Check below for the most commonly asked questions about Crossware Mail Signature for Microsoft 365.
We are constantly updating this list, but if you think we are missing anything, please let us know by contacting our support team here.
You can access Crossware Mail Signature via https://portal.crossware365.com/login
Select which option applies to you, and log in with your Microsoft 365 credentials.
If you ever forget the login URL, you can always access the login page via our website menu at https://crossware365.com
During the setup process, an empty Microsoft 365 group called CrosswareMailSignatureUsers was created in your Microsoft 365 environment. In order to use this group for assigning signatures in Crossware Mail Signature, you will need to add users.
This is a simple process that can be done through your Microsoft 365 Admin Centre.
When a new user is added to an Microsoft 365 group, it can take up to 15 minutes before this group is updated and this user is made available for the Crossware Mail Signature service.
If after 15 minutes the signature is still not being affixed, you can check whether the user is available in this group by using Graph Explorer: How can I verify a persons group using graph explorer?
Now that your Group has users in it, you can go ahead and assign your signature to the users in this Group.
1. Click the signature you would like to assign to a Group.
2. Open the editor for the signature
3. On the right hand side select the drop-down menu underneath Who is this signature for?
4. Select Group
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5. Select the desired group
6. Save the signature
Your signature has now been applied to your chosen Group.
Your email signatures in Crossware Mail Signature should be made up of two main parts: the Main Signature and Signature Blocks.
If you have information that you would like everyone, in all circumstances, to see on your emails, this should be designed as part of your Main Signature.
If you would like an element or piece of information to only appear to some people, e.g.a disclaimer or ad banner for those external to your company, this should be created as a Signature Block.
Placing your information in a Signature Block allows you to retain full control of that element - you can apply separate rules to it and customise who sees it.
Your overall signature can be made up of your Main Signature and one or more Signature Blocks triggered by the rules you apply.
If you have information that you would like everyone, in all circumstances, to see on your emails, this should be designed as part of your Main Signature.
We suggest that you include elements / additional information that is not relevant for all email recipients in signature blocks rather than in the main signature. You can create and apply multiple blocks.
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5. Save your Signature Block.
Your block will be applied according to the settings you chose. You can repeat this and create as many signature blocks as you'd like.
The images you upload to use in signatures should ideally be:
Read our full list of image guidelines here.
Some users will not have any information under certain Active Directory fields, e.g. mobile numbers, social media URLs, fax numbers, etc.
You can set up your Crossware Mail Signature account to ensure that the label (description) for the field doesn't show up if there is no content in your AD.
Read the article here.
Yes, you can.
There's no need to create two different signatures for internal and external recipients: instead you can simply apply internal / external settings on your signature blocks to customise the look of your signature depending on whether recipients are internal or external to the company.
For instance, if you want a signature that showcases your contact information to everyone, but only shows a legal disclaimer to external recipients.
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3. Save your block.
4. Click Signatures in the sidebar menu and choose the signature you would like to add your external disclaimer to.
5. Edit the signature
6. Add the newly created block to the signature in its desired place.
7. Preview, then SAVE your signature.
Your disclaimer will now appear on your emails with this signature only when you send an email external to your company.
We only accept mail from the domains that you allow in your Microsoft 365 environment. Crossware Mail Signature will reject any domains that are not listed.
You can check the domains you currently have enabled and add any that are not listed.
These details will show you the domains you have enabled, e.g. Crossware365.com, crossware.onmicrosoft.com, etc.
If any mail domains are not listed, you will need to set this up.
Please follow this article for setup instructions - How can I verify my domains using graph explorer
So, you've made changes to your Active Directory through Microsoft 365 but are not seeing the changes in the signatures affixed to your emails?
This is generally due to Microsoft caching. Every change you make can take Microsoft 30 - 50 minutes to update your Microsoft 365 account.
Unfortunately this is out of Crossware's control.
Signatures not being added to your signatures can be caused by two main reasons.
The process of Crossware Mail Signature Setup involves the creation of two Connectors and a Mail Rule. The Mail Rule links to your chosen Microsoft 365 Group, and causes any user within this Group to have their emails passed to the Crossware Servers via the new Connectors where the correct signature is applied. The email is then returned to your server for final delivery to your recipient. Adding users to this Group will ensure that the user's emails will go to the Crossware servers and have a signature applied if one is available to that user.
When a new user is added to an Microsoft 365 group, it can take up to 15 minutes before this group is updated and this user is made available for the Crossware Mail Signature service.
If after 15 minutes the signature is still not being affixed, you can check whether the user is available in this group by using Graph Explorer:
How can I verify a person's group using graph explorer?
(B) It is also possible that your signatures are not being applied due to the Signature Configuration not being assigned to that particular user.
To verify that this user's emails have been sent to Crossware for processing, you can check your email headers in Outlook.
X_CwesigProcessed: Y
X_MAIL_SIG_VERSION: 4.0.2.1820
X_MAIL_SIG_SERVER: smtpworker-in-0.xware-trial-1.o365.crossware.co.nz
X_CWRandom: 1
X_MAIL-SIG_CONFIGNAME: Random
X_MAIL_SIG_CONFIGNAMEAPPLIED: Random
MIME_Version: 1.0
4. Please check the Crossware Mail Signature signature assignment options under Assigned to: to confirm that the signature has been assigned correctly.
If your Headers look correct and your assignment is correct but you are still having issues, please contact us for further help
As long as you purchase Crossware Mail Signature before the end of your trial period, all of your signature configurations including signatures, signature blocks, rules and fields will be automatically transferred to the purchased product.
These will be immediately accessible for you to you edit and configure.
If you're having issues and can't find your answer in our Knowledge Base, get in touch with our friendly Support team via our webform here
We are constantly updating this list, but if you think we are missing anything, please let us know by contacting our support team here.
How do I access Crossware Mail Signature?
You can access Crossware Mail Signature via https://portal.crossware365.com/login
Select which option applies to you, and log in with your Microsoft 365 credentials.
If you ever forget the login URL, you can always access the login page via our website menu at https://crossware365.com
I have set up a signature, how do I assign this signature to a group of users?
During the setup process, an empty Microsoft 365 group called CrosswareMailSignatureUsers was created in your Microsoft 365 environment. In order to use this group for assigning signatures in Crossware Mail Signature, you will need to add users.
This is a simple process that can be done through your Microsoft 365 Admin Centre.
1. Go to Microsoft 365 Admin Center > Admin > Exchange > Recipients > Groups.
2. Find the CrosswareMailSignatureUsers group.
3. Click EDIT, and add chosen users to the group.
2. Find the CrosswareMailSignatureUsers group.
3. Click EDIT, and add chosen users to the group.
When a new user is added to an Microsoft 365 group, it can take up to 15 minutes before this group is updated and this user is made available for the Crossware Mail Signature service.
If after 15 minutes the signature is still not being affixed, you can check whether the user is available in this group by using Graph Explorer: How can I verify a persons group using graph explorer?
Now that your Group has users in it, you can go ahead and assign your signature to the users in this Group.
1. Click the signature you would like to assign to a Group.
2. Open the editor for the signature
3. On the right hand side select the drop-down menu underneath Who is this signature for?
4. Select Group
5. Select the desired group
6. Save the signature
Your signature has now been applied to your chosen Group.
PLEASE NOTE: If your Signature contains Signature Blocks that already have their own rules added, these will also apply.
What makes up an Email Signature?
Your email signatures in Crossware Mail Signature should be made up of two main parts: the Main Signature and Signature Blocks.
If you have information that you would like everyone, in all circumstances, to see on your emails, this should be designed as part of your Main Signature.
If you would like an element or piece of information to only appear to some people, e.g.a disclaimer or ad banner for those external to your company, this should be created as a Signature Block.
Placing your information in a Signature Block allows you to retain full control of that element - you can apply separate rules to it and customise who sees it.
Your overall signature can be made up of your Main Signature and one or more Signature Blocks triggered by the rules you apply.
How do I create my Main Signature?
If you have information that you would like everyone, in all circumstances, to see on your emails, this should be designed as part of your Main Signature.
1. In the left sidebar menu, select Signatures > Create a new blank signature or select from templates provided
2. Give your signature a Name
3. Design your Main Signature by adding fields, images and text in the signature editor (drag and drop from the right hand side bar, or add via the editor tools).
4. Click SAVE & CLOSE
2. Give your signature a Name
3. Design your Main Signature by adding fields, images and text in the signature editor (drag and drop from the right hand side bar, or add via the editor tools).
4. Click SAVE & CLOSE
How do I create a Signature Block?
We suggest that you include elements / additional information that is not relevant for all email recipients in signature blocks rather than in the main signature. You can create and apply multiple blocks.
1. In the left sidebar menu, select Blocks
2. Click Create block, and give your block a name
3. Add your content to the edit field, e.g. disclaimer text, banner ad, social media icons.
4. Underneath Who is this block for? choose your settings
2. Click Create block, and give your block a name
3. Add your content to the edit field, e.g. disclaimer text, banner ad, social media icons.
4. Underneath Who is this block for? choose your settings
5. Save your Signature Block.
Your block will be applied according to the settings you chose. You can repeat this and create as many signature blocks as you'd like.
How do I add a Signature Block to my Signature?
1. In the left sidebar menu, select Signatures and choose the signature you'd like to add a block to.
2. On the right hand side select BLOCKS
3. Drag any of the block names from the right column into the signature. Add as many blocks as you'd like.
4. Make sure to check your Signature Preview before clicking SAVE & CLOSE.
2. On the right hand side select BLOCKS
3. Drag any of the block names from the right column into the signature. Add as many blocks as you'd like.
4. Make sure to check your Signature Preview before clicking SAVE & CLOSE.
How do I remove a Signature Block from my Signature?
1. In the left sidebar menu, select Signatures and choose the signature you'd like to remove a block from.
2. Hover your cursor over any Signature Block that you'd like to remove. You will notice a three dots symbol to the right. Click this and select Remove from signature
3. Make sure to check your Signature Preview before clicking SAVE & CLOSE.
2. Hover your cursor over any Signature Block that you'd like to remove. You will notice a three dots symbol to the right. Click this and select Remove from signature
3. Make sure to check your Signature Preview before clicking SAVE & CLOSE.
PLEASE NOTE: Removing a block does not delete it from your account. It only removes it from this specific signature.
What are the guidelines for image upload in Crossware Mail Signature?
The images you upload to use in signatures should ideally be:
- Your own image, or an image you have permission to use
- 10kb or less
- 700 x 100px dimensions
- .png, .gif, .jpg or.bmp format.
Read our full list of image guidelines here.
How do I hide an Active Directory field for a user if they don't have this information?
Some users will not have any information under certain Active Directory fields, e.g. mobile numbers, social media URLs, fax numbers, etc.
You can set up your Crossware Mail Signature account to ensure that the label (description) for the field doesn't show up if there is no content in your AD.
Read the article here.
Can you append a different signature when you're sending an email internally or externally?
Yes, you can.
There's no need to create two different signatures for internal and external recipients: instead you can simply apply internal / external settings on your signature blocks to customise the look of your signature depending on whether recipients are internal or external to the company.
For instance, if you want a signature that showcases your contact information to everyone, but only shows a legal disclaimer to external recipients.
1. Create a Signature Block and add your legal disclaimer to the editor.
2. Under Who is this block for?, select External.
2. Under Who is this block for?, select External.
3. Save your block.
4. Click Signatures in the sidebar menu and choose the signature you would like to add your external disclaimer to.
5. Edit the signature
6. Add the newly created block to the signature in its desired place.
Click the <- beside it, or drag and drop it to your chosen place on the left hand side of the dialogue box.
You can also add any other Signature Blocks at the same time and easily reorder these by dragging and dropping
7. Preview, then SAVE your signature.
Your disclaimer will now appear on your emails with this signature only when you send an email external to your company.
If I have multiple email domains, how do I ensure all my emails have signatures added?
We only accept mail from the domains that you allow in your Microsoft 365 environment. Crossware Mail Signature will reject any domains that are not listed.
You can check the domains you currently have enabled and add any that are not listed.
1. Log in to Crossware Mail Signature.
2. Select the Deployment Status tile.
3. Under ID 4. WAAD Status, click on Details.
2. Select the Deployment Status tile.
3. Under ID 4. WAAD Status, click on Details.
These details will show you the domains you have enabled, e.g. Crossware365.com, crossware.onmicrosoft.com, etc.
If any mail domains are not listed, you will need to set this up.
Please follow this article for setup instructions - How can I verify my domains using graph explorer
Why are my Active Directory changes not showing up in my signatures?
So, you've made changes to your Active Directory through Microsoft 365 but are not seeing the changes in the signatures affixed to your emails?
This is generally due to Microsoft caching. Every change you make can take Microsoft 30 - 50 minutes to update your Microsoft 365 account.
Unfortunately this is out of Crossware's control.
Why are signatures not being added to my emails?
Signatures not being added to your signatures can be caused by two main reasons.
(A) The issue may be caused by you not being part of the correct Microsoft 365 group.
The process of Crossware Mail Signature Setup involves the creation of two Connectors and a Mail Rule. The Mail Rule links to your chosen Microsoft 365 Group, and causes any user within this Group to have their emails passed to the Crossware Servers via the new Connectors where the correct signature is applied. The email is then returned to your server for final delivery to your recipient. Adding users to this Group will ensure that the user's emails will go to the Crossware servers and have a signature applied if one is available to that user.
1. Go to Microsoft 365 Admin Center > Admin > Exchange > Recipients > Groups.
2. Find the CrosswareMailSignatureUsers group.
3. Check that the user is in the list of group members.
4. If they are not in the group, click EDIT, and add the new user.
2. Find the CrosswareMailSignatureUsers group.
3. Check that the user is in the list of group members.
4. If they are not in the group, click EDIT, and add the new user.
When a new user is added to an Microsoft 365 group, it can take up to 15 minutes before this group is updated and this user is made available for the Crossware Mail Signature service.
If after 15 minutes the signature is still not being affixed, you can check whether the user is available in this group by using Graph Explorer:
How can I verify a person's group using graph explorer?
(B) It is also possible that your signatures are not being applied due to the Signature Configuration not being assigned to that particular user.
To verify that this user's emails have been sent to Crossware for processing, you can check your email headers in Outlook.
1. Open your email in a new window.
2. Go to File > Info > Properties and find the Internet Headers section.
3. If you see the below lines in your Headers section, then the email is passing via the Crossware Servers but there is no signature configuration assigned to the user.
2. Go to File > Info > Properties and find the Internet Headers section.
3. If you see the below lines in your Headers section, then the email is passing via the Crossware Servers but there is no signature configuration assigned to the user.
X_CwesigProcessed: Y
X_MAIL_SIG_VERSION: 4.0.2.1820
X_MAIL_SIG_SERVER: smtpworker-in-0.xware-trial-1.o365.crossware.co.nz
X_CWRandom: 1
X_MAIL-SIG_CONFIGNAME: Random
X_MAIL_SIG_CONFIGNAMEAPPLIED: Random
MIME_Version: 1.0
4. Please check the Crossware Mail Signature signature assignment options under Assigned to: to confirm that the signature has been assigned correctly.
If your Headers look correct and your assignment is correct but you are still having issues, please contact us for further help
What happens to the signatures I created during my trial when I become a customer?
As long as you purchase Crossware Mail Signature before the end of your trial period, all of your signature configurations including signatures, signature blocks, rules and fields will be automatically transferred to the purchased product.
These will be immediately accessible for you to you edit and configure.
I'm having a support issue / think I've found a bug. Who do I contact?
If you're having issues and can't find your answer in our Knowledge Base, get in touch with our friendly Support team via our webform here