How to add different signatures to internal and external emails
Learn how to configure CodeTwo Email Signatures for Office 365 to add different signatures to messages sent to internal recipients and different to messages sent outside your organization.
Email signatures used in internal and external correspondence serve different purposes. For example, when sending an email to your colleagues, there's no need to include the company information, a marketing banner or legal disclaimer in a signature. Bear also in mind that Exchange Online mailboxes have limited space, so it would be a good idea to remove any graphics from signatures added to internal emails.
For example, an internal email signature could contain the following sender's information only:
- full name,
- job title,
- department name,
- contact info/extension number,
- other (preferably non-graphic) details.
An external email signature typically includes the following details:
- full contact information (sender's name, job title, phone number, company address, etc.),
- company logo,
- marketing banner,
- links to social media profiles,
- legal disclaimer,
- and more.
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 signatures for internal and external messages in:
Open the Manage Signatures App, add a new server-side signature rule (Fig. 1.) and name it, e.g. Internal signature. The rule needs to be turned on.
On the Recipients tab, select Add > Internal recipients (Fig. 2.).
On the Design tab, click Edit signature to open the Signature template editor. Select one of the existing templates or create a new signature template that will be used for internal correspondence only (Fig. 3.). Learn more about how to create a signature template
On the Options tab, leave the default options selected (Fig. 4.):
- If this rule is applied > Stop processing next rules
- If this rule is not applied > Go to the next rule
Add a new server-side signature rule, as shown in Fig. 1., and name it, e.g. External signature. Place the new signature rule under the rule configured for internal emails. Next, on the Recipients tab, select Add > External recipients (Fig. 5.).
Go to the Design tab and create a new signature template that will be used for emails sent outside your organization (Fig. 6.).
On the Options tab, leave the default options selected, as shown in Fig. 4., or adjust the settings to your needs.
Click Save () in the Manage Signatures App to apply your changes and make the signatures available for your users.
If you configured these rules according to the steps provided 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
In the Manage Signatures App, create a new client-side signature rule (Fig. 7.). Provide a descriptive name, for example Internal signature. Be sure the rule is turned on.
Go the Design tab and click Edit signature to select or create a signature template for internal emails (Fig. 8.). Learn more about how to create a signature template in the Signature template editor
On the Options tab, you can decide whether this signature template should be automatically added to new emails or replies/forwards in Outlook. We recommend setting the external signature template as the default one, which means you need to uncheck (clear) the checkboxes shown in Fig. 9. for the internal signature rule.
Add a new client-side signature rule, as shown in Fig. 7. Name it e.g. External signature, so that your users can distinguish it easily from the internal signature.
On the Design tab, create a signature template that will include all the necessary contact details and graphics (Fig. 10.).
On the Options tab, select the options shown in Fig. 11. By doing so, this signature template will be added to all new emails and replies/forwards in Outlook by default.
Save your changes by clicking the icon in the Manage Signatures App. Within a few minutes, the client-side signatures will be synchronized with the CodeTwo Signatures Add-in for Outlook and made available to selected users. The Outlook users can also speed up the sync by clicking Force signature refresh in the add-in. Learn more
By following the steps outlined in this article, all users in your organization that installed and are logged in to the CodeTwo Signatures Add-in for Outlook will have access to these newly created signature templates. If you want to restrict this access to selected users only, specify these users or groups of users on the Senders tab. Learn more
If you use the program in server-side mode, the correct signature (internal or external) is automatically added to an email based on its recipient(s) (Fig. 12.). The signature is added after the email is sent, but users can view their signature by using the signature preview add-in.
Sending emails to multiple recipients
If you send a single message to 2 (or more) recipients from both inside and outside your organization, each recipient will get a different signature. Learn more about the message splitting feature
In client-side mode, users select their signatures while composing an email in Outlook. If you configured the client-side rules exactly as described in this article, the external signature is added to all messages by default. To use an internal email signature, it needs to be selected in Outlook by clicking the Signature button on the Insert tab (Fig. 13.).