How to insert signatures to emails sent from all email clients and devices

This article describes how to configure CodeTwo Email Signatures for Office 365 to add signatures to emails sent from any email client, including mobile devices.

Mobile devices are commonly used to send corporate emails, but one of the most overlooked parts of such messages is the email signature. It is important to keep the same signature design across different email clients and devices within an organization for the following reasons:

  • a uniform signature template helps improve brand's awareness and corporate identity,
  • when using email signatures for marketing, every email sent without a promotional banner etc. is a missed opportunity,
  • if you are using legal disclaimers in emails, you need to be sure they are added to each outgoing message (including those sent from mobile devices) for your company to remain compliant,
  • leaving the default Sent from my phone signature when sending emails from mobile phones might be considered unprofessional (learn how to remove these default signatures with CodeTwo Email Signatures for Office 365).

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

In server-side mode, CodeTwo Email Signatures for Office 365 automatically adds signatures to messages sent from all devices – no additional configuration is needed. 

In client-side mode, the program adds signatures directly to emails typed in Outlook for Windows and Outlook on the web (OWA) only. Consider changing the signature mode to combo. That way, you can take advantage of server-side signatures when sending messages from other emails clients and from mobile devices.

Below is a to-do list that will help you make sure your signatures work correctly on all email clients.

  1. Only server-side signature rules are used to apply signatures to messages sent from all devices. When using the program in combo mode, remember to create and configure this type of rule for use in mobile devices (Fig. 1.)

esig365-examples-keywords-new-rule-1
Fig. 1. Creating a new server-side signature rule.

  1. When designing a signature template, you need to make sure it will look good on all email clients. Use one of the default templates available in the signature templates editor's library (Fig. 2.), which are optimized for mobile devices, or create a new responsive template by following the tips provided in this article.

All default templates available in the Signature template library are adjusted for both desktop and mobile email clients.
Fig. 2. All default templates available in the Signature template library are adjusted for both desktop and mobile email clients.

  1. If you prefer to use different signatures for messages sent from mobile email clients, refer to this article for more detailed instructions on how to configure them.>
  2. When editing a signature template, make sure to create a plain text version of the template as well. Some email clients are configured to send plain text messages only. If a signature in this format is missing, nothing will be added to an email (learn more). Use the Convert to plain text button (Fig. 3.) to automatically convert an HTML signature template to a plain text one.

Converting a signature template from one format to another in the signature template editor.
Fig. 3. Converting a signature template from one format to another in the signature template editor.

  1. In combo mode, be sure to use the same signature design in both server-side and client-side rules. Learn how to copy signatures templates between different types of rules

Result

If you use the program in server-side mode, the signature is automatically added to all outgoing emails, sent from any email client or device, depending on the configured rules.

If you use the program in combo mode, once you configure it as described in this article, client-side signatures will be added to messages created in Outlook desktop and OWA, and server-side signatures will be added to emails sent from other email clients (including mobile devices).

Important

In combo mode, you can have both the server-side and client-side signature rules defined for the same users. Learn how to avoid inserting two email signatures when sending a message from Outlook

See also

Good practices for preparing an email signature – a list of tips that will help you set up a signature that will work correctly with all email clients.

Troubleshooting problems with emails and email signatures on mobile devices – refer to this article in case you experience any issues.

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