Knowledge Base

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

Problem:

You want CodeTwo Email Signatures for Office 365 to stop adding signatures to automatic messages (notifications, group messages, task updates, etc.) sent by Microsoft Teams, Planner, Yammer 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. Open the Exchange admin center.
  2. Go to Mail flow > Rules.
  3. Select the CodeTwo Exchange transport rule and click the Edit button (Fig. 1., Item 3).

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 Exchange admin center.
  2. Go to Mail flow > Rules.
  3. Select the CodeTwo Exchange transport rule and click the Edit button (Fig. 5., Item 3).

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 text in 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.

Preventing Planner comments and notifications from getting a signature

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 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. Open the Exchange admin center (EAC).
  2. Go to Mail flow > Rules, click the New (+) button and select Create a new rule from the drop-down list, as shown in Fig. 11.

Creating a new transport rule in the Exchange admin center.
Fig. 11. Creating a new transport rule in the Exchange admin center.

  1. Name your rule (e.g. No Planner signatures) and click the More options link at the bottom of the window.
  2. Under the Apply this rule if heading, select A message header > matches these text patterns.
  3. Specify the following header name: X-MS-TrafficTypeDiagnostic and the following word/phrase: PlannerComment (Fig. 12.).

Adding the condition which detects each Planner message.
Fig. 12. Adding the condition which detects each Planner message.

  1. Next, under the Do the following heading, select Modify the message properties > set a message header.
  2. Specify the following header name: X-CodeTwoProcessed and enter true as the header value (Fig. 13.). Save the rule.

Defining the action to set the CodeTwo-specific header for each Planner message.
Fig. 13. Defining the action to set the CodeTwo-specific header for each Planner message.

  1. Move your rule up on the rules' list, so that it has higher priority than the CodeTwo Exchange transport rule (Fig. 14.). To do so, you can use the arrows, or double click the newly created rule and set the priority in the rule's properties window. 

Moving the rule up so that it's executed earlier than the CodeTwo Exchange transport rule.
Fig. 14. Moving the rule 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. Open the Exchange admin center (EAC).
  2. Go to Mail flow > Rules (Fig. 15.).

A sample list of transport rules in the EAC, with the CodeTwo rule at the top.
Fig. 15. A sample list of transport rules in the EAC, with the CodeTwo rule at the top.

  1. Find the CodeTwo Exchange transport rule (Fig. 15.) 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. 16.). 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. 16. 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. 17. 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. 17. Adding the address of an MS Planner group to the new exception.

  1. Save the rule (Fig. 18.). It might take a while for the changes to propagate in your Microsoft 365.

Saving the modified CodeTwo transport rule.
Fig. 18. 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. 17.). 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 for Office 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. Open the Exchange admin center.
  2. Go to Mail flow > Rules.
  3. Select the CodeTwo Exchange transport rule and click the Edit button (Fig. 19., Item 3).

Selecting the CodeTwo Exchange transport rule for editing.
Fig. 19. Selecting the CodeTwo Exchange transport rule for editing.

  1. Click the add exception button (Fig. 20.) in the Rule window.

Adding a new exception to the rule.
Fig. 20. 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. 21.).

Selecting conditions for the exception.
Fig. 21. Selecting conditions for the exception.

  1. Add the following phrases: Task Request:, Task Accepted:, Task Declined:, and Task Status Report: (include colon as well) by typing/pasting each one and clicking the + button. Finally, click OK (Fig. 22.).

Adding phrases characteristic of Outlook task messages.
Fig. 22. Adding phrases characteristic of Outlook task messages.

  1. Save the 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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