How signatures are added to emails sent as / on behalf of other users in on‑premises Exchange Server

Problem:

You send emails as or on behalf of other users or mailboxes in your organization. You would like to control whether CodeTwo software adds your personal signature or the signature of another user or mailbox.

Solution:

You can manage whose signatures are added by assigning appropriate delegate rights (Send As / Send on Behalf) to user mailboxes in your Exchange on-premises organization. Use the links below to learn more.

• What are delegate rights in Exchange on-prem?
• How to send emails as another user with the signature of this user
• How to send emails on behalf of another user with the signature of the person who sends them
• How signatures are added to emails sent from shared mailboxes
• Configuration of delegate rights in Exchange Server

What are delegate rights in Exchange on-prem?

Delegate rights are permissions to:

• have full access to another mailbox,
• send messages as another user (mailbox),
• send messages on behalf of another user (mailbox).

In Exchange on-premises, these rights can be assigned to individual users (mailboxes) or groups. Such users/groups become delegates. See this Microsoft article to learn more.

If you use CodeTwo software, by assigning appropriate delegate rights, you can:

• send an email as another user with the signature of this user;
• send an email on behalf of another user with your signature.

How to send emails as another user with the signature of this user

Example: User Alex wants to send a message as Christie, who is another user in his organization, and this message should have Christie's signature added by CodeTwo software.For this scenario to work:

• Alex needs to have the Send As right to Christie's mailbox. Learn how to set delegate rights
• When composing an email, Alex needs to type/select Christie's address in the From field (Fig. 1., email on the left). When the email is delivered, it looks like it was sent by Christie, and has Christie's signature added by CodeTwo software (Fig. 1., email on the right).

Fig. 1. Emails sent by Alex as Christie appear as sent by Christie (have her signature).

Are signatures added to emails in the Sent Items folder? Who gets them?

If the Sent Items Update (SIU) service is on, CodeTwo software can add signatures to messages in the Sent Items folder of the person who appears to be the sender. In the example above, the email is treated as sent by Christie and has Christie's signature, but Christie does not have this message in her Sent Items, so there is nothing for our software to update.

However, if you send emails as other users or shared mailboxes, you can turn on automatic copying of sent emails from the original sender to the Sent Items folder of a user / shared mailbox that appears to be the sender. This will allow CodeTwo SIU service to add signatures to emails in the Sent Items folder of that user / shared mailbox. Learn more

For signatures to appear in the Sent Items folder, you need to make sure that the SIU service is completely configured. Learn how to configure SIU in:

• CodeTwo Email Signatures On-prem
• CodeTwo Exchange Rules (Pro) (discontinued)

How to send emails as another user with the signature of the person who sends them

Example: User Alex wants to send an email on behalf of Debra, another user in his organization. This email should have Alex's signature, because Alex wants the recipients to know that he was the original sender.

For this scenario to work:

• Alex needs to have the Send on Behalf right to Debra's mailbox. Learn how to set this up
• When composing an email, Alex needs to type/select Debra's address in the From field (Fig. 2., email on the left). When the email is delivered, in the inbox, it looks like it was sent by Debra. But when you open the message, it shows that Alex was the original sender, and it has Alex's signature added by CodeTwo software (Fig. 2., email on the right).

Fig. 2. Emails sent by Alex on behalf of Debra indicate that Alex is the original sender.

Are signatures added to emails in the Sent Items folder? Who gets them?

In the scenario above, the email was sent by Alex on behalf of Debra, and was delivered with Alex's signature. Alex has a copy of this email in his Sent Items folder. If you want this email copy to show Alex's signature, you need to make sure that the CodeTwo Sent Items Update (SIU) service is configured in Alex's organization.

Learn how to configure SIU in:

• CodeTwo Email Signatures On-prem
• CodeTwo Exchange Rules (Pro) (discontinued)

How signatures are added to emails sent from shared mailboxes

When emails are sent as shared mailboxes, signatures are added in exactly the same way as for emails that are sent as other users: the added signature depends on the original sender's delegate rights to the shared mailbox.

Configuration of delegate rights

You can use the classic Exchange admin center (EAC) to manage mailbox delegation. In your EAC, go to recipients > mailboxes (Fig. 4., item 1) and edit a user mailbox to which you want to add delegate users by double-clicking the display name (Fig. 4., item 2) or selecting it and clicking Edit (Fig. 4., item 3). Then, go to mailbox delegation in the Edit User Mailbox window that opens (Fig. 4., item 4).

Fig. 4. Managing delegate permissions to a user mailbox in EAC in an on-premises environment.

To add delegate users to a shared mailbox, go to recipients > shared in your EAC. The remaining steps are the same as for user mailboxes.

To learn more about assigning delegate rights in Exchange organizations, refer to this Microsoft article.