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How to have an Office 365 email signature inserted only into new emails?

How to have an Office 365 email signature inserted only into new emails?

[Update]: This blog post was updated on January 31, 2020.

Do your email signatures pile up at the bottom of your conversation threads? Well, I have the bad news and the good news for you. The bad news is that this is the default setup for Office 365 email signatures. The mail flow rule can insert email signatures at the very top or the very bottom of the whole email thread. The good news is that there are ways to work around it. Let’s get right into this.

Office 365 native solution

To solve the problem natively, you have to add email signatures to new messages only. Follow the steps below to see how to do it:

  1.  Log in to the Office 365 portal by using your Exchange Online admin account.
  2. Then, go to the Admin app and select Exchange to access the Exchange admin center.
    Office 365 portal - appsAdmin centers - Exchange
  3. In the Exchange admin center, click mail flow > rules and create a new rule by clicking the plus (+) icon.
    EAC - mail flow rules
  4. Select the Create a new rule option.
    Create a new rule
  5. Name the rule, and click More options at the bottom of the window.
    New rule and more options
  6. Now, set the conditions that have to be met for the signature rule to be triggered.
  7. Next, set up an action in the Do the following section. Hover over the Apply a disclaimer to the message and then click append a disclaimer.
    Append disclaimer
  8. To open the disclaimer text editor, click Enter text on the right. Office 365 supports the HTML format only, so to make this part easier, you can use templates ready to use signature templates from free email signature generator or Signature Templates library. Once it is ready, click OK.
    Disclaimer HTML code
  9. Now click Select one to set up a fallback action for the rule if the disclaimer can’t be inserted (e.g if a sent message is encrypted).
  10. Next, in the Except if… section select The subject and the body and then subject or body matches these text patterns.
    Exception to a rule
  11. Click Enter text patterns and insert a copied piece of your disclaimer code into the text bar.
  12. Click OK to save the changes.

With this mail flow rule, only new messages in an email thread will get the signature. This is a native solution allowing you to prevent signatures from adding at the bottom of the email conversation

Limitations of native Office 365 email signatures

Native email signatures come with some limitations:

  • The rules are managed on the server level and can only be implemented in Office 365.
  • You won’t be able to place your signatures under the latest reply.
  • There’s no HTML signature template editor.
  • No way to remove blank spaces after empty Active Directory fields.
  • Forcing email format is not available.

Learn more about Office 365 email signature limitations

As Office 365 is unable to divide a message chain into units, all embedded signatures pile up at the bottom of an email thread instead of being added right under every response. Not only is it unaesthetic but also makes using email signatures kind of pointless. If you plan to get more control over Office 365 email signatures, then you should consider a third-party solution.

Overcoming limitations with CodeTwo Email Signatures for Office 365

By choosing CodeTwo Email Signatures for Office 365, you are ensuring that all of your Office 365 emails have signatures attached right under the latest reply. New emails can contain full contact information about you and your company including links, social media icons, logos and images. However, when replying to a message within the same email thread, you don’t need to use that full-detail email signature over and over again. Instead, feel free to set up a simplified version of your company email signature to keep the conversation light, yet informative.

CodeTwo Email Signatures for Office 365 is one-of-a-kind cloud application created to enhance your ability to manage email signatures and disclaimers in Exchange Online. To see how to add different signatures to new and subsequent emails, follow the steps below:

  1. Open Manage Signatures App and click the plus icon to create a new rule. Depending on your settings in the CodeTwo Admin Panel, create either server-side or client-side rule.
    Create new rule in the Manage Signatures App.
  2. In the Senders, Recipients and Keywords tabs define conditions and exceptions for your rule. In other words, which emails should get the signature.
  3. Go to the Design tab, and from the drop-down menu select the Different signature in the first email and different in subsequent emails option.
    Setting up different email signatures
  4. In the tabs First signature and Subsequent signature, create separate signatures for new messages and for next messages. Click the Edit signature button to load one of the predefined signature templates or to create your own HTML signature.
    Setting up first signature in emails
  5. In the Signature template library, you can select and deselect various categories to filter email signature templates to better suit your needs.Signature template library
  6. If you choose to create your signature from the very beginning, simply select an empty layout to work with.
  7. In the Signature template editor, you can adjust the signature to your needs. It makes designing easy so that you can create email signatures with embedded images, user photos, social media links, company logos and hyperlinks within a few clicks.
    Signature template editor
  8. To create signatures for subsequent emails, go to the Subsequent signatures tab and repeat the steps as for the first signature.
  9. Then, in the Options tab, decide on the rules behavior when the rule is applied or not.
    Options for a signature rules
  10. Save the changes.
    Save the changes

You have just generated two separate Office 365 signature templates for both newly created messages and for forwards/replies by using CodeTwo Email Signatures for Office 365.

Features that follow CodeTwo Email Signatures for Office 365

From its very first release CodeTwo Email Signatures for Office 365 has been extremely popular among CodeTwo customers. The software was created specifically to solve all the issues with Office 365 email signatures, and make the signature rules as adaptable to your needs as possible. CodeTwo team is continuously delivering hot features, with a few mentioned below:

  • The WYSIWYG HTML template editor
    You don’t need to be an HTML expert to create advanced email signatures that work on different email clients and mobiles. CodeTwo comes with a what-you-see-is-what-you-get editor for you. It will automatically convert your signature into HTML, Plain Text and RTF formats, easily insert Active Directory placeholders, edit the layout of the signature, insert images, logo or Office 365 users’ photos, change colors and fonts, etc.
  • Embedded logos and images
    With CodeTwo Email Signatures for Office 365, you will be able to add company logo and marketing banners as inline attachments.
  • Use custom AAD fields
    The application now supports custom Active Directory attributes configuration. Other than Azure Active Directory, you can determine conditions and email signature templates based on Active Directory fields chosen by you, adding for example, HomePhone or Initials values to your signatures.
  • User photos in your email signatures
    It is now possible to add Office 365 users’ photos to email signatures by inserting the {Photo} placeholder to the signature template created in CodeTwo Email Signatures for Office 365 template editor.
  • Display signatures in user’s Sent Items folders
    CodeTwo Email Signatures for Office 365 is the first email signature management system for Office 365 that allows you to display email signatures in users’ Sent Items folders across different devices.

And a whole lot more. Try it out!

For more information about the program, visit the official website of CodeTwo Email Signatures for Office 365.

2 thoughts on “How to have an Office 365 email signature inserted only into new emails?

  1. PD

    method 1 doesnt work – sig is still applied multiple times for me. Have tried multiple times, tried using the full sig as the comparison text, just part of the sig, tried saving it, closing outlook , reopening waiting etc . Still appends multiple times.
    Crazy MS doesnt fixed this basic functionality.

    Reply
    1. Kamil Glaser

      Hi Phil,
      Try using “subject or body includes any of these words” and enter the fragment of a disclaimer then.

      Reply

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