Bcc signature matching
Give every copy of an email the external signature when anyone on To, Cc or Bcc is outside your organisation, and what it costs your internal mail.
Microsoft 365 sends each Bcc recipient a separate copy of an email. The copy for the people on To and Cc carries nothing about who was on Bcc, so when everyone on To and Cc is a colleague, that copy gets your internal signature, even if customers were on Bcc. The customers' copies get your external signature. See Use different signatures for internal and external email.
Bcc signature matching closes that gap. With it on, if anyone on To, Cc or Bcc is outside your organisation, every copy of the email gets the signature for outside recipients, and any campaign banner that comes with it.
Bcc signature matching is done by Footer365's mail flow. If your organisation uses the Outlook add-in only, the page says so and the setting takes effect only if mail flow is added, from Getting started. The add-in signs each message once, while it is written, so every copy carries the same signature anyway. Using the Outlook add-in only
How it works
The only way the To and Cc copy can learn about the Bcc recipients is to wait for the other copies to reach Footer365. So with Bcc signature matching on:
- An email with anyone outside your organisation on To or Cc is signed straight away, as it is now. It already gets the external signature on every copy.
- An email whose To and Cc recipients are all colleagues is held for a few seconds before it is delivered. If another copy of it went to someone outside in that time, it is signed with the external signature. If not, it gets the internal one.
The hold is set by Footer365 when it is turned on, usually 10 seconds and never more than 30. Email sent only to colleagues arrives that much later than it does now. That is the cost, and why it is off unless you ask for it.
Footer365 does not read your mailboxes to do this. It only compares the copies of the email that pass through it.
Turn it on
- Ask Footer365 support to turn on Bcc signature matching. If you buy through a reseller, they can ask on your behalf.
- Footer365 emails your organisation's technical contact a link.
- One of your Microsoft 365 Global Administrators opens the link, signs in to the Footer365 portal and selects Authorise. Nobody else can authorise it, and the link works once and expires after 7 days.
Until then the page shows Waiting for authorisation and nothing changes. Once it is on, the page shows who authorised it and when (open it).
To turn it off, ask Footer365 support. Turning it on again needs a new authorisation.
Good to know
- If a copy for outside recipients takes longer than the hold to reach Footer365, the To and Cc copy is signed as internal, as it would be without this setting. The audit log entry for the email shows which signature each copy got.
- Email sent from Outlook with the Footer365 add-in is not affected: the add-in sees To, Cc and Bcc as you write, and every recipient gets the one signature it inserts.
Related
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