How to add signatures directly under the latest message in an email conversation

Find out how to configure CodeTwo Email Signatures 365 to make sure your signatures are always added right under the newest replies or forwards in an email thread, not at the bottom of it.

Email conversations often get so long that they require scrolling to see the first message. When your users first join such a thread and their email signature is added at the very end of it (as is the case with native signatures in Exchange Online), you can be almost certain that no one will notice this signature. This is important, considering you want the recipients of your business correspondence to, for example, find your company's contact details, see your marketing banner, or simply know, who sent them a message.

With CodeTwo Email Signatures 365, signatures are added directly under the latest reply/forward message by default. However, be sure to read on to learn how you can change the signature placement settings in the program.

How to configure the program for this scenario

Follow the links below to learn how to change the signature position in email conversations when using CodeTwo Email Signatures 365 in:

• Cloud (server-side) mode
• Outlook (client-side) mode

Cloud mode

The signature placement settings are available in the signature template editor. The example below shows the entire signature rule creation process, so that you know exactly where to find these settings.

First, add a new server-side signature rule (Fig. 1.). Define the rule's conditions and exceptions to best suit your needs (learn more).

Fig. 1. Creating a new cloud (server-side) signature rule.

In the Design step, use the drop-down menu to access additional options for inserting signatures in email conversations (Fig. 2., item 1). Learn more:

• Managing signatures in email conversations
• How to add different signatures to new and subsequent messages

For this example, let's select The same signature in every email. Click Edit signature (Fig. 2., item 2) to open the signature template editor.

Fig. 2. Signature inserting options available in the Design step.

Select a template from the Signature template library (Fig. 3.) or close the library's window to design a signature template from scratch. See this article for step-by-step instructions on how to create an email signature template

Fig. 3. The Signature template library.

In the editor, open the Email layout tab. There, in the Signature position group, you will find two options (Fig. 4.):

• Under the latest reply (default setting) – if this option is selected, this signature will be added directly below new messages (replies/forwards) in email conversations.
• At the very bottom – if this option is selected, this signature will be added at the bottom of email conversations.

Fig. 4. The signature position options.

Click Apply & Close in the editor to save changes to your template, and then click Save & Publish to save the signature rule and apply it in your organization.

Outlook mode

In Outlook (client-side) mode, a signature is added to the body of an email that is being created in Outlook (desktop, mobile and OWA). The signature is always inserted directly below the latest reply/forward message, unless a user manually moves that signature to a different location in an email thread. Follow the steps below to create an Outlook (client-side) signature rule and make sure that signatures are available to all users in your organization and are automatically added to all messages created in Outlook.

First, create a new client-side signature rule (Fig. 5.).

Fig. 5. Creating a new Outlook (client-side) signature rule.

In the Senders step, click Add > All senders (Fig. 6.). If necessary, you can configure this rule to be applied to selected users only – learn more.

Fig. 6. Select this option to make the signature defined in this rule available for all users in your organization.

In the Logic step, select the checkboxes as shown in (Fig. 7.). That way, the signature defined in this Outlook (client-side) rule will be automatically added to both new messages as well as replies/forwards in emails conversations.

Fig. 7. After selecting these options, the program will set this signature as a default one in Outlook.

Go to the Design step and click Edit signature to create your signature template. Learn more about how to create a signature template

Click Save & Publish to apply your changes. The signature will become available in Outlook for selected users.

Result

In cloud (server-side) mode, the signature is automatically added to emails according to the defined conditions and exceptions and is placed right under the latest message in an email conversation (Fig. 8.).

Fig. 8. The email signature is added directly below the new message in a conversation.

In Outlook (client-side) mode, the signature is automatically added to an email being composed in Outlook (both to new messages as well as replies and forwards). It also appears directly below the newest message in an email thread (Fig. 9.).

Fig. 9. By default, signatures are added to the email body as you type a message in Outlook.