the toggle button to Enabled (Fig. 17.);
  • move it up with the Move up button, so that it has higher priority than the CodeTwo Exchange transport rule (Fig. 17.). You can also edit the rule and change the priority manually.

Enabling the rule and moving it up so that it's executed earlier than the CodeTwo Exchange transport rule.
Fig. 17. Enabling the rule and moving it up so that it's executed earlier than the CodeTwo Exchange transport rule.

As soon as the changes propagate in your Microsoft 365 tenant, signatures will no longer be added to Planner's notifications and comments for all groups.

How to exclude a Microsoft 365 group associated with a plan from the CodeTwo Exchange transport rule

You can block signatures in Planner comments and notifications by adding each Planner-affiliated group to the exceptions of the CodeTwo Exchange transport rule. This way, email notifications sent by Planner (which always include the associated Microsoft 365 group on the recipients' list) will not be routed through the CodeTwo signature-adding service. To do so, follow these steps:

  1. Sign in to the Exchange admin center as a global administrator or Exchange administrator.
  2. Go to Mail flow > Rules. Find the CodeTwo Exchange transport rule, click it and use the Edit rule conditions button to start editing the rule (Fig. 18.).

Selecting the CodeTwo Exchange transport rule for editing.
Fig. 18. Selecting the CodeTwo Exchange transport rule for editing.

  1. In the pane that opens, click the + button in the Except if section (Fig. 19.).

Adding a new exception to the rule.
Fig. 19. Adding a new exception to the rule.

  1. Select The message > To or Cc box contains this person (Fig. 20.). This exception takes advantage of the fact that Planner-related emails are always sent to the associated Microsoft 365 group.

Defining a new exception for the MS Planner group.
Fig. 20. Defining a new exception for the MS Planner group.

  1. In the pane that opens, select your Microsoft Planner group from the list. If the group is not displayed, type the email address of the group manually and press Enter (or choose the address from the Suggested results list). You can add more than one group. Finally, click Save to apply your settings (Fig. 21.).

Adding the address of an MS Planner group to the new exception.
Fig. 21. Adding the address of an MS Planner group to the new exception.

  1. Save the CodeTwo Exchange transport rule. It might take a while for the changes to propagate in your Microsoft 365.

From now on, your Microsoft Planner notifications will not be passed through the CodeTwo signature service anymore.

Important

For this solution to work seamlessly, you need to monitor Microsoft Planner in your organization: whenever someone adds a new plan, you need to update the created transport rule exception by adding the address of the Microsoft 365 group related to this plan (Fig. 21.). If this is too much trouble for you, try this solution instead.

Excluding Outlook tasks from a mail flow rule

Task-type messages sent from Outlook include specific phrases in the message subject. If you don’t want CodeTwo Email Signatures 365 to insert signatures into such items, you need to add these phrases as exceptions to the CodeTwo Exchange transport rule. To do so, proceed as follows:

  1. Sign in to the Exchange admin center as a global administrator or Exchange administrator.
  2. Go to Mail flow > Rules. Find the CodeTwo Exchange transport rule, click it and use the Edit rule conditions button to start editing the rule (Fig. 22.).

Selecting the CodeTwo Exchange transport rule for editing.
Fig. 22. Selecting the CodeTwo Exchange transport rule for editing.

  1. In the pane that opens, click the + button in the Except if section (Fig. 23.).

Adding a new exception to the rule.
Fig. 23. Adding a new exception to the rule.

  1. Select The subject or body > subject includes any of these words from the drop-down lists (Fig. 24.).

Selecting conditions for the exception.
Fig. 24. Selecting conditions for the exception.

  1. Add the following phrases: Task Request:, Task Accepted:, Task Declined:, and Task Status Report: (include the colon as well) by typing/pasting each one in the text field and clicking the Add button. Finally, click Save (Fig. 25.).

Adding the phrases characteristic of Outlook task messages.
Fig. 25. Adding the phrases characteristic of Outlook task messages.

  1. Save the CodeTwo Exchange transport rule to apply the changes. 

From now on, task-type messages will be ignored by our software, and will not get any signature.

See also:

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