Insert different signatures for internal and outgoing mail

If you want to insert different signatures / disclaimer into internal and outgoing emails, CodeTwo Exchange Rules Family lets you create the rules that will distinguish the message direction and insert appropriate signature / disclaimers into your users emails.

Getting started

To configure the program to insert different signatures to internal and outgoing emails you need to:

  1. Add a new rule with the Insert signature or Insert disclaimer action:
     
    • Add and configure the Message direction condition in the following way: Message direction is internal.
  2. Add the second rule with the Insert signature or Insert disclaimer action:
     
    • Add and configure the Message direction condition in the following way: Message direction is outgoing.

Demonstration

Add a new rule to the list of rules via the Add button. Name your rule and describe it (Fig. 1.).

Adding and describing a new rule.
Fig. 1. Adding and describing a new rule.

On the Conditions tab, select Message direction is internal (Fig. 2.).

Setting the condition to Message direction is internal.
Fig. 2. Setting the condition to Message direction is internal.

Next, go to the Actions tab, click Add and choose Insert signature action from the menu. Once the action is added, click Edit (Fig. 3.) to open the signature template editor and design your signature for internal mail.

Opening the signature template editor to design the signature.
Fig. 3. Opening the signature template editor to design the signature.

After you finish creating your signature, click the Apply & Close button to save it and close the editor (Fig. 4.).

Saving the newly created signature template.
Fig. 4. Saving the newly created signature template.

Now as the rule adding signature for the internal mail is ready, move on to create the second rule adding signature for the outgoing emails. Click Add in the List of rules pane and select New rule (clean). Next, name your rule and add its description. Go to the Conditions tab and configure the condition in the following way: Message direction is outgoing (Fig. 5.).

Setting the condition to Message direction is outgoing.
Fig. 5. Setting the condition to Message direction is outgoing.

In the Actions tab, select the Insert signature action and hit Edit to design the signature for the outgoing mail. Once the signature is ready, click Apply & Close to save it and close the editor. Last but not least, save your settings in the Administration Panel of the program using the Submit changes button (Fig. 6.).

Saving new rules in the Administration Panel.
Fig. 6. Saving new rules in the Administration Panel.

From now on, each email sent inside the organization will have the Signature 1 included (Fig. 7.), and when sent outside the organization will have the Signature 2 inserted (Fig. 8.).

Signature 1 added to the internal mail.
Fig. 7. Signature 1 added to the internal mail.

Signature 2 added to the outgoing mail.
Fig. 8. Signature 2 added to the outgoing mail.

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