Quick guide to adding signature rules

To add signatures, banners and other sections to emails by using CodeTwo Email Signatures for Office 365, you need to configure a signature rule. A signature rule contains the layout of a signature (and/or other email sections, such as side banners) 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 whole process in the video below.

Info

Only global administrators and authorized users can configure email signature rules. Learn more

Signature rules are created in the Manage Signatures App. To add a new rule, open the app (click here or watch the video above to learn how to launch it) and click the + (Add) button in the SIGNATURE RULES section (Fig. 1.).

ESIG for O365 add new rule
Fig. 1. Adding a 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.).

Esig365 - name a rule
Fig. 2. Naming and describing the new signature rule.

Important

Remember to submit your changes via 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.

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

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 365 Quick guide - 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 365 Quick guide - Email direction
Fig. 5. The Email direction tab.

On the Design tab you can compose your signature template 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 365 Quick guide - Design tab
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 template editor. In the example shown in Fig. 6., we created a signature based on one of the built-in templates.
Learn more about the signature template editor and template library

Important

The signature template editor lets you create signature templates for different email formats (HTML, RTF and Plain Text). If you prefer HTML signatures (which offer more customization options), 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 available on the Design tab (see the checkbox at the bottom of Fig. 6.). Make sure it's enabled if you know that some users in your organization send emails in Plain Text (e.g. via mobile devices). Learn more

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

  • 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. Learn more
  • 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

ESIG 365 Quick guide - Options
Fig. 7. Rule processing and activity options.

Finally, save your signature rule using the Save (ESIG for O365 rule save) button to apply the changes to CodeTwo services.

See next

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

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