CodeTwo Exchange Rules Pro is an award-winning, Microsoft certified email signature and email flow manager for Exchange 2019, 2016, 2013, 2010, 2007, Outlook and mobiles. Trusted by thousands of companies all over the world, this easy-to-use server application will help you create complex rules to centrally manage email flow and to unify the look of your corporate correspondence - all without touching end users' computers and mobile devices.

The program lets you:

Design a unified email signature and disclaimer for the entire company in less than 5 minutes
Automatically add personalized signatures including users' photos and AD data
Add marketing banners and other images inline (not as attachments) to any email
Choose where to insert a signature/banner - right under the latest email, at the very top or bottom of a conversation or as side banners
Add, compress, strip or dump email attachments
DLP - scan emails for sensitive content and forward incident reports to managers
Set up auto responders for groups or single users, and send them as replies to original emails
Access email rules and settings from any device, even outside of the domain
Use in organizations of any scale - multi-server and multitenant environments supported
and a whole lot more

Key features

Central management based on rules

Configure the flow of all incoming and outgoing emails and control their content via an intuitive and user-friendly Administration Panel. Configure a set of rules and then sit back and let the software automatically add signatures, archive attachments, send auto-replies, and do even more tasks.

Company-wide email signatures

Thanks to the built-in editor, it takes less than 5 minutes to compose and position email signatures for all employees. Insert data and photos stored in Active Directory, inline graphics, disclaimers, and more.?

Add disclaimers to company mail

Meet legal requirements, protect the confidentiality of correspondence, and broadcast important information to your recipients – all that thanks to centrally added email disclaimers.?

Fully-composed or simple email signature

Add different email signatures depending on the message type. Set up the program to insert an email signature that includes all details and graphics to new email messages, and its simplified version to replies and forwards.?

Active Directory photos in email signatures

Take advantage of users’ photos to personalize your email signatures. When creating an email signature template, you just need to insert an appropriate placeholder that will pull pictures of your employees from Active Directory on the fly. No PowerShell scripting or HTML knowledge required.

Marketing banners and images always visible to recipients

No need to worry about images being blocked or wonder how many recipients actually click “Download Pictures”. Owing to novel technology, graphics are embedded directly to your messages, rather than sent as attachments.

Server-level automatic replies

Centrally managed, fully editable auto-replies for single users or entire groups. With original message included in the message body, customizable CC and BCC fields and even attached files.

Email attachment control

Compress, archive or remove attachments from incoming emails to save space. Help your Sales team out by automatically attaching product offers in PDF files to selected outgoing messages.

Email address rewriting

Replace particular senders’ addresses with the general ones, e.g. rewrite from j.smith@company.com to support@company.com, and vice versa. Maintain the professional and consistent look of your Sales or Support team correspondence.?

Legal email compliance

Let your company mail stay in keeping with legal regulations. The program will help you meet the standards of many common legal acts, e.g. HIPAA, SOX, eDiscovery, UE Directive 2003/58/EC, SEC Rule, etc.

Email unsubscribe mechanism (CASL and similiar acts compliance)

Stay compliant with Canadian anti-spam law (CASL) that came into force on July 1st, 2014, as well as with other regulations requiring you to add the unsubscribe links to your commercial correspondence. Apply a complete email unsubscribe mechanism in your company email.?

Remove or mask sensitive content

Whenever the program detects sensitive phrases (e.g. a credit card string) or predefined keywords in a message, it can automatically remove or mask them.?

Customizable filtering and DLP policies

Protect your company’s sensitive data from being leaked. Apply data loss prevention policies, and block, reroute or modify incoming and outgoing emails and attachments based on customizable regular expressions and content dictionaries.

Notifications and email content control

Create rules to automatically block sensitive content or forward it to any email address, even outside your Active Directory contact list.?

Email forwarding and rerouting

Forward incoming, outgoing, and internal messages to any address. Automatically reroute all or selected emails depending on their content, properties, sender, recipient, etc.

Seize your marketing opportunities

Automatically added email signatures let you seize all the marketing opportunities your professional email correspondence provides. By adding marketing information to your email signatures, you get a lot of chances to promote your brand and boost your marketing campaigns.

Remote access to rules for Marketing

The program’s Administration Panel module, together with a dedicated set of access rights, can be deployed on any machine (even outside of your domain). This way the administrator can save time by delegating, e.g., email signature and banner management to the Marketing team, without worrying about security breaches.

Analyze your email signatures marketing performance

Not only you can easily create company-wide email signatures in CodeTwo Exchange Rules Pro, but by tagging your links with special URL tags, you can also effortlessly analyze the web traffic sent to your website in Google Analytics, or other similar platforms.?

Restore images removed by iPhone and iPad

iOS devices remove images when forwarding or replying to an email, which can lead to undesirable changes in the email layout. Now, you can recover the removed content, so that you do not have to worry about your signature design or branding being skewed by deleted graphics.

API

Enables developers to integrate CodeTwo Exchange Rules Pro with standalone or web applications. You can now manage the program even via an internet browser running on a mobile device.?

Scalability, multi-tenant and multi-server environment support

Automatic replication of settings between multiple servers. Support for environments with multiple tenants (e.g. Exchange hosts). Guaranteed stability in high network traffic.

Support for hybrid environments

CodeTwo Exchange Rules Pro supports hybrid deployments of Office 365 (Microsoft 365) and on-premises Exchange, with centralized mail transport enabled.

Incorporated privacy and security measures

The development and supply of our software is heavily dependent on CodeTwo’s ISO/IEC 27001 and ISO/IEC 27018-certified Information Security Management System (ISMS), and all new technologies are incorporated with privacy by design and privacy by default in mind. Because of that, you can rest assured that we have implemented the best information security measures to protect your personal data processed by the program.

Loved by MVPs and Clients

You can read what Microsoft Exchange MVPs and our clients said about CodeTwo Exchange Rules Pro on this page. .

Trusted by thousands of companies worldwide

Over 80,000 companies in 150 countries around the world, SMBs and international corporations alike, use CodeTwo Exchange Rules Pro and other CodeTwo software in their organizations. Several of them shared their experience using the program.

Easy customer satisfaction measurement from your email signature

Deploy one-click customer satisfaction surveys to get feedback from people who use your services. This method offers very high response rate and lets you adapt to your customers’ needs.

Features

Below you can find a list of all CodeTwo Exchange Rules Pro features.

Email signatures and disclaimers

Automatic email signatures stamped on the server side. Just one (or a few templates) for the entire company.
Automatic email content and flow control based on rules. Use conditions, exceptions to build your automatic email rules.
Photos in signatures pulled automatically from Active Directory. The program can use Active Directory photos while processing rules. No additional database is required.
Inline images in email signatures. They are embedded in emails so they do not appear as attachments.
Sent Items Update. All disclaimers are visible in Sent Items folders, even on mobile devices.
Signature composer with HTML/RTF/Plain text editor. Use a graphical editor for composing signature/disclaimer templates.
Distribution lists support. Add signatures and disclaimers to messages sent from distribution lists. Populate dynamic AD fields with attributes of these lists.
Exchange Transport Agent. The program uses Exchange Transport Agent technology to handle messages and extend standard email processing options.
Disclaimers appended in any place in a message. A signature can be inserted, e.g. right under the reply message.
Support for encrypted and digitally signed messages. The program packs encrypted and digitally signed messages into new, fully customizable emails.
Unsubscribe links added to emails. Add a disclaimer with an unsubscribe link allowing the recipient to unsubscribe from the correspondence.
Active Directory fields in email signatures. One signature template containing dynamic AD fields, results in all signatures in the company being personalized.
QR codes in email signatures. Add QR codes to your signature templates and let mobile users easily scan your contact details or web links.
Email signatures saved as templates. If you have composed a nice email signature and want it to be used in other rules, you can save it to the program’s template library for future use.

Attachment control

Attachment control. Compress, save or strip attachments based on their file type and size.
Protect your message store capacity. Remove, or zip attachments on the fly and save them to a specially prepared network location.
Add custom file types to filters. Use the pre-defined file categories in attachment filters, or add your own ones. Customize the file type filter to your own needs.

Data Loss Protection (DLP)

Email filtering and DLP policies. Protect your company data from leakage. Apply DLP policies, block, reroute or modify incoming and outgoing email.
Automatically notify managers or security officers. Set automatic email rules blocking and forwarding sensitive content to any email address, even from outside of your Active Directory contact list.
Change the subject of forwarded mail. Add custom tags, counters or the current date to the subject of the message.
Remove or mask sensitive content found in messages. Whenever the program detects a sensitive keyword in a message it can automatically remove it or mask it.
Block messages based on various conditions. You can also block messages based on other criteria, e.g. sender’s or recipients address, message direction, attachment type or attachment size.
Rich ready-to-go dictionaries of phrases. Use pre-defined dictionaries of sensitive content phrases for DLP policies, modify them, or create your own ones that meet your internal regulations.
Categorize emails according to keyword importance. Define keyword scores and filter emails according to the importance of a keyword found in the message subject or body.
Match keywords using regular expressions or wildcards. Define rules searching for keywords in messages based on regular expressions. Use wildcards to create advanced keyword filtering rules.

Advanced auto-replies

More than just "out of office" messages. Centrally managed, fully editable autoreplies with original message included in the message body, customizable CC and BCC fields or even attached files.
Use Active Directory placeholders in auto responder templates. Personalize the auto-replies by using Active Directory dynamic fields in templates. They are replaced with users’ individual data on the fly.

forwarding and rerouting

Email forwarding and rerouting. Forward internal and external mail based on rules. Even to external email addresses.
Adding recipients in CC and BCC fields. Let the managers, or security officers know about important emails. Set up email rules automatically adding recipients in CC and BCC fields.

Remote management

Remote access to rules with access rights management. The program comes with a secure desktop version for remote rules management. No need to use the Remote Desktop connection anymore.
Give access to rules to non-IT staff. Define access rights for particular rules and let others manage only specified settings. For example, your marketing team can take care of email signatures and marketing banners with restricted access to other functionalities, such as Server Monitor or log files.

Modifying email content

Modifying/tagging subjects. Modify email subjects and categorize emails on the fly by using automatic rules.
Tag subjects with dynamic content. Insert individual user data to email subjects. Use message counters, message IDs or dates to tag emails.

Other features

Rewriting sender’s address. Easily change the sender’s address after the message is sent. For instance, technical support can use a common address support@yourcompany.com.
Forcing email formats. Set rules automatically forcing email formats for all outgoing, or only selected emails.
Support for hybrid environments. Deploy email signatures, manage attachments and control email content and flow in a hybrid Office 365 (Microsoft 365) & Exchange on-premises environment with centralized mail transport.
Test rules before they go live. Use the built-in Rules Tester to test your settings before they go live in your production environment.
Track rule changes. If a new rule has been created or one of the existing rules has been modified, you will know who and when made those changes.
Categorize your rules. Use color categories to mark rules to manage them more effectively and find them quickly.
Quickly find a rule. Use a built in search feature to find specific rules efficiently.
Removing Outlook themes and stationery. Ensure that the company mail looks consistent and professional. Centrally remove Outlook themes set by users on the client side.
Restore images on iOS devices. When iPhone or iPad deletes images from your emails, the program can restore these graphics to your signature and to the email body.

How it works?

CodeTwo Exchange Rules Pro lets you manage the email flow on Exchange Server according to rules. It covers a wide range of aspects, including email content control, attachment filtering, message rerouting, email signatures and disclaimers and a whole lot more. The number of combinations of conditions and actions is almost countless.

Owing to the graphical user’s interface, creating email rules in CodeTwo Exchange Rules Pro is a breeze. You don’t have to write any scripts in PowerShell while setting up the application. Thanks to the logical structure of the rules creation wizard, the admin can create advanced email rules with minimum effort and just with a few clicks.

After saving the rule, it will be triggered automatically anytime the specified conditions are fulfilled, e.g. when the sender matches a defined condition, the email contains a certain phrase or attachment, etc. The possibilities are endless!

What’s more, all changes applied in the program’s Administration panel will automatically propagate to all CodeTwo Exchange Rule Pro instances installed in your Exchange organization. There’s no need to manually import/export settings to all mail servers.

One of the most popular features used in CodeTwo Exchange Rules Pro is the central management of users’ email signatures and disclaimers. The program contains a number of facilities that let you create full-blown signature templates containing users’ individual details, images, and marketing content. A good example of such a feature is the graphical message composition editor.

CodeTwo Exchange Rules Pro also comes with a bunch of additional useful administrative tools, e.g. the Rules Tester, Server Monitor and a rich library of signature templates. All these features are there to make your work as a server administrator easier and faster than ever before.

Frequently Asked Questions

Can it add disclaimers directly under the latest emails in conversations?

Yes, it can. This is possible thanks to a unique signature positioning algorithm.

Can the program add different signatures for new messages and replies?

Yes, it can. The program allows to set up different signatures for new emails and different for replies and forwards.

Can I create different signatures for internal and external messages?

Yes, you can. CodeTwo Exchange Rules Pro allows to create and insert different signatures to emails depending on the message direction.

Can it add different signatures to emails sent to different external domains?

Yes, it can. CodeTwo Exchange Rules Pro allows to set up different rules that will insert different signatures to emails sent to specific domains that match external domains specified in the rules’ conditions.

Can users choose which signatures will be added to their emails?

Yes, they can. This is possible if rule’s conditions and/or exceptions are based on the content of email body and/or email subject.

For example, if you configure the following rule where a condition is: Body > contains keyword > insert_sig, CodeTwo Exchange Rules Pro will look for the phrase "insert_sig" in email body and, upon finding the phrase, add whatever signature you have set up. With these settings, the signature will only be applied if a user puts the "insert_sig" phrase in their email. Phrases can be used in rule’s exceptions as well.

Can a signature be visible while composing an email?

No, it can’t. This is not possible to see a signature while composing an email as signatures are added directly on the server, after hitting the Send button. However, you can enable the Sent Items Update feature to update messages in users’ Sent Items folders.

Can the application be used in Google Workspace/G Suite organizations?

No, it cannot. CodeTwo Exchange Rules Pro is designed for environments based on the Exchange Server.

What are the system requirements?

CodeTwo Exchange Rules Pro consists of 2 components:

the Administration Panel – a client application with adjustable access rights, in which a user configures email rules and program’s settings;
the Exchange Rules Service – a host module responsible for distributing and enforcing rules in an organization. Both components have slightly different system requirements (only 64-bit platforms are supported):

Administration Panel

Windows Server 2019 / 2016 / 2012 R2 / 2012 / 2008 R2 / 2008
Small Business Server 2011 / 2008
Windows 10 / 8.1 / 8 / 7 / Vista

The Administration Panel can be installed on any machine (server and client) in your domain, except for server machines with Exchange 2007 and 2010 deployed.

Exchange Rules Service

Operating system:

Windows Server 2019 (including the Server Core version) / 2016 / 2012 R2 / 2012 / 2008 R2 / 2008 / 2003 R2
Small Business Server 2011 / 2008

Exchange Server:

Exchange 2019 / 2016 / 2013 with Mailbox role
Exchange 2010 / 2007 with Hub Transport role

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