Frequently Asked Questions

Take a look at the list of Frequently Asked Questions for CodeTwo Exchange Rules:

1. Will it add signatures to emails sent from mobile devices?
2. Will the program remove blank spaces from a signature if there is no data in Active Directory for a selected attribute?
3. Can I add signatures directly under email replies/forwards?
4. Can I add a different signature to my first email and a different signature to subsequent emails?
5. Can I create different signatures for internal and external messages?
6. Can I use different signatures in emails sent to different external domains?
7. Can the program auto respond to emails outside working hours?
8. What if an email is sent to recipients who should receive different signatures?
9. Will signatures be visible when users compose new emails?​
10. Can senders see the signature?​
11. Can users choose what signature is attached to their email?​
12. Can the program save all attachments sent from external addresses to one location?
13. We use different email clients in the network – is this a problem?
14. Where are the settings stored?​
15. Help! Some users are not getting their emails stamped with the signature.
16. Is every Outlook version supported?
17. Is Outlook for Mac supported?
18. Does the application work in hybrid environment?
19. Is Office 365/Microsoft 365 supported?
20. Can our marketing people manage the program without accessing other settings of the server?

1. Will it add signatures to emails sent from mobile devices?

Yes, it will. In fact, CodeTwo Exchange Rules can stamp any email traveling through your Mailbox servers. Regardless of the email client it was sent from. iPhone, iPad, Android, BlackBerry, Windows Mobile and other smartphones are supported.

2. Will the program remove blank spaces from a signature if there is no data in Active Directory for a selected attribute?

Yes, it will. The program can remove black space from a signature providing the Remove Text tags are used.

If you need more flexibility, you can use a conditional placeholder. That way, you can for example define a generic value which will be used if AD data is missing. Learn more

3. Can I add signatures directly under email replies/forwards?

Yes, you can. Simply place the signature in the proper place in the template editor while configuring your rule. Learn more here.

4. Can I add a different signature to my first email and a different signature to subsequent emails?

Yes, you can. This article explains how you can do it.

5. Can I create different signatures for internal and external messages?

Yes, you can. CodeTwo Exchange Rules allows to create different email signatures and insert them to internal and/or external messages. To learn more about this functionality visit this article. 

6. Can I use different signatures in emails sent to different external domains?

Yes, you can. CodeTwo Exchange Rules allows to set up different signatures for different emails, including emails sent to various external domains. For this purpose, you need to create separate rules with external domains specified in the rule’s conditions as well as create email signatures you want to insert once conditions are met. 

7. Can the program auto respond to emails outside working hours?

No, it can’t. If you need this functionality, check out CodeTwo Exchange Rules Pro, which allows creating rules that can automatically send replies to emails outside working hours. 

8. What if an email is sent to recipients who should receive different signatures?

The Message Splitting feature takes care of this issue. With it enabled, CodeTwo Exchange Rules will send copies of a message stamped with different signatures to recipients included in different rules.

9. Will signatures be visible when users compose new emails?

No. The signatures are appended on the Exchange Server after the message has been sent and left the sender’s email client. 

10. Can senders see the signature?

Yes, the senders can see the signature in their Sent Items folders, after they send the email. The feature responsible for this is the Sent Items Update.

11. Can users choose what signature is attached to their email?

Yes. This is possible thanks to the fact that rule conditions and exceptions can be based on the contents of the body and/or subject of emails.

For example, if you configure a rule with a condition set to: Body > contains keyword > stamp_me, CodeTwo Exchange Rules will look for the phrase "stamp_me" in email bodies and, upon finding the phrase, insert whatever signature you have set up in this rule into emails. In this scenario, the signature will only be inserted if a user includes the "stamp_me" phrase in their email.

Phrases can also be used as basis for rule exceptions.

12. Can the program save all attachments sent from external addresses to one location?

No, it can't. If you need this functionality, check out CodeTwo Exchange Rules Pro, which offers the strip/dump attachments feature to control email attachments in an organization. 

13. We use different email clients in the network – is this a problem?

No. Any email traveling through your Mailbox or HubTransport servers can be stamped. In other words: all email clients that can hook up to your Exchange Server are supported.

14. Where are the settings stored?

CodeTwo Exchange Rules settings are by default stored in the following location: C:\ProgramData\CodeTwo Exchange Rules

15. Help! Some users are not getting their emails stamped with the signature.

Make sure that:

1. The problematic users are included in the necessary rules. To learn more, read this article.
2. CodeTwo Exchange Rules is installed on all servers with the Mailbox role in the organization, as per this article.
3. All your active rules have signature templates created in all 3 available formats – HTML, RTF and Plain Text. Otherwise, it is possible that e.g. mobile phone users will not get their emails stamped with a signature. See this Knowledge Base article for more.

If you meet all of the above requirements and the problem persists, please send diagnostic information listed in this article along with a short description of the issue to our Support Team.

16. Is every Outlook version supported?

Yes. All desktop and mobile mail clients that connect to Exchange are supported.

17. Is Outlook for Mac supported?

Yes, it is. All desktop and mobile mail clients that connect to Exchange are supported.

18. Does the application work in hybrid environment?

Yes, but it requires the proper mail flow configuration.

CodeTwo Exchange Rules is compatible with the on-premises Exchange and Office 365 (Microsoft 365) hybrid, as long as it has centralized mail flow enabled.

Learn more about integration of CodeTwo Exchange Rules with hybrid environments.

19. Is Office 365/Microsoft 365 supported?

Yes, but only in a hybrid Exchange deployment (an environment with both on-premises Exchange server and Office 365 / Microsoft 365 configured), with centralized mail transport enabled. Learn more

If you are interested in an email signature management software that handles organization-wide email signatures in Office 365 (Microsoft 365) in a non-hybrid deployment, consider using CodeTwo Email Signatures 365. If you own a product license key for CodeTwo Exchange Rules, we can offer you an attractive discount for migration to our Office 365 signature manager.

You can move rules configured to insert signatures/disclaimers as well as your custom signature templates to the tenant that is used with CodeTwo Email Signatures 365 – we have a tool for that.

20. Can our marketing people manage the program without accessing other settings of the server?

Yes, they can. They can do it thanks to the fact that the Administration Panel can be installed independently of the server-level Exchange Rules Services. The administrator, using the Rules Access Rights Management feature, can also control users' rule access permissions (by assigning them different roles) as well as rules rights (assigning view, edit and delete permissions).