Previewing email signatures in Outlook on the web (OWA)

With CodeTwo Email Signatures for Office 365 Add-in, every time you compose an email in Outlook on the web (OWA), you can preview the signature(s) that will be added server-side to your message. This article shows how to use this feature in:

Outlook on the web (classic UI)

To use the signature preview feature in Outlook on the web, you need to make sure that CodeTwo Email Signatures for Office 365 Add-in is deployed to your Office 365 account. When the add-in is installed, the server signature preview (ESIG for O365 signature preview button OWA) button shows up at the bottom of the reading pane (Fig. 1.) every time you compose a new email or reply to / forward a message.

The server signature preview button in OWA.
Fig. 1. The server signature preview button available in OWA in compose mode.

When you click this button, a new pane appears (Fig. 2.). This pane shows asignature preview based on the rules defined for the recipient(s) of your message (see our Quick guide to learn how to create signature rules). The preview pane is refreshed every time you modify your message (e.g. when you type text or change the recipients), so the displayed signature is always up to date.

Important

To preview the server signature, you need to add at least one recipient to your email.

ESIG for O365 signature preview OWA 2
Fig. 2. The server preview of your signature is displayed next to the reading pane.

No matter if you use different signatures for different recipients or if you have different signatures for new and subsequent emails, the add-in will always show the right email signature(s). If you write an email to several recipients to whom different rules apply (e.g. different rules are defined for internal and external recipients), the preview pane will display all the variants, one below the other (Fig. 3.). If there are any keywords that trigger/suppress signatures, type the right phrases, and the preview will change accordingly.
Learn more about rules and conditions

ESIG for O365 signature preview OWA 3
Fig. 3. The preview pane with two signatures displayed (1 for internal and 1 for external recipients).

Important

The preview shows only the contents of the signature/disclaimer section of an email. If you define the program to add left/right banners or a top section (header) to messages, these sections will not be previewed. Learn more about changing email layout in the signature editor

The new Outlook (updated UI)

To use the signature preview feature in Outlook on the web, you need to ensure that CodeTwo Email Signatures for Office 365 Add-in is deployed to your Office 365 account. Once the add-in is installed, you can access it when you compose an email: on the new Outlook UI, add-ins are hidden on the bottom menu, as shown in Fig. 4.

ESIG 365 signature preview - new OWA 1
Fig. 4. Opening the signature preview pane.

When you select the CodeTwo add-in from the bottom menu, a new pane appears on the right side (Fig. 5.). This pane shows a signature preview based on the rules defined for the recipient(s) of your message (see our Quick guide to learn how to create signature rules). The preview pane is refreshed each time you modify your message (e.g. when you type new text or change the recipients) so that the signature displayed is always up to date. If there are any keywords that trigger/suppress signatures, type the right phrases, and the preview changes accordingly.
Learn more about rules and conditions

ESIG 365 signature preview - new OWA 2
Fig. 5. The server-side preview of your signature is displayed next to the reading pane.

No matter if you use different signatures for different recipients or if you have different signatures for new and subsequent emails, the add-in always shows the right email signature(s). If you write an email to several recipients to whom different rules apply (e.g. different rules are defined for internal and external recipients), the preview pane displays all signature versions (Fig. 6.). Each signature preview is preceded by a list of recipients who will see this specific signature (the thumbnails on the preview pane do not include photos - only recipients' initials are shown, and the thumbnail colors are picked randomly).

ESIG 365 signature preview - new OWA 3
Fig. 6. A preview pane that shows two signatures (1 for internal and 1 for external recipients).

Important

The preview shows only the contents of the signature/disclaimer section of an email. If you define the program to add left/right banners or a top section (header) to messages, these sections will not be previewed. Learn more about changing email layout in the signature editor

If you want to see the signature preview every time you start composing an email, pin the preview pane to your Outlook on the web, so that it looks as shown in Fig. 7.

ESIG 365 signature preview - new OWA 4
Fig. 7. Use the pin button to pin/unpin the signature preview pane in Outlook on the web.

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