Applying a signature for internal/external recipients

A common requirement is to define different versions of a signature, depending on whether the recipient is internal or external. For example, you may want to apply a signature with a sales image and full contact details for external recipients, but no image and brief details for recipients within your organization.

This article explains how this can be achieved for:

Messages applied via our Cloud service

For signatures which are applied via our Cloud service (i.e. not configured for deployment to email clients), follow steps below.

Note: Examples are shown here for an Exclaimer Cloud - Signatures for Office 365 subscription, but the same principle applies for other subscription types (e.g. G Suite).

  1. Log into the Exclaimer portal ( and Launch your subscription. All existing signatures (and signature folders) are displayed on the Home page.

  2. Hover your cursor over the signature that you wish to update and select the Signature rules option:

    The Applies to... window is displayed with a focus on Server-side options:

  3. Enable the internal recipients or the external recipients option, as required.

  4. Click OK to save changes.

Messages applied via email clients

If your subscription is configured to synchronize signatures with email clients (e.g. the Outlook Client for Exclaimer Cloud - Signatures for Office 365, or Gmail, for Exclaimer Cloud - Signatures for G Suite, it is not possible to treat internal and external email messages differently.  

This is because the signature is automatically added as soon as the user chooses to create a new message, or to reply/forward an existing message. At this point, the message has not been sent and/or categorized by the client, as being internal or external.


Haven't found a solution to your problem?

Please click the button below, login to the Exclaimer Cloud portal and raise a support ticket. A member of the Exclaimer Support team will then be in touch.

Raise a support ticket