Here on Win10.guru, we have been using Code Two Email Signatures for Office 365 (Email Signatures from here on) for over a year now. In my personal, and very subjective opinion, it is simply the best third party O365 add-on I know. Email Signatures allows us to create either O365 tenant-wide or individual email signatures, or signatures based on sender group to all emails sent. In addition, signatures can be different for external and internal emails, with a different first email to specific receivers and then for all subsequent emails. With keywords set by tenant admin, users can select which of these pre-set signatures to use, or choose to disable signatures in specific emails.
How does the program work?
CodeTwo Email Signatures for Office 365 is a cloud-based solution developed to help administrators centrally manage email signatures and disclaimers in Office 365. The application requires emails to be routed through the CodeTwo service hosted in ISO 27001 certified Microsoft Azure™. During the process, emails stay within Microsoft datacenters, which ensures reliable and secure email processing. Once an email has been stamped with a signature, it goes back to the original Office 365 tenant from where it is sent out to recipients.
The price for Email Signatures depends on the number of licenses your organization needs. A single license costs €9.18 / $10.09 per year per user for 10 licenses, €7.04 / $7.74 per year per user for 500 users. For more users, request a quotation. A free 14 day trial is available for tenant admins to test Email Signatures. Code Two is a European company, based in Poland, and it is a Microsoft Gold Partner.
Quick Start: Create a Signature
The Signature Rules editor can be downloaded from your Code Two dashboard. In this example, I will create various signatures for different purposes for a demo Win10.guru O365 account.
Sign in to Signature rules with your O365 admin credentials. Create a new signature, and name it as you wish (click screenshots to open them enlarged in a new tab):
Switch to the Senders tab, and add an O365 user from your tenant. Alternatively, you can select all users, selected users or a group. In this example I want to create a personal signature for a single user, so I will add that particular user:
In the Designer tab, select if the same sig will be used in all emails, or different ones for first and subsequent emails, or first email only. If you select same signature in every email, you can click Edit signature to open a graphical editor, or alternatively, you can load a template, as shown here:
The editor is self-explanatory and easy to use. In this example, I first created an HTML signature, added an organizational logo as a picture, then completed various fields based on the user’s Azure AD profile:
That signature will now be used in first HTML-based email to new recipients. I will convert this for RTF and plain text email signatures, as well, because they do not show all graphical elements:
Save signature by clicking the Save button on top left. Time to edit signature for subsequent emails. I start by copying the first signature, then click Edit signature to edit it:
The full signature will be shown in any first email to a new recipient. For all subsequent emails to that same recipient, I only want that signature to show name, title, email and mobile phone number, removing all graphical elements and address information:
Again, I will convert this to RTF and plain text, just to cover all possible recipient scenarios.
Back in the Signature Rules, I select the Email direction tab to choose if signatures will be used on internal only, external only or all emails (I choose “all”):
Quick Start: Add keywords
I want the user to have an option to not show the signature. To that end, I select the Keywords tab, and click the Add button in Do not apply this rule to emails containing one of the following phrases, add the keyword #nosig, and select Remove this phrase from email subject and body:
When the user now adds the keyword #nosig either to the email subject or anywhere in the email body, no signature will be shown for that email, and the keyword or phrase will be removed (it’s not shown to the recipient(s), either).
You can also add keywords that a user must use to show signature by adding keywords to Apply this rule only to emails containing one of the following phrases. In that case, signature will be shown only if email subject or body contains that keyword.
Last but not least, you must save any signature rules to apply them:
That’s it. The first email to any new recipient from this demo user will now show the full sig:
Subsequent emails to same recipient will show only a minimal signature:
Code Two has, in addition to 24H phone and email support, an extensive online knowledge base. You can find all the information you’ll need to get started in its User’s Manual.
I wholeheartedly recommend Code Two Email Signatures for Office 365. It makes branding easy.
Author: Kari Finn
A former Windows Insider MVP, Kari started in computing in the mid 80’s writing code for VAX / VMS systems. Since then, he’s worked in a variety of IT positions. He specializes in Windows image capture, customization, repair and deployment as well as Hyper-V virtualization. Kari is a proud Team Member at number #1 Windows site TenForums.com.