Managing signatures in email conversations
CodeTwo Email Signatures for Office 365 allows you to manage how signatures are added to your correspondence. Using the drop-down list available on the Design tab (Fig. 1.), you can:
- add the same signature to every email,
- add a different signature to the first email and a different one to subsequent emails,
- add a signature only to the first email in a conversation,
- use a custom setup, with additional options allowing you to add a signature:
- to the first email and remove it from the conversation when subsequent emails are sent,
- to every email, but remove its previous occurrences in the conversation,
- right under each reply/forward,
- at the very bottom of the email conversation.
In general, these options allow you to decide when and where a signature/disclaimer is added. By default, each signature is inserted below the body of the most recent email – including replies and forwards. If you want to change that behavior and let the program add the signature at the bottom of an email conversation, so that it acts as a disclaimer, you can:
- use the Change () button available in the signature Editor
- use the custom setup options (see this section for details).
The Editor’s window resembles an email thread. This means that if the signature template you are currently editing is positioned in the middle of the window, the signature will be always added right below a reply or forward. If the signature template is located at the bottom of the Editor’s window, the signature will be treated as a disclaimer and added at the bottom of an email conversation every time you send a reply or forward an email.
If you select the first (default) setting (Fig. 3.), a signature that you create for a given signature rule will be added to every email that triggers this rule.
This means that within an email conversation the signature will be added to every message that fulfills the rule's conditions (Fig. 4.).
This option allows you to prepare two separate signatures:
- the first signature will be added only 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 next emails/replies this user sends in the same conversation.
Each signature needs to be designed on a separate tab (Fig. 5.).
A sample email conversation thread is shown in Fig. 6. Signatures are added right under each reply.
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 can design the extended signature on the First signature tab, and then use the Subsequent signatures tab to prepare another, simpler signature with only basic contact information. Thanks to this configuration, your extended signature will appear only once in a given conversation: in your first message or reply.
If you choose this setting from the drop-down menu, the program will add a signature only to the first email/reply of a user in a conversation (if this user triggers the associated signature rule). For example, if someone sends you an email and you reply to it for the first time, your signature will be added (directly under the reply), but your next replies in this thread will have no signatures. Fig. 7. shows a sample email conversation thread when the Signature in the first email only option is selected.
This option lets you manually configure how you want your signature to be added to conversations. The custom options are available in the signature editor - you can access it by clicking Edit signature (Fig. 8.).
In the custom setup mode, the editor features an additional advanced options () button in the upper-right corner of the signature/disclaimer section. If you click it, the Signature/disclaimer options window will open (Fig. 9.). The available options are explained below.
The first set of options allows you to decide when signatures are added to email conversations:
This setting corresponds to the first option on the Design tab.
This setting corresponds to the third option on the Design tab.
If you select this option:
- the program adds a signature only to the first message/reply of a user in a conversation (Fig. 10., left side);
- if this user sends any further reply in the same thread, the program removes the signature from the conversation (Fig. 10., right side).
With this setting, only the latest message/reply of a given user in a conversation will have a signature (Fig. 11.). This helps to keep conversation threads clean.
In the custom setup mode, apart from the earlier described settings that let you modify when signatures are added in conversations, you can also decide where they are added (Fig. 12.):
right under the original reply/forward: this is the default setting - whenever a signature is added by the software, it is inserted directly under the body section of your latest message (see figures above for reference).
at the very bottom of the email conversation: if you choose this option, the program adds your signature to the bottom of the conversation thread, and this signature becomes a disclaimer.
These two settings have the same effect as using the Change () button in the Editor.
In some cases, adding a signature/disclaimer at the very bottom of the conversation might not be desirable. For example, if you combine this option with the option to add the signature/disclaimer to every email, the signature will be added to every response of a user in a conversation and moved to the bottom of the thread. If the user replies several times, several signatures/disclaimers are added at the bottom of the conversation (see Fig. 13. and compare it with Fig. 4.).