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:

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

Info

In general, these options allow you to decide when a signature/disclaimer is added. If you want to change where your signature/disclaimer should be added in an email conversation, you can:

  • use the custom setup options (see this section for details);
  • use the Change (ER Pro 2.x - change signature/disclaimer button) button available in the Editor in every mode. Learn more

The same signature in every email

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

ESIG for O365 conversations - sig every email 1
Fig. 2. The Design tab default settings: the same signature in every email.

This means that within an email conversation the signature will be added to every message that fulfills the rule's conditions (Fig. 3.).

ESIG for O365 conversations - sig every email 2
Fig. 3. A sample email conversation where the same signature is added to every email.

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 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. 4.).

ESIG for O365 conversations-different first email
Fig. 4. The tabs that allow switching between signature designs.

A sample email conversation thread is shown in Fig. 5. Signatures are added right under each reply.

ESIG for O365 conversations-different 1st email 2
Fig. 5. A sample email conversation where a different signature is added to the first email and a different one to next emails.

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.

Signature in the first email only

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. 6. shows a sample email conversation thread when the Signature in the first email only option is selected.

ESIG for O365 conversations-first email only 2
Fig. 6. A sample email conversation when the program is set to add signatures to the first email only.

Custom setup

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. 7.).

ESIG for O365 Design conversation custom setup
Fig. 7. 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. 8.). The available options are explained below.

ESIG for O365 Editor custom setup mode
Fig. 8. Custom signature/disclaimer options.

Choose how you want the signature/disclaimer/header/banner to be handled in the conversations

The first set of options allows you to decide when signatures are added to email conversations:

  • ​Add the signature/disclaimer to every email

This setting corresponds to the first option on the Design tab.

  • Add the signature/disclaimer to the first email only (do not add it to subsequent emails)

This setting corresponds to the third option on the Design tab.

  • Add the signature/disclaimer only when the first email is sent and remove it from the conversation when subsequent emails are sent

If you select this option:

  • the program adds a signature only to the first message/reply of a user in a conversation (Fig. 9., left side);
  • if this user sends any further reply in the same thread, the program removes the signature from the conversation (Fig. 9., right side).

ESIG for O365 conversations-custom setup 3
Fig. 9. A signature is added to the first email of user Alex (conversation on the left) but removed from the conversation thread when subsequent emails are sent by Alex (conversation on the right).

  • Add the signature/disclaimer to every email, but remove its previous occurrences in the conversation

With this setting, only the latest message/reply of a given user in a conversation will have a signature (Fig. 10.). This helps to keep conversation threads clean.

ESIG for O365 conversations-custom setup 4
Fig. 10. A sample email conversation when signature is added to Alex's every new response in a conversation and removed from Alex's previous responses in this conversation.

If the signature/disclaimer should be added in email, then add it...

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. 11.):

  • right under the original reply/forward: this is the default setting - whenever a signature is added by the software, it is inserted directly under a response (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.

ESIG for O365 signature placement options
Fig. 11. Signature placement options.

You can switch between the signature and disclaimer layout by using the above options or the Change (ER Pro 2.x - change signature/disclaimer button) button. The appearance of the Editor changes accordingly (Fig. 12.).
Learn more about the Change button in the manual of CodeTwo Editor

ESIG for O365 changing signature into disclaimer
Fig. 12. Changing a signature (left) into a disclaimer (right).

Warning

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. 3.).

ESIG for O365 disclaimer added to every email
Fig. 13. Multiple signatures at the bottom of a conversation.

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