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Review: CodeTwo Email Signatures for Office 365

We have used Email Signatures for Office 365 from CodeTwo (https://www.codetwo.com/) for two months now. CodeTwo is a Microsoft Gold Partner that specializes in tools for O365 / Exchange email. Email Signatures for Office 365 is an Azure-based tool. It permits tenant admins to create, edit and manage email signatures centrally for the entire tenant.

An email signature may be assigned to a single user, a group or all users. Different signatures may be defined for the first email to a recipient, and another for all subsequent emails to that recipient. Signatures may also be triggered with keywords in the message title or body. In such cases, those keywords will be removed from the outbound message text, which instead gets a specific signature.

Email Signatures for Office 365 uses Azure. Emails from your tenant will be sent to Code Two’s Azure service which adds the signature and sends the message. Privacy is respected, your emails only visit Code Two’s Azure service briefly, and no traces of them are kept.  Happily, sending emails to Azure before sending them on to their intended receiver(s) does not cause any noticeable delay.

Setting up Email Signatures for Office 365 couldn’t be easier. When signing up, you will receive an email with precise, easy to follow instructions. Each O365 tenant admin can then create and edit signatures. The editor is extremely easy to use:

Click to open enlarged in a new tab.

You’ll add a new signature, select senders who will get this signature automatically added to their outgoing messages (all users, specific users, group), add keywords (optional) and Email direction rules (all emails, external messages only, internal messages only), and finally open the designer to make the signature.

The designer is clear and fast. First thing to do is to select in which emails it will be used:

You can start from scratch, selecting what information will be added to signature. You can also load a template from template library, in next screenshot a rich HTML template containing logo, social media icons and links, a banner and a disclaimer:

You can modify the template as you wish, removing elements and adding others from AD Attributes menu:

All in all, the designer is so easy to use that you’ll create your first signature in minutes. You have an option to design HTML, RTF and text signatures. The designer has a built-in function that let’s you first design an HTML signature, then convert it to RTF and text only.

The keyword feature is quite practical. You can set keywords which will either apply a specific signature, or remove signature from an email. Consider the personal signature I made for my Win10.guru email account. If I type #nosig anywhere in the message subject or body, that email is sent without a signature, and the keyword / phrase is removed from the message.

The best of  Email Signatures for Office 365 is its price! We are used to seeing high prices for tools intended for corporate use. In fact, seeing Code Two’s pricing makes you think “that can’t be correct” at first. But it is: licenses start at €9.18 / $10.09 per user per year (10 users minimum). The price gets even lower with more users. Thus, for instance, the cost per user when you order 500 licenses is only €7.04 / $7.74 per year. A free 14-day trial is available at https://www.codetwo.com/email-signatures/pricing/.

Here’s my first personal test signature shown in the editor. The time required to create it was under two minutes:

I must say I am extremely satisfied. I wholeheartedly recommend Email Signatures for Office 365 to all O365 tenant admins. There simply isn’t an easier method for managing tenant- wide email signatures.


What I Like about CodeTwo’s Email Signatures

Hey! This is Ed Tittel, dropping in to add some remarks to this CodeTwo story at Kari’s request. To begin with, I share Kari’s appreciation of and enthusiasm for the Email Signatures for Office 365 product. It’s easy to install, easy to configure and manage, and makes the sometimes distressing business of creating and managing professional-looking email signatures not just easy, but fun. I’m especially intrigued by the parsing abilities it uses to substitute keywords in a message title or body with a corresponding email signature, too.

The CodeTwo product is well engineered in a variety of ways. As a long-time HTML and CSS markup guy, I really, really like it that CodeTwo makes access to the underlying source completely transparent. If you turn on the source code view, you can write your own HTML or CSS (and with CSS you can even insert references to external style sheets, just like on any “real” web page). Those who want to hack some SVG for graphics, or who want to take advantage of the latest CSS3 capabilities –such as rounded corners, partial matches on selectors, box and text shadows, gradients, and so forth — can dig in, do the work, and see the results in their HTML email signatures. Great stuff!

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.

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