Add graphics (e.g. company logo & user photos) to signatures

CodeTwo Exchange Rules Family allows you to insert various graphics into your disclaimers and signatures, including logo of your company, marketing banners or even high-resolution users photos.

Getting started

Graphics may be included either by targeting the remote resources on the Internet or as hidden attachments. The first option allows you to change images without touching the Administration Panel (by replacing the remote resources), however, your recipients may be prompted for download external content.

  1. First, configure a new rule with the Insert signature or Insert disclaimer action.
  2. You can set conditions to decide which messages should be stamped with the signature.
  3. Finally, select the Insert signature or Insert disclaimer action and click Edit... to open the Editor.


All messages in the HTML format will be stamped with this signature. However, please keep in mind that some messages are sent in the Plain Text format (most often from mobile devices), consequently you need to convert them into the HTML format prior to inserting the signature or disclaimer. This can be done using the Force e-mail format action, which is available in CodeTwo Exchange Rules PRO.

Inserting graphics (e.g. company logo)

At the top ribbon of the Editor, you can find the Picture option, located inside the Insert section (Fig. 1.). Click on this button.

Fig. 1. The Insert picture button.

The Insert picture window (Fig. 2.) allows you to choose the image from two following locations:

  • internal (Local picture) - this option is the recommended one, as images are always embedded in the final messages, so your recipients can easily view it, without being prompted to download remote resources.
  • external (Online picture) - this option could be useful if you want to change the media without touching the Administration Panel or to limit size of messages. However, various mail clients may ask the recipients to download external images or even block the message.
Online images
Downloaded directly from server
Embedded images
Included in every message
  • You can track who received your messages by analyzing web traffic
  • Images can be changed in existing signatures, without touching the Administration Panel
  • Size of final message is always acceptable
  • Recipients never get prompted for downloading images
  • Images are immediately visible in a message
  • You can be sure that the message will look properly, even during a server failure
  • Recipients are often asked to download remote resources
  • Some filters may recognize your messages as SPAM
  • In the case of server failure or weak Internet connection your images will not be displayed
  • Size of a final message might be too large
  • You cannot update images in messages that were sent
Exchange Rules Pro - Insert picture window
Fig. 2. The Insert picture window.

The size section enables you to scale the image. If you want to scale the picture keeping the aspect ratio, provide only one dimension - the other one will be calculated automatically preserving proper aspect ratio.


The PNG format of images is the most recommended one, as it offers professional appearance with high compression ratio and compatibility between various platforms.

To keep the text of your signature inline of the logo file, you can use the Tables functionality. To do so, insert a table with e.g. one row and two columns and put the image and rest of the content in separate cells (Fig. 3).

Fig. 3. The signature containing logo and rest of the content inside separate cells.

Users photos

One of the most valuable part of signature is a high-resolution photo of every employee. CodeTwo Exchange Rules Family allows you to insert users pictures directly from the Active Directory.


You can easily upload your photos to Active Directory using CodeTwo Active Directory Photos freeware application. The program allows you to set high-resolution photos with a few clicks. Moreover, you can enrich your experience while using other applications (like Microsoft Lync).

In order to insert user photo, you may use the Photo placeholder available on top ribbon of the Editor, under the Placeholder, Sender's information menu (Fig. 4.). You can keep original dimensions of the photo or adjust them to fit rest of your signature.

Fig. 4. Inserting {Photo} placeholder into the signature.

Thanks to that, all messages stamped with your signature will contain sender photo in place of {Photo} placeholder. You can easily check how the final message will appear using the Preview feature available on the Editor ribbon (Fig. 5.).

Editor - Preview Signature with Photo
Fig. 5. Preview of the signature with user photo

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