Convert an email signature rule from cloud to Outlook and vice versa

CodeTwo Email Signatures 365 lets you easily convert cloud (server-side) email signature rules to Outlook (client-side) signature rules and vice versa. Autoresponder rules are a separate type of rules and cannot be converted into signature rules.

How conversion works

Converting a rule from one type to another creates a copy of the source rule and does not change the source rule. For example, if you're converting a cloud (server-side) signature rule to an Outlook (client-side) signature rule, you will have two rules after the conversion: the original cloud rule and a new (converted) Outlook rule. This is to ensure your current signatures are not affected.

How to convert an email signature rule

To convert a rule, sign in to the Signatures app. Select an email signature rule you want to convert (you can only select one at a time) and click the Convert button above the rule list (Fig. 1.).

Fig. 1. Converting an email signature rule in CodeTwo Email Signatures 365.

If the rule type you're converting to is not supported by your current CodeTwo signature mode (for example, you want to convert a cloud rule into an Outlook rule and you’re using cloud mode), you will be notified about that (Fig. 2.). You can create the rule, but it will stay inactive until you change your signature mode. To proceed, click YES, CREATE INACTIVE RULE.

Fig. 2. The program lets you know if the rule type you're converting to is not supported by your current signature mode.

The converted rule is now created. If there's anything you need to check in the converted rule, remarks will be displayed (Fig. 3.). It’s a good idea to copy and paste them in a document or text file (via the COPY THIS INFO button) because you will be able to address them next. To proceed, click OK.

Fig. 3. The pop-up window listing sample applicable conversion limitations.

The rule settings pane opens (Fig. 4.) and you can review the newly created rule, if necessary. By default, the rule name includes the - converted phrase at the end.

Fig. 4. The pane where you can edit settings for the converted rule.

Proceed through all the settings by clicking Next. Finally, click Save to save the converted rule and leave it unpublished or click Save & Publish to save and enable it for end users – if you're using the same CodeTwo signature mode as your converted rule, the rule will go live now. Otherwise, the rule will stay inactive until you change your signature mode.

Conversion limitations

There are some differences between cloud and Outlook email signature rules, like rule settings, supported placeholders, etc. That’s why 1:1 conversion is not always possible and there might be some things you need to address in your converted rule.

Limitations for the cloud > Outlook rule conversion
Limitations for the Outlook > cloud rule conversion

Limitations for the cloud > Outlook rule conversion

If you're converting a cloud (server-side) rule into an Outlook (client-side) rule, the following limitations apply:

Cloud rule settings	Outlook rule conversion limitations / recommended actions
Recipients settings	The exception that excludes internal recipients will not be converted because Outlook (client-side) signatures do not have this setting. Try updating the Recipients settings in the converted rule if you want it to apply to external recipients only. Learn more
Keyword settings	These settings will not be converted because Outlook (client-side) signatures do not have these settings.
Email conversation appearance settings	These settings are partly supported - the converted rule will apply to all emails, but you can use the Logic settings to set up default behavior for new emails and replies/forwards. Learn more
Placeholders	Not all placeholders will be converted - the unsupported ones will be listed in conversion remarks. Edit the signature template to replace/remove them.
Additional email sections (header, left & right banners)	These sections are not supported and will not be converted.
No signature template	The converted rule will have no signature template, too.

Limitations for the Outlook > cloud rule conversion

If you're converting an Outlook (client-side) rule into a cloud (server-side) rule, the following limitations apply:

Outlook rule settings	Cloud rule conversion limitations / recommended actions
Logic settings	The converted rule will apply to all emails, but you can use these settings to customize signature appearance in email conversations.
No signature template	The converted rule will have no signature template, too.

See next

Signature modes – learn all about the modes CodeTwo Email Signatures 365 can work in, compare them, see how to switch to a different mode and what your next steps should be.