Show different content to different people

One template can say different things to different people. A row of the signature can have versions, such as a "Book a demo" line for Sales and a "Get help" line for Support, and an image can switch to another logo for one office or brand. Each sender gets the version that fits them when their signature is built, so you do not need a separate template for every department.

Everything is chosen from menus in the editor. Nothing you type is run as code.

Give a row versions

1. Open the template in the editor and click the row (its padding or an empty part of it, not an element inside it).
2. In the settings panel, open When it shows and select Add a version.
3. The new version starts as a copy of what is in the row now, and is shown on the canvas. Change its content as you would any row: add, remove or edit elements.
4. Under Show when, choose who sees this version (see below). Give it a Name if you like, such as "Sales". The name is shown on the row's tabs and in the preview, never in the sent signature.

The row now has tabs above it on the canvas, one per version and one for Otherwise. Select a tab to show and edit that version. Otherwise is what the row held before you added versions, and it is what everyone else sees.

Under Versions, checked in order, the versions are listed in the order they are checked. A sender sees the first version that matches them, so put the narrowest one first. Select a version to edit it, and use Check earlier and Check later to move it. A row can have up to eight versions.

Show a row to some people only

To show a row only to Sales, give it one version for Sales and select Leave out "Otherwise". Everyone else then gets no row at all, with no gap where it would have been. Select Show "Otherwise" again to bring it back.

To remove a version, select it and then Remove this version. When the last version is removed, the row is an ordinary row again.

Choose who sees a version

Each version has its own conditions. A condition is three choices: a field, a test and a value. Select Add a condition for another, up to five.

• The field is any detail the editor offers for wording other than the dates, such as Department, Job title, Office location, Company name, City, Country or a custom attribute.
• The test is one of equals, does not equal, contains, starts with, is one of, has a value or is empty. For is one of, type each value and press Enter, up to 50.
• Member of group tests whether the sender belongs to one of your Microsoft 365 groups, with is or is not. These are the groups synced from your directory, the same ones signature rules use.

Choose All of these when every condition must be true, or Any of these when one is enough. The line under the conditions says in words what you have chosen, for example "Shows when Department is one of Support, Service desk and the sender is not a member of Contractors."

Values are compared without regard to capitals or to spaces at either end, so "sales" matches "Sales ". A version with no conditions matches everyone.

Several logos in one template

An Image element can carry other pictures for some senders, for example a different logo for each brand or office.

1. Select the image.
2. Under What it shows, find Image for some senders and select Add an image for a condition.
3. Upload the picture or paste its address, and choose who gets it under Show when, exactly as for a version of a row.

The images are checked in order, and a sender gets the first one whose conditions they match. Everyone else gets the image set at the top of What it shows, listed as Otherwise. Every picture keeps the width, height and link set for the element, so the signature's layout does not move between senders.

Preview each version

When a template has versions or alternative images, the preview's header has a Show as list beside My details. Pick a version, Otherwise for a row, or a logo, and the preview fills in sample details that meet it, so you can check a version even before anyone in your directory matches it. Pick "Show as: the sample person" to go back.

With My details turned on, the preview uses your own details and groups, so it shows the versions your own signature would get.

Good to know

• Empty fields are still hidden. A field with no value is left out of every version, as it is anywhere else. A condition can only choose between versions; it never makes an empty field show. See Merge fields and empty fields.
• Signature rules choose the template; versions choose within it. Use a rule when people need a different template altogether, and versions when only part of the signature changes. See How rules work.
• The relay and the Outlook add-in decide the same way. Both build the signature with the same conditions, so a sender gets the same version whichever way their email is signed.

Related articles

• Using the signature editor
• Merge fields and empty fields
• Logos, images and photos
• Edit the HTML