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.
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.).
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.).
Fig. 2. Naming and describing a new signature rule.
Remember to submit your changes via the 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
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 () 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 () 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
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
Fig. 5. The Email direction tab.
- 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).
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 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.
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 checkbox at the bottom of Fig. 6.). Consider enabling it if you know that some users 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. 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
Fig. 7. Additional options.
Finally, save your signature rule using the Save () button and the program will let you know if the changes were successfully applied (Fig. 8.).
Fig. 8. This window confirms that your signatures will be applied to your emails in Office 365.
Signature management - learn more about the signature adding algorithm and various components of the program.