To start using the software you need to perform a basic configuration which consists of a few steps:
- Accessing User Panel - log in to the program's User Panel using your Microsoft account or create a new CodeTwo User Panel account;
- Tenant registration and configuration - register your tenant in the program;
- SPF records configuration - configure SPF records at your domain registrar;
- Connectors configuration - configure outbound and inbound connectors: specify users in your Office 365 whose emails will be processed by the CodeTwo Email Azure Service;
- Installing and launching the Admin Console to manage signature rules.
A quick overview of the basic configuration is shown in the video below.
First, you need to log in to the User Panel of CodeTwo Email Signatures for Office 365, where you will be able to configure your tenant, manage your subscription and perform other administrative tasks. To do that, go to the product's website and click Log in or create account (Fig. 1.).
|Fig. 1. The product's website.|
You can use your Microsoft account or create a dedicated CodeTwo User Panel account (see Fig. 2.).
If you choose to log in via your Microsoft account, you will be redirected to the Microsoft account sign-in page.
|Fig. 2. The User Panel's login page.|
If you decide to create a new CodeTwo User Panel account, you need to fill in the registration form shown in Fig. 3. After you click the Create account button, we will send you an email with the activation link to proceed with the registration. Through the link you will be redirected to the program's User Panel.
Be aware that you do not have to fill the Contact email address field with your Office 365 tenant's admin credentials - it can be any valid email address you would like to use to manage your tenant accounts with the software. The Office 365 admin's credentials will be required later on, when adding tenants or launching the application's Admin Console.
|Fig. 3. The registration form.|
Once you log in to the program's User Panel via a CodeTwo or Microsoft account, you will land on the Dashboard tab (Fig. 4.). Dashboard contains multiple cards which allow you to supervise various sections of the User Panel and perform basic tasks: manage your tenants, configure payments for the subscription to use the software, check the service status, edit your account, etc. We suggest that you begin with registering your tenant in the program.
|Fig. 4. The Dashboard's initial appearance right after the account registration (no tenants added yet).|
You can configure a new tenant directly from the Dashboard, by clicking the Add () button on the Tenants card (see Fig. 4.). You can also add a new tenant by accessing the Tenants tab, via the Add new tenant () button. In either case, a 4-step wizard will open. In the first step (1. License agreement - not shown here) read and accept the terms and conditions. In the next step (2. Login - not shown here) click Next and you will be redirected to the Microsoft account sign-in website (Fig. 5.). Sign in with your Office 365 global admin credentials.
Make sure you use the credentials of a global admin. This is the only account type that has all the permissions required by the program to add personalized email signatures.
|Fig. 5. Signing in to Office 365.|
Accept the permissions necessary to run CodeTwo Email Signatures for Office 365 with your tenant (Fig. 6.).
|Fig. 6. Accepting permissions required to run the software.|
Be sure to choose the right server location as it is not possible to change this later without deregistering your tenant (which will also cancel your subscription). In the case the server location has to be modified, please contact our Support.
|Fig. 7. Choosing CodeTwo Email Azure Service server location.|
Successful registration will be confirmed in step 4. Next steps. It is recommended that you configure SPF records and Exchange Online connectors now, according to the instructions displayed (Fig. 8.). A detailed procedure is described later in this article.
|Fig. 8. Successful tenant registration.|
If you have your own public domain (e.g. domain.com), and this is most likely the case, you must add an SPF record for CodeTwo Email Signatures for Office 365 domain in the DNS. This must be done at your domain registrar's DNS configuration, it is not possible from within the Office 365 configuration (see Office 365 support on that, search for "SPF").
Your emails will be forwarded through the CodeTwo Email Azure Service and email headers will contain history of such forwarding. This may be considered suspicious by advanced spam filtering mechanisms installed on the email recipients' mail servers. To avoid this obvious false positives you should take advantage of the SPF records in your DNS. By adding the CodeTwo Email Azure Service address to your SPF records you declare that the address of our service has been authorized by you to process your mail traffic. Recipients' spam filters check addresses of the mail servers (which processed emails that these particular recipients receive) against SPF records in public DNS servers. If the address of the CodeTwo Email Azure Service is found within these records, all emails processed by CodeTwo Email Signatures for Office 365 will be considered safe (not spam). Otherwise, any outcome is possible.
Again, if you have your own domain, you probably already added an SPF record for Office 365 domain at your domain registrar's DNS following this article, this general instruction or one of the customized instructions here. So, your SPF records that include Office 365 domain look most likely as below:
v=spf1 include:spf.protection.outlook.com -all
Now you need to expand this entry to include the CodeTwo Azure Service domain SPF address: include:spf.emailsignatures365.com. Edit your records to add the aforementioned entry so it looks as shown below. We recommend that you add our SPF entry as the last one (directly before -all).
v=spf1 include:spf.protection.outlook.com include:spf.emailsignatures365.com -all
Be aware that this is just an example based on the default SPF records configuration after applying changes suggested by Microsoft. Your SPF records may look different, for example more domains may already be included.
Directly after the tenant registration (Fig. 8.), you will be given a choice to configure Exchange Online connectors right away or to skip this step. Connectors do not have to be configured at that moment (you can do this later, either automatically as described below or manually), but keep in mind that your rules will not work until the connectors configuration step is done. Creating outbound and inbound connectors to your Office 365 tenant is required so that emails sent from your organization can be forwarded to the CodeTwo Email Azure Service which checks them against rules you configured and then stamps them with signatures. If you decide to configure connectors right away, click the Configure connectors button. This will start a wizard (Fig. 9.).
|Fig. 9. Connectors configuration wizard.|
If you skip the connectors configuration now, you can always get back to the configuration wizard to create new or edit existing connectors in the User Panel, Tenant Settings, Exchange Online connectors. The wizard can also be accessed from the Admin Console via the Settings () button.
If you want to remove the existing connectors, see this article on uninstalling CodeTwo Email Signatures for Office 365 before using the Remove connectors feature.
In any case, the wizard will ask you to provide your Office 365 global admin credentials (step 2. Login - not shown here). This is because the initial authorization via Azure's OAuth 2.0 does not allow any third-party apps to access the connectors configuration in Office 365 tenants.
Your credentials are not stored with any CodeTwo service. However, if you are still not convinced, you can still skip the connectors configuration via wizard and set them up manually in your Office 365. However, we strongly advise against manual configuration of connectors.
In the next step (3. Senders scope, see Fig. 10.) you can specify senders whose emails will be routed through the CodeTwo Email Azure Service to receive signatures. By default, the program asks you to limit the scope to a particular distribution group (Fig. 10.), but you can also select all AD users.
Every sender selected in this step will use one license from your license pool, no matter if the sender is defined in any signature rule. That is why you should pay special attention to properly define the scope of senders.
|Fig. 10. Configuring the scope of connectors.|
In this step you also need to decide if you want to apply signatures to emails sent within your organization - see the checkbox at the bottom of Fig. 10.
A good idea is to prepare a separate distribution group for all users that may require email signatures. Such solution will let you avoid excessive usage of licenses.
If you wish to further customize the range of users whose emails will be stamped with signatures, you can do that by creating signature rules (see our Quick Guide and articles in the signature rule management section).
In the last step (Fig. 11.) of the wizard, hit Configure to auto-configure your Office 365 connectors. You will see the progress in the trace log window.
|Fig. 11. Final configuration window.|
Once this step is complete (Fig. 12.), click Finish.
Note that it can take from a few minutes to more than an hour for the changes in the connectors configuration to propagate. Email signatures created in the program might not be added to messages sent from your tenant during that time.
If you configured the program to process messages sent to a distribution group/list, every change made to this group (e.g. adding new users) also requires time to propagate in your Office 365. Learn more
|Fig. 12. Successful configuration of connectors.|
If you cannot or do not want to use the wizard, see the article on manual configuration of connectors and transport rule.
You can now install and launch the Admin Console to start managing your signature rules.
To add and configure signature rules, go to Dashboard and click the Manage signatures () button displayed next to your tenant name on the Tenants card (Fig. 13.). This will start the Admin Console, which is our application designed to help you configure signature rules.
|Fig. 13. The Tenants card.|
The application works out of the box in Internet Explorer 9 (or newer), therefore we recommend using IE. However, we also successfully tested recent versions of Google Chrome and Mozilla Firefox. Other browsers will probably work, too, but installing additional plugins or downloading executables each time you launch the app might be required.
In Internet Explorer and Microsoft Edge, clicking the Manage signatures () button on the product's website will automatically launch the program or (if you have not installed the program yet) download and run the application installer (Fig. 14.).
|Fig. 14. Application download in progress.|
Other browsers will download the CodeTwo Email Signatures for Office 365 Admin Console installer every time.
- from a shortcut in the Start menu,
- via the Manage signatures button on the program's website (see Fig. 1.),
- from the User Panel, by clicking the Manage signatures () button next to the name of your tenant (see Fig. 13.).
The Admin Console is equipped with a self-updating mechanism that is a feature of the ClickOnce technology. Each time you launch the program, it checks for newer versions and prompts you to install the most recent update, if available.
If you stumble upon a logon error mentioning that proxy authentication is required when starting the Admin Console, check this Knowledge Base article.
|Fig. 15. CodeTwo Email Signatures for Office 365 welcome screen.|
In the pop-up window (Fig. 16.), sign in to your Office 365 tenant. You need to use your Office 365 global admin username and password.
Your credentials are completely safe as they are passed directly and only to Microsoft servers, which is ensured by the Azure's OAuth 2.0 authorization. CodeTwo does not store, copy or have access to your global admin credentials. If you select the option to keep you logged in (Fig. 15.), the required tokens will be encrypted and stored on your local machine.
|Fig. 16. Office 365 sign-in page.|
Read and accept the permissions that must be granted for the application to run (Fig. 17.).
|Fig. 17. Granting permissions to CodeTwo Email Signatures for Office 365.|
Finally, the application launches and you can start managing your signature rules.
Consider blocking your end users from configuring OWA signatures to avoid duplicates and unauthorized disclaimers.
Sent Items Update - configure the program to update your Sent Items Folder.
Quick Guide - create a signature rule step by step.
Signature management - learn more about the signature adding algorithm and individual components of the program.
Manual configuration of connectors - read this article if you need to manually configure Exchange Online connectors.