Choose how your template appears in email conversations
The Email layout tab helps you manage which email sections are included in your template and how they appear in email messages. In this article, you will find out how to configure:
- the position of a signature in an email conversation thread,
- when to add your signature (and other email sections) to email conversations.
To learn how to manage email sections (the Insert email section tab), read this article.
The appearance related settings can be found in the Signature position and Section settings group on the Email layout tab, as shown in Fig. 1. These settings are defined separately for each template format and email section.
The options in the Signature position group apply only to email signatures (they are not available if your signature section is disabled) and allow you to specify where your signature should be added in an email conversation thread. You can add it:
- right below a new message (reply or forward) in an email conversation (the default setting);
- or at the very bottom of an email conversation (this setting may be useful, for example, if you need a disclaimer or legal note that is separate from your signature and appears below a conversation).
Based on your choice, the layout in the composition pane changes to show how the signature will appear in an email thread (Fig. 2.).
Signature placement options are also available in the Section settings group or when you click the Settings () button in the upper-right corner of an email section. Learn more
The Section settings group is where you can manage how each email section (signature, header, or side banner) should be added to an email conversation thread. This includes the signature position settings explained earlier, but you can also decide if, for example, your signature should be added to every email or to the first email only.
If you use CodeTwo Email Signatures for Office 365, these settings are only available when the signature template editor is launched in the Custom setup mode, but you can also manage some of these settings (and additional options) directly in the signature management app. Learn more
To configure an email section, click the button with the section name in the Section settings group (see Fig. 1.) or click the Settings () button located in the upper-right corner of an email section. You can only configure sections that are active (turned on in the Email sections group). The available settings are shown in Fig. 3. and listed below - click the links to learn more. These options are configured independently for each template format and email section, and their availability might vary.
Choose how you want the [signature/header/banner] to be handled in email conversations:
- Add the [signature] to every email.
- Add the [signature] to the first email only (do not add it to subsequent emails).
- Add the [signature] only when the first email is sent and remove it from an email conversation when subsequent emails are sent.
- Add the [signature] to every email but remove its previous occurrences in an email conversation.
Signature position in an email conversation:
The first four options (Fig. 3.) allow you to decide when to add your signature (and/or other email sections, if you have them) to a conversation:
If you select this option, your signature is added to every message that meets the conditions of the corresponding signature rule in your CodeTwo software (Fig. 4.).
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. 5.).
Add the [signature/header/banner] only when the first email is sent and remove it from an email 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. 6., left). When this person sends any further reply in the same conversation, the software removes this signature from the whole thread (Fig. 6., right).
Add the [signature/header/banner] to every email but remove its previous occurrences in an email conversation
If you choose this option, a signature appears only in the latest message (of a corresponding user) in a conversation thread (Fig. 7.) and all other occurrences of this signature within the conversation are removed. This keeps conversations clean.
The second set of options (Fig. 8.) is only available for signatures, and it corresponds to the commands available in the Signature position group. See this section for more information.
Sometimes the option to add the signature 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 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 will appear at the bottom of the conversation thread (compare Fig. 9. with Fig. 4.).