Create a signature rule (classic experience)

This article shows how to create and manage rules when using the classic signature management experience. For instructions on using the new UI, go to this article.

This article will help you create your first signature rule in CodeTwo Email Signatures for Office 365. A signature rule contains the layout of your email signature and/or disclaimer, as well as conditions that need to be met to add this signature/disclaimer to messages.

Signature rules are configured and managed through a web interface available at app.codetwo.com. You can create two types of signature rules:

You can create two types of signature rules:

  • Server-side signature rule adds a signature after an email is sent and works with any email client or device (including mobiles).
  • Client-side signature rule adds a signature in Outlook and OWA as users compose their emails. For users to see and use this signature, you need to deploy a signatures add-in in their Outlook.

For more information about the available signature modes, see this article.

Only global administrators and authorized users can manage email signature rules. Learn more

Follow the links below to learn how to:

How to create a server-side signature rule

Before you begin, make sure you followed all the configuration steps for server-side mode.

If your interface looks different, this means you’re using the new signature management experience – see this article for guidelines.

Sign in to app.codetwo.com. To add a new server-side signature rule, click the Add (ESIG for O365 rule add) button in the SIGNATURE RULES section and select Add server-side signature rule (Fig. 1.).

Adding a new server-side signature rule.
Fig. 1. Adding a new server-side signature rule.

The first tab - Overview - lets you fill in the name of your signature rule and add an optional description (Fig. 2.).

Naming and describing the new server-side signature rule.
Fig. 2. Naming and describing the new server-side signature rule.

The three tabs that follow (SendersRecipients and Keywords) allow you to configure conditions (and optional exceptions) which need to be fulfilled to add your signature to emails.

Move on to the Senders tab to apply the rule to appropriate users (Fig. 3.). In the upper section (top list), you can define senders whose emails will be stamped with your signature (you can add server-side signatures to messages sent from user, shared and resource mailboxes). The lower section (bottom list) allows you to add exceptions, i.e. the users who will not get this signature (learn more about this condition). In this example, we're adding the signature to all users (All senders) except the members of the Sales and Marketing group (for example, because we plan to create a dedicated signature rule for them later).

The Senders tab with one condition (All senders) and one exception (Sales and Marketing).
Fig. 3. The Senders tab with one condition (All senders) and one exception (Sales and Marketing).

Make sure to define at least one user in the top list. If you leave this section empty, signatures will be added to all users specified in the connectors wizard (learn more). The program will notify you about that (and automatically add All senders to the list) when you submit your changes via the Save (ESIG for O365 rule save) button. If you would like to create a rule, but do not want to apply it to any users, you can temporarily disable it via the switch (ESIG for O365 rule switch) button.

On the Recipients tab (Fig. 4.) you can decide if this signature rule should be applied to emails sent to anyone, to internal/external emails only, or to emails sent to specific recipients (e.g. email addresses or domains) – use the top list to define the recipients. You can also exclude your signature from emails sent to selected recipients (that is, email addresses, domains, members of selected groups in your organization, etc.) by specifying them on the bottom list. In this example, we would like our signature to be added to emails sent to any recipient, so we only add All recipients in the top list (Fig. 4.).

Choosing the recipients. Here, the server-side signature rule is set to apply to emails sent to anyone.
Fig. 4. Choosing the recipients. Here, the server-side signature rule is set to apply to emails sent to anyone.

On the next tab - Keywords - you can define specific phrases that will trigger or suppress your server-side signature rule (Fig. 5.). When adding keyword phrases, you can use asterisks (*) as wildcards (to substitute other characters). The keyword settings are optional, but might be very useful, for example if you want to quickly remove your signature from a specific message. In this example (Fig. 5.), typing #nosignature (or any longer phrase that includes #nosignature - hence the surrounding asterisks) in the email subject or body will prevent the rule from being applied. Learn more

The Keywords tab.
Fig. 5. The Keywords tab.

Proceed to the Design tab. Here, you can compose your signature template and decide how it will be added to an email conversation thread (Fig. 6.). Start with the email thread settings by selecting one of the options available in the drop-down list to have:

  • the same signature in every email,
  • different signature in the first email and different in subsequent emails,
  • signature in the first email only,
  • custom setup (manually configure how your signature will be added to an email conversation threads).

The Design tab.
Fig. 6. The Design tab.

To create or modify a signature template for your rule, click the Edit signature button. This will open a built-in signature template editor. In the example shown in Fig. 6., we created a signature based on one of the built-in templates, as described in this quick guide. If you want to design your signature template from scratch, see this article instead for a step-by-step guide.

Important

The signature template editor lets you create signature templates for different email formats (HTML and Plain Text). If you prefer HTML signatures (which offer more customization options), you can also add them to messages originally sent in plain text by forcing the program to convert plain text emails to HTML messages. This option is available on the Design tab (see the checkbox at the bottom of Fig. 6.). Make sure it's enabled if you know that some users in your organization send emails in plain text (e.g. via mobile devices). Learn more

The last tab, Options (Fig. 7.), allows you to:

  • decide what the software should do if a particular rule is (or is not) applied. These settings are useful when you configure many rules and want to create a conditional rule flow, or when you add multiple signatures. Learn more
  • schedule an activity period for each rule (according to your time zone). Note that if the Scheduler feature is turned off for a given rule, this rule will be active all the time. Learn more

Rule processing and scheduling options.
Fig. 7. Rule processing and scheduling options.

Finally, save your signature rule using the Save (ESIG for O365 rule save) button in the SIGNATURE RULES section to apply the changes to CodeTwo services and start using the new rule in your organization.

Important

CodeTwo keeps a backup of the last 5 versions of your rules. If you accidentally modified or deleted your signatures or even the whole rules and want to restore them, contact CodeTwo Support.

How to create a client-side signature rule

Before you begin, make sure you followed all the configuration steps for client-side mode and deployed CodeTwo signatures add-in for Outlook to your users.

If your interface looks different, this means you’re using the new signature management experience – see this article for guidelines.

Access app.codetwo.com. After you sign in, click the Add (ESIG for O365 rule add) button in the SIGNATURE RULES section and select Add client-side signature rule (Fig. 8.).

Creating a new client-side signature rule.
Fig. 8. Creating a new client-side signature rule.

The new signature rule is added under the Client-side signatures group and the Overview tab opens, where you can enter the name of that rule and, optionally, provide a short description (Fig. 9.).

Providing a name and description of the client-side rule.
Fig. 9. Providing a name and description of the client-side rule.

On the Senders tab, specify which users in your organization will have access to that signature from their Outlooks (after you have deployed a dedicated Outlook add-in). Use the upper section (list) to select users or groups of users that will get the signature. The bottom section (list) lets you add exceptions to your client-side signature rule, which means users or groups of users that appear on that list will not get the signature. In the example shown in Fig. 10., our client-side signature rule will apply to all users (All senders) except for members of the Sales and Marketing group.

Selecting users to which the client-signature rule will apply.
Fig. 10. Selecting users to which the client-signature rule will apply.

Make sure to add at least one user to the upper list. Otherwise, when you save the rule, the program will notify you that there are no senders defined for that rule and automatically apply that rule to all users (in other words, All senders will be automatically added to the upper list).

The next tab, Design, is where you select a signature template (or create one from scratch). Click Edit signature to open the editor and design your signature the way you want. Once you finish, the signature preview will be shown on the Design tab (Fig. 11.).

Signature template preview.
Fig. 11. Signature template preview.

The last tab, Options (Fig. 12.), allows you to:

  • set the signature as the default one for all new messages sent from Outlook 
  • set the signature as the default one for all reply and forward messages sent from Outlook
  • remove all user-defined signatures in Outlook.

Additional options available for the client-side signature rules.
Fig. 12. Additional options available for the client-side signature rules.

Important

These options will work only for the users specified on the Senders tab, i.e. users to which the configured client-signature rule applies.

You can also use the Scheduler option to specify time ranges (in your time zone) during which the rule will be active. Learn more about the Scheduler 

When you're done, click ESIG for O365 rule save in the SIGNATURE RULES section to save your client-signature rule. The signature will become available for the specified users in Outlook and OWA.

See next

Start managing email signatures in your organization - learn more about different ways of managing signature rules

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