How to add different signatures to messages sent by different users

In this article you will learn how to configure CodeTwo Email Signatures for Office 365 to add different signatures to messages sent by different senders or senders belonging to a specific group.

In a large organization with numerous departments as well as many different users, all with different needs, it is very useful to set up different email signatures for them. For example:

  • The Sales and Marketing department, whose employees communicate directly with clients, can use an email signature with logos, a large promotional banner, social media icons and a legal disclaimer.
  • Managers, who are usually not involved in promotional activities, will not need marketing banners, but a legal disclaimer and a confidentiality notice can be useful to them.
  • C-level executives also have different needs regarding their email signatures. They usually communicate with officials or high-ranking officers in other companies and will want a very formal signature, free of anything that isn't strictly necessary.

Basics

This article discusses how to configure CodeTwo Email Signatures for Office 365 for the specific scenario described above. If you need information on how the program works, follow the links below:

How to configure the program for this scenario

Use the links below to learn how to assign different signatures for different groups of users (e.g. departments) or to individual users:

Server-side mode

In this example, we will configure the program to automatically add different signatures to messages sent by:

  1. An individual user (CEO).
  2. A group of users (the Marketing team).
  3. Other users (default company signature).

For the signatures to be added flawlessly, you need to set up three signature rules and set the correct order in which they are executed.

Setting up a signature for an individual user

Start by opening the Manage Signatures App. Add a new server-side signature rule (Fig. 1.) and name it, e.g. Signature for CEO. You will be creating a number of signature rules, so using a good naming convention will help you manage them. Make sure that the signature rule is turned on.

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

Go to the Senders tab and click Add > Selected senders to open the Select users window. Use the search box or scroll through the users list to find the user you are looking for. Select the user (or users) and confirm by clicking OK (Fig. 2.). Define other conditions and exceptions as necessary (learn more).

Selecting a user to whom this signature rule should apply.
Fig. 2. Selecting a user to whom this signature rule should apply.

On the Design tab, click Edit signature and open an existing signature template or create a new one. Find out more about using the Signature template editor

When your signature template is ready, return to the Manage Signatures App, go to the Options tab and make sure the options shown in Fig. 3. are set to defaults:

If this rule is applied > Stop processing next rules

If this rule is not applied > Go to the next rule

Setting up the program to process further rules if the current rule is not applied.
Fig. 3. Setting up the program to process further rules if the current rule is not applied.

Setting up a signature for a group of users

Create the next server-side signature rule, as shown in Fig. 1., and name it accordingly, e.g. Signature for marketing.

On the Senders tab, click Add > Group members (inside organization). Scroll through the list or use the search box to find the group for whom you want to create an email signature (Fig. 4.).

Selecting a group whose members will receive the email signature defined in this signature rule.
Fig. 4. Selecting a group whose members will receive the email signature defined in this signature rule.

If there is no Microsoft 365 group in your organization that lists all users who you want to include in a signature rule, you can either create such a group or use the Azure AD data option instead. Learn more about this feature

Configure Recipients and Keywords as desired.

Go to the Design tab to prepare your signature template. In this example, the template will be used by the Marketing team, so it needs a promotional banner, links to company’s social media profiles, etc.

On the Options tab, leave the default options, as shown in Fig. 3.

Setting up a signature for other users (default company signature) 

Create another server-side signature rule (Fig. 1.) and give it a name, e.g. Signature for all users. This signature rule will add an email signature to messages sent by all other users who will not receive a signature based on the conditions set in the rules created earlier. Make sure the signature rule is on.

Next, go to the Senders tab and click Add > All senders (Fig. 5.). Define Recipients and Keywords as needed.

Esig 365 Examples - Senders - all
Fig. 5. Use this condition to add a signature to emails sent by every user in your organization.

Next, on the Design tab, click Edit signature and create a default signature template that will be used by your organization.

On the Options tab, you can leave the default settings (as shown in Fig. 3.).

Server-side signature rule order

Signature rules are executed in accordance with the signatures list in the SIGNATURE RULES section, from top to bottom (learn more). As a general rule, put the more restrictive rules first (at the top) and the least restrictive rules last (at the bottom).

Considering the example above, use the ESIG for O365 rule move down ESIG for O365 rule move up buttons to put the rules in the following order: Signature for CEO > Signature for marketing > Signature for all users, as shown in Fig. 6.

Changing the order in which server-side signature rules are executed.
Fig. 6. Changing the order in which server-side signature rules are executed.

When your signature rules are ready, submit the changes to CodeTwo Azure servers by clicking ESIG for O365 rule save and close the program.

Client-side mode

In this example, we will configure the program to automatically add different signatures to messages created in Outlook by:

  1. An individual user (CEO).
  2. A group of users (the Marketing team).
  3. Other users (default company signature).

For the signatures to be added flawlessly, you need to set up three signature rules and set the correct order in which they are executed.

Setting up a client-side signature for an individual user

Start by opening the Manage Signatures App. Add a new client-side signature rule (Fig. 7.) and name it, e.g. Signature for CEO. Since you will be creating a number of signature rules, using a good naming convention will help you manage them easily. It will also allow your users to quickly identify their signatures in Outlook. Make sure that the signature rule is turned on.

Creating a new client-side signature rule.
Fig. 7. Creating a new client-side signature rule.

Go to the Senders tab. Click Add > Selected senders to open the Select users window. Use the search box or scroll through the users list to find the user you are looking for. Select the user and confirm by clicking OK (Fig. 8.).

Selecting a user to whom this signature rule should apply.
Fig. 8. Selecting a user to whom this signature rule should apply.

Go to the Design tab, click Edit signature and open an existing signature template or create a new one. Learn how to use the Signature template editor to design your email signature

When your signature template is ready, return to the Manage Signatures App and go to the Options tab. Select both the Set this signature as default for new messages and Set this signature as default for replies and forwards checkboxes (Fig. 9.). Learn more about the Outlook signature adding options

Setting up the program to add the signature to all emails composed by the users who meet the conditions defined in this signature rule.
Fig. 9. Setting up the program to add the signature to all emails composed by the users who meet the conditions defined in this signature rule.

Setting up a client-side signature for a group of users

Create the second client-side signature rule (as show in Fig. 7.) and name it accordingly, e.g. Signature for marketing. Also remember that the rule needs to be turned on.

On the Senders tab, click Add > Group members (inside organization). In the window that opens, either scroll through the list or use the search box to find the group for whom you are preparing a signature template (Fig. 10.).

Selecting a group for whose members will receive the email signatures defined in the rule being edited.
Fig. 10. Selecting a group for whose members will receive the email signatures defined in the rule being edited.

If there is no Microsoft 365 group in your organization that lists all users who you want to include in a signature rule, you can either create such a group or use the Azure AD data option instead. Learn more about this feature

Go to the Design tab and create a signature template that will be used by the Marketing department (e.g. a signature with promotional banners, social media buttons, etc.).

On the Options tab, use the same configuration as shown in Fig. 9. above.

Setting up a client-side signature for other users (default company signature) 

To have an email signature for every other member of our organization, make sure to add another client-side signature rule. This signature rule will be used for those users who are not included in the signature rules created earlier.

Create a client-side signature rule (Fig. 7.) and give it a name, e.g. Signature for all users. Make sure the signature rule is on.

Go to the Senders tab and click Add > All senders (Fig. 11.).

Applying a signature rule to all employees.
Fig. 11. Applying a signature rule to all employees.

Go to the Design tab and create your default company signature.

On the Options tab, use the same settings as shown in Fig. 9.

Client-side signature rule order

Signature rules are listed the SIGNATURE RULES section and are executed from top to bottom. The order in which they are listed is important for the Outlook signature adding options, because if more than one rule applies to a given user, only one signature template will be set as the default one in Outlook – the one that is executed the first (learn more). As a general rule, we recommend putting the more restrictive rules first (at the top) and the least restrictive rules last (at the bottom).

Considering the example above, use the ESIG for O365 rule move downESIG for O365 rule move up buttons to arrange the client-side signature rules in the following order: Signature for CEO > Signature for marketing > Signature for all users, as shown in Fig. 12.

Changing the order in which client-side signature rules are executed.
Fig. 12. Changing the order in which client-side signature rules are executed.

When you finish configuring your signature rules, be sure to click ESIG for O365 rule save to save your changes and make the signature templates available for your users.

Result

In server-side mode, CodeTwo Email Signatures for Office 365 will automatically add the correct email signature based on who the sender is: the CEO, someone from the Marketing department (Fig. 13.) or any other employee. No further user interaction is required.

An email sent by the marketing manager with a signature added in server-side mode.
Fig. 13. An email sent by the marketing manager with a signature added in server-side mode.

In client-side mode, the users will have access to all email signatures that are made available to them based on conditions and exceptions defined in client-side signature rules. The default signature is automatically added to emails as users start composing them in Outlook. Signature templates can be also viewed and inserted by using the CodeTwo Signatures Add-in for Outlook or by clicking the Signature button in Outlook’s compose message window (Fig. 14.).

Client-side signatures are automatically added in Outlook when users compose their messages.
Fig. 14. Client-side signatures are automatically added in Outlook when users compose their messages.

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