CodeTwo Email Signatures 365
CodeTwo Email Signatures 365 provides a centralized way to manage email signatures, disclaimers, templates, and other email communication elements across Microsoft 365 environments.
Administrators can create and manage signature templates, define rules for different users or departments, and use information from Microsoft 365 and Microsoft Entra ID to maintain consistent employee details.
The solution supports different signature management approaches, including cloud-based and Outlook-based modes, allowing organizations to select the configuration that best fits their Microsoft 365 environment.
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Bounce Back Technologies Is Proud to Be a CodeTwo Partner
As a CodeTwo Partner, Bounce Back Technologies helps organizations implement CodeTwo Email Signatures 365 for centralized email signature and disclaimer management across Microsoft 365.
We support solution configuration, signature templates, directory integration, rule setup, deployment, and ongoing assistance, helping organizations maintain consistent and professional email communication across users and departments.
Please find attached the corporate proposal and deployment timeline for your review. Let us know if you need any further details!
Sara Jenkins
Senior Technology Consultant | Bounce Back Tech
Managing Email Signatures in a Microsoft 365 Environment
Email signatures often contain employee names, job titles, contact information, company details, legal notices, and other important communication elements. Managing these details individually can become difficult as organizations grow.
CodeTwo Email Signatures 365 provides centralized tools for creating templates and applying signature rules across users and departments. Employee information can be connected with Microsoft 365 and Microsoft Entra ID, helping administrators maintain structured and consistent signature data.
With experience across business technology environments, Bounce Back Technologies can help organizations assess their requirements and configure the solution according to their Microsoft 365 environment. Learn more about our approach on the About Us page.
Learn more about our approach on the About Us pageManual user edits cause inconsistent branding, outdated phone numbers, missing disclaimers, and broken formatting on iOS/Android.
Automated rules pull live data directly from Microsoft Entra ID. Signatures update universally with zero intervention required from users.
Flexible cloud-based stamping for mobile & Outlook Web, interactive Outlook desktop add-ins, or combined hybrid deployment.
Centralized Administration of Email Signatures
Centralized Templates
Create and manage email signature templates from a centralized administration environment instead of relying on individual users to maintain their own signatures.
Directory-Based Information
Use information available in Microsoft 365 and Microsoft Entra ID when configuring employee details within signature templates.
Rule-Based Configuration
Define rules to determine which signatures or disclaimers should be applied based on users, groups, departments, or other organizational requirements.
Multiple Signature Modes
CodeTwo supports cloud-based, Outlook-based, and combined signature management approaches, providing flexibility for different Microsoft 365 environments.
A Structured Approach to Email Communication
Consistent email signatures are more than a visual element. They can contain contact information, organizational details, legal disclaimers, company branding, and other communication requirements.
A centralized approach makes it easier for administrators to maintain these elements as employees, departments, and business requirements change.
For organizations using Microsoft 365, CodeTwo provides a structured environment for managing signature templates, rules, disclaimers, and directory-based information.
Unified Signature Governance Framework
CodeTwo Email Signatures 365 Features
Centralized Signature Management
Manage email signatures and related communication elements through a centralized administration environment.
Microsoft 365 and Microsoft Entra ID Integration
Use organizational information from Microsoft 365 and Microsoft Entra ID when creating and maintaining employee signature details.
Signature Rules
Configure rules for different users, groups, departments, or business requirements.
Outlook Signature Management
Provide users with consistent signatures while supporting Outlook-based signature management where required.
Email Signatures Across Applications and Devices
CodeTwo supports email signature management across different email applications and devices, depending on the selected configuration and signature mode.
HTML Signature Templates
Create structured HTML-based signatures containing text, links, images, logos, and other standard email elements.
Email Disclaimers
Manage organizational disclaimers centrally and apply them according to defined requirements.
Replies and Forwarded Messages
Configure how signatures and related elements are handled in replies and forwarded messages.
Logos, Images and Banners
Include company logos, images, banners, and other visual elements within email signature templates.
Automatic Replies
CodeTwo also provides functionality for managing automatic replies from a centralized environment.
Microsoft 365 Certification and Security
CodeTwo Email Signatures 365 has completed Microsoft 365 Certification covering its application, infrastructure, and Outlook add-in components. CodeTwo states that the service is built on Microsoft Azure and uses security technologies and controls including OAuth 2.0, multi-factor authentication, and TLS encryption.
CodeTwo also states that its information security management system is certified to ISO/IEC 27001 and ISO/IEC 27018 standards. According to CodeTwo, email messages are not stored or read as part of the service.
Organizations should evaluate their own regulatory and security requirements when selecting and configuring an email signature management solution.
Supporting Consistent Email Administration
Standardized Templates
Create standardized templates for company-wide email communication while allowing appropriate variations where required.
Department-Specific Requirements
Configure different signature requirements for departments, teams, or user groups.
Employee Information
Use directory information to populate relevant employee details within signature templates.
Administrative Access
Manage configuration centrally so authorized administrators can control signature templates and rules.
Centralized Changes
Make updates to centrally managed templates and configurations without depending on every individual employee to update their own signature.
Implementing CodeTwo Email Signatures 365
A structured implementation approach helps ensure that the solution aligns with existing Microsoft 365 configurations and organizational requirements.
01 — Assess
Review the organization's Microsoft 365 environment, user structure, email requirements, existing signatures, disclaimers, and administrative requirements.
02 — Configure
Configure templates, employee information, rules, signature modes, disclaimers, and other required settings according to the approved structure.
03 — Validate
Test signatures across relevant users, departments, email applications, and scenarios such as new messages, replies, and forwarded emails.
Support for CodeTwo Implementation
Bounce Back Technologies can assist organizations throughout the CodeTwo implementation process, from initial requirements review through configuration and validation.
Requirement Review
Understand the organization's email signature, disclaimer, branding, and user-management requirements.
Signature Template Configuration
Assist with creating and structuring templates according to organizational requirements.
Directory Configuration
Help configure employee and organizational information used within signature templates.
Rule Configuration
Assist with defining rules for departments, teams, user groups, and different email scenarios.
Deployment Assistance
Support the configuration and rollout of CodeTwo within the organization's Microsoft 365 environment.
Testing and Validation
Review the configured signatures and verify expected behavior across relevant users and email scenarios.
Ongoing Configuration Support
Provide assistance when organizations need to modify templates, rules, employee information, or other configuration elements.
CodeTwo Within Your Microsoft 365 Environment
Email signature management is one part of a broader Microsoft 365 environment that includes identity, collaboration, messaging, security, and user administration.
CodeTwo Email Signatures 365 can use Microsoft 365 and Microsoft Entra ID information when configuring signatures, helping organizations connect employee information with centrally managed email communication.
For organizations reviewing their wider technology environment, Bounce Back Technologies provides business technology solutions designed around operational requirements, infrastructure, and user needs. Explore our broader solutions through the Home page.
Explore our broader solutions through the Home pageFrequently Asked Questions
Centralized Email Signature Management for Microsoft 365
Bring your organization's email signature requirements into a centralized Microsoft 365 environment.
CodeTwo Email Signatures 365 provides tools for managing templates, rules, disclaimers, directory-based information, and other email communication elements. Bounce Back Technologies can assist with reviewing your requirements and configuring the solution to fit your organization's Microsoft 365 environment.