Quick guide to adding signature rules

To add a signature to your emails via CodeTwo Email Signatures for Office 365, you need to configure a signature rule. Each signature rule contains a layout of your signature and conditions necessary do add this signature to messages.

This article will help you create your first signature rule step by step. You can also watch the process in the video below.

 

Signature rules are created in the Manage Signatures App (click here or watch the video above to learn how to launch the application).

To add a new rule, click the Add (ESIG for O365 rule add 14px) button (Fig. 1.).

ESIG for O365 QG add new rule

Fig. 1. Adding a first signature rule in the Manage Signatures App.

The first tab - Overview - lets you fill in the name of your signature rule and add an optional description (Fig. 2.).

ESIG for O365 QG name rule

Fig. 2. Naming and describing a new signature rule.

Important

Remember to submit your changes using the Save (ESIG for O365 rule save) button each time you create new rules or modify the existing ones. Any changes to your rules will be applied only after saving them.

Info

CodeTwo keeps the backup of the last 10 versions of your rules. If you accidentally modified or deleted your signatures or even the whole rules, contact CodeTwo Support and we will try to restore them.

The three following tabs (Senders, Keywords and Email direction) allow you to configure conditions (and exceptions) which need to be fulfilled to add your signature to emails. To understand how these various conditions are related, read this article.

Move on to the Senders tab to apply the rule to appropriate users (Fig. 3.). In the upper section (top list) you can define senders whose emails will be stamped with your signature. The lower section (bottom list) allows you to add exceptions, i.e. the users who will not get the signature. Learn more

ESIG for O365 QG Senders

Fig. 3. The Senders tab with one condition (All users) and one exception (Engineering).

Info

Make sure to define at least one user in the top list. If you leave this section empty, signatures will be added to all users specified in the connectors wizard (learn more). The program will notify you about that (and automatically add All users to the list) when you submit your changes via the Save (ESIG for O365 rule save) button. If you would like to create a rule, but do not want to apply it to any users, you can temporarily disable it via the switch (ESIG for O365 rule switch) button.

On the next tab - Keywords - you can define specific phrases that will trigger or suppress your signature rule (Fig. 4.). These settings are optional, but might be very useful, for example if you want to quickly remove a default signature from your message. Learn more

ESIG for O365 QG Keywords

Fig. 4. The Keywords tab.

The Email direction tab lets you decide if the signature should be applied to all sent emails or to internal/external correspondence only (Fig. 5.). Learn more about this condition

ESIG for O365 QG Email direction

Fig. 5. The Email direction tab.

On the Design tab you can compose your signature and decide how it will be added to a correspondence (Fig. 6.). Select 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,
  • a custom setup (manually configure how your signature will be added to conversations).
ESIG for O365 QG Design

Fig. 6. The Design tab.

In our example (Fig. 6.), we decided to have the same signature in every email.

To create or modify a signature template for your rule, click the Edit signature button. This will open a built-in signature editor (read more). In the case shown in Fig. 6., a very simple signature was created that adds the user's name, title and department.

Important

In the editor you can prepare different signature templates for HTML, RTF and Plain Text messages. The program will automatically recognize the format of your emails and add a corresponding signature template. If you prefer HTML signatures, you can also add them to messages originally sent in Plain Text by forcing the program to convert plain text emails to HTML messages. This option is disabled by default (see the check box at the bottom of Fig. 6.). Consider enabling it if you know that some people in your organization send emails in Plain Text (e.g. via mobile devices).

The Load template button will open a template library from which you can import a built-in signature template or a template you prepared before. Learn more

The last tab, Options (Fig. 7.), lets you:

  • decide what the software should do if a particular rule is (or is not) applied. These settings are useful when you configure many rules and want to create a conditional rule flow or when you add multiple signatures and disclaimers;
  • schedule an activity period for each rule. Note that if the Scheduler feature is turned off for a given rule, this rule will be active all the time. Learn more about the Scheduler
ESIG for O365 QG Options

Fig. 7. Additional options.

Finally, save your signature rule using the Save (ESIG for O365 rule save) button and the program will let you know if the changes were successfully applied (Fig. 8.).

Fig. 8. This window means that your signature rules will be successfully applied to your emails in Office 365.
 

See next

Signature management - learn more about the signature adding algorithm and various components of the program.

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