CodeTwo Email Signature Management for Microsoft 365

Centrally manage professional email signatures, legal disclaimers, banners and automatic replies across your Microsoft 365 environment.

CodeTwo Email Signatures 365 helps businesses centrally manage email signatures, legal disclaimers, marketing banners and automatic replies across Microsoft 365. It works with Outlook, Apple devices, mobiles and other email apps, giving organisations a consistent and professional brand experience on every email. With cloud-based management, flexible signature rules, and support for Entra ID attributes, CodeTwo makes signature management easier, more scalable, and more professional.

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CodeTwo Email Signature Management for Microsoft 365

CodeTwo Email Signatures 365 is a powerful cloud-based email signature management solution for Microsoft 365 that allows organisations to centrally manage email signatures, legal disclaimers, marketing banners and automatic replies across the entire business. Instead of relying on employees to manually update their own Outlook signatures, administrators can control everything from a centralised web-based management portal, ensuring consistent branding and professional communication in every email sent.

This solution works across Outlook, webmail and mobile devices, allowing businesses to maintain a uniform signature regardless of the device being used. CodeTwo also integrates with Microsoft Entra ID, automatically populating signatures with user information such as names, job titles, departments and contact details.

Key benefits include:

  • Centralised management of all Microsoft 365 email signatures
  • Consistent company branding across every email
  • Automatic user details pulled from Microsoft Entra ID
  • Marketing banners and promotional messaging in signatures
  • Support for Outlook, web and mobile email clients

With CodeTwo, businesses can improve brand consistency, simplify signature administration and ensure every email looks professional and compliant.


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Key Features of CodeTwo Email Signatures 365

CodeTwo Email Signatures 365 provides organisations with powerful tools to centrally manage and standardise email signatures across Microsoft 365. Administrators can control signatures, legal disclaimers and marketing banners through a secure web-based management portal, ensuring consistent branding across the entire organisation. The platform integrates with Microsoft Entra ID, allowing signatures to automatically include user details such as names, job titles and contact information. CodeTwo supports Outlook desktop, Outlook on the web and mobile devices, ensuring signatures appear correctly regardless of the device used. With flexible deployment options including cloud, Outlook or hybrid modes, businesses can easily manage professional email signatures across their Microsoft 365 environment.


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Centralised signature management

Control signatures for the whole organisation from a single web-based portal.

Works across all devices

Supports Windows, Mac, Outlook on the web, iOS, Android and other email apps, depending on the mode used.

Multiple signature modes

Choose from cloud, Outlook, or combo mode to suit your business requirements.

Professional template editor

Use a WYSIWYG editor and ready-made templates instead of manually coding HTML signatures.

Dynamic user details

Pull contact information from Entra ID attributes like job title, department and phone number.

Marketing banners and campaigns

Add banners, promotions and branded content to outbound emails.

Automatic replies management

Centrally manage out-of-office messages and branded auto replies across the organisation.

Advanced rules and targeting

Apply different signatures based on sender, recipient, aliases, departments, keywords or language groups.

Key Scenarios for CodeTwo Email Signatures 365

CodeTwo Email Signatures 365 supports a range of business scenarios where organisations need centralised control of email signatures, branding and messaging within Microsoft 365. By managing signatures from a single platform, businesses can ensure every email sent by employees is consistent, professional and aligned with company branding. This reduces the administrative burden on IT teams while improving communication, compliance and marketing visibility across the organisation.

Common scenarios where CodeTwo is used include:

  • Company-wide signature standardisation to maintain consistent branding across all emails
  • Marketing campaigns using promotional banners and announcements in email signatures
  • Centralised IT management of signatures, disclaimers and updates
  • Automatic user details populated from Microsoft Entra ID attributes
  • Consistent signatures across Outlook, web and mobile devices
  • Compliance and legal disclaimers automatically added to outbound emails

These scenarios help organisations improve brand consistency, simplify administration and strengthen business communications.

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Company-wide email signature standardisation

Ensure every employee uses a consistent, professionally branded email signature with correct contact details, logos and legal disclaimers.

Marketing and promotional campaigns

Add dynamic marketing banners, event promotions or announcements to email signatures to turn everyday emails into marketing opportunities.

Centralised signature management for IT teams

Allow administrators to update signatures for the entire organisation instantly without needing to configure each user’s Outlook settings.

Multi-device email consistency

Apply signatures across Outlook desktop, Outlook web and mobile devices, ensuring users always send emails with the correct signature.

Automated user information from Microsoft Entra ID

Automatically insert names, job titles, departments and phone numbers directly from Microsoft 365 user profiles.

Compliance and legal disclaimers

Automatically add legal disclaimers and regulatory messaging to outbound emails for industries that require compliance.

Organisation-wide automatic replies and messaging

Manage out-of-office responses or scheduled communications centrally for departments or entire organisations.

CodeTwo Email Signatures management Frequently asked questions

It is a cloud-based email signature management platform for Microsoft 365 that lets organisations centrally manage signatures, disclaimers, banners and automatic replies.

Yes. It is built for Microsoft 365 and integrates with Microsoft 365 mail flow and Outlook-based deployment options.

Yes. Support depends on the signature mode, but CodeTwo supports Outlook mobile apps and can also apply signatures across all email apps in cloud mode.

Yes. CodeTwo can use Entra ID attributes such as names, job titles, departments and other user information in signatures.

Yes. It can centrally manage organisation-wide automatic replies and out-of-office messages.

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CodeTwo: Centrally manage email signatures for Microsoft 365

Microsoft 365

One aspect of email messages, historically stuck in the “dark ages,” is the email signature. Traditional email signatures often come through with blocked images or emails requiring the signature images to be downloaded due to security rules and other policies. CodeTwo Email Signatures for Office 365 represents a paradigm shift in how organizations can manage and add signatures to corporate cloud-based email. It brings email signatures into the era of centralized modern cloud management.

Features of CodeTwo Email Signatures for Office 365

CodeTwo Email Signatures for Office 365 boasts many features for businesses looking for a solution to manage and implement modern signatures across their organization. What are they?

  • It is cloud-based, so there is no infrastructure to deploy or maintain on-premises.
  • It centralizes the management of email signatures and disclaimer additions to Office 365 (Microsoft 365) organizations – one person can manage all signatures.
  • It is easy to configure and provision.
  • CodeTwo signatures are not device-specific and work on Windows, Mac, mobile devices, and tablets.
  • It provides a flexible email signature editor, including a fully web-based HTML editor with built-in templates.
  • It supports Azure AD and user photos in email signatures.
  • Graphics are embedded, so there is no need to download them.
  • It provides email marketing and analytics capabilities.

Additional key features include:

  • Signature rule automation
  • High level of security and compliance with ISO/IEC 27001 and ISO/IEC 27018 certifications
  • It is the only vendor with a modern signature add-in for Outlook and Outlook Web App

Let’s walk through getting up and running with CodeTwo and note the key capabilities CodeTwo provides.

Configuring CodeTwo

The process to configure CodeTwo is reasonably straightforward. For the review, I am using the fully featured 14-day trial version. As it is a cloud service, you sign up and wait for the confirmation email to confirm your account and access your management dashboard link.

Obviously, you need to add your Microsoft 365 tenant to begin using CodeTwo. If you attempt to use CodeTwo without your tenant correctly configured, you will receive the following error:

CodeTwo makes the tenant setup easy with a straightforward wizard that walks you through the process. The first step is the normal EULA agreement.

CodeTwo makes the tenant setup easy with a straightforward wizard that walks you through the process. The first step is the normal EULA agreement.

Next, you will need to sign in and grant CodeTwo access to your Microsoft 365 environment. This process grants the OAuth 2.0 token CodeTwo needs to interact with your Microsoft 365 account.

Review and accept the permission request for CodeTwo to integrate into your environment.

Choose the geolocation of the CodeTwo email service. This step configures CodeTwo to use a specific Azure region to house your service.

Choose the signature mode for CodeTwo. There are three different signature modes available:

  • Server-side—In this mode, a signature is added after an email is sent and does not require the installation of the CodeTwo Signatures add-in. Signatures are added to emails sent from any device or mail application.
  • Client-side—A signature is added as you type an email. This mode requires installation of the CodeTwo Signatures add-in to add signatures directly to Outlook & Outlook Web App.
  • Combo mode—This mode provides the best of both types of processing (client-side and server-side). It requires you to set up Office 365 connectors and the CodeTwo Signatures add-in. In this mode, client-side signatures will be added to messages created in Outlook desktop and OWA, and server-side signatures will be added to emails sent from other email clients (including mobile devices).

Finish adding the new tenant. After you click Finish, you will receive a note that your environment is being provisioned and may take 15 minutes or so to finalize.

After adding the Microsoft Office 365 tenant, if you want to use the server-side signatures you will also need to configure Exchange Online connectors for CodeTwo Email Signatures for Office 365 to add signatures to your emails. The connectors allow securely routing your email through the CodeTwo Email Azure service. CodeTwo can automatically create the required connectors for routing mail correctly, or you can choose to configure them manually.

CodeTwo Email Signatures rule automation

A great feature found in CodeTwo Email Signatures is its rule automation. Using CodeTwo, organizations can define how they want signatures added. CodeTwo provides many rule options that control when and how it adds email signatures to end user emails. In much the same way as Outlook rules work to move emails to folders and perform various actions, CodeTwo allows businesses to build rules based on:

  • Senders—Add signatures to emails sent from specific users
  • Recipients—Add signatures to emails sent to specific recipients
  • Keywords—Apply signatures to emails containing one or more keywords

With the above, you can also apply negative logic so as not to apply or add, based on the criteria listed.

Highly secure with ISO/IEC 27001 and ISO/IEC 27018 certifications

Many organizations today must ensure that the solutions and software they use are compliant with modern regulatory standards. CodeTwo’s Information Security Management System (ISMS) is certified as compliant with the requirements of ISO/IEC 27001 and ISO/IEC 27018.

In addition, CodeTwo is both GDPR-compliant and meets the PCI data security requirements as defined by the Payment Card Industry Data Security Standard.

Modern signature add-in for Outlook and Outlook Web Access

CodeTwo has a modern add-in that works with both Outlook and Outlook Web Access (OWA). The new add-in was co-engineered with Microsoft and announced at the Microsoft Build 2021 event. The add-in adds signatures directly to Outlook as you type when you use the client-side signature mode.

HTML signature template editor

CodeTwo uses a web-based signature management UI and HTML signature editor. I found the editor to be very intuitive. It provides access to all the features and capabilities needed to form a signature and set up the signature rules. Their WYSIWYG interface allows you to easily create very complex signatures without any knowledge of HTML required.

Also, what most will undoubtedly take advantage of is CodeTwo’s vast collection of email signature templates. There are many templates to choose from and customize. You can select a template, customize the information, and save the signature.

After selecting the template from the CodeTwo library, you will see the template in the HTML editor for customization.

After you build your email signature template, it can be added to emails using the CodeTwo email signature rules-based automation, as shown earlier.

Wrapping up

Email signatures are not necessarily thought about when it comes to modern cloud-based email features. However, creating professional, secure, and consistent email signatures across the organization helps to bolster professional-looking and secure end user emails for business communications.

CodeTwo brings traditional email signatures forward with modern and advanced cloud-based management, beautiful signature templates, and rock-solid security and compliance features. It is undoubtedly a leader in the world of email signatures, made evident by the features and rich capabilities present in the solution.

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