CodeTwo Email Signatures for Office 365

CodeTwo Email Signatures for Office 365

 

CodeTwo Email Signatures for Office 365 is a cloud-based software that lets you create and centrally manage email signatures and disclaimers for all users in your Office 365 (Microsoft 365) tenant. The service is easy to set up and works with all email clients (including mobile devices).

 

 

Central management and complete control

 

Centrally managed email signatures
Manage all Office 365 & Microsoft 365 signatures and disclaimers by using a single email signature management solution. Select a signature mode that best fits your organization’s needs: server-side, client-side or a combination of both. 

 

Complete control of Office 365 email signatures
Create server-side signature rules and decide which users and email messages get signatures and when. Apply different signatures to internal and external messages, selected senders and recipients, or even define your own keywords that will trigger specific signature rules when an email is sent. 

 

 

Signatures added directly in Outlook when you compose an email

Give users more control over their email signatures with client-side signature mode. Create signature templates, make them available to selected users, and let these users choose which signature template to add when they compose emails in Outlook. Client-side signatures fully support S/MIME signed and encrypted messages. 

Coming soon: Client-side signatures added in real time as you type an email in OWA and Outlook for Mac. Company-wide deployment through the Microsoft 365 admin center.

 

 

All email clients and mobile devices supported

There are absolutely no limitations when it comes to email clients. The program can insert email signatures into messages sent from literally any mobile device. 

 

 

Logos, banners and social media buttons in signatures

Images, banners, social media buttons and other graphics are fully supported by our email signature software, and you can use them freely in your email signature templates. Not only this makes your emails look more professional, but also opens up new possibilities as far as email marketing is concerned. 

Our solution can also help you strengthen your corporate identity. 

 

 

 

Azure AD & user photo support

 

Azure AD support
Personalize your email signature designs by including dynamic Active Directory placeholders (both standard and custom AD attributes are supported). CodeTwo Email Signatures for Office 365 reads users’ information from Azure AD and populates email signatures with that data on the fly.

 

Customizable email signature content (conditional fields)
Conditional placeholders can be used to add custom email signature elements (text, images, and more) for specific users and groups or insert generic information when users’ Azure AD attributes are missing.

 

Office 365 users’ photos in signatures
With our Office 365 signature manager, you can include Office 365 users' photos as part of email signatures. 

 

 

Signatures in replies and forwards

Our advanced email signature positioning system adds email signatures to replies and forwards as you see fit – not only at the bottom of the entire email conversation. 

 

 

Graphics embedded in email (no need to click Download pictures)

The program lets you embed graphical parts of your signature in email. This means that the recipient will always see a fully branded signature on every device, and without having to click “Download pictures”. No more red Xs and paperclip icons. 

 

 

One-click CSAT surveys

It is possible to automatically add personalized one-click customer satisfaction surveys to your email signatures – no matter what devices are used. This feature lets you precisely measure and analyze your customers’ satisfaction, react accordingly and reward your team.

 

 

Email marketing & analytics

Use email signatures for marketing and track the results
Send marketing communication to your customers in email footers and add URL tagging to links. Track the results of your campaigns in web analytics platforms, e.g. in Google Analytics.

 

Automate email marketing campaigns
Plan email marketing campaigns ahead by using the Scheduler. This way every email marketing campaign you scheduled in the application will run automatically when the right time comes.

 

 

See signatures as you type an email & in Sent Items

 

View signatures while composing an email
Our users can see CodeTwo signatures while composing an email. This works within Outlook, Outlook for Mac and Outlook on the web (OWA). We are the first vendor in the world that added preview functionality for server-side signatures. 

 

Email signatures in Sent Items
You can enable the Sent Items Update feature to let your users view the signatures that have been added in the cloud in their Sent Items folders, on every device. Furthermore, the feature lets you easily ensure compliance with legal regulations. All this without affecting the application's or Office 365's performance!

 

 

Easy to deploy and use

 

Express deployment & instant updates
All setup, including the configuration of Exchange Online connectors, are guided by automatic wizards. All you need to do is authorize the process with your Office 365 global admin credentials and run the program’s signature management console to create your first email signature. What’s more, all changes in your email signature rules and templates can be completed in seconds and published instantly. 

 

Built-in signature template editor
One of the most powerful CodeTwo Email Signatures for Office 365’s features is the built-in WYSIWYG editor. HTML expert or not, you will be churning out professional HTML email signature templates like a pro. 

 

Delegation of signature management rights

Delegate email signature creation and management tasks to individual users or teams in your Office 365 organization and relieve your admins from non-essential administrative tasks. No need to assign any admin roles. 

 

Highly secure

Your emails are not stored or read by anyone, and your Office 365 credentials are safeguarded by OAuth 2.0. Our software also helps you meet many of your GDPR goals not only due to the security mechanisms implemented at its core but also because we care deeply about the privacy of your data (we have a management system certified against ISO/IEC 27001 & 27018). Furthermore, the program comes with 24/5 technical support and its performance is covered by 24/7 back-end support and monitoring. 

 

In addition, our email signature solution comes with a free 1-year subscription for our Office 365 Backup tool. 

 

 

Developed and supplied in accordance with ISO-certified management system

CodeTwo Email Signatures for Office 365 is developed with support from the ISO/IEC 27001 and ISO/IEC 27018-certified Information Security Management System and by following the privacy by design and privacy by default approaches. This ensures comprehensive information security and personal data protection in the cloud and on-premises. 

 

Furthermore, our secure relay technology reroutes your emails through CodeTwo services hosted on Microsoft Azure that meets the same information security standards. Your emails never leave Microsoft datacenters during the process, and the operation is invisible to both the sender and the recipient. 

 

Compliance

 

Stay compliant with legal regulations
Automated email signatures will help you stay compliant with various legal regulations and directives like GDPR, CASL, The Companies Regulations, Business and Professions Code, etc.

 

Multiple geolocations
Your data (i.e. settings and AD cache) can be kept in a geolocation of your choice with a guarantee it will not be transferred anywhere else. We do not store your emails or anything else. 

 

 

Different signatures in new and subsequent emails

The program can insert different versions of an email signature depending on whether it is a new message or any subsequent email in a conversation thread. For example, you can configure the program to add an advanced email signature template (with e.g. full contact details, company logo, and images) to new messages. Then, for any other message you send in the same email conversation, the program will insert a different email signature that contains, for example, only basic contact information. 

 

 

Signatures based on sender’s properties

Email signatures are added to emails or made available to specific Outlook users according to rules defined in the program. Those signature rules can apply to the entire organization, particular groups or even individual users. Thanks to the built-in AD filter, you can also set the program to add email signatures according to user AD properties, e.g. the department they work in. This makes CodeTwo Email Signatures for Office 365 a very powerful and scalable signature manager. 

 

 

Easy scheduling of meetings

Thanks to an easy integration with scheduling tools, each email gives your recipients a chance to easily book a meeting or appointment with you. Thanks to that, CodeTwo Email Signatures for Office 365 can simplify booking your services and increase your passive lead generation rate. 

 

13 years of experience

CodeTwo Email Signatures for Office 365 is a cloud equivalent of our acclaimed email signature manager for on-premises Exchange Server, CodeTwo Exchange Rules. The experience and feedback we have gathered from over 80,000 companies over the past 13 years drove the development process for the new tool. 

 

Reliability and security

CodeTwo Email Signatures for Office 365 uses cloud services for email processing and adding email signatures and disclaimers. The software is developed and assessed against the requirements of ISO/IEC 27001 and ISO/IEC 27018 throughout the entire development process. If you use the software to add signatures server-side, your Office 365 (Microsoft 365) email flow is also routed through CodeTwo Email Azure Service hosted on secure Microsoft Azure servers. You can be sure your emails and credentials remain safe and are neither stored on any servers nor read by anyone.

 

Take a look below to find out how our email processing infrastructure was designed to meet the high security and reliability standards of business communication.

 

 

 

 

 

 

ISO/IEC 27001 & 27018

The Information Security Management System (ISMS) implemented in CodeTwo is certified against ISO/IEC 27001 and ISO/IEC 27018, which proves that we follow the best industry standards and practices related to information protection and personal data security. We also develop and improve CodeTwo Email Signatures for Office 365 by drawing heavily on the ISMS. This prompts us to consider all security measures already during the design stage of the software development process, and to make these measures available for you by default. In relation to that, we are regularly audited, internally as well as by external auditors, for compliance with both information security standards. 

 

CodeTwo is GDPR & PCI compliant

We are GDPR & PCI compliant and regularly audited. All of our physical data protection measures combined with strict security policies ensure that personal data processed by CodeTwo is safe at all times.

 

Powered by Microsoft Azure

CodeTwo services are located on Microsoft Azure servers, which offer the highest security and SLA standards. When registering your Office 365 tenant with CodeTwo Email Signatures for Office 365, you are asked to select one out of eight geolocations for CodeTwo services. This is also where the program’s settings and some of your Azure AD data are stored. To get signatures server-side, your Office 365 email is routed through the CodeTwo Email Azure Service that also sits on Microsoft Azure, which means that emails never leave Microsoft datacenters in the process.

 

OAuth 2.0 protocol safeguards your credentials

CodeTwo Email Signatures for Office 365 uses the OAuth 2.0 protocol for user authorization. Because of that, our software is not required to collect and store any user credentials at any point and you can be sure that your credentials are never accessed or used by CodeTwo. The access to Office 365 tenant settings is granted according to access tokens issued by Office 365 API and is entirely handled by Office 365 native mechanisms. 

 

Support for multi-factor authentication

CodeTwo Email Signatures for Office 365 complies with security standards imposed by Microsoft. This also applies to multi-factor authentication (MFA). When enabled in the Office 365 organization, MFA ensures an additional layer of protection when logging into the Office 365 account. And while connecting CodeTwo Email Signatures for Office 365 to the tenant, there is no need to disable multi-factor authentication on your admin account - MFA is supported. 

 

TLS encryption and authentication

Every component involved in the email processing pipeline is authenticated with Transport Layer Security (TLS). A TLS certificate is generated individually for your tenant upon its registration, ensuring uninterrupted and secure mail flow. Every time a message leaves your Office 365 tenant to be processed by CodeTwo Email Azure Service, it is filtered by Exchange Online Protection (EOP) mechanisms and verified whether it was forwarded by an authorized server. The same procedure is triggered when processed emails are sent back from CodeTwo Email Azure Service to the original tenant. Thanks to this mail processing flow, you can be sure that messages only travel down a secure and verified pipeline and can’t be hijacked by hackers at any point.

 

No external endpoints

One of the key aspects of our cloud infrastructure is that it can be only accessed from a closed and protected internal network of Azure servers. We don’t open any public endpoints to any external services. We also don’t use any web services or public API calls. Every communication happens ‘behind closed doors’ and can’t be accessed from the outside. This is ensured by CodeTwo programmatic solutions, as well as by native Azure and Office 365 features such as Exchange Online Protection (EOP).

 

Geolocation of your choice (GDPR compliant)

During the tenant registration process, there are 8 service geolocations you can choose from to help you stay GDPR compliant. You can decide whether you want your emails to be routed through CodeTwo Email Azure Service located in West US, North Central US, Canada East, North Europe, UK South, Germany West Central, West Europe, or Australia East (more geolocations coming soon).

 

Encrypted emails supported

Email signatures can be added to protected messages. No matter if you use Office 365 Message Encryption, apply sensitivity labels created in the Azure Information Protection, or digitally sign emails in Outlook (S/MIME), CodeTwo Email Signatures for Office 365 lets you add client-side signatures when composing an email in Outlook desktop apps (and soon also in Outlook for Mac and OWA). This means that the signature itself is encrypted together with the message that you send. Office 365 email encrypted server-side will get server-side signatures as long as the encryption takes place after your outgoing messages are routed through the CodeTwo Email Azure Service.

 

Private storage for your settings

CodeTwo Email Signatures for Office 365 does not store your emails or credentials, but it saves your email rules settings in the Azure cloud, in one of eight different geolocations of your choice. This storage is private and completely unreachable for any external users or software. Thus, you can be sure that your settings are safe and that only you can create, change, or delete them. 

 

Your emails are not stored or read

Server-side signatures are added when your emails pass through CodeTwo services. Client-side signatures are added directly in Outlook, so no additional routing occurs. No matter what signature type you use, your messages are neither stored anywhere nor read by anyone at CodeTwo. The same applies to your Office 365 credentials.

 

Efficient load balancing and scalability

Load tests and performance enhancements were one of the key parts of the beta program before the product was launched. The program uses the technology that we've been developing for 12 years and its infrastructure is designed for maximum performance and reliability. The implemented load balancing mechanisms regulate the number of virtual machines responsible for processing emails in every geolocation and can scale in real time depending on the current email traffic in a given location.

 

Unnoticeable delay

We wanted to make sure that our services never add more than a few seconds of delay to the email processing time and we reached our goal. The average overhead we observed in server-side mode during our extensive tests reached 6 seconds when compared to Office 365 clean setup (with no email relay set up). This means your users will hardly be able to see any delays in email delivery time after you set up our connectors, and the functioning of the application won’t have any impact on their work efficiency. And if you ever need to change any aspect of your signature rule or update a signature template, these changes go live instantly after you save them in the Manage Signatures App.

 

99.99% uptime

Since going live, CodeTwo Email Signatures for Office 365 has consistently maintained a high average uptime of 99.99%. This means that our service matches the highest standards of uptime guaranteed by Microsoft's Cloud services. Moreover, our email signature service is fault tolerant, which means that if it went down, its failover capability would automatically reroute your emails through secondary servers in your geolocation and safely deliver them to final recipients. On top of that, CodeTwo engineers monitor the program’s behavior and performance 24 hours a day, 7 days a week, to ensure CodeTwo Email Signatures for Office 365 is always kept in peak operating condition. You can view the current state of CodeTwo services in all geolocations at a dedicated status page.

 

Role-based access control (RBAC)

CodeTwo Email Signatures for Office 365 lets the administrator assign permissions to the Manage Signatures App. Thanks to that, you can let one of your teams (e.g. Marketing) design email signatures for the whole company. At the same time, you do not have to assign any additional permissions in Office 365, reducing the risk that any team member will make use of elevated permissions to perform any administrative tasks.

 

Mailbox backup solution

CodeTwo Email Signatures for Office 365, apart from unifying your Office 365 email signatures, lets you claim a free yearly subscription of CodeTwo Backup for Office 365. This professional backup software will let you secure your Office 365 data and restore it whenever you want.

 

Frequently Asked Questions

 

Can the program insert signatures under the latest replies/forwards in email conversations?

Yes, it can. CodeTwo Email Signatures for Office 365 is able to do this thanks to the advanced email signature positioning algorithm that has been perfected over the years in our CodeTwo Exchange Rules line of products.

From the perspective of the user of the program, it boils down to designing an intended signature layout in the program's signature template editor. By default, all signatures are added directly under latest replies/forwards.

 

Can I create a different signature for internal and external messages?

Yes, you can. Simply create two rules, where one is set up to add signatures to internal messages and the second one to apply signatures to external emails. You can specify these settings in the Manage Signatures App, on the Recipients tab of your server-side signature rule. 

 

Can I create animated email signatures?

Yes, CodeTwo Email Signatures for Office 365 lets you add animated GIFs to your email signature. It means that you can easily add an animated logo or banner to your design.

The animated gif will be visible on every email client that supports HTML. Most web-based and mobile email clients display animations without any issues, while most desktop Outlook clients will only display the first frame of your animation.

 

Are my emails stored anywhere after they are processed by the program?

No, they aren't. We do not store (or read) your emails - they only pass through our application to receive email signatures.

 

Can I deploy the CodeTwo Signatures Add-in for Outlook centrally across all users?

Yes. The add-in can be deployed automatically (for the whole organization, selected security groups or Organizational Units) using Group Policy Object (GPO) or installed manually by individual Outlook users (both the global and manual installation is based on ClickOnce and does not require end users to have admin privileges).