December 2, 2024
What is CodeTwo? An Overview of the Email Signature Management Software
How CodeTwo Works with Server-Side Signatures
Avoiding Double Email Signatures: A Step-by-Step Guide for Outlook, Android and Apple Devices
1. Removing Signatures in Outlook (Desktop)
2. Removing Signatures on Android Devices
3. Removing Signatures on Apple Devices (iPhone or iPad)
The Ultimate Solution for Managing Professional Email Signatures
CodeTwo is a powerful tool for managing email signatures across your organisation. It ensures consistent, professional branding on all emails while simplifying administration for IT teams.
In this guide, we’ll focus on the server-side implementation, which is the method we’ve implemented for your organisation. This approach provides seamless, centralised control of email signatures without requiring individual user setup.
CodeTwo’s server-side implementation applies email signatures automatically after an email is sent. Here’s how it works and what makes it ideal for your organisation:
Uniform Signatures Across All Devices:
Whether emails are sent from desktops, smartphones, or tablets, server-side signatures ensure that every outgoing email includes the same professional branding.
No Need for User Setup:
You don't need to configure or maintain your email signatures. We manage everything centrally, so you can focus on your work without worrying about signatures.
Works Seamlessly Across Platforms:
Server-side signatures are applied regardless of how an email is sent, whether it’s through Outlook, a mobile email app, or webmail.
Effortless Updates:
Any changes to branding, employee information, or disclaimers are implemented uniformly, ensuring your organisation’s signatures are always up to date.
Invisible During Composition:
The signature is added after an email is sent, so you as the composer won’t see it while drafting emails. Rest assured, the recipient will receive the complete email with the signature attached.
To ensure your emails look clean and professional, it’s important to remove any manually configured email signatures from your devices. Follow the instructions below to remove user-configured signatures in Outlook, Android, and Apple devices:
Step 1: In Outlook, open the File menu, then select Options from the menu pane.
Step 2: Select Mail from the menu sidebar, then Signatures from the Mail screen.
Step 3: Select a signature and then click Delete.
Step 4: Select Yes to confirm.
Step 1: Open the Outlook app.
Step 2: Tap your profile icon or the menu button (three horizontal lines) in the top-left corner.
Step 3: Scroll down and select Settings.
Step 4: Choose the email account for which you want to remove the signature.
Step 5: Tap on Signature under the account settings.
Step 6: Delete the existing text in the signature box or toggle the signature setting off.
Step 7: Tap the back arrow to save changes.
Step 1: Open the Gmail app.
Step 2: Tap the menu icon (three horizontal lines) in the top-left corner.
Step 3: Scroll down and select Settings.
Step 4: Choose the email account you want to adjust.
Step 5: Tap on Mobile Signature.
Step 6: Delete the existing text in the signature box.
Step 7: Tap OK to save changes.
Step 1: Open the Settings app on your device.
Step 2: Scroll down and tap Mail.
Step 3: Tap Signature under the "Composing" section.
Step 4: If you manage multiple accounts, select All Accounts or the specific account you want to adjust.
Step 5: Delete the existing signature text or leave the field blank.
Step 6: Tap Done to save changes.
Step 1: Open the Outlook app on your iPhone or iPad.
Step 2: Tap your profile icon or the menu button (three horizontal lines) in the top-left corner.
Step 3: Scroll down and tap Settings.
Step 4: Select the email account you want to adjust.
Step 5: Tap on Signature.
Step 6: Delete the existing text in the signature box or toggle the signature setting off.
Step 7: Close the settings menu to save changes.
Q: Will server-side signatures work on mobile devices?
A: Yes. Server-side signatures are applied after emails are sent, regardless of the device used. This ensures consistent branding, even for emails sent from smartphones or tablets.
Q: What happens to internal email signatures?
A: CodeTwo allows us to configure rules for signature application on internal emails but by default, internal emails may not include a signature unless specified otherwise.
Q: Can I add banners or promotional elements to my signature?
A: Yes, banners, disclaimers, or promotional elements can be included in your centrally managed signatures. Please contact us to have this implemented.
CodeTwo simplifies email signature management, eliminating inconsistencies while maintaining professionalism.
If you're looking for more info or assistance, we're a call, email or message away.
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