Migrating from CodeTwo to Exclaimer: A simple step-by-step guide

If you’re using CodeTwo, you may already have strong control over email signatures. But that control can come with added complexity, maintenance overhead, and tighter dependencies on your email infrastructure or Microsoft 365 connectors.. 

Migrating to Exclaimer simplifies that. It reduces overhead for IT teams by providing them with the tools to delegate signature updates to other teams, without compromising on governance or security. 

This guide shows you how to move from CodeTwo to Exclaimer without disrupting email flow. You’ll see what to prepare, how to migrate step by step, and how to confirm everything is working as expected. 

Should you switch from CodeTwo to Exclaimer?

CodeTwo is a capable solution for Microsoft-focused environments where IT needs tight control over how signatures are applied. 

But as requirements grow, that setup can become harder to manage. Teams often run into challenges like: 

• IT-owned workflows that limit safe delegation to other teams 

• Limited flexibility outside Microsoft environments 

• More time spent maintaining rules, templates, and deployments  

Exclaimer takes a different approach. It centralizes control over email signatures in a single platform, with role-based access that lets IT set guardrails while other teams manage day-to-day updates. It also supports a wider range of environments and integrations, with built-in audit visibility for compliance and oversight. 

If you’re looking to simplify management while keeping control, it’s a switch worth considering. 

CodeTwo vs Exclaimer: Comparing key features and integrations

Looking at both platforms side by side helps clarify where each one fits. Here’s how CodeTwo and Exclaimer compare across the areas that matter most. 

Exclaimer offers broader platform support, more directory integrations, and SOC 2 Type II certification, while CodeTwo focuses primarily on Microsoft environments.

Both platforms offer strong control. The difference is how well each one supports multi-platform environments, integrations, and consistent branding beyond email. 

Where the difference shows at scale

See the difference in how Exclaimer and CodeTwo handle control, governance, and scalability.

View the comparison

What to prepare before migrating from CodeTwo to Exclaimer

A smooth migration starts with a clear picture of how your current setup works. With CodeTwo, that usually means looking beyond templates and into rules, dependencies, and how much day-to-day management sits with IT. 

1. Audit your current signatures

Start by reviewing how CodeTwo is configured today. 

• Document existing signature templates, rules, and user assignments

• Identify where signatures vary by department, region, or group  

• Note any transport rules, Microsoft 365 connectors, server dependencies, or hybrid setup requirements tied to CodeTwo

This gives you a baseline for what needs to be recreated, what can be simplified, and what no longer needs to carry over. 

2. Define how signatures should work going forward

Don’t treat the migration as a straight copy-and-paste exercise. It’s a chance to simplify how signatures are managed and structured with features like Brand Kits. 

• Decide how signatures should vary by team, region, brand, or role 

• Confirm which elements must stay fixed, such as disclaimers or legal wording

• Align with other teams, like marketing and compliance, on who owns updates after rollout  

Exclaimer makes it easier to separate control from day-to-day editing, so it’s worth agreeing on ownership early. 

3. Clean and validate user data

Signature accuracy depends on the quality of the data feeding it. 

• Review directory fields such as job title, phone number, office location, and department 

• Remove outdated, duplicated, or inconsistently formatted entries  

  Confirm which directory sources you want Exclaimer to sync with  

This step is especially important if you’re moving from a Microsoft-only setup and want to take advantage of Exclaimer’s broader directory support. 

4. Map your environment and integrations

Take stock of the systems connected to your current signature setup and the ones you want to support going forward. 

• Confirm whether you’re running Microsoft 365, Exchange, a hybrid environment, or multiple platforms 

• Identify CRM, directory, or scheduling tools you may want to connect in Exclaimer 

• Review any current limitations in CodeTwo around integrations, targeting, or non-Microsoft environments  

This helps you avoid rebuilding around old constraints and gives you a cleaner path into Exclaimer’s broader platform support. 

5. Plan your rollout

Avoid changing everything at once, especially if your current setup includes multiple rules, groups, or environments. 

• Choose a pilot group that reflects your wider organization 

• Set a phased rollout plan by team, region, or business unit 

• Prepare a short internal update so users know what’s changing and what isn’t  

A phased rollout makes testing easier and gives you room to catch issues before they affect everyone. 

How to migrate from CodeTwo to Exclaimer, step by step

To migrate from CodeTwo to Exclaimer, connect Exclaimer to your email environment, rebuild your templates, configure rules, test with a pilot group, deploy in phases, then decommission CodeTwo—typically completed within 2-4 weeks.

A structured approach keeps the migration predictable and avoids carrying unnecessary complexity into your new setup. Most teams find this is also a good opportunity to simplify how signatures are managed overall.

Quick start migration checklist

1. Set up Exclaimer

Start by connecting Exclaimer to your email environment and establishing a clean foundation for signature management. 

• Connect to Microsoft 365, Exchange, or your hybrid setup 

• Enable directory sync to pull in user data automatically 

• Confirm permissions and initial configuration  

This step moves email signature management away from infrastructure and into a centralized platform. 

2. Rebuild and improve your templates

Rebuild your existing CodeTwo signatures in Exclaimer, but avoid recreating unnecessary complexity. 

• Get started quickly with built-in templates, or recreate your previous setup using the editor (Exclaimer can help with this)

• Apply consistent branding, formatting, and layouts 

• Add or standardize legal disclaimers across templates  

Many teams use this step to reduce the number of templates and remove variations that have built up over time. 

3. Configure rules and permissions

Define how signatures should be applied across your organization, using a simpler and more flexible rule structure. 

• Assign signatures by group, department, role, or location 

• Set up role-based access so teams can manage content safely 

• Lock down key elements such as disclaimers or branding  

The aim is to keep control centralized while reducing the need for IT to manage every change. 

4. Test before rollout

Before deploying widely, validate that everything works across your environment. 

• Send test emails across desktop, mobile, and web clients 

• Check formatting, links, and signature placement 

• Test different user scenarios and rule conditions  

This helps catch any issues early, especially if your previous setup relied on complex rules or hybrid configurations. 

5. Deploy in phases

Roll out Exclaimer gradually to minimize disruption and give yourself room to adjust. 

• Start with a pilot group that reflects different teams or regions 

• Gather feedback and make refinements 

• Expand rollout in stages across the organization  

A phased rollout is especially useful when moving away from a more complex CodeTwo setup. 

6. Decommission CodeTwo

Once Exclaimer is fully in place, remove your previous configuration to avoid overlap and confusion. 

• Disable CodeTwo rules, templates, and policies

  Remove Microsoft 365 connectors and retire any related infrastructure or server dependencies tied to CodeTwo

  Confirm all users are receiving signatures through Exclaimer 

At this point, email signature management should be fully centralized with less ongoing maintenance required. 

Post-migration checklist: How to verify your Exclaimer rollout

After rollout, confirm everything is working as expected across your environment:

• Signatures apply consistently across all devices
• User data syncs correctly
• Branding is consistent across all templates
• Rules behave as expected
• Role-based access is set correctly for delegation
• No reliance on legacy infrastructure
• Activity logging is in place where needed for compliance or internal review

You should also see reduced admin overhead compared to your previous setup. 

Start your migration to Exclaimer today

By switching from CodeTwo to Exclaimer, you’ll move away from infrastructure-heavy management and toward a simpler, centralized approach. 

Exclaimer offers: 

• Consistent signatures across every user and device 

• Clear ownership between IT and other teams

• Less time spent managing complex rules and configurations

• No more manual maintenance of individual signatures

If your current CodeTwo setup takes more effort than it should, it’s worth simplifying. Start your migration to Exclaimer today.