Editing a signature
CodeTwo Email Signatures for Office 365 Manage Signatures App is equipped with a signature editor (Fig. 1.). You can launch it from the Design tab, by clicking the Edit signature button.
Fig. 1. The built-in signature editor.
This is a tool in which:
- You can type in the signature text and customize its format just like in any other WYSIWYG editor.
- HTML / RTF / PLAIN TEXT tabs allow you to switch between signature format versions. It is important to configure all of them as the software adds signatures in the same format as the format of the message. That means that if you send a Plain Text email, a plain text signature will be added if you created the plain text version of the signature beforehand. Once you prepare a signature in one format, you can convert it to another format by clicking the Convert button available on the ribbon in the Actions section (see Fig. 1.). Note that some elements cannot be converted (e.g. images from an HTML signature will not be included in the RTF or Plain Text versions of this signature).
Since HTML signatures are the most customizable, you can set the program to automatically convert Plain Text emails to HTML so that HTML signatures are added. To do this, go to the Design tab and select the checkbox at the bottom, as shown in Fig. 2. This option is particularly useful if people in your organization send emails in Plain Text (e.g. from mobile devices).
- You can insert images and tables to HTML signatures. Images can be either uploaded from your hard drive, pulled from a web resource or from Azure Active Directory (learn more).
- Signatures can be freely swapped with disclaimers, i.e. you can decide whether you want to add a signature right under the last response or at the very end of the conversation (usually used for legal disclaimers) by clicking the Change () button (visible in Fig. 1.).
- You can design the layout of your email by clicking the buttons on the Email layout toolbar (highlighted in Fig. 3.). Apart from signatures/disclaimers, you can insert additional sections such as left/right banners and additional top (header) section. These sections can be used as additions to your signature/disclaimer (Fig. 3.) or they can replace it - use the toolbar buttons to decide which sections should be added by the program.
- One of the most important features of CodeTwo Email Signatures for Office 365 is the possibility to insert Active Directory attributes (e.g. First name) into email signatures. These variables are added as placeholders and automatically filled with matching information from your AD when the email is stamped with a signature. Why type in every detail manually when you can pull them from AD? Just click on the AD attributes button on the ribbon and select an attribute (Fig. 4.).
Placeholders may not work right after you configure your signature rules for the first time or after resetting Azure AD cache. This is because placeholders' values are populated by cached data, not by data taken directly from your Office 365.
If you use custom AD attributes in your environment, the corresponding placeholders might not be displayed until you configure the program properly. For more information, click here.
Fig. 4. AD attributes that are inserted as placeholders in email signatures.
Use the Photo placeholder to add users' AD photos to signatures. You can easily upload photos to Azure Active Directory by using our freeware application, CodeTwo User Photos for Office 365. The program uploads users’ photos to Exchange Online mailboxes and associated services. It lets you manage photographs collectively, without having to run the Set-UserPhoto cmdlet separately for each user.
A cache mechanism has been added to speed up message processing and prevent software from querying your Azure AD too often. The software automatically refreshes its cache every 60 minutes. You can manually reset the Azure AD cache on the Manage tenant pages in CodeTwo Admin Panel. Learn more
- Advanced users can edit the signature's HTML source by clicking the </> Source button on the ribbon. This will open the HTML source code editor (Fig. 5.).
You can use the HTML source code to copy an existing signature into the Template Library. Learn more
|Fig. 5. The HTML source code editor.|
- In the custom setup mode (Fig. 6.), the editor allows you to configure how to add signatures to email conversations. Learn more about managing signatures in conversations
This is just a brief description of the Editor's capabilities. If you are hungry for knowledge, you can take a peek at our user's manual for CodeTwo Exchange Rules Pro (especially the articles on the Editor and about adding graphics), because this software features a very similar editor. Keep in mind that CodeTwo Exchange Rules Pro works with Exchange Server on-premises, therefore some options of the editor might work differently.
User AD attributes & Tokens - a detailed information on how to configure custom AD attributes to use them in the editor.
Template library - learn how to use the signature templates provided with the program or create new templates.