How to use keywords to let users add or remove email signatures

Learn how to enable users to manually choose a different server-side signature for their messages or to remove an email signature entirely.

Important

The solution presented in this article works only in server-side mode (and combo mode when using server-side signature rules). The client-side signature mode allows users to select their signature in Outlook from the templates prepared for them. Learn more

When CodeTwo Email Signatures for Office 365 works in server-side mode, users cannot select their signature or modify its contents. Server-side signatures are managed centrally by an admin (or delegated users) and are added after an email is sent, based on signature rules configured in the signature management app. However, the program can also make use of keywords to trigger or suppress signature rules responsible for adding server-side signatures to emails. Learn more about keywords

Keywords are a great way to give users more control of server-side signatures. For example, keywords can be used to add a signature:

  • in another language (learn more),
  • with a different banner,
  • that includes contact details of another user/group,
  • and more,

or if you want to send an email without any signature at all.

Basics

This article shows how to configure CodeTwo Email Signatures for Office 365 for a specific email signatures usage scenario. If you need more basic information, use the links below:

How to configure the program for this scenario

Follow the links below to learn how to:

Tips on creating keywords

You can use a single word or multiple-word phrases. If you add an asterisk (*) before and/or after a single word, e.g. *spam*, the rule will be triggered (or suppressed) not only by the word spam but by anti-spam or spamming as well. Since keywords are not case sensitive, the word SPAM will also work.

Avoid using phrases that could be used in normal communication so that the rule is not triggered by accident. For example, instead of defining keyword spam, it is better to use #spam.

You can also define more than one keyword. Each additional keyword is connected with the other ones by the OR operator. This means the signature rule will be triggered (or suppressed) if at least one of the defined keywords are found in the email body or subject.

Using keywords to trigger server-side signature rules

In this example, we define a keyword that will be used to add a different email signature to an email.

First, log in to app.codetwo.com and, in the SIGNATURE RULES section, select a server-side signature for which you want to define a keyword. You can also create a new signature rule by clicking the + button and selecting Add server-side signature rule (Fig. 1.).

Creating a new server-side signature rule.
Fig. 1. Creating a new server-side signature rule.

Use the ESIG for O365 rule move up button to move the signature rule mentioned above on top of other rules (Fig. 2.). By doing so, you make sure that the program will execute this rule as the first one in the case it finds the defined keyword. This is especially important if, for example, you have configured a general signature rule that adds a signature to all outgoing emails in your organization.

Moving the rule up the signature rules list.
Fig. 2. Moving the rule up the signature rules list.

Use the Senders and Recipients tabs to specify other conditions that need to be fulfilled for the rule to be applied. Learn more

Next, go to the Keywords tab and click Add next to the top list (Fig. 3., item 1). In the Add phrase pane that opens, enter you keyword, e.g. banner#2, as shown in Fig. 3., item 2. Use the Search in drop-down menu to define where the program should look for the keyword: in the email body, email subject or in both places.

Defining a keyword that will trigger a server-side signature rule.
Fig. 3. Defining a keyword that will trigger a server-side signature rule.

Select the Remove this phrase checkbox if you want the program to remove the keyword from the email body and/or subject after it has processed the email (Fig. 4.).

Select this checkbox if you want the program to remove the keyword from your email.
Fig. 4. Select this checkbox if you want the program to remove the keyword from your email.

Use the Design tab to edit your email signature (or design a new one, if you created a server-side rule from scratch). In this example, we will use a different signature template (Fig. 5.). Learn more about how to design a signature template

A signature that will be added to emails by using keywords.
Fig. 5. A signature that will be added to emails by using keywords.

On the Options tab, make sure to leave the default settings, as shown in Fig. 6. This way, the program will still add signatures specified in other rules even if you don’t include the keyword in the email body/subject. And if the keyword is found, you make sure that the program will not add another signature.

The default signature rules processing options.
Fig. 6. The default signature rules processing options.

Click Save (ESIG for O365 rule save) in the SIGNATURE RULES section to apply your changes. Go to the Result section below to find out how a user can make CodeTwo Email Signatures for Office 365 to add a different signature by using the defined keyword.

Using keywords to suppress server-side signature rules

In this example, we define a keyword that will be used to suppress a server-side signature rule that adds a signature to an email.

Log in to app.codetwo.com and, in the SIGNATURE RULES section, select a server-side signature for which you want to define a keyword. You can also create a new server-side signature rule, as shown in Fig. 1.

On the Keywords tab, click Add next to the bottom list (Fig. 7., item 1). In the pane that opens, enter a keyword, e.g. no-signature (Fig. 7., item 2), and use the Search in drop-down menu to define where the program should look for the keyword: in the email body, email subject or in both places.

Defining a keyword that will suppress a server-side signature rule.
Fig. 7. Defining a keyword that will suppress a server-side signature rule.

Select the Remove this phrase checkbox if you want the program to remove the keyword from the email body and/or subject after it has processed the email, as shown in Fig. 4.

Click Save (ESIG for O365 rule save) in the SIGNATURE RULES section to apply your changes. Remember to notify the users whom you wish to be able to send emails without signatures about the keyword they are supposed to use.

Tip

Using keywords is not the only way to suppress email signatures. You can also exclude email signatures for emails sent to specific users or groups. Learn more 

Result

In the first scenario, we defined keyword banner#2 to trigger a specific server-side signature rule. In Fig. 8., neither the email body nor its subject contain the defined keyword, so CodeTwo Email Signatures for Office 365 adds the standard signature to the email when it is sent.

The standard signature will be added when no keyword is used.
Fig. 8. The standard signature will be added when no keyword is used.

Once a user adds the keyword e.g. to the email body (Fig. 9.), the program inserts a different email signature into the email. The keyword is removed from the email.

When a keyword is found by the program, a different signature is added to the outgoing email.
Fig. 9. When a keyword is found by the program, a different signature is added to the outgoing email.

In the second scenario, we defined keyword no-signature to prevent the program from adding a server-side signature. If CodeTwo Email Signatures for Office 365 finds this keyword either in the message subject or body, the signature will not be added to this message. The program also removes the keyword.

In this case, the signature-adding rule was suppressed by using the defined keyword.
Fig. 10. In this case, the signature-adding rule was suppressed by using the defined keyword.

See also

How to add a different signature to emails sent from mobile devices by using keywords

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