CodeTwo Signatures Add-in for Outlook - global installation & updating
Follow this guide for step-by-step instructions on how to automatically install and update CodeTwo Signatures Add-in for Outlook for users in your organization using GPO. You can deploy the add-in for all users, selected security groups or OUs. Use the links below for instructions (if you prefer individual users to install the add-in manually on their machines, see this guide).
- Deploy the add-in to the whole organization
- Deploy the add-in to a security group
- Deploy the add-in to an Organizational Unit (OU)
- Update the add-in
Read this before you install
For the add-in to work, the CodeTwo software needs to work in client-side or combo mode (learn more about signature modes). You also need to prepare an email signature template and assign users who should get it. To do so, create and set up a client-side signature rule(s) in the Manage Signatures App by following our Quick guide.
The add-in requires .Net Framework 4.7.2 installed on users' machines to work correctly.
To keep synchronizing signatures, the add-in will automatically turn off the Roaming Signatures (cloud signatures) feature in Outlook when the feature is released by Microsoft. Learn more
Follow the steps below to install CodeTwo Signatures Add-in for Outlook for the whole organization.
- Download CodeTwo Signatures Add-in for Outlook. To do so, log in to CodeTwo Admin Panel, go to the Tenants tab and click a tenant name (or the button next to it) to access tenant management pages. Use the menu on the left to go to Signature options > Client-side > Signatures add-in for Outlook and click the download link (Fig. 1.). Download the MSI installation file to a shared network location.
- On your Windows Server, press Win + R to launch the Run console, type gpmc.msc and click OK (Fig. 2.) to open the Group Policy Management Editor.
Fig. 2. Using the Run console to launch the Group Policy Management Editor.
- Go to Forest > Domains, right-click your domain and choose Create a GPO in this domain, and Link it here... (Fig. 3.).
Fig. 3. Create a new GPO in your domain.
- Name your new GPO, set Source Starter GPO as none (Fig. 4.).
Fig. 4. Name the new GPO.
- Right-click the newly created GPO and choose Edit... from the shortcut menu (Fig. 5.).
Fig. 5. Edit the new GPO.
- Go to User Configuration > Policies > Software Settings, right-click Software installation and choose New > Package from the shortcut menu (Fig. 6.).
Fig. 6. Create a new software deployment package.
- Select the package from the network share (Fig. 7.) specified in Step 1.
- In the new window, select Assigned and click OK (Fig. 8.).
Fig. 8. Choose the deployment method.
- Double-click the newly created package (Fig. 9.).
- On the Deployment tab, select Install this application at logon, then select Basic and click OK (Fig. 10.). You can close the Group Policy Management Editor afterwards.
Fig. 10. Set up add-in deployment properties.
- The next time a user in your organization restarts their machine and logs in, CodeTwo Signatures Add-in for Outlook should be installed automatically at startup (Fig. 11.). The user doesn’t need to have local admin rights to install the software correctly.
- (Optional) If the add-in is not installed, after the restart, it might be that the GPO settings have not propagated yet. You can use the gpupdate /force command in the Run (Windows +R) console on the client’s machine to force-apply the GPO settings. After the user logs out and logs in, the add-in should be installed immediately.
- After installation, the add-in is available in Outlook and opens in the right pane. (Fig. 12.). Users can change its width to resize it. Using a dedicated button on the ribbon hides/shows the add-in pane.
- To have CodeTwo signatures automatically added to Outlook, each user needs to click Sign in in the add-in pane. When a Microsoft sign-in screen appears, a user needs to sign in using their Office 365 work account credentials and accept the permissions to synchronize the add-in with Outlook and get signatures.
- When a user is signed in, the add-in pane shows signatures that are available for them. Depending on your organization's settings, these signatures can be added automatically (when users compose a new message or reply to/forward a message) or users can add them on their own in compose mode in Outlook, just as they would normally add Outlook signatures: they need to go to the Message tab, click Signature on the ribbon and choose any signature that is available. Learn how to use the add-in.
This section explains how to apply the GPO which installs CodeTwo Signatures Add-in for Outlook for all members of a security group.
- Follow steps 1-4 from section Deploy the add-in to the whole organization.
- Select the newly created GPO. In the Security Filtering section, click Add (Fig. 13.) and select the security group or (groups) to which you want to deploy the add-in.
- On the Delegation tab, make sure the security group(s) you have chosen in the previous step and the Authenticated Users group are all listed (Fig. 14.). Use the Add button if any group is missing. Next, click Advanced to manage group permissions.
- For the GPO to work correctly, you need to assign Read permissions to the Authenticated Users group (Fig. 15., left), and assign the Read and Apply group policy permissions (Fig. 15., right) to the security group(s) you selected for the add-in deployment.
- Follow steps 5-15 from section Deploy the add-in to the whole organization, to deploy the add-in for the chosen security group(s).
It is also possible to deploy CodeTwo Signatures Add-in for Outlook to a chosen OU. To do that, follow all the steps from section Deploy the add-in to the whole organization but in step 3, instead of right-clicking your domain, right-click the OU for which you want to have the add-in installed (Fig. 16.).
Fig.16. Create a GPO for an Organizational Unit.
When the CodeTwo Signatures Add-in for Outlook is installed via GPO, the administrator can control when to update it for users in the organization.
If the add-in has been installed manually by users, it will be updated to the newest version automatically.
To update the CodeTwo add-in distributed via GPO to the most recent version, follow the steps below:
- Log in to CodeTwo Admin Panel, go to the Tenants tab and click a tenant name (or the button next to it) to access tenant management options. Use the left menu to access Signature options > Client-side > Signatures add-in for Outlook. On this page, click the download link (Fig. 1.) to download the most recent MSI installation file to a shared network location.
- On your Windows Server, open the Group Policy Management Editor, find the GPO you have used to deploy CodeTwo Signatures Add-in for Outlook, and follow steps 2 and 5 from Deploy the add-in to the whole organization to start editing it.
- Go to User Configuration > Policies > Software Settings and you should see the software package you previously deployed. Right-click below it and click New > Package (Fig. 17.).
- Choose the .msi file you just downloaded (in step 1) and click Open (Fig. 18.).
- In the new window, choose Advanced as the deployment method (Fig. 19.).
- Deployment settings’ window opens automatically. On the Deployment tab (Fig. 20.) choose the Assigned deployment type, highlight the Install this application at logon checkbox and select Basic user interface options.
- Go to the Upgrades tab (Fig. 21.), click Add and choose the software package you have deployed previously. The new package will upgrade the previously deployed add-in to the newest version. Click OK in both windows and close the Group Policy Management Editor.
- The next time the users defined in your GPO’s scope log on to their machines, the add-in should be updated automatically. You can use the gpupdate /force command in the Run (Windows +R) console on each user’s machine to force the GPO settings to apply immediately. After the user logs off their Windows account and logs on again, the add-in will be updated automatically to the new version.
CodeTwo Signatures Add-in for Outlook - learn how to use the add-in in your Outlook