Frequently Asked Questions

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

1. Can the program add signatures and disclaimers directly under the latest emails in conversations?
2. Can the program add different signatures for new messages and replies?
3. Can I create different signatures for internal and external messages?
4. Can the program add various signatures to emails sent to different external domains?
5. Can users choose which signatures will be added to their emails?
6. Can a signature be visible while composing an email?
7. Does the program apply rules to emails sent from mobile devices and email applications other than Outlook? What about Mac?
8. Can the program remove blank spaces from signatures, for instance, if some users do not have a mobile phone number in the Active Directory field?
9. Can non-IT staff, e.g., the Marketing department, use the program without accessing any other server settings?
10. Can the program save attachments sent from external email addresses to one location?
11. Does the program overwrite signatures created by end users?
12. Can the program send auto replies to emails outside working hours?
13. Are the program's actions, e.g., centrally added signatures, visible when a user composes a new email?
14. Can I create a professional server-level sales or marketing auto response?
15. Does the application work with Microsoft 365/Office 365 environments?
16. Can the application be used in Google Workspace/G Suite organizations?
17. What are the system requirements?

1. Can the program add signatures and disclaimers directly under the latest emails in conversations?

Yes, it can. This is possible thanks to a unique signature positioning algorithm. Learn more here

2. Can the program add different signatures for new messages and replies?

Yes, it can. The program allows you to set up different signatures for new emails and different for replies and forwards. Learn more

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

Yes, you can. CodeTwo Exchange Rules Pro allows you to create and insert different signatures into emails depending on the message direction. Find out more

4. Can the program add various signatures to emails sent to different external domains?

Yes, it can. CodeTwo Exchange Rules Pro allows you to set up different rules that will insert different signatures into emails sent to specific domains that match external domains specified in the rules’ conditions. 

5. Can users choose which signatures will be added to their emails?

Yes, they can. This is possible if a rule’s conditions and/or exceptions are based on the content of email body and/or email subject.

For example, if you configure a signature rule with the condition Body > contains keyword > insert_sig, CodeTwo Exchange Rules Pro will look for the phrase insert_sig in the email body and, upon finding the phrase, will add whatever signature you have set up as part of your rule. With these settings, the signature will only be applied if a user puts the insert_sig phrase in their email.

Phrases can be used in rule exceptions as well.

6. Can a signature be visible while composing an email?

No, it can’t. It is not possible to see a signature while composing an email, as signatures are added directly on the server after the sender clicks the Send button. However, you can enable the Sent Items Update feature to update messages in users’ Sent Items folders and display the signatures there. Learn more about the Sent Items Update

7. Does the program apply rules to emails sent from mobile devices and email applications other than Outlook? What about Mac?

Yes, it does, and it works with Mac, too. CodeTwo Exchange Rules Pro can apply signatures to any messages (internal, outgoing or incoming) traveling through your mail processing servers, regardless of the email client or mobile device it was sent from. iPhone, iPad, Android and other smartphones are all supported. The same goes for OWA and standalone email clients such as Outlook, Apple Mail (Mac) and Thunderbird. 

8. Can the program remove blank spaces from signatures, for instance, if some users do not have a mobile phone number in the Active Directory field?

Yes, it can. Thanks to the Remove Text tags, CodeTwo Exchange Rules Pro can remove entire lines from a signature if there is no data to pull from Active Directory for a selected attribute. Learn more on how to properly use Remove Text tags

Alternatively, you can use the conditional placeholders feature to define a generic phone number to be inserted into a signature if an email sender has no mobile phone number specified in your Active Directory. Learn more

9. Can non-IT staff, e.g., the Marketing department, use the program without accessing any other server settings?

Yes, they can. The architecture of CodeTwo Exchange Rules Pro allows the server administrator to delegate selected rule configuration duties to other employees (e.g., email signature management tasks can be assigned to the Marketing team), without risking security or privacy breaches. Learn more here

10. Can the program save attachments sent from external email addresses to one location?

Yes, it can. This is possible thanks to the strip/dump attachments feature. You can decide, e.g., whether to save or remove attachments, where to save them, or what structure the folder with attachments should have. Learn more about this functionality

11. Does the program overwrite signatures created by end users?

No, it doesn’t. However, if you want to achieve this, you can use Microsoft's built-in tools. Learn how to:

• Prevent Outlook for Windows from adding native signatures
• Disable native signatures in Outlook for Mac using Intune
• Disable native signatures in Outlook on the web (OWA) and the new Outlook for Windows
• Remove email signatures added by mobile devices

12. Can the program send auto replies to emails outside working hours?

Yes, it can. CodeTwo Exchange Rules Pro allows creating rules that will automatically send replies to emails outside working hours. 

13. Are the program's actions, e.g., centrally added signatures, visible when a user composes a new email?

No, they aren't. The reason is that CodeTwo Exchange Rules Pro processes messages (e.g., adds signatures, archives attachments, applies DLP policies) on the server-level, after the user sends their email.

The effects of the program's actions can, however, be displayed in users' Sent Items folders, after a message has been processed. Learn more about the Sent Items Update

14. Can I create a professional server-level sales or marketing auto response?

Yes, you can. CodeTwo Exchange Rules Pro features the fully customizable server-level autoresponder action, which lets you automatically reply to selected incoming messages with a pre-designed email template.

15. Does the application work with Microsoft 365/Office 365 environments?

CodeTwo Exchange Rules Pro is compatible with hybrid environments (Exchange on-premises + Microsoft 365) that have centralized mail transport enabled. For more on deployment and integration with hybrid Exchange, read this article.

However, if you have a cloud-only Microsoft 365 environment (with no Exchange server deployed) and you still need an email signature manager to create organization-wide email signatures, consider our CodeTwo Email Signatures 365.

If you have CodeTwo Exchange Rules Pro licenses and plan to migrate to Microsoft 365, we can offer you an attractive discount on CodeTwo Email Signatures 365. Also, you can transfer your existing email signature, disclaimer, and auto-reply rules and templates using CodeTwo Exchange Rules Converter.

16. Can the application be used in Google Workspace/G Suite organizations?

No, it cannot. CodeTwo Exchange Rules Pro is designed for environments based on the Exchange Server. 

17. What are the system requirements?

CodeTwo Exchange Rules Pro consists of 2 components:

• the Administration Panel – a client application with adjustable access rights, in which a user configures email rules and program settings;
• the Exchange Rules Pro Service – a host module responsible for distributing and enforcing rules in an organization. Both components have slightly different system requirements (only 64-bit platforms are supported):

Administration Panel

• Windows Server 2022 / 2019 / 2016
• Windows 11 / 10

The Administration Panel can be installed on any machine (server and client) in your domain.

Exchange Rules Pro Service

Operating system:

• Windows Server 2022 / Windows Server 2019 (including the Server Core version) / 2016

Exchange Server:

• Exchange 2019 and 2016 with Mailbox role

For more information see this user's manual article.