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You design a signature in the Outlook desktop app, but emails from your phone go out with a plain text signature or none at all. Across a team, that means inconsistent branding and missing contact details depending on which device someone used.
CodeTwo is a paid third-party signature service that connects to your Microsoft 365 tenant. It can add a signature on the server after you send (cloud or server-side), let you pick one in Outlook through an add-in (client-side), or do both in Combo mode.
In this video I use Combo mode. On the computer I choose a signature from the add-in before sending. On the phone, where the add-in does not work, the server adds the cloud signature automatically. If you only need a basic signature on every device, a free method is linked at the bottom of this page.
What you need
- A Microsoft 365 business account, with admin access to connect CodeTwo to your tenant
- A CodeTwo Email Signatures for Microsoft 365 subscription (billed per user, minimum 10 users at the time of the video)
- Outlook desktop or Outlook on the web, plus Outlook mobile for testing
- Your logo and contact details, or an HTML signature you already have
Step by step
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01
Check the pricing
At the time of the video CodeTwo costs $1.36 per user, and you must buy a subscription for at least 10 users. Check the current pricing before you sign up.
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02
Choose the signature mode
After you sign up and connect your Microsoft 365 account, CodeTwo creates a tenant (you can rename it to your business name). The first setting to pick is
Signature mode, which has three options:Cloud(server-side): the signature is added automatically after you send.Outlook client(client-side): you install an add-in and choose a signature in Outlook before sending, so you can preview it.Combo: client-side signatures in Outlook, plus a cloud signature for devices where the add-in does not work, such as Outlook mobile.
I recommend
Combo, and the rest of this guide uses it. -
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Create the server-side signature
Go to
Signaturesand openServer-side signatures. Create a new rule and give it a name. UnderSenders, select only your own user. Leave the recipient filters, keywords and logic options alone if you want the signature on every email.Select
Edit signatureto open the template library. Pick a template (I use a basic one) and untick the fields you do not want, such as social links. First name, last name and title come from the Microsoft 365 account automatically.Enter your phone numbers, domain and website. To change the logo, select and delete it, then use the picture option to upload your own and resize it. Use
Signature previewto check it, thenApply and close, andSave and publish. If CodeTwo warns that no recipients are defined, save anyway.This is the signature your mobile emails will get.
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Create one or more client-side signatures
Open
Client-side signaturesand create a new rule for your user. To reuse the server-side design, open that signature, view itsHTML source codeand copy all of it. In the new rule, selectEdit signature, openHTML source codeand paste. Preview it, apply, and save and publish (ignore the warning that no template was designed).You can create several client-side signatures. In the video I add a second one straight from a template. Each one appears in the Outlook add-in so you can choose per email.
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Add the CodeTwo add-in to Outlook
In Outlook, start a new email and open
All apps, thenAdd apps. Search forCodeTwoand add the CodeTwo add-in for Outlook. It then shows up in the message window. -
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Insert a client-side signature
While writing an email, open the CodeTwo add-in. It lists the client-side signatures you created plus a
Cloudoption. Select the signature you want to insert. -
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Use the cloud signature from Outlook
If you pick the
Cloudoption in the add-in, the server adds the server-side signature when you send. You cannot preview it until you add a recipient. Add a recipient, check the preview, and send a test email to confirm the signature arrives. -
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Test from Outlook mobile
On your phone, write a new email in Outlook mobile and do not add any signature. Send it to yourself and open it in Outlook on the web. The server-side signature is attached, even though it did not show while you were writing on the phone.
Tips and common problems
- In Combo mode you must set up a server-side signature. Without it, emails from Outlook mobile go out with no CodeTwo signature, because the add-in does not run on mobile.
- The cloud signature is added after you send, so you will not see it while composing on your phone. Check the sent email to confirm it.
- When you paste HTML into a new signature, CodeTwo may warn that you did not design a template. It is safe to save anyway.
- Both CodeTwo and the free method support HTML signatures with clickable links, so you can design the signature once and paste the HTML code.
Related videos
- Free method to keep a basic Outlook signature the same on all devices: watch here
- Design an HTML email signature with clickable links for free: watch here
Questions
Why does my Outlook signature not show on my phone?
Signatures set up in the Outlook desktop app do not sync to Outlook mobile, which only offers a basic signature of its own. A server-side signature, such as CodeTwo's cloud signature, adds the same signature no matter which device sends the email.
How much does CodeTwo cost?
At the time of the video it cost $1.36 per user with a minimum of 10 users. Check CodeTwo's site for current pricing.
Is there a free way to keep an Outlook signature the same on all devices?
Yes. The free method in the video linked below works for basic signatures, but it has limited features and cannot hold a lot of content.
What is the difference between server-side and client-side signatures?
A server-side signature is added by the service after you send, on any device. A client-side signature is inserted in Outlook through the add-in before you send, so you can preview it and choose between several.
