How to add signatures in different languages

Find out how to manage multiple-language email signatures and automate the signature adding process in CodeTwo Email Signatures for Office 365.

Multinational organizations or companies that serve customers from different countries very often send their entire correspondence in English. As it is a global language, it is understood by the vast majority of recipients. However, you might want to consider adjusting the language of your email to the language of a recipient to:

  • overcome the language barrier and avoid miscommunication,
  • gain the trust of your customers by speaking their language,
  • show your clients that you are ready to go the extra mile to meet their needs,
  • get access to a wider market or globalize a specific product,
  • improve your results with targeted email campaigns.

While it's not always possible to write every email in the language of your customers, you can use an email signature that "speaks their language". Email signatures are a crucial part of your business correspondence, as they include your company's contact information, promote brand awareness, contain legal disclaimers and so on. CodeTwo Email Signatures for Office 365 offers multiple solutions that can be used to ensure a correct signature, in the right language, is always inserted into all outgoing emails. 

Basics

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 and find the solution that best serves your needs, depending on your environment and the signature mode you use in CodeTwo Email Signatures for Office 365. Also, be sure to check these general tips that apply to all usage scenarios.

General tips

  1. Create a separate signature rule for each language version of your email signature.
  2. If you want to use the same signature template in another rule, create a new rule by using the clone (ESIG 365 clone rule button) button. Next, you only need to change the conditions/exceptions of the new rule and translate the contents of the template into a different language.
  3. All solutions described below provide information on how to configure a signature rule for a specific scenario. For more information on how to:

Automatically add signatures in different languages depending on email recipients

CodeTwo Email Signatures for Office 365 lets you create server-side signature rules based on email recipients. In other words, you can configure the program to add email signatures in a specific language based on the email address of a recipient or the domain to which you send your message.

To do so, go to app.codetwo.com and create a new server-side signature rule (Fig. 1.).

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

Go to the Recipients tab. There are different ways of configuring recipient-based conditions. For example, if you want the program to add a signature:

  • in French to all recipients whose email addresses end in .fr (France) or .be (Belgium), etc., click Add > Email addresses and, in the window that opens, enter these top-level domain names. Be sure to add an asterisk (*) before them, as shown in Fig. 2. Click OK to apply.

Defining top-level domain names of email addresses as recipients of your emails.
Fig. 2. Defining top-level domain names of email addresses as recipients of your emails.

  • in German to all messages sent to your clients from German-speaking countries, click Add > Email addresses and, in the window that opens, either specify their individual email addresses (e.g. martin.s@my-company.de) or enter a domain name associated with email addresses used by a specific company (e.g. example.at). Be sure to add an asterisk (*) before the domain name, as shown in Fig. 3. Click OK to apply.

Defining specific email addresses or domains as recipients of your emails.
Fig. 3. Defining specific email addresses or domains as recipients of your emails.

  • in your native language only to internal recipients, select Add > Internal recipients, as shown in Fig. 4.

By selecting this condition, the rule will add a signature only to messages sent inside your organization.
Fig. 4. By selecting this condition, the rule will add a signature only to messages sent inside your organization.

Next, go to the Design tab to create a signature in the right language.

Repeat these steps to create separate rules that will be used to add different signature templates (in different languages). Be sure to create a rule for adding a default email signature (e.g. in English) and place it at the bottom of the signature rules list (Fig. 5.). Use the ESIG for O365 rule move down and ESIG for O365 rule move upbuttons to change the position of rules in the list.

In server-side mode, always place the rule that applies to the broadest number of users at the bottom of the rules list.
Fig. 5. In server-side mode, always place the rule that applies to the broadest number of users at the bottom of the rules list.

Once you have created all the required rules, click ESIG for O365 rule save in the signature management app to save your changes.

Read this article for more examples of how to create signature rules based on recipients

Automatically add signatures in different languages to emails sent by particular users (senders)

If you know that specific users or groups of users communicate only in a selected language or with customers from a specific country, you can define server-side signature rules to automatically add email signatures in that language to all emails sent by these users/groups.

Note that you can create sender-based rules in all signature modes. However, client-side rules work in a different way. In server-side mode, the rule will automatically add a signature to emails send by the defined senders. In client-side mode, the defined senders will have access to this signature in Outlook. See this section to learn more about giving users access to different language versions of email signatures in Outlook.

Start by creating a new server-side signature rule at app.codetwo.com, as shown in Fig. 1.

Next, on the Senders tab select:

  • Add > Selected senders to apply this signature rule to individual users only,
  • Add > Group members to apply this signature rule to a group or groups of users (e.g. a distribution group; read this Microsoft article to learn how to create such a group in your Microsoft 365 tenant),
  • Add > Azure AD filer to apply this signature rule to all users that fulfill certain conditions. E.g. the program can add a German signature to all messages sent by users whose Country Azure AD attribute is Germany (Fig. 6.).

The Azure AD filter options lets you add a signature to all users who meet certain criteria.
Fig. 6. The Azure AD filter options lets you add a signature to all users who meet certain criteria.

Next, go to the Design tab to create a signature in the right language.

Repeat these steps to create separate rules that will be used to add different signature templates (in different languages). Be sure to create a rule for adding a default email signature (e.g. in English) and place it at the bottom of the signature rules list (as shown in Fig. 5.). Use the ESIG for O365 rule move down and ESIG for O365 rule move upbuttons to change the position of rules in the list.

Once you have created all the required rules, click ESIG for O365 rule save in the signature management app to save your changes.

Read this article for more examples of how to create signature rules based on senders

Let your users select a signature in a specific language by using keywords

When CodeTwo Email Signatures for Office 365 works in server-side mode, signatures are added automatically based on rules you define in the signature management app. However, if you want your users to have more control over which signature should be used (e.g. a French one instead of a standard English signature), you can define keywords or phrases that, when inserted in an email subject or body, will force the program to add a specific signature.

To set up the program for this scenario, log in to app.codetwo.com, create a new server-side signature rule (as shown in Fig. 1.) and name it e.g. Signature in German.

Go to the Keywords tab and click Add. You can configure the rule to add a signature when the program:

  • finds a phrase in a specific language in the subject or body of an email. For example, if you always end an email written in German with the phrase Mit freundlichen Grüßen, enter the entire phrase in the Add phrase window (Fig. 7.). In this example, the program should not remove that phrase from an email, so leave the checkbox unchecked.

Defining a phrase that, when used in an email, will trigger a signature rule.
Fig. 7. Defining a phrase that, when used in an email, will trigger a signature rule.

  • finds a specific keyword, e.g. #de, either in message subject or body. It would be a good idea to delete that keyword from your message, so make sure to select the right option, as shown in Fig. 8.

Select the checkbox shown above (item 2) if you want the program to delete the defined keyword from an email.
Fig. 8. Select the checkbox shown above (item 2) if you want the program to delete the defined keyword from an email.

Next, go to the Design tab to create a signature in the right language.

Create as many server-side signature rules as many language versions of signatures you need. Be sure to use a different keyword/phrase in each rule.

Repeat these steps to create separate rules that will be used to add different signature templates (in different languages). Be sure to create a rule for adding a default email signature (e.g. in English) and place it at the bottom of the signature rules list (as shown in Fig. 5.). Use the ESIG for O365 rule move down and ESIG for O365 rule move upbuttons to change the position of rules in the list.

Once you have created all the required rules, click ESIG for O365 rule save in the signature management app to save your changes.

Check this article for more examples of using keywords to trigger signature rules

Let your users select a signature in a specific language when typing an email in Outlook or OWA

If you are using CodeTwo Email Signatures for Office 365 in client-side mode, your users can select their signature directly in an Outlook desktop app or Outlook on the web (OWA) when typing their email. So, if you want them to have access to signatures in different languages and be able to choose the correct one depending on who the recipient is, configure the program by taking into consideration the following points:

  1. Create as many client-side signature rules in the signature management app (Fig. 9.) as many language versions of signatures you need.

Creating a new client-side signature rule.
Fig. 9. Creating a new client-side signature rule.

  1. Use descriptive names for your signatures, e.g. German signature, Spanish signature, English signature, etc. That way, your users can easily identify each of them in Outlook.
  2. If you want to limit access to specific signature templates to selected users only, go to the Senders tab and configure rule conditions accordingly. Refer to this section to learn about some of the possible options.
  3. If you want to set certain signature templates as default ones for specific users, go to the Options tab and configure Outlook signature adding options accordingly. Note that these options only work for the first signature that applies to a specific user, so use the ESIG for O365 rule move down and ESIG for O365 rule move up buttons to place the signature rules in the right order on the rules list.
  4. Once done, click ESIG for O365 rule save in the signature management app to save your changes and make the signature templates available for your users.

Result

Depending on the solution you choose, the signature in a given language will be either automatically added to the sent email or will be made available for your users to use by either providing a specific keyword in a message or clicking the Use this signature button in the CodeTwo Signatures pane in Outlook or OWA (Fig. 10.).

In client-side mode, users can access signatures in different languages directly in the CodeTwo Signatures pane.
Fig. 10. In client-side mode, users can access signatures in different languages directly in the CodeTwo Signatures pane.

The table below shows the comparison of all the solutions described in this article. 

Email signature  Signature mode* Is signature adding automated? Can users select their signature?
Based on recipients Server-side Yes No
Based on senders Server-side Yes No
Triggered by a keyword/phrase Server-side

Yes / No
(depending on how you configure the keywords)

Yes
Selected in Outlook Client-side No
(signatures are selected by users in Outlook and OWA, but can be set as the default ones)
Yes

* Combo mode is a combination of server-side and client-side modes, so it supports all scenarios described in this article. By default, the scenario applicable to client-side mode will only work for messages sent from Outlook for Windows and Outlook on the web (OWA). Find out more about using the CodeTwo Signatures Web Add-in for Outlook and OWA in combo mode

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