Knowledge Base

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

Problem:

You want CodeTwo Email Signatures for Office 365 to stop adding email signatures to Microsoft Teams, Planner and Yammer notifications, group messages and voicemail notifications.

Solution:

If you don't want the software to add signatures to messages and notifications sent by these Microsoft 365 platforms and apps, you should exclude such emails from the CodeTwo Exchange transport rule.

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. Open the Microsoft 365 admin center and go to the Exchange admin center.
  2. Go to mail flow.
  3. Select the CodeTwo Exchange transport rule on the rules tab and click the Edit button (Fig. 1.).

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

  1. Click the add exception button (Fig. 2.) in the Rule window.

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. Enter the domain amer.teams.ms in the specify domain window, click the + (Add) button, and then click OK to add the domain to the exception (Fig 4.).

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

  1. Click Save in the Rule window to confirm changes.

Excluding Teams/Yammer voicemail notifications from a mail flow rule

Voicemail messages sent from Teams/Yammer contain the Voice-CA value in the Content-Class header. If you don’t want CodeTwo Email Signatures for Office 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. Open the Microsoft 365 admin center and go to the Exchange admin center.
  2. Go to mail flow.
  3. Select the CodeTwo Exchange transport rule on the rules tab and click the Edit button (Fig. 5.).

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

  1. Click the add exception button (Fig. 6.) in the Rule window.

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

  1. Select A message header > 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 textin the transport rule window (Fig. 8.).

Defining the header exception.
Fig. 8. Defining the header exception.

  1. Enter Content-Class and confirm by clicking OK (Fig. 9.).

Adding the header name to the exception.
Fig. 9. Adding the header name to the exception.

  1. Click Enter words in the transport rule window (as shown in Fig. 8.), enter Voice-CA, click + (Add) and confirm by clicking OK (Fig. 10.).

Adding a header value to the exception.
Fig. 10. Adding a header value to the exception.

  1. Click Save in the Rule window to confirm the changes.

Excluding Planner comments and notifications from a mail flow rule

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

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, an Exchange admin in your organization needs to follow these steps:

  1. Open the Exchange admin center (EAC).
  2. Go to mail flow > rules (Fig. 11.).

A sample list of transport rules in the EAC, with the CodeTwo rule at the top.
Fig. 11. A sample list of transport rules in the EAC, with the CodeTwo rule at the top.

  1. Find the CodeTwo Exchange transport rule (Fig. 11.) and edit it by double-clicking it or via the Edit (pencil icon) button.
  2. Click add exception and define a new exception in the following way: The message... > To or Cc box contains this person (Fig. 12.). 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. 12. Defining a new exception for the MS Planner group.

  1. Select your Microsoft Planner group from the list. If the group is not displayed, type the email address of the group manually and click Check names, as shown in Fig. 13. You can add more than one group. To confirm the addition of your group(s), click OK.

Adding the address of an MS Planner group to the new exception.
Fig. 13. Adding the address of an MS Planner group to the new exception.

  1. Save the rule (Fig. 14.). It might take a while for the changes to propagate in your Microsoft 365.

Saving the modified CodeTwo transport rule.
Fig. 14. Saving the modified CodeTwo transport rule.

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. 15.). If this is too much trouble for you, try this solution instead.

How to exclude Planner-related emails from the CodeTwo Exchange transport rule

Emails sent by Microsoft Planner have a specific entry in the message headers. You can use this unique property to block CodeTwo software from adding signatures to Planner-related comments and notifications. Follow the guidelines below to do so.

  1. Go to your Exchange admin center and open (edit) the CodeTwo Exchange transport rule by following steps 1-3 from this section.
  2. Click add exception and define a new exception in the following way: A message header... > includes any of these words (Fig. 15.).

Adding an exception that blocks email notifications sent by MS Planner.
Fig. 15. Adding an exception that blocks email notifications sent by MS Planner.

  1. Specify the following header name: X-MS-TrafficTypeDiagnostic and the following word/phrase: PlannerComment (Fig. 16.), then save the rule.

The new exception to the CodeTwo Exchange transport rule.
Fig. 16. The new exception to the CodeTwo Exchange transport rule.

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

See also: