Basic configuration

To start using the software you do not have to install anything on your local machine. You only need to perform a basic configuration which consists of a few steps:

  1. Account registration - creating an account for the program's User Panel;
  2. Tenant registration and configuration - registering your tenant in the program;
  3. SPF records configuration - configuring SPF records at your domain registrar;
  4. Connectors configuration - configuring outbound and inbound connectors and transport rules in your Office 365 to allow processing by the CodeTwo Email Azure Service;
  5. Launching the Admin Console to manage signature rules.

A quick overview of the basic configuration is shown in the video below.


 

Account registration

First, you need to set up an account to be used with the User Panel of CodeTwo Email Signatures for Office 365. To do that, go to the product's website and click Create account (Fig. 1.).

Launching the product website in Internet Explorer.
Fig. 1. Launching the product website.

Fill in the registration form shown in Fig. 2.

The registration form.
Fig. 2. The registration form.

Be aware that you do not have to fill the Contact email address field with your Office 365 tenant 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.

After hitting the Create account button we will send you an email with the activation link to proceed with the registration.

Once you click the link, you will be redirected to the program's User Panel (you can also get there by clicking Log in to User Panel on the product website, see Fig. 1.). The User Panel contains several tabs; by default, it opens on the Dashboard tab (Fig. 3.). 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 profile, etc. We suggest that you begin with registering your tenant in the program.

The Dashboard's initial appearance right after the account registration (no tenants added yet).
Fig. 3. The Dashboard's initial appearance right after the account registration (no tenants added yet).

Tenant registration and configuration

You can configure a new tenant directly from the Dashboard, by clicking the Add (ESIG for O365 add button 14px) button on the Tenants card. You can also add a new tenant by accessing the Tenants tab, via the Add new tenant (ESIG for O365 add tenant2 button 14px) 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 a Microsoft login website (Fig. 4.). Sign in with your Office 365 global admin credentials.

Important

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.

Signing in to Office 365.
Fig. 4. Signing in to Office 365.

Accept the permissions necessary to run CodeTwo Email Signatures for Office 365 with your tenant (Fig. 5.).

Accepting permission required to run the software.
Fig. 5. Accepting permissions required to run the software.

After that, in step 3. Geolocation (Fig. 6.) choose a server that is the closest to your Office 365 tenant and click Register.

Important

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.

Choosing CodeTwo Email Azure Service server location.
Fig. 6. 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. 7.).

Successful tenant registration window.
Fig. 7. Successful tenant registration.
 

SPF records configuration

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").

Info

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

Warning

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.

Connectors configuration

Directly after the tenant registration (Fig. 7.), 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. 8.).

Connectors configuration wizard.
Fig. 8. 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 (ESIG for O365 settings button 14px) button.

Info

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 OAuth2 does not allow any third-party apps to access the connectors configuration in Office 365 tenants.

Info

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. 9.) you can limit the connectors' scope to a particular distribution group. By default, the program will route all emails through the CodeTwo Email Azure Service. If you wish to customize the range of users whose emails will be stamped with signatures, it will be more convenient to do that by creating email signatures rules directly in the CodeTwo Email Azure Service (see our articles on signature rule management).

Also, in this step you need to decide if you want to apply signatures also to emails sent within your organization - see the checkbox at the bottom of Fig. 9.

An option to limit connectors scope.
Fig. 9. Configuring the scope of connectors.

In the last step (Fig. 10.) of the wizard, hit Configure to auto-configure your Office 365 connectors. You will see the progress in the trace log window.

Installation progress window.
Fig. 10. Final configuration window.

Once this step is complete (Fig. 11.), click Finish.

Connectors configuration finished.
Fig. 11. Connectors configuration finished.

Info

If you cannot or do not want to use the wizard see the article on manual connectors and transport rule configuration.

You can now launch the Admin Console to start managing your signature rules.

Launching the Admin Console to manage signature rules

To add and configure signature rules, go to the Dashboard and click the Manage signatures (ESIG for O365 manage button 14px) button displayed next to your tenant name on the Tenants card (Fig. 12.). This will start the Admin Console which is our application designed to help you configure rules and signatures.

The tenants card with highlighted Manage Signatures button.
Fig. 12. The Manage signatures button.

The application works out of the box in Internet Explorer 9 (or newer), therefore we recommend using IE. However, we also successfully tested the newest versions of Google Chrome and Mozilla Firefox. Other browsers will probably work too, but installing additional plugins or downloading executables might be required. 

In Internet Explorer and Microsoft Edge, clicking the Manage signatures (ESIG for O365 manage button 14px) button in the Dashboard or on the product's website will automatically download (Fig. 13.) and run the application.

Application download in progress.
Fig. 13. Application download in progress.

Other browsers will download the CodeTwo Email Signatures for Office 365 Admin Console executable. If it does not start automatically, run it from your default download folder.

Info

If you stumble upon a logon error mentioning that proxy authentication is required when starting the Admin Console, see our Knowledge Base article on that.

The application displays a Welcome screen at launch (Fig. 14.). You need to log in to proceed.

CodeTwo Email Signatures for Office 365 Welcome screen.
Fig. 14. CodeTwo Email Signatures for Office 365 Welcome screen.

In the pop-up window (Fig. 15.), sign in to your Office 365 tenant. You must use your Office 365 global admin username and password. Your credentials are totally safe as they are passed directly to Microsoft servers. The Azure OAuth2 authorization is used to avoid passing credentials outside Microsoft servers (CodeTwo does not receive your credentials).

Office 365 log in pop-up.
Fig. 15. Office 365 sign in pop-up.

Read and accept the permissions that must be granted for the application to run (Fig. 16.).

Granting permissions to CodeTwo application to read from Office 365.
Fig. 16. Granting permissions to CodeTwo Email Signatures for Office 365.

Finally, the application launches and you can start managing your signature rules.

Tip

Consider blocking your end users from configuring OWA signatures to avoid duplicates and unauthorized disclaimers.

See next

Sent Items Update - configure the program to update your Sent Items Folder.

Getting started - learn how to create and manage signature rules.

Manual configuration of connectors - read this article if you need to manually configure Exchange Online connectors.

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