Depending on the CodeTwo software that you use, the Editor comes with additional options. For example, you can manage how your composed email section (e.g. a signature or side banner) appears in a message and where to insert it in email conversations. Use the links below to learn more.
- How to change a signature into a disclaimer (signature layout settings)
- How to modify the width of a signature, disclaimer or header
- How to manage signatures, banners and other sections in email conversations
How to change a signature into a disclaimer, and vice versa (signature layout settings)
CodeTwo Editor allows you to add both signatures and disclaimers to your emails. Signatures are added directly below each sent message, including replies and forwards (this is the default placement option when you create a new email signature rule in any of the CodeTwo programs). Disclaimers are added at the very bottom of an email thread.
If you want to change a signature into a disclaimer and the other way round, you can use the Change () button located in the middle of the editing pane (Fig. 1.) – you will see that the position of the signature section goes up or down, and the section name changes from Signature to Disclaimer (or vice versa). The Editor’s user interface looks similar to an email conversation thread. This allows you determine the exact position of the signature:
- if your signature template is situated in the middle of the Editor window (Fig. 1., left window), the signature will be applied right under each reply or forward message in an email conversation;
- if your signature template is situated at the bottom of the Editor window (Fig. 1., right window), the signature will be treated as a disclaimer and added always at the bottom of the email conversation.
Fig. 1. How to change a signature into a disclaimer (and vice versa).
How to modify the width of a signature, disclaimer or header
The Editor allows you to change the width of the email sections you compose. By using the arrow () buttons, you can widen (Fig. 2.) or narrow (Fig. 3.) your signatures, disclaimers or headers. Please note that for the arrow buttons to appear, side banners must be added; with no side banners, a header/signature has the same width as the original message. Learn how to add various email sections
|Fig. 2. A header and a signature widened.|
|Fig. 3. A header and a signature narrowed.|
How to manage signatures, banners and other email sections in email conversations
You can manage how signatures and other email sections are added to an email conversation. For example, you can decide if your signature should be added to every email or to the first email only. The available options depend on the CodeTwo software:
- CodeTwo Email Signatures for Office 365 - see this article for guidelines
- CodeTwo Exchange Rules & Exchange Rules Pro - see this section to learn more
Guidelines for CodeTwo Exchange Rules & Exchange Rules Pro
Depending on the type of email section that you compose (signature, disclaimer, header, or banner), the Editor allows you to set additional options. These options are available when you click the Settings () button located in the upper-right corner of an email section (Fig. 4.).
Fig. 4. The Settings button activates additional options available for each email section.
The available options (Fig. 5.) allow you to define when and where your signature, header, disclaimer or banner should be added in an email conversation thread.
Choose how you want the signature/disclaimer/header/banner to be handled in the conversations
The first four options (Fig. 5.) allow you to decide when to add your signature, disclaimer, header or banner to a conversation:
If you select this option, your signature is added to every message that fulfills the conditions of the corresponding rule (Fig. 6.).
Fig. 6. The same signature is added to every email.
With this setting, the software adds a signature only to the first email/reply of a user in a conversation. The subsequent responses of this user (in the same thread) will have no signatures (Fig. 7.).
Fig. 7. The signature is added to the first email/reply in a conversation.
- add [signature] only when the first email is sent and remove it from the conversation when subsequent emails are sent
If this option is selected, a signature is added only to the first email/reply of a user in a conversation (Fig. 8., left). When this person sends any further reply in the same conversation, the software removes this signature from the whole thread (Fig. 8., right).
Fig. 8. A signature is added to Alex's first email (conversation on the left) but is removed from the conversation when Alex sends a next email in this thread (conversation on the right).
If you choose this option, a signature is present only in the latest message/reply of a user within a conversation thread (Fig. 9.). This keeps conversations clean.
Fig. 9. Only the latest Alex's response in a conversation thread includes his signature.
If the signature/disclaimer should be added in email, then add it...
The second set of options (Fig. 10.) is only available for signatures and disclaimers.
Fig. 10. The additional options available for signatures and disclaimers.
It allows you to define where your signature/disclaimer should be added in the conversation thread:
- Right under the original reply/forward (default setting) - your template is added as a signature, directly below a user's message in a conversation (see Fig. 6. to 9. for typical examples).
- At the very bottom of the email conversation - your template is added as a disclaimer, at the very end of a conversation, below all previous messages.
You can switch between the signature and disclaimer layout via the radio buttons above. You can also use the Change () button, as explained in this section.
Sometimes the option to add a signature/disclaimer to the very bottom of an email conversation might not be desirable. For example, if you use this option along with the option to add the signature/disclaimer to every email, the signature will be added to every email/reply of a user in a conversation and moved to the bottom of the conversation thread. If this user replies multiple times, multiple identical signatures/disclaimers will appear at the bottom of the conversation thread (compare Fig. 11. with Fig. 6.).