Create a signature rule (new experience)

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 (or disclaimer) as well as conditions that need to be met to add this signature to messages sent by users in your organization.

Signature rules are configured and managed through a web interface available at app.codetwo.com. 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 signature rules. Learn more

Follow the links below to learn how to:

How to create a new server-side signature rule

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

To create a server-side (cloud) signature rule, watch our video tutorial or check the instructions below.

Log in to app.codetwo.com, click CREATE RULE and select Server-side signature (Fig. 1.).

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

The rule editing pane opens to the right of the screen. In the first step (Name), enter the name of the signature rule and - if you want - add a description (Fig. 2.).

Entering a name and description for the new server-side signature rule.
Fig. 2. Entering a name and description for the new server-side signature rule.

The three steps that follow (Senders, Recipients and Keywords) allow you to configure conditions (and optional exceptions) which need to be fulfilled to add your signature to emails. To learn more about configuring conditions and exceptions for a signature rule, see this article.

Move on to the Senders step to apply the rule to the right users (Fig. 3.). In the upper section (top list) you can define senders whose emails will get this signature. The lower section (bottom list) allows you to add exceptions or, in other words, users who will not get this signature. In the example shown in Fig. 3., the signature will be added to emails of 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 step with one condition (All senders) and one exception (Sales and Marketing) selected.
Fig. 3. The Senders step with one condition (All senders) and one exception (Sales and Marketing) selected.

Make sure to define at least one user in the top list. If you leave this section empty and decide to save your rule anyway, All senders will be automatically added to the upper list (meaning that this rule will apply to all users specified in the connectors wizard).

In the Recipients step, 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.

If you don’t define any recipient and decide to save your rule anyway, All recipients will be automatically added to the upper list (meaning that this rule will apply to all outgoing emails).

The next step – Keywords – is optional. Here you can define specific phrases that will trigger or suppress your server-side signature rule. When adding keyword phrases, you can use asterisks (*) as wildcards (as a substitute for other characters). The keyword settings 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 about this feature

The Keywords step.
Fig. 5. The Keywords step.

The Scheduler step is also optional. This is where you can specify when this rule should be active. If Scheduler is turned off (the default setting), the rule is active continuously (Fig. 6.). If you want the rule to be active only during the defined time ranges, you need to enable Scheduler and configure recurrence pattern. Learn more

Scheduler.
Fig. 6. Scheduler.

In the Logic step, you can decide what the software should do if this rule is (or is not) applied (Fig. 7.). 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

Rule processing options.
Fig. 7. Rule processing options.

Proceed to the Design step. Here, you can compose a signature template for this rule and decide how the signature will appear in email conversations (Fig. 8., item A). 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 you want your signature to be handled in email conversations)

The Design tab.
Fig. 8. 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. 8., we created a signature based on one of the built-in templates. Read this quick guide to learn how to create a signature template step by step

Important

The signature template editor lets you create signature templates in the HTML and plain text formats. If you leave the Convert plain text email to HTML option enabled, as shown in Fig. 8., item B (the default setting), all plain text emails (e.g. from mobile devices) sent by users defined in the Senders step will be converted to HTML (HTML signatures offer more customization options). If you turn this setting off, be sure to create a plain text signature template for this rule in the editor. Learn more

Finally, click:

  • Save & Publish to save the rule and apply it in your organization immediately.
  • Save to save the rule without publishing it to your organization. You can apply (publish) it later at any time.

Once you are back to the main view (rules list), you can create another rule or use additional rule management options.

How to create a client-side signature rule

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

Log in to app.codetwo.com, click CREATE RULE and select Client-side signature (Fig. 9.).

Creating a new client-side signature rule.
Fig. 9. Creating a new client-side signature rule.

The rule editing pane opens to the right of the screen. The first step – Name – is where you can enter the name of the rule and, optionally, provide a short description (Fig. 10.).

 Providing a name and description of the client-side rule.
Fig. 10. Providing a name and description of the client-side rule.

In the Senders step, 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 that appear on that list will not get the signature (learn more about this condition). In the example shown in Fig. 11., 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. 11. Selecting users to which the client-signature rule will apply.

Make sure to add at least one user to the upper list. Otherwise, if you decide to save your rule as it is, All senders will be automatically added to the upper list. This means the signature will be available to all users who use CodeTwo signatures add-in for Outlook.

The next step, Scheduler, is where you can specify time ranges during which the rule will be active. This step is optional, and by default the rule is active continuously – Scheduler is turned off (Fig. 12.). Learn more about Scheduler

Scheduler.
Fig. 12. Scheduler.

The options available in the Logic step (Fig. 13.) allow you to:

  • set the signature as the default one for all new messages composed in Outlook,
  • set the signature as the default one when replying to or forwarding a message in Outlook,
  • remove all user-defined signatures from Outlook (works only with classic COM Add-in).

Additional options available for client-side signature rules.
Fig. 13. Additional options available for client-side signature rules.

Important

These options will work only for the users specified in the Senders step, i.e. users to which the configured client-signature rule applies. Learn more

Finally, the Design step is where you select a signature template (or create one from scratch). Click Edit signature to open and edit one of the available signature templates. Once you finish, the signature preview will be shown in the rule editing pane (Fig. 14.). Learn more about the signature template editor

Client-side signature template preview.
Fig. 14. Client-side signature template preview.

When you're done, click:

  • Save & Publish to save the rule and apply it in your organization immediately. The client-side signature will become available for the specified users in Outlook and OWA.
  • Save to save the rule without publishing it to your organization. You can apply (publish) it later at any time.

Once you are back to the main view (rules list), you can create another rule or use additional rule management options.

Managing signature rules

The main view of the signature management interface lists all rules configured for your Microsoft 365 tenant (Fig. 15.). From here, you can view details of each rule (e.g. to which senders/recipients it applies) and preview signature templates. 

Use checkboxes on left side of the main view (Fig. 15., item A) to select one or multiple signature rules. This will open a menu with additional options (some options are not available when selecting more than one rule):

  • Edit lets you make changes to the selected rule. You can also edit a rule by clicking it in the list.
  • Delete / Delete selected will permanently* delete the selected rule(s).
  • Publish / Publish selected will apply the selected rule(s) in your organization.
  • Unpublish / Unpublish selected will deactivate selected rule(s).
  • Clone lets you create the exact copy of the selected rule (with the same conditions, exceptions, settings and signature template). The newly created rule will be set as Unpublished.
  • Move up / Move down let you change the order in which rules are placed on the list. This order is important when configuring rules processing settings for server-side rules and Outlook signature adding options for client-side rules.

In addition, when you move the mouse pointer over the signature preview (Fig. 15., item B) you can click Edit signature to open the signature template editor. This allows you to make changes to the signature template without editing the rule itself. 

Additional rule management options.
Fig. 15. Additional rule management options.

* 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.

See next

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

Was this information useful?