(1) HTML - formatting - disclaimer, personal signature in exchange email, footnote

HTML-formatting

The template editor tabs are located above the main toolbar. Switching the tabs allows you to edit the template of different message formats: (HTML, RTF and Plaintext). After switching to the HTML tab, the toolbar should look like below (Fig.1.).

Fig.1. Template Editor tabs to swap between template formats.

Properties pane in the editor

This pane provides main data on the objects located in the edit field such as size, image file path, font size etc (Fig.2.).

Fig.2. Properties pane in the Template Editor.

Toolbar

All options in the template editor are available from its toolbar (Fig.3.). The toolbar is divided into sections.

Fig.3. Toolbar in the Template Editor.

1. Action.

This section consists of one button - Save & Exit. Use this button to save the changes in the editor to make sure they are reflected in the messages (Fig.4.).

Fig.4. Save & Exit button.

2. View

This section enables you to switch between the Source (HTML code) view and Designer (WYSIWYG). This section is visible only when you are editing the HTML template (Fig.5.). It is essential to compose the templates of all possible formats i.e. HTML, Plain text and RTF.

Fig.5. View section enables switching views between source code and end result.

3. Signatures

CodeTwo Exchange Rules PRO can be used to insert disclaimers/ signatures / banners above the body of the message, below it, and at sides. The Signature sections enables the user to build the templates for each location of the signature. In order to compose the signature in the selected place in the message you need to check the appropriate box (Fig.6.). If any of the fields is left empty, the signature template is not defined for this area.

Fig.6. Signature section in the toolbar is used to switch the template views.

4. Font

The formatting of the text can be modified in Font section. From the dropdown menu you can choose the desired font as well as its size. You can also decide on the style of the font (Fig.7.).

Fig.7. Font section is used to format the font in the signature.

5. Paragraph

This section is used to align the text. The text can be aligned to the right margin, left margin, centered or justified. This section is also used to set the indent of the text and to add a list (Fig.8.).

Fig.8. Paragraph section is used to align the text and add lists.

6. Insert

Insert is used to add tables, graphics, hyperlinks, lines, special characters and dynamic fields from Active Directory (Fig.9.).

Fig.9. Insert section is to insert images, AD fields, tables etc. to templates.

Dynamic Fields

CodeTwo Exchange Rules PRO can be used to insert dynamic data from Active Directory. Active Directory fields are defined on the server and available by clicking Start, Active Directory Users and Computers in the Users tree. Each user can have entries with their unique personal data, contact data, position, and common data related to multiple users or their department. The data is pulled by CodeTwo Exchange Rules PRO and inserted into the signature. To set the program to add data from Active Directory choose the fields from the Dynamic Fields menu (Fig.10.).

Fig.10. Expandable Dynamic Fields menu in the Insert section.

The template can also use other dynamic data such as animated images as well as messages related data such as sender address, message subject, information on the server processing the message or message ID. The program can add in the signature a counter as well as date and time for the sent message.

Remove Text Tag

Remove Text Tag option is used to hide the empty gaps in the signature if data is missing from Active Directory. For example, if the signature template includes a dynamic field to fill with the phone number of employees and it turns out that selected employees do not have an assigned phone number in the Active Directory, the field will be empty in the signature, which will produce an empty line, unless you use Remove Text Tags in the template. Surround the dynamic field together with the introductory word (e.g. Phone:) with Remove Text Tags to make sure gaps never appear in the signature (Fig.11.).

Fig.11. Example use of Remove Text Tag.