Managing signatures in email conversations

CodeTwo Email Signatures for Office 365 allows you to manage how signatures will be added to your correspondence. Using the drop-down list available on the Design tab (Fig. 1.), you can:

ESIG for O365 manage signatures in conversations
Fig. 1. Managing how signatures should be added in email correspondence.

The same signature in every email

If you select the first (default) setting (Fig. 2.), the signature that you create for a given signature rule will be added to every email that triggers this rule.

ESIG for O365 Design tab
Fig. 2. The Design tab default appearance.

Different signature in the first email and different in subsequent emails

This option allows you to prepare two separate signatures:

  • the first signature will be added to the first email of an Office 365 user or to the first reply of this user in an email conversation;
  • the second signature will be added to future emails this user sends in the same conversation.

Each signature is designed on a separate tab (see Fig. 3.).

ESIG for O365 different signature first email
Fig. 3. The tabs that allow switching between signature designs. 

Example of use

You would like to have a complex, sophisticated signature with all the contact details, social links, etc. Such a signature, however, might unnecessarily increase the length of your email conversations. To avoid this, you need to design the advanced signature on the First signature tab. And then use the Subsequent signatures tab to prepare a second, simpler signature with only basic contact information. Thanks to this configuration, your complex signature will appear only once in a given conversation: in your first message or reply.

Signature in the first email only

If you choose this option, the program will add the signature only to the first email/reply of a given user in a conversation (if this user triggers the associated signature rule). For example, if someone sends you an email and you reply for the first time, your signature will be added, but your next replies in this thread will have no signatures.

Custom setup

This option lets you manually configure how you want your signature to be added into conversations. The custom options will be available in the signature editor - you can access it by clicking Edit signature (Fig. 4.).

ESIG for O365 Design conversation custom setup
Fig. 4. Opening the signature editor in the custom setup mode.

In the custom setup mode the editor features an additional advanced options (ESIG for O365 custom settings icon 14) button in the upper-right corner of the signature/disclaimer section. If you click it, the Signature/disclaimer options window will open (Fig. 5.).

ESIG for O365 Editor custom setup mode
Fig. 5. Custom signature/disclaimer options.

Here, you can decide what to do with your signatures in conversations:

  • add the signature/disclaimer to every email - this setting corresponds to this option;
  • add the signature/disclaimer to the first email only (do not add it to subsequent emails);
  • add the signature/disclaimer only when the first email is sent and remove it from the conversation when subsequent emails are sent - this setting corresponds to this option;
  • add the signature/disclaimer to every email, but remove its previous occurrences in the conversation - with this setting, only your latest message/reply in a conversation will have your signature. This will keep your conversation threads clean.

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