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

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.  Click the Admin app and then select Exchange to open Exchange admin center.
  3. Then, click mail flow > rules and create a new rule by clicking the plus (+) icon. The new rule wizard will pop up.
  4. Name the rule, and click More options at the bottom of the window.
  5. Set conditions that have to be met by the message for the rule (signature) to be initiated.
  6. Now, set up an action in the Do the following section. Hover over the Apply a disclaimer to the message and then append a disclaimer.
  7. To open the email signature editor, click Enter text on the right. Here you can compose your email signature template. Office 365 supports the HTML format only. To make it easier, you can use templates from free email signature generator or Templates library.
  8. To set an action for the rule to undertake in case the disclaimer can’t be inserted (e.g if a sent message is encrypted) , click Select one… .
  9. Next, hover over the Except if… and continue with the subject and the body and then subject and the body matches these text patterns. Click Enter text patterns and insert a copied piece of your disclaimer code into the text bar. Click OK to save.

With this mail flow rule, only new messages in an email thread will get the signature. This i a native solution allowing you to prevent signatures from piling up 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 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. 
  2. Navigating to the Design tab, from the drop-down menu, select the Different signature in the first email and different in subsequent emails option.
  3. Now freely switch between First signature and Subsequent signature tabs to create separate signatures for new messages and replies.

    To configure signatures assigned to newly created emails click First signature tab. Now you will get to choose whether you’d like to load one of our many signature templates and adjust it accordingly to your needs (click Load Template) or to create a new signature from scratch using the easy-to-use HTML editor (click Edit Signature).
  4. Choosing Load Template will bring out a Template Library onto your desktop. This is where you can decide on the template you like and adjust it to your needs with the help of buttons located above the preview of your signature. When finished with configuration, choose OK and you will get to go back to the main CodeTwo Email Signatures for Office 365 window.
  5.  If you choose to create your signature from the very beginning, you will click Edit Signature and display the signature HTML Editor.

    This easy-to-use tool allows you to go creative and adjust all your signature components to your wishes. Embed images, logos, social links or AD placeholders filled in with users’ Active Directory personal data added on the fly. Another thing is that the editor allows you to decide on the signature position within the message as well as add headers and/or banners. It’s quick, user-friendly and you will be able to preview your design all throughout the process. When you’re done click Save and you will be taken back to the main CodeTwo Email Signatures for Office 365 window.
  6.  To configure signatures assigned to subsequent email messages click Subsequent signature tab and follow the instructions from steps 3-5. After you’re done, you’ll wind up back at the CodeTwo Email Signatures for Office 365 window. Navigate to the Options tab, within the software interface, and define the actions for the next rule to follow when the one created right now will or will not be applied. Save and submit changes to CodeTwo Azure Service.

You have just generated two divergent signatures for newly created messages and for your forwards/replies with CodeTwo Email Signatures for Office 365. The process is smooth and agile and that’s just one of many extremely effective and practical components of CodeTwo’s software.

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.

    1. Kamil Glaser

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


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