CodeTwo Signatures Add-in for Outlook

CodeTwo Web Add-in for Outlook, co-engineered with Microsoft, adds signatures to emails in Outlook (Outlook for Windows, Mac, iOS & Android and Outlook on the web / OWA). See the video below or continue reading the article to learn how the Web Add-in works and how to use it to add different email signatures.

Information for admins

The Web Add-in is a component of CodeTwo Email Signatures 365. If you want your Microsoft 365 users to get automatic signatures in Outlook, you need to:

If you have additional questions related to deploying, managing, and using the add-in, consult the dedicated FAQ section for administrators.

If you are looking for instructions on how to deploy and use the legacy CodeTwo Signatures Add-in for Outlook (COM Add-in), refer to this section. For a comparison of the two Outlook add-ins, see this article.

Using CodeTwo Outlook Web Add-in on Outlook desktop and OWA

Once you start typing an email in Outlook, a signature is automatically inserted into the email body (Fig. 1.), according to the configured Outlook (client-side) signature rules. You can have a different automatic signature for new emails and a different one for replies/forwards. The Web Add-in uses the newest event-based activation feature from Microsoft to completely automate the signature adding process (there's no need to launch the add-in first).

The Web Add-in automatically adds an Outlook (client-side) signature to the body of an email.
Fig. 1. The Web Add-in automatically adds an Outlook (client-side) signature to the body of an email.

If the event-based activation doesn't work in a desktop Outlook app, it may be that your version of Outlook doesn't fully support the Web Add-in. Try updating your Outlook or change the Microsoft Apps update channel, as described in this article by Microsoft. You can still add signatures manually, as described below.

Learn more about the supported versions of Outlook 

If there are multiple signatures set up for you, you select a different signature manually from the Web Add-in's pane. First, click the CodeTwo Signatures button on the ribbon (Fig. 2., item 1). Next, in the pane that opens, click Use this signature below the signature that you want to use (Fig. 2., item 2).

Inserting an email signature manually from the CodeTwo Signatures pane.
Fig. 2. Inserting an email signature manually from the CodeTwo Signatures pane.

To open the Web Add-in's pane while composing a message in Outlook on the web (OWA), click Apps (Icon to access Outlook web add-ins (apps). ) > CodeTwo for Outlook, as shown in Fig. 3.

Opening the CodeTwo Signatures pane in Outlook on the web / OWA.
Fig. 3. Opening the CodeTwo Signatures pane in Outlook on the web / OWA.

Tip

If you want the Web Add-in's pane to automatically open each time you compose an email, pin the pane to Outlook by using the button shown in Fig. 4. Click the pin button again to unpin (hide) the pane.

Use this button to pin/unpin the Web Add-in's pane in Outlook.
Fig. 4. Use this button to pin/unpin the Web Add-in's pane in Outlook.

Changing an email address in the From field

If you have multiple accounts added to your Outlook desktop app and you change the account in the From field while composing an email, the Web Add-in's pane will show email signatures set for the selected account. After the account change, you need to manually add a signature to an email by clicking Use this signature in the pane, as shown in Fig. 2. 

If you are sending an email as or on behalf of another account, the Web Add-in will:

  • continue to show your own email signatures (default behavior), or
  • show email signatures configured for the user selected in the From field (this behavior needs to be set by the admin).

Either way, after selecting a new email address in the From field, you still need to manually add a new signature to an email.

Using the Outlook / Cloud toggle

This feature needs to be enabled by the admin. Learn more

If you see the Outlook / Cloud toggle in the Web Add-in's pane (Fig. 5.), you can use it to switch between Outlook (client-side) and cloud (server-side) signatures.

  • In Outlook mode, the Web Add-in works as described above in this article.
  • In cloud mode, signatures are added in the cloud, after you send an email. However, you can use the Web Add-in to preview cloud signatures, as described in this article.

The toggle lets you switch between cloud (server-side) and Outlook (client-side) signatures.
Fig. 5. The toggle lets you switch between cloud (server-side) and Outlook (client-side) signatures.

Important

If you switch the toggle to Cloud in Outlook desktop or OWA, you will no longer get Outlook (client-side) signatures in Outlook for iOS and Android, as described in the following section.

Using CodeTwo Outlook Web Add-in on mobile devices (Early access)

A signature is added automatically as soon as you start composing an email in your Outlook mobile app (Fig. 6.). You can have a different automatic signature for new emails and a different one for replies/forwards. 

Once the add-in adds a CodeTwo signature to an email, it also disables (removes) a signature set up in an Outlook mobile app.

CodeTwo signature added to an email composed in Outlook for Android.
Fig. 6. CodeTwo signature added to an email composed in Outlook for Android.

When replying to an email in Outlook mobile, the quick reply box opens. An email signature is not shown in this box, but it is still added to the email being composed. To view the signature, click the ⤢ button to open the full compose view (Fig. 7.).

Opening the full compose view for a reply in Outlook for Android.
Fig. 7. Opening the full compose view for a reply in Outlook for Android.

If you don't want to open the full compose mode only to make sure a signature was added to your email, your admin can enable add-in notifications for Outlook mobile apps (Fig. 8.), as described here.

Esig - Web Add-in - Advanced options - Mobile notifications
Fig. 8. An example of a notification shown by CodeTwo Web Add-in in Outlook for Android.

Important

In contrast to the Web Add-in available for Outlook desktop apps and OWA, there's no add-in pane in Outlook for iOS and Android. This is by design, due to the limitations of Outlook mobile apps. This means an admin can set up one signature for new emails and one for replies/forwards for each user.

If you need additional info about using the Web Add-in on mobile devices, see our FAQ

Legacy CodeTwo Signatures Add-in for Outlook (COM Add-in)

If you still use the legacy CodeTwo Signatures Add-in for Outlook that adds signatures to emails in Outlook for Windows only, this section will help you.

COM Add-in installation and configuration

The add-in can be installed centrally by the admin (see instructions for GPO or Intune) or manually by individual users (as described here).

How to use the COM Add-in

To have access to Outlook (client-side) signatures, you need to sign in to the add-in with your Microsoft 365 account credentials. CodeTwo signatures added by the COM Add-in are available just like any other Outlook signatures. If they are set as default by your organization's admin, they are added automatically when you compose a new message or when you forward/reply to an email (Fig. 9.). 

CodeTwo Signatures Add-in for Outlook automatically adds your default signature as you type. You can also preview the other available signatures via the add-in pane.
Fig. 9. CodeTwo Signatures Add-in for Outlook automatically adds your default signature as you type. You can also preview the other available signatures via the add-in pane.

You can also add them from your Outlook ribbon - in compose mode, go to the Message tab, click Signature on the ribbon (Fig. 10.) and choose any signature that is available to you (if a signature is already added to your message, it will be replaced with the one you selected).

ESIG 365 Signatures Add-in for Outlook ribbon v3
Fig. 10. You can use Outlook's ribbon to add/change a signature.

Click the add-in button on the Outlook ribbon to show/hide the add-in pane. Note that the button might not be visible if you open a message in a new window. You can use the add-in pane to:

  • quickly preview the signatures that are available to you,
  • force signature refresh (Fig. 11.) if you do not want to wait for automatic signature synchronization that occurs every couple of minutes,
  • sign in or sign out of your user account.

You can access the Force signature refresh functionality by opening the add-in pane.
Fig. 11. You can access the Force signature refresh functionality by opening the add-in pane.

In this article

Was this information useful?