Signature modes

CodeTwo Email Signatures 365 can operate in one of three signature modes: cloud (aka server-side), Outlook (aka client-side) and combo. You first select a signature mode when you add your Microsoft 365 tenant to CodeTwo but you can change the signature mode later on.

The video below explains in a nutshell how each signature mode works. For more detailed information, continue reading the article.

Quick comparison between signature modes

Cloud (server-side) Outlook (client-side) Combo
Works with all email clients & devices Works with Outlook only (Windows, Web/OWA, Mac) Works with all email clients & devices
A signature is added in the cloud after an email is sent (but end users can preview signatures in Outlook as they type) A signature is added directly to email body as end users type an email in Outlook A signature is added to email body as end users type an email in Outlook. If they use other email clients, a signature is added in the cloud, after an email is sent
Requires setup of Exchange Online connectors between your tenant and CodeTwo No connectors required (your emails do not go through CodeTwo) Requires setup of Exchange Online connectors between your tenant and CodeTwo (yet emails sent from Outlook do not go through CodeTwo)
No add-in deployment required unless end users want to preview signatures in Outlook CodeTwo Web Add-in deployment required (automated & centralized; no end-user installation) CodeTwo Web Add-in deployment required (automated & centralized; no end-user installation)
Supported by the Autoresponder feature. Not supported by the Autoresponder feature. Supported by the Autoresponder feature.

Cloud (server-side) mode

In the cloud mode, CodeTwo signatures are added to emails sent from any email app and device. When registering a tenant to CodeTwo Email Signatures 365 for the first time, we will create Exchange Online connectors and a transport rule that will reroute emails (both internal and external) sent from your Microsoft 365 tenant through the CodeTwo cloud service for processing (this is where the signature is added). The entire mail flow is shown in Fig. 1.

Mail flow in Microsoft 365 with CodeTwo Email Signatures 365 working in the cloud (server-side) mode.
Fig. 1. Mail flow in Microsoft 365 with CodeTwo Email Signatures 365 working in the cloud (server-side) mode.

During tenant registration, you also:

  • select the Azure region where your signatures will be added and your settings stored (e.g. the same region where your Microsoft 365 tenant resides, for compliance reasons),
  • specify a scope of senders whose emails are rerouted through the CodeTwo cloud service (to get signatures).

See our video tutorial or check these instructions to learn how to register your tenant to CodeTwo and configure our service to work in the cloud mode. 

CodeTwo cloud signatures are added to emails sent by or to specific users, based on configured cloud (server-side) signature rules (see configuration instructions). Users can preview CodeTwo cloud signature that will be added to an email by using the dedicated Outlook Web Add-in but they cannot make any changes to that signature. Signatures can also be viewed in the Sent Items folder after deploying the Sent Items Update feature. You can create multiple CodeTwo cloud signatures for a single end user.

In addition, when CodeTwo Email Signatures 365 works in the cloud mode, you can also enable Autoresponder to create and manage automatic replies for all users in your tenant. Learn more about this free feature

Outlook (client-side) mode

If CodeTwo Email Signatures 365 works in the Outlook mode, signatures are added directly to email body as end users type an email in Outlook. In this mode, emails are not routed through the CodeTwo cloud service, so connectors & transport rule configuration is not required. Instead, signatures are added by our Outlook Web Add-in (as shown in Fig. 2.).

Mail flow in Microsoft 365 with CodeTwo Email Signatures 365 working in the Outlook (client-side) mode.
Fig. 2. Mail flow in Microsoft 365 with CodeTwo Email Signatures 365 working in the Outlook (client-side) mode.

To make CodeTwo Outlook signatures available for your end users, you need to:

You can create multiple CodeTwo Outlook signatures for a single end user, but you can set only one default signature for new messages and one default for replies and forwards. As opposed to CodeTwo cloud signatures, users can freely choose and edit their signatures in Outlook before sending an email.

When CodeTwo Email Signatures 365 works in the Outlook mode, you cannot use the Autoresponder feature. Autoresponder requires the configuration of Exchange Online connectors. Learn more

Combo mode

Combo mode combines the functionalities of the cloud (server-side) and the Outlook (client-side) signature mode (Fig. 3.). Here are all the important things to know when using CodeTwo Email Signatures 365 in combo mode:

  1. CodeTwo signatures are added:
    • directly to email body as end users type an email in Outlook (see also point 2 below),
    • in the cloud if end users send their emails from other email apps (including mobile devices). 
  2. End users can still get CodeTwo cloud signatures when sending an email from Outlook/OWA if:
    • You didn't deploy our CodeTwo Outlook Web Add-in to these users.
    • The end users are not included in any Outlook (client-side) signature rule but are added to cloud (server-side) rules.
    • CodeTwo Outlook signature is not added to their email (automatically or manually). If an Outlook signature is added to the email and then manually removed from it, a cloud signature will still not be added.
    • (Applies to the legacy COM Add-in only) The end users are not signed in to the add-in.
  3. You can allow end users to switch between their cloud and Outlook signatures on their own, directly from the Web Add-in's pane. See this video or read this article for more information about this feature and other advanced add-in options. 

Mail flow in Microsoft 365 with CodeTwo Email Signatures 365 working in the combo mode.
Fig. 3. Mail flow in Microsoft 365 with CodeTwo Email Signatures 365 working in the combo mode.

How to change signature mode

You can change the signature mode at any time in CodeTwo Admin Panel. On the Tenants page, select your Microsoft 365 tenant to open its settings. Next, go to Signature mode, select the signature mode and apply your change (Fig. 4.).

Changing the signature mode in CodeTwo Admin Panel.
Fig. 4. Changing the signature mode in CodeTwo Admin Panel.

Additional configuration is required when changing the signature mode from or to Outlook (client-side). A wizard will open that will help you:

Check also the following section to learn what steps you need to take to ensure your end users will continue to get CodeTwo signatures.

Next steps after changing signature mode

Depending on what signature mode you used and what signature mode you switch to, some additional steps might be needed:

Next steps: change from cloud (server-side) to Outlook (client-side) mode

CodeTwo signatures are no longer added in the cloud to emails sent from any device or email app. To make sure your end users get their signatures when typing an email in Outlook & OWA, you need to: 

  1. Set up CodeTwo Outlook signatures for them (see our video tutorial or these instructions).
  2. Deploy CodeTwo Outlook Web Add-in to users who will get CodeTwo Outlook signatures (see our video tutorial or these instructions).

Important

It can take up to 4 hours before the add-in starts to add signatures. The same applies if your end users have previously used the add-in to preview CodeTwo cloud signatures.

Warning: Autoresponder will no longer generate auto replies after you switch to the Outlook (client-side) mode. Learn more

Next steps: change from cloud (server-side) to combo mode

CodeTwo signatures continue to be added in the cloud to emails sent from any device or email app. If you want your end users to get their signatures directly to emails typed in Outlook & OWA, you need to:

  1. Set up CodeTwo Outlook signatures (see our video tutorial or these instructions).
  2. Deploy CodeTwo Outlook Web Add-in to users who will get CodeTwo Outlook signatures (see our video tutorial or these instructions).

Important

It can take up to 4 hours before the add-in starts to add signatures. The same applies if your end users have previously used the add-in to preview CodeTwo signatures added in the cloud. Until then, emails sent from Outlook & OWA will continue to get CodeTwo signatures added in the cloud.

Next steps: change from Outlook (client-side) to cloud (server-side) mode

CodeTwo signatures are no longer added by our Outlook Web Add-in to emails in Outlook & OWA. To make sure your end users get their signatures in the cloud when sending an email from any device or email app, you need to configure CodeTwo cloud signatures for them (see our video tutorial or these instructions). 

Your end users can continue to use the Outlook Web Add-in to preview CodeTwo cloud signatures

If you no longer need the add-in, you can remove it for all end users by following these instructions.

Important

Changing the signature mode from Outlook (client-side) to cloud (server-side) required you to configure Exchange Online connectors between your tenant and CodeTwo. You might need to wait for Microsoft 365 to propagate these settings across your organization (it usually takes a few minutes but it depends on organization size). 

It can also take up to 4 hours before the add-in starts to show a preview of CodeTwo cloud signatures.

Next steps: change from Outlook (client-side) to combo mode

CodeTwo signatures continue to be added by our Outlook Web Add-in to emails in Outlook & OWA. If you want your end users to also get their signatures in the cloud when sending an email from any device or different email apps, you need to configure CodeTwo cloud signatures for them (see our video tutorial or these instructions).

Important

Changing the signature mode from Outlook (client-side) to combo required you to configure Exchange Online connectors between your tenant and CodeTwo. You might need to wait for Microsoft 365 to propagate these settings across your organization (it usually takes a few minutes but it depends on organization size).

Next steps: change from combo to cloud (server-side) mode

CodeTwo signatures continue to be added in the cloud to emails sent from any device or email app. Make sure to configure CodeTwo cloud signatures for end users who previously used CodeTwo Outlook signatures only (see our video tutorial or these instructions).

Your end users can continue to use our Outlook Web Add-in to preview CodeTwo cloud signatures.

If you no longer need the add-in, you can remove it for all users by following these instructions.

Important

After changing the signature mode from combo to cloud (server-side), it can take up to 4 hours before the add-in starts to show a preview of CodeTwo cloud signatures.

Next steps: change from combo to Outlook (client-side) mode

CodeTwo signatures continue to be added by our Outlook Web Add-in to emails in Outlook & OWA. Make sure to configure CodeTwo Outlook signatures for end users who previously used CodeTwo cloud signatures only (see our video tutorial or these instructions).

Warning

Autoresponder will no longer generate auto replies after you switch to the Outlook (client-side) mode. Learn more

In this article

Was this information useful?