IMPORTANT NOTE: This is for customers provisioned before 25th November 2018.

Step 1 - Connect Your Microsoft 365 Directory

Click on the link for Step 1 that you were sent via email.

Login with your Microsoft 365 credentials to give the Production Crossware Mail Signature access to your Microsoft 365 Directory.
NOTE: It may take up to 2 hours for the Microsoft 365 process to run.

Step 2 - Configure

Please log into Microsoft 365 for the following steps.

Create Connectors

From the Admin portal, click on Admin down the left-hand side, and click on Exchange.

From the Exchange Admin Portal, click on Mail Flow and then the connectors tab.

You will need to create 2 connectors:
1. An inbound connector.

2. An outbound connector.

The User Interface (UI) of Microsoft365 is continuously changing. Crossware is currently aware of two different UIs and we have provided instructions for both of these options. Please follow either Option A or Option B depending on which one matches the screen that you see.

New Inbound Connector

You need to enter the following details:
Connector Name: “MailSignatureIn”

Certificate Name: “*”

Sender Domain: “*”
Option A
Option B

  • Click on the + icon to create an inbound connector.
  • Select From: “Your organization’s email server“.
  • Select To: “Microsoft 365”.
  • Click Next.
  • Enter Name: “MailSignatureIn”.
  • Click Next.
  • Enter the certificate name “*”
  • Click Next.
  • Confirm the setting and click Save.
  • Click on the “+” icon to create an inbound connector.


New Outbound Connector

  • Click on the + icon again to create an outbound connector.

Select From: “Microsoft 365”.

Select To: “Your organization’s email server”.
  • Click Next.

  • Enter the “Connector name” and then click Next.

  • Set the type of connector to “Only when I have a transport rule”.
  • Click Next.

Region Smart Host Notes
Asia Pacific Primary relay host is in Microsoft South East Asia region. Failover will take place in US then EU.
US Primary relay host is in East US region. Failover will take place in EU then AP.
Europe Primary relay host is in Europe North region. Failover will take place in AP then US.
  • Click on the + to add the smart host name. The smart host name is ““, where “xx” is one of the values in the table above. Depending on what region you are in, please use the appropriate smart host name.
  • Click Next.

  • Set the certificate name to “*”.
  • Click Next.

  • Add the external user (this is a user NOT part of your Microsoft 365 environment eg a gmail / hotmail / yahoo email address) to the Validate Connector screen.
  • Click the Validate button.
  • Click Next again and the connector will attempt to validate the connector, and you should get the following result.

  • Click Save.

Create a Rule

After creating connectors, remain in the Mail Flow section, and click on the Rules tab.

Setting up this new rule allows you to have your emails processed by Crossware Mail Signature.

Click on the + icon to create a new rule.

Before completing any fields, scroll down and click on More options... which will enable all options.

Setting the “Do the following...” field:

Click on Redirect the message to and then the following connector to select a connector.

NOTE: Changes to Microsoft 365 Rules may take up to 45 minutes to take effect.

Test that the set-up is working

Log onto Crossware Mail Signature using the URL provided in step 3 of your setup email. Login with your Microsoft 365 credentials.

When you login you will be provided with a screen which will ask you to authenticate using your Microsoft Credentials.
NOTE: If you are already logged into Microsoft 365, you won’t need to enter your details.

From within the Crossware Portal you can access the Signature Configuration.

Send a test email:
a. Open the Signature configuration document Example Signature 1, and click on the Send Test Email, your details should be automatically populated.

b. Select a host and click Send.

c. Confirm that you have received the test email.

Step 3 - Create Your First Signature

Congratulations! You have completed your set-up.

You can start creating signature Create a Signature
Related Products: CMS M365