How to add different signatures to emails sent to different recipients

In this article, you learn how to use CodeTwo Email Signatures for Office 365 to add different signatures depending on the recipients of your messages.

You might consider setting up a different signature template for emails sent to an individual person or a group of people to:

  • include different contact details while sending emails to specific recipients,
  • run targeted email campaigns and add e.g. personalized or region/industry-specific promotional banners, directed at selected recipients,
  • use signatures in different languages,
  • include different legal disclaimers when sending messages to recipients from different countries or states, to comply with their local laws,
  • include any other additional information that you think may be necessary only for some of your recipients/customers,
  • and other.

If you would like to know how to set up the program to add different signatures to internal and external users, refer to this article instead.

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

Use the links below to set up CodeTwo Email Signatures for Office 365 working in:

Server-side mode

The program can be configured to automatically add signatures to emails based on who the recipient is. In this example, we will set up three server-side signature rules, with scopes of recipients ranging from the narrowest to the broadest:

  1. A rule for adding a signature to emails sent to a specific group of users only.
  2. A rule for adding a signature to emails sent to specific domain(s).
  3. A rule for adding a default signature to emails sent to recipients that are not covered by any other signature rule.

Creating the first signature rule for adding a signature to emails sent to a specific group of users

First, create a new server-side signature rule (Fig. 1.). Be sure that this rule (i.e. the rule with the narrowest scope of recipients) is always at the top of the rules list. Let's name it e.g. Signature for Sales Team.

Creating a new server-side rule.
Fig. 1. Creating a new server-side rule.

On the Recipients tab, specify a group of recipients this signature rule will apply to.

  • For internal recipients (users within your company), click Add > Group members (inside organization) and select an existing group, distribution list, etc. from your Microsoft 365 tenant, e.g. Sales Team (Fig. 2.). Click OK to apply.

Use this option to apply a signature to emails sent to a group of users from your organization.
Fig. 2. Use this option to apply a signature to emails sent to a group of users from your organization.

  • For external recipients, click Add > Email addresses and provide a specific email address. If you want this rule to apply to all contacts within a specific company, enter an email address in the following format: *example.com (Fig. 3.). Click OK to apply.

Use this option to apply a signature to emails sent to contacts outside your organization.
Fig. 3. Use this option to apply a signature to emails sent to contacts outside your organization.

On the Design tab, click Edit signature to open the signature template editor. Design a signature template for these recipients or select one of the predefined ones. Learn more about how to create a signature template

On the Options tab, leave the default options, as shown in Fig. 4.

Default signature processing options.
Fig. 4. Default signature processing options.

Creating the second signature rule for adding a signature to emails sent to specific domain(s)

The second rule will apply to a broader scope of recipient. In this example, we want this rule to add signatures to all emails sent to German speaking countries (recipients).

Create another server-side rule, as shown in Fig. 1., and place it right under the first rule (Fig. 5.). Let's name it e.g. Signature in German.

Tip

If you want to make only slight changes to the signature template used in the first rule, you can also use the clone (ESIG 365 clone rule button) button to create the exact copy of the first rule.

If a signature rule applies to a broader scope of users, place it lower on the list of rules.
Fig. 5. If a signature rule applies to a broader scope of users, place it lower on the list of rules.

On the Recipients tab, select Add > Email addresses and in the window that opens enter *.de. You can also include other country coded top-level domains for other German speaking countries, such as *.at for Austria or *.li for Liechtenstein, separated by semicolons, as shown in Fig. 6. Click OK to apply.

This signature rule will be triggered for all messages sent to email addresses in the specified domains.
Fig. 6. This signature rule will be triggered for all messages sent to email addresses in the specified domains.

Go to the Design tab to create or edit a signature template (e.g. either in German language or dedicated to companies from the specified German speaking countries).

On the Options tab, leave the default options, as shown in Fig. 4.

Creating the third signature rule for adding the default email signature

This rule will add a default email signature, i.e. a signature that will be applied to messages sent to other recipients than those specified in the previously configured signature rules.

Add a new server-side signature rule (as shown in Fig. 1.) or use the clone (ESIG 365 clone rule button) button to create a copy of one of your other rules. Place this rule at the bottom of the signature rules list (Fig. 7.).

Important

If you ever create a new signature rule for narrower scope of recipients, be sure to use the ESIG for O365 rule move down and ESIG for O365 rule move up buttons to place that rule above the one used to add the default email signature.

Be sure to place the rule that adds your default company signature at the bottom of the list.
Fig. 7. Be sure to place the rule that adds your default company signature at the bottom of the list.

On the Recipients tab, click Add > All recipients (Fig. 8.).

Select this option to apply the signature defined in this rule to emails sent to all recipients.
Fig. 8. Select this option to apply the signature defined in this rule to emails sent to all recipients.

On the Design tab, click Edit signature to create your default company signature or make changes to the existing template.

There's no need to change anything on the Options tab for this rule as well – leave the defaults unchanged (Fig. 4.).

Click Save (ESIG for O365 rule save) in the SIGNATURE RULES section to apply your settings. The signature rules are now active in your organization.

Important

If you configured these rules according to the steps above, email signatures will be added to messages sent by all users in your organization. If you want to limit the scope of senders, make additional changes on the Senders tab. Learn more

Client-side mode

In client-side mode, simply create as many signature rules as many signature templates you need. Your users will choose the appropriate signature when typing an email in Outlook, depending on who their intended recipient is.

Refer to this article to find out how to create a client-side signature rule. Bear in mind the following important points:

  1. Provide a descriptive name for each client-side rule you create (Fig. 9.). This way your users will be able to easily identify each signature template in Outlook.

Be sure the names of your client-side signature rules are simple and descriptive.
Fig. 9. Be sure the names of your client-side signature rules are simple and descriptive.

  1. Create a rule for adding a default email signature. Go to the Options tab and use the following settings for this rule (Fig. 10., item A).

    Additionally, use the ESIG for O365 rule move down and ESIG for O365 rule move up buttons to move this rule on top of the signature rules list (Fig. 10., item B). This way, the default signature will be automatically added to new messages while typing them in Outlook desktop or Outlook on the web (OWA). Learn more

Select these options if you want the default signature template to be automatically added in Outlook to all new messages.
Fig. 10. Select these options if you want the default signature template to be automatically added in Outlook and OWA to all new messages.

  1. You can also restrict access to some templates to selected users only. Learn more on how to change the sender's scope

Result

In server-side mode, CodeTwo Email Signatures for Office 365 will automatically apply the correct email signature to each outgoing email, depending on who the recipient is (a member of the group defined in the first rule, a recipient whose email address ends with one of top-level domain names defined in the second rule, or any other recipient, according to the third rule). If you send a message to an email address that ends with .de but that is also included in the first rule, the recipient will only see the signature added by this first rule.

As you type an email, you can use the signature preview add-in to check which signature will be added by our service (Fig. 11.). Learn more

Previewing a signature while typing an email in OWA.
Fig. 11. Previewing a signature while typing an email in OWA.

Sending emails to multiple recipients

If you send a single message to 2 (or more) recipients, each recipient will get a signature that is intended for them. Learn more about the message splitting feature

In client-side mode, each user is provided with as many signature templates as many you created (and make available for them). The default signature is inserted to every new message being created in Outlook or OWA. To change the signature to a different template (e.g. when sending an email to a member of the Sales Team), use the Use this signature button (Fig. 12.). Learn more

Changing a client-side signature in Outlook.
Fig. 12. Changing a client-side signature in Outlook.

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