Previewing email signatures in Outlook/OWA

CodeTwo Email Signatures for Office 365 features an Outlook Web Add-in that is installed in Microsoft Outlook and OWA and allows users to see a preview of the signature that will be added server-side to their email by CodeTwo Email Azure Service.

Once the CodeTwo Email Signatures for Office 365 Add-in is deployed (see this section for guidelines), it automatically appears in Outlook and OWA (soon also on mobile clients) - there’s no additional configuration required on the email client’s side. This article tells you more on how to:

Important

The preview shows only the contents of the signature/disclaimer section of an email. If you defined the program to add left/right banners or a top section (header) to messages, these sections will not be previewed. Learn more about changing email layout in the signature editor

Previewing signatures in Outlook (PC and Mac)

After the add-in is deployed to your Office 365, it will be automatically available in your Outlook, no matter if you have a PC or Mac (learn more about supported platforms). Here, we will show you how to use the add-in in Windows, but it all looks similar in Outlook for Mac. When you start composing a new email or reply to / forward a message, you can see the server signature preview (ESIG for O365 signature preview button OWA) button on the ribbon (see Fig. 1.). 

ESIG for O365 signature preview Outlook 1
Fig. 1. The server signature preview button is available in compose mode in Outlook.

Click this button and the preview pane will appear next to the reading pane (Fig. 2.). The signature preview is based on the rules that apply in your Office 365 (learn more). The contents of the preview pane are refreshed every time you make changes to your email (e.g. add recipients or type any text), therefore the preview is always up to date. 

Important

You need to add at least one recipient to your email to be able to display the signature preview.

ESIG for O365 signature preview Outlook 2
Fig. 2. The server preview of your signature is diplayed next to the reading pane.

Even if you use different signatures for different recipients or if you have different signatures for new and subsequent emails, the add-in will always display the right signature(s). If you write an email to several recipients to whom different rules apply (e.g. different rules apply to internal and external recipients), the preview pane will show all the signature variants, one below the other (see Fig. 3.).
Find out more about signature rules and conditions

ESIG for O365 signature preview Outlook 3
Fig. 3. The server preview pane displaying 2 signatures (1 for internal and 1 for external recipients).

Tip

If you want to see the signature preview every time you start composing an email, pin the preview pane to your Outlook, so that it looks as in Fig. 4. (This option might not be available in all Outlook versions.)

ESIG for O365 signature preview pinning in Outlook
Fig. 4. Use the highlighted button to pin/unpin the signature preview pane in Outlook.

If you use Outlook for Mac (Fig. 5.), you can preview email signatures in the same way as described above.

ESIG for O365 signature preview Outlook for Mac
Fig. 5. Previewing signatures in Outlook for Mac.

Previewing signatures in Outlook on the web (OWA)

If the add-in was deployed to your Office 365, every time you compose a new email or reply to / forward a message in OWA, the server signature preview (ESIG for O365 signature preview button OWA) button is available at the bottom of the reading pane (Fig. 6.).

The server signature preview button in OWA.
Fig. 6. The server signature preview button available in OWA in compose mode.

Click this button and a new pane will appear (Fig. 7.), which shows the signature preview based on the rules defined for the recipient(s) of your message. The preview pane is refreshed every time you modify your message (e.g. when you type it or change the recipients), so the displayed signature is always up to date.

Important

To preview the server signature, you need to add at least one recipient to your email.

ESIG for O365 signature preview OWA 2
Fig. 7. The server preview of your signature is diplayed next to the reading pane.

No matter if you use different signatures for different recipients or if you have different signatures for new and subsequent emails, the add-in will always show the right email signature(s). If you write an email to several recipients to whom different rules apply (e.g. different rules are defined for internal and external recipients), the preview pane will display all the variants, one below the other (Fig. 8.). If there are any keywords that trigger/suppress signatures, type the right phrases and the preview will change accordingly.
Learn more about rules and conditions

ESIG for O365 signature preview OWA 3
Fig. 8. The preview pane with 2 signatures displayed (1 for internal and 1 for external recipients).
 

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