Automated Email Signatures by CodeTwo

Overview

This guide explains how Strategic Systems’ automated email signatures work, how to update your information, and how to ensure your signatures render correctly across devices. Automated signatures give us consistent branding, simplified compliance messaging, and the ability to roll out updates across the entire organization instantly.

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How Your Signature Information Is Populated

Your signature automatically pulls data from Microsoft Entra ID (Azure AD), including:

• Name
• Job Title
• Department
• Office Phone
• Mobile Phone
• Email Address

You may customize or override these values using CodeTwo’s self‑service portal.

Update Your Signature Fields

1. Visit user.codetwo.com
2. Sign in with your STRSI Microsoft account.
3. Update the fields you wish to change.
4. Click Save & Update.
5. Allow a few minutes for changes to sync.

Leave a field empty if you do not want it to appear in your signature.
Dynamic formatting ensures blank fields do not leave gaps.

If your inforamtion is missing or incorrect, bring it up with your manager to submit a change request.

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Using the Outlook Add‑in

When using Outlook Desktop or Outlook Web:

• You can preview your signature while typing.
• You can switch between all the signature templates assigned to you.
• The signature is inserted before sending the email.

If you don’t see the add‑in:

• Ensure you are signed into Outlook with your STRSI account.
• Restart Outlook.
• If still missing, contact an admin.

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How CodeTwo Works

Modes of Operation

Strategic Systems uses Combo Mode, which enables:

Client‑Side Signatures (Outlook Add‑in)

• Signature inserted live while composing a message.
• Works in Outlook Desktop, Outlook Web, and Outlook Mobile.
• Users can choose between multiple signatures assigned to them.
• Useful for marketing campaigns, visual layout accuracy, and end‑user previewing.

Server‑Side Signatures

• Applied AFTER the email is sent.
• Triggered when:
  • User sends from non-supported Mobile clients (Apple Mail or Android native mail)
  • A device or app cannot run the Outlook add‑in
  • The add‑in fails to load
• Guarantees signatures even on unmanaged mail applications.

Combo Mode ensures no duplicates by letting server‑side signatures detect when a client‑side signature is already present.

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Troubleshooting

Signature looks different after sending

Signatures may render differently depending on:

• Mobile vs desktop mail clients
• Dark mode vs light mode
• Automatic stripping of HTML by older clients

CodeTwo ensures the final delivered email contains the correct branding.

Missing phone numbers or blank lines

Your template is designed to hide fields if they are blank.
If you see formatting issues:

• Revisit user.codetwo.com and ensure values are correct.
• Ensure you removed old Outlook signatures.

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Summary

• Signatures update automatically when your information is updated.
• Remove local/manual signatures to avoid duplicates.
• Use the CodeTwo user portal to maintain your data.
• Signatures work across Outlook, mobile clients, and external mail systems automatically.