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Signature Recipients

Payal Arya
  • Updated

Description 

This topic describes how you can define Recipient rules; conditions that allow you to control whether a signature should be applied (or not applied) to a message based on the recipient of the message.

NOTE: Any changes you make on this screen will only be applied once you click SAVE CHANGES. You can edit the different rules across multiple tabs before saving the changes.

How to access it?

To access the Recipients tab: 

  1. From the All Signatures tab, select the signature onto which you want to define recipients, then click MANAGE.

    The selected signature window is displayed.

  2. Select the Recipients tab to define the recipient rules for the selected signature.

Defining which recipient this signature applies to? 

To define specific users (recipients) for the selected signature - please click on the options listed below to go through the detailed description:  

Type of recipient

To select the type of recipient for the selected signature: 

  1. From the Recipients tab, select the required Type of recipient.

    The different options available are:

    - All Recipients (Internal and External): This includes both internal and external recipients.

    - Internal Only: This includes only internal recipients.

    - External Only: This includes only external recipients.



  2. Click SAVE CHANGES to save the changes made; else, click CANCEL CHANGES.
Inclusions (optional)

To include the selected signature on the email addresses of specific recipients or domains:

  1. Click  Add Inclusion to enable the text box.



    You can, 
    - enter the required recipient's email address or
    - enter @ (symbol) followed by the domain

    You can also use a combination of wildcard (*) and text for the email address or domain name.
    Some examples using wildcard * are: *@greenorg.net, @domain*, @exclaimer.*, @*.de

  2. Click  Add Inclusion to add another email address or domain.

  3. Click  to delete the selected inclusion email address or domain.

  4. Click SAVE CHANGES to save the changes made; else, click CANCEL CHANGES.
Exclusions (optional)

To exclude the selected signature from the email addresses of specific recipients or domains:

  1. Click Add Exclusion to enable the text box.



    You can, 
    - enter the required recipient's email address or
    - enter @ (symbol) followed by the domain

    You can also use a combination of wildcard (*) and text for the email address or domain name.
    Some examples using wildcard * are: *@greenorg.net, @domain*, @exclaimer.*, @*.de

  2. Click  Add Exclusion to add another email address or domain.

  3. Click to delete the selected exclusion email address or domain.

  4. Click SAVE CHANGES to save the changes made; else, click CANCEL CHANGES.
NOTES:
- Recipient rules are processed after the product rules (server-side and client-side). For more information, see how you can apply recipient rules for client-side signatures.
- If inclusions have been defined, they will be processed before exclusions. For the signature to be applied, it must meet the inclusion conditions.  
- If exclusions have been defined, the signature will not be applied when the exclusion conditions are met.

 

Related Topics:
Signature Overview tab - This displays a summary of the signature rules applied to the selected signature.
Signature Senders tab - This allows you to define specific senders (which includes, groups, email addresses or domains) from within your organization who will be included to use the selected signature.
Signature Exceptions tab - This allows you to exclude specific users within your organization from using the selected signature.
Signature Date/Time tab - This allows you to define a date/time period within which a signature will be used.
Signature Advanced Rules tab - This allows you to define signature rules based on email content and subject, for server-side deployment only.
Signature Enable tab - This allows you to enable (and if required, disable) a signature either for server-side or client-side deployment or, in some cases, both.
For more information, see how you can Enable Signatures for Microsoft 365 subscription and Enable Signatures for Google Workspace subscription.