Quick guide to adding signature rules

To add signatures and/or disclaimers to emails, you need to configure a signature rule in the Manage Signatures App. A signature rule contains the layout of your signature and conditions that need to be met to add this signature to messages.

This article will help you create your first signature rule in CodeTwo Email Signatures for Office 365. Read on for step-by-step instructions on how to create:

For more information about the available signature modes, see this article.

Info

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

How to create a server-side signature rule

Launch the Manage Signatures App from the Windows Start menu (make sure you followed all the configuration steps for the server-side mode). To add a new server-side signature rule, click the + (Add) button in the SIGNATURE RULES section and select Add server-side signature rule (Fig. 1.).

ESIG O365 - adding new server-side signature rule
Fig. 1. Adding a server-side 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 O365 QG - overview - server-side rule naming
Fig. 2. Naming and describing the new server-side signature rule.

The three tabs that follow (Senders, Recipients and Keywords) allow you to configure conditions (and optional exceptions) which need to be fulfilled to add your signature to emails.

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 this signature (learn more about this condition). In this example, we're adding the signature to all users (All senders) except the members of the Sales group (for example, because we plan to create a dedicated signature rule for them later).

ESIG O365 Quick guide - server-side Senders
Fig. 3. The Senders tab with one condition (All senders) and one exception (Sales).

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 senders 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 Recipients tab (Fig. 4.) you can decide if this signature rule should be applied to emails sent to anyone, to internal/external emails only, or to emails sent to specific recipients (e.g. email addresses or domains) – use the top list to define the recipients. You can also exclude your signature from emails sent to selected recipients (that is, email addresses, domains, members of selected groups in your organization, etc.) by specifying them on the bottom list. In this example, we would like our signature to be added to emails sent to any recipient, so we only add All recipients in the top list (Fig. 4.).

ESIG O365 Quick guide - Recipients
Fig. 4. Choosing the recipients. Here, the server-side signature rule is set to apply to emails sent to anyone.

On the next tab - Keywords - you can define specific phrases that will trigger or suppress your server-side signature rule (Fig. 5.). When adding keyword phrases, you can use asterisks (*) as wildcards (to substitute other characters). The keyword settings are optional, but might be very useful, for example if you want to quickly remove your signature from a specific message. In this example (Fig. 5.), typing #nosignature (or any longer phrase that includes #nosignature - hence the surrounding asterisks) in the email subject or body will prevent the rule from being applied. Learn more

ESIG O365 Quick guide - configuring keywords
Fig. 5. The Keywords tab.

Proceed to the Design tab. Here, you can compose your signature template and decide how it will be added to an email conversation thread (Fig. 6.). Start with the email thread settings by selecting 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 an email conversation threads).

ESIG 365 Quick guide - Signature design
Fig. 6. The Design tab.

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 O365 Quick guide - options & scheduler
Fig. 7. Rule processing and activity options.

Finally, save your signature rule using the Save (ESIG for O365 rule save) button in the SIGNATURE RULES section to apply the changes to CodeTwo services and start using the new rule in your organization.

Important

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

How to create a client-side signature rule

Run the Manage Signatures App from the Start menu in Windows. After you sign in, click + (Add) button in the SIGNATURE RULES section and select Add client-side signature rule (Fig. 8.).

ESIG O365 - adding new client-side signature rule
Fig. 8. Creating a new client-side signature rule.

The new signature rule is added under the Client-side signatures group and the Overview tab opens, where you can enter the name of that rule and, optionally, provide a short description (Fig. 9.).

ESIG O365 QG - overview - client-side rule naming
Fig. 9. Providing a name and description of the client-side rule.

On the Senders tab, specify which users in your organization will have access to that signature from their Outlooks (after they have installed the CodeTwo Signatures Add-in for Outlook). Use the upper section (list) to select users or groups of users that will get the signature. The bottom section (list) lets you add exceptions to your client-side signature rule, which means users or groups of users that appear on that list will not get the signature. In the example shown in Fig. 10., our client-side signature rule will apply to all users (All senders) except for members of the Marketing group.

ESIG O365 QG client-side signature rule - Senders
Fig. 10. Selecting users to which the client-signature rule will apply.

Make sure to add at least one user to the upper list. Otherwise, when you save the rule, the program will notify you that there are no senders defined for that rule and automatically apply that rule to all users (in other words, All senders will be automatically added to the upper list).

The next tab, Design, is where you select a signature template (or create one from scratch). Click Edit signature to open and edit one of the available signature templates (learn more about the signature template editor and template library). Once finished, the signature preview will be shown on the Design tab (Fig. 11.).

Esig O365 QG - Client-side signature design
Fig. 11. Signature template preview.

The last tab, Options (Fig. 12.), allows you to:

  • set the signature as the default one for all new messages sent from Outlook 
  • set the signature as the default one for all reply and forward messages sent from Outlook
  • remove all user-defined signatures in Outlook.

Esig O365 QG - Client signature rule options
Fig. 12. Additional options available for the client-side signature rules.

Important

These options will work only for the users specified on the Senders tab, i.e. users to which the configured client-signature rule applies, provided that they have installed the CodeTwo Signatures Add-in for Outlook.

You can also use the Scheduler option to specify time ranges during which the rule will be active. Learn more about the Scheduler 

When you're done, click ESIG for O365 rule save in the SIGNATURE RULES section to save your client-signature rule. The signature will become available for the specified users once the CodeTwo Signatures Add-in for Outlook synchronizes with our services (which takes place every few minutes) or when a user clicks Force signature refresh in the add-in.

See next

Signature management - learn more about signature rules, signature template design and signature previewing in Outlook.

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