Insert signatures in different languages

Methods to add signatures in different languages

• Method 1. Automatically add language-specific signatures based on email recipients
• Method 2. Automatically add language-specific signatures for specific senders, groups, or Country attribute
• Method 3. Add signatures in different languages based on keywords
• Method 4. Select a language signature while composing in Outlook or OWA
• Method 5. Add signatures in different languages using Sigsync custom attributes

Method 1. Automatically add signatures in different languages based on email recipients

Create a language-specific signature rule based on recipients. For example, you can apply a German signature to messages addressed to selected email addresses or to recipients whose email domains match a configured value. Recipient-based rules are supported in Server Mode, Centralized (Combo) Mode, and Client Mode. Configure recipient conditions using the options available for your selected mode. See recipient-based signature rules.

1. Under 'Signature Rules', navigate to the 'Recipients' tab where you can add email addresses under 'Add Signature - based on Recipients' section.

   

2. Now, check the 'Email addresses or Domain' option as shown in the screenshot below and click the 'Edit' button.

   

3. Enter the email address or domain name so that signature will be appended to that recipient. Click on the 'Save' button to apply the changes.

   For instance: If you want to add email signatures to only Argentina recipients, enter the domain name as .ar (for example, .ar for Argentina, .sa for Saudi Arabia, .de for Germany) as shown in the screenshot. Here, either provide a domain name (for example, .ar) or specify their individual email addresses (for example, user@example.de)

   

Method 2. Automatically add signatures in different languages to emails sent by specific users

Sigsync can apply a language-specific signature based on Selected Senders, Senders from Group, or an Azure AD Filter. For example, users based in Germany can receive the German signature automatically when their sender profile has Country = Germany. This selects the signature from a configured rule; it does not translate the email. Recipient and sender targeting are supported in Server, Centralized (Combo), and Client Modes, with rule settings depending on the selected mode.

First, create your German, Spanish, and English signature templates. Under Signature Rules, create a separate rule for each language (for example, German_Country) and assign the corresponding language template under Assign Signature Template. Under Senders, use one of the following sender conditions.

1. Selected Senders: Open the Senders section, select Selected Senders under Add Signature - based on Senders, and click Edit. Choose the specific users who should receive the assigned language signature, then save the selection. For example, select the members of a German-speaking customer support team.

   

2. Senders from Group: To apply a language-specific signature to all senders in a particular Microsoft 365 group, select Senders from Group and click Edit. Select a group such as the German sales team and save. Use a separate rule for another language group.

   

3. Azure AD Filters: For a sender attribute-based rule, select Azure AD Filters in Add Signature - based on Senders and click Edit. This opens the directory-field filter settings.

   

4. Configure Country = Germany: In the Azure Active Directory filter window, set User AD field: Country, Operator: Equals and Value: Germany, then click Add to list. Keep All of the conditions above are met selected for this example and click Save. Save the main signature rule as well. This works only when the corresponding country field is populated correctly for the sender.

   

For a more detailed overview, see how to apply signatures based on senders. If several language rules may match the same message, configure rule priority as described below.

Method 3. Add signatures in different languages based on keywords

Available in Centralized (Combo) Mode and Server Mode. Keyword rules do not work in standalone Client Mode. Configure a keyword or phrase in a signature rule and assign the matching language template. When the configured text is found in the email subject or body, Sigsync processes that rule on the server. For example, you can configure a Spanish-language signature when the phrase empresa de prueba is present in the specified location.

Click here to know about Office 365 email signature based on Keywords

1. Click the 'Add Keywords' button under 'Add signature - based on keywords' as shown.

   

2. Now, Add a phrase of your choice and set 'Search in' option

   For instance: Add a Spanish text (empresa de prueba) as a phrase.

   

3. Save the rule changes
4. Now, while composing email, include the above phrase in the email subject or body as per your rules settings.

Method 4. Select a language-specific signature while composing an email in Outlook or OWA

In Centralized (Combo) Mode and Client Mode, senders can use the Sigsync Outlook Add-in to choose a language-specific email signature while composing messages in Outlook or Outlook on the web (OWA). For example, users can select an English, German, or Spanish signature from the signatures assigned to them. This selection is not available through the Add-in in standalone Server Mode.

Before users can select signatures in Outlook, complete the setup required for the chosen mode:

• Centralized (Combo) Mode: Configure the Exchange Online connectors for the relevant senders in the Sigsync dashboard, set up signature templates and rules, and deploy the Sigsync Outlook Add-in. Centralized Mode combines server-side signature processing with the Outlook Add-in.
• Client Mode: Configure signature templates and sender rules, authorize the tenant as required by the setup wizard, and deploy the Sigsync Outlook Add-in. Exchange Online connectors for server-side routing are not required in standalone Client Mode.

Follow these steps to select a language-specific signature in Outlook or OWA:

1. Create separate email signature templates for each required language, such as English, Spanish, and German.
2. Create Sigsync rules for the relevant senders and assign the language-specific signature templates. Ensure the appropriate signatures are available to the users who need to select them.
3. If using Centralized (Combo) Mode, complete the Exchange Online connector configuration in the Sigsync dashboard for the required senders. For more information, see Centralized Mode signature configuration.
4. Deploy the Sigsync Signatures Outlook Add-in to the required users or groups through the Microsoft 365 admin center. This deployment is required for both Centralized (Combo) Mode and Client Mode.
5. After the Add-in becomes available, open a new email or reply in Outlook or Outlook on the web (OWA), then select the Sigsync Signatures Outlook Add-in in the compose window.
6. In the Add-in pane, choose the signature in the appropriate language from the available templates and click 'Add this signature' to insert it into the message.

   

Method 5. Add signatures in different languages using Sigsync custom attributes

With the Sigsync Custom Attributes Manager, you can create a language attribute for users and assign values such as German, French, Spanish, or English. Sigsync uses the assigned value in a sender rule to select the appropriate language-specific signature, independently of the user's Country or Department.

1. Create the custom language attribute. Open the Sigsync dashboard and go to Settings & Others > Custom Attributes. Click Create Attribute, create an attribute named sig_Language, and save it. See the Sigsync Custom Attributes Manager guide.
2. Assign a language to each user. In Custom Attributes, select Set attributes for specific users and open Set Attributes Value for a user. Set sig_Language to German, French, Spanish, or English, then save. Repeat for other users. You can also use Import attribute values from CSV for bulk updates.
3. Prepare the signature templates and rules. In Manage Signatures > Signature Editor, create separate German, French, Spanish, and English signature templates. Then create corresponding signature rules such as German, French, Spanish, and English. Use Assign Signature Template to associate the correct template with each rule.
4. Enable the custom-language sender filter. Open the German rule and expand Senders. Under Add Signature - based on Senders, select Azure AD Filters and click Edit.

   

5. Match the sender's language. In the Azure Active Directory filter window, select sig_Language from User AD field, choose Equals as the operator, and enter German as the value. Click Add to list and Save. Save the sender rule as well. Repeat with the relevant values for the French, Spanish, and English rules. See how to configure Azure AD sender filters.

   

6. Set language-rule priority. Position specific German, French, and Spanish rules before your general English rule. Use Rule Execution Flow to control whether processing continues after a matching rule. See the rule-priority instructions below.

How the attribute works: A user with sig_Language = German matches the German sender rule, so Sigsync applies the German signature template. The attribute is used to choose the template; you do not need to display the word “German” inside the signature. This workflow follows sender-based rule support in Centralized (Combo), Server, and Client modes.