How to add an email signature for a specific time only

Learn how to set up email signature marketing campaigns with limited running times to promote special offers or events.

CodeTwo Email Signatures for Office 365 comes with the Scheduler feature that allows you to select a period of time during which a given signature template will be used. Then, after this time has passed, the program can automatically revert to the default signature or start using another signature that has been added for the following period. This feature is great for:

  • running limited-time email marketing campaigns,
  • using holiday-themed email signatures,
  • informing recipients about upcoming events or sharing important news for a limited period of time,
  • and more. 

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

The Scheduler is available with identical configuration options in CodeTwo Email Signatures for Office 365 working in both server-side and client-side mode. While it is fully possible to obtain almost identical results in both modes, make note of the features characteristic for each of them as indicated in the examples below:

  • Server-side mode – this example shows how you temporarily replace a standard banner used in a corporate signature with a holiday-themed banner.
  • Client-side mode – learn how to change the default email signatures in Outlook desktop and Outlook on the web (OWA) for specific days to remind customers about recurring offers, e.g. weekend sales.

Server-side mode (using a holiday-themed email signature for a limited time)

Follow the steps below to learn how to set up the Scheduler in CodeTwo Emails Signatures for Office 365 to temporarily replace the standard banner used in a server-side signature with something more festive.

Start by opening app.codetwo.com and selecting a server-side signature rule. This can be, for example, the rule that adds your standard (default) company signature to emails sent by all employees. Clone this rule by using the ESIG 365 clone rule button button in the SIGNATURE RULES section to keep the same configuration. 

Name the newly created signature rule accordingly, e.g. Winter holiday signature. Use Editor - conditional placeholders - move up icon to position the new rule at the top of your server-side signatures list, as shown in Fig. 1. By doing so, you make sure that this rule is executed before any other rule.

Using the up arrow button to place a rule on top of the server-side signatures list.
Fig. 1. Using the up arrow button to place a rule on top of the server-side signatures list.

Next, go to the Design tab and click Edit signature to open the signature template editor. You can either add a holiday-themed banner to your standard signature template or create a new template from scratch. You can also use one of many free seasonal templates available here. To learn more about using the signature template editor, check this quick guide.

When your signature template is ready, go to the Options tab. Leave the default rule processing options, as shown in Fig. 2. Then, enable the Scheduler (Fig. 2., item 1) and click the Schedule button to configure it.

Enabling the Scheduler (1) and opening the Scheduler configuration window (2).
Fig. 2. Enabling the Scheduler (1) and opening the Scheduler configuration window (2).

Select the Custom recurrence pattern and click Add to configure the time settings. In the Rule date range window, set the Start time and End time, and also select the All day event checkbox (Fig. 3.). Confirm by clicking OK.

Setting the date range for the temporary signature rule.
Fig. 3. Setting the date range for the temporary signature rule.

Click OK again to close the Scheduler window.

Note that a Scheduler icon appears next to the signature rule name (Fig. 4.) to remind you that this rule has the Scheduler programmed. This icon will also change to denote if the rule is currently active (Active Scheduler ) or inactive (Inactive Scheduler), based on the Scheduler settings.

This icon indicates that this rules is scheduled and is currently active.
Fig. 4. This icon indicates that the rule is scheduled and is currently active.

When you are done, save your changes by clicking ESIG for O365 rule save in the signature management app.

Tip

Make also sure to take a look at the other example of using the Scheduler, as it presents a different use scenario, not limited to the client-side signature mode only.

Client-side mode (changing the default email signatures in Outlook and OWA for specific days only)

Follow the steps below to learn how to set up the Scheduler in CodeTwo Emails Signatures for Office 365 so that email signatures with a special banner (e.g. informing about special sales that occur on weekends) are added by default to messages composed in Outlook and OWA on Thursdays and Fridays.

Open app.codetwo.com and select the client-side signature rule that adds the default signature. Clone this rule by using the ESIG 365 clone rule button button in the SIGNATURE RULES section to keep the same configuration.

Name the newly created rule accordingly, e.g. Special offer signature. Use the Editor - conditional placeholders - move up icon button to position this rule at the top of your client-side signatures list, as shown in Fig. 5. This way, you make sure that this rule automatically inserts the defined signature template to all emails being composed in Outlook and OWA on specific days, even if more rules are configured to add the default signature.

Using the up arrow button to place a rule on top of the client-side signatures list.
Fig. 5. Using the up arrow button to place a rule on top of the client-side signatures list.

Next, go to the Design tab and click Edit signature to open the signature template editor. Edit your existing template, e.g. by adding a different banner, so that it informs your recipients about the sale. To learn more about using the signature template editor, check this quick guide.

When your signature template is ready, go to the Options tab. Select the Set this signature as default for new messages and Set this signature as default for replies and forwards options, as shown in Fig. 6. Then, in the Scheduler section, enable the Scheduler (Fig. 6., item 1) and click the Schedule button to configure it.

Enabling the Scheduler (1) and opening the Scheduler configuration window (2).
Fig. 6. Enabling the Scheduler (1) and opening the Scheduler configuration window (2).

Select the Weekly recurrence pattern. Set the Rule activity time to All day and select the rule to be applied every 1 week on Thursdays and Fridays by using the correct checkboxes. Finally, set Range of recurrence to best suit your needs, e.g. if the sale will last for a month only, set the start day on the first day of the month and end on the last day, as shown in Fig. 7. Click OK to close the Scheduler window.

The Scheduler configured to make the selected rule active on Thursdays and Fridays throughout April.
Fig. 7. The Scheduler configured to make the selected rule active on Thursdays and Fridays throughout April.

Note that a Scheduler icon appears next to the signature rule name (see Fig. 4.) to remind you that this rule has the Scheduler programmed. This icon will also change to denote if the rule is currently active (Active Scheduler) or inactive (Inactive Scheduler), based on the Scheduler settings.

When you are done, save your changes by clicking ESIG for O365 rule save in the signature management app.

Tip

Make also sure to take a look at the other example of using the Scheduler, as it presents a different use scenario, not limited to the server-side signature mode only.

Result

In the first scenario, the server-side rule automatically adds the signature with a holiday-themed banner to emails within the time period specified in the Scheduler (Fig. 8.). When this period ends, the rule’s conditions (time restriction) will no longer be met, and this signature will not be added to emails.

A winter holiday signature added to an email over the selected time period.
Fig. 8. A holiday-themed signature added to an email over the selected time period.

In the second scenario, the client-side rule changes the default email signature used in Outlook and OWA for Thursdays and Fridays, within the selected time period. In other words, when users compose their messages on Thursdays and Fridays, the signature with a promotional banner is automatically inserted into the email body (Fig. 9.). Additionally, users can always choose between the standard and promotional email signatures by selecting the desired one with the Use this signature button available in the CodeTwo Signatures pane (Fig. 9., item 2).

A signature with a promotional banner is added automatically while composing an email on Thursdays and Fridays.
Fig. 9. A signature with a promotional banner is added automatically while composing an email on Thursdays and Fridays.

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