Knowledge Base

How to add signatures to Office 365 shared mailboxes

Problem:

You would like to add email signatures to shared mailboxes in Office 365.

Solution:

CodeTwo Email Signatures for Office 365 supports Office 365 shared mailboxes. Your shared mailboxes might need to be reconfigured if you want to use all features of the program. Click the links below to learn more.

Server-side signatures

Client-side signatures

Troubleshooting

Combo mode

When using CodeTwo Email Signatures for Office 365 in combo mode, the solution depends on the email client that is used to send emails from shared mailboxes. Use client-side signatures for messages sent from Outlook desktop app (provided that users have installed and are logged in to the CodeTwo Signatures Add-in for Outlook), and server-side signatures for messages sent from other email clients and mobile devices.

Configure a shared mailbox in Microsoft 365 admin center

Office 365 shared mailboxes need to be correctly configured if you want to use all the features of CodeTwo Email Signatures for Office 365 (including the Sent Items Update service).

Configure users' delegate rights (Send As / Send on Behalf) to a shared mailbox

Signatures added to shared mailboxes by the CodeTwo software are based on the sender's delegate rights, as mentioned below.

To assign delegate permissions to users, you need to:

  1. Open your Microsoft 365 admin center (Office 365 admin center).
  2. Choose Groups > Shared mailboxes from the navigation menu on the left and select a shared mailbox that you want to configure. The settings window opens (Fig. 1.).

Configuration of a shared mailbox in Microsoft 365 admin center: delegate permissions.
Fig. 1. Configuration of a shared mailbox in Microsoft 365 admin center: delegate permissions.

  1. Click Customize permissions in the Members section (see Fig. 1.).
  2. A new window opens (Fig. 2.). Configure users who can Send as and Send on Behalf of this shared mailbox. Depending on these delegate permissions, when users send emails as / on behalf of the shared mailbox, CodeTwo Email Signatures for Office 365 working in server-side mode adds the signature configured for this mailbox / for the original sender. Learn more

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Fig. 2. Shared mailbox permissions.

Enable message copying to the Sent Items folder of a shared mailbox

Info

This step is required if you want to use Sent Items Update with server-side signature rules. Message copying is not required when using client-side rules. However, you may want to have this feature turned on, depending on company policies related to mailbox use that are set in your organization.

If message copying is enabled for your Office 365 shared mailbox, the messages sent by users with delegate (Send As / Send on Behalf) rights are copied to the Sent Items folder of the shared mailbox. This allows the CodeTwo Sent Items Update (SIU) service to update the Sent Items folder of your shared mailbox with signatures.

To configure message copying in Office 365, you need to:

  1. Access the settings of your shared mailbox (see steps 1-2 from Configure users' delegate rights...).
  2. If message copying to Sent Items is disabled (see Fig. 3.), you need to turn it on. Click Edit next to Sent Items to open the configuration window.

Configuration of a shared mailbox in Microsoft 365 admin center: message copying.
Fig. 3. Configuration of a shared mailbox in Microsoft 365 admin center: message copying.

  1. Turn on all copying mechanisms, as shown in Fig. 4.

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Fig. 4. Message copying options.

When message copying is enabled, all emails sent by users as / on behalf of your shared mailbox will be copied to the Sent Items folder of this mailbox. The CodeTwo Sent Items Update service can update these emails with signatures, depending on the senders' delegate permissions:

Which Sent Items are updated by the CodeTwo software?

  • If a user sends an email as a shared mailbox, SIU recognizes the email as sent by the shared mailbox and updates only the message copy in the Sent Items folder of the shared mailbox, with the signature defined for this mailbox (Fig. 5.). The original email in the user's Sent Items is not updated with any signature.

 Send As rights: SIU updates emails in the Sent Items of a shared mailbox.
Fig. 5. Send As rights: SIU updates emails in the Sent Items of a shared mailbox.

  • If a user sends an email on behalf of a shared mailbox, SIU identifies this user as the sender and updates only the message in the Sent Items folder of the user, with the signature defined for this user (Fig. 6.). The message copy in the shared mailbox's Sent Items is not updated with any signature.

Send on Behalf rights: SIU updates emails in the Sent Items of the sender.
Fig. 6. Send on Behalf rights: SIU updates emails in the Sent Items of the sender.

Create a dedicated server-side signature for a shared mailbox

If you want the program to add a dedicated signature to emails sent from your shared mailbox, you need to:

  1. Create a new server-side signature rule in the Manage Signatures App. Learn more
  2. On the Senders tab, add your shared mailbox to the list of conditions (by clicking Add > Selected senders and selecting the shared mailbox from the list), as shown in Fig. 7.

Adding a shared mailbox to the conditions of a signature rule.
Fig. 7. Adding a shared mailbox to the conditions of a signature rule.

  1. Go to the Design tab and compose a signature for your shared mailbox (Fig. 8.).

Designing a signature for a shared mailbox.
Fig. 8. Designing a signature for a shared mailbox.

  1. Configure the other rule settings according to your preferences.
  2. Save all changes.

From now on, depending on the sender's delegate rights (Send As / Send on Behalf), emails sent from this shared mailbox will be stamped with the signature you created for this mailbox or with the signature of the sender:

Which signatures are added to emails sent as / on behalf of shared mailboxes in server-side mode?

  • If a user sends an email as a shared mailbox (default), CodeTwo Email Signatures for Office 365 recognizes the email as sent by the shared mailbox and adds the signature defined for this mailbox (Fig. 9.).

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Fig. 9. A sample email sent as a shared mailbox.

  • If a user sends an email on behalf of a shared mailbox, the CodeTwo software identifies this user as the sender and adds the signature defined for this user (Fig. 10.), according to your rules.

A sample email sent on behalf of a shared mailbox.
Fig. 10. A sample email sent on behalf of a shared mailbox.

If you want to configure users' delegate rights to your shared mailbox, see this section.

Create a dedicated client-side signature for shared mailbox users

To use client-side signatures when sending emails from a shared mailbox, you must first create a client-side signature rule that will include all users who can send messages from the shared mailbox. To do so:

  1. Create a new client-side signature rule in the Manage Signatures App. Keep in mind that the rule name will be the same as the name of the signature template made available in Outlook desktop app. Learn more about creating client-side signature rules 
  2. On the Senders tab, add all users who have been assigned Send As or Send on Behalf permission to your shared mailbox(es) to the list of conditions (by clicking Add > Selected senders and selecting the shared mailbox users from the list), as shown in Fig. 11.

Adding Senders to the client-side signature rule.
Fig. 11. Adding Senders to the client-side signature rule.

  1. Go to the Design tab, open the Signature template editor by clicking the Edit signature button, and create a signature for your shared mailbox (Fig. 12.). Learn more

Creating a client-side signature template.
Fig. 12. Creating a client-side signature template.

  1. When done, close the editor and click the ESIG for O365 rule save (Save) button (Fig. 13.) to save and submit changes to CodeTwo Azure servers.

Saving changes to a client-side signature rule.
Fig. 13. Saving changes to a client-side signature rule.

Add a client-side signature to an email sent from a shared mailbox

Client-side signatures are added to emails as users type them in an Outlook desktop app. Follow the steps below to select the shared mailbox signature prepared in this section and send an email as a shared mailbox:

  1. Click New Email.
  2. Click From and select Other Email Address from the drop-down list (Fig. 14.).

Sending an email from another email address.
Fig. 14. Sending an email from another email address.

Important

If the From field is not displayed in the email compose window, go to the Options tab and click the From button on the ribbon.

Displaying the From field.
Fig. 15. Displaying the From field.

  1. In the new window, click From (Fig. 16.).

Selecting a different sender.
Fig. 16. Selecting a different sender.

  1. Select the shared mailbox address from the contact list displayed in the new window (Fig. 17.) and click OK.

Selecting a shared mailbox from the Global Contact List.
Fig. 17. Selecting a shared mailbox from the Global Contact List.

  1. Click OK twice to return to the email compose window
  2. Click Signature on the Message tab (Fig. 18.).

Selecting the shared mailbox signature.
Fig. 18. Selecting the shared mailbox signature.

Info

If you do not see the signature, you need to wait for the automatic synchronization of CodeTwo Signatures Add-in for Outlook. It is also possible to force the synchronization by opening the More (Esig_hamburger_button) menu in the add-in’s window and clicking Force signature refresh, as shown in Fig. 19.

Signature add-in synchronization.
Fig. 19. Forcing the signature add-in synchronization.

Select the signature you prepared for shared mailbox users from the drop-down list. It will be added to your email (Fig. 20.).

A client-side signature added to an email that will be sent  from a shared mailbox.
Fig. 20. A client-side signature added to an email that will be sent from a shared mailbox.

Troubleshooting

Emails sent as a shared mailbox are not getting server-side signatures

You configured CodeTwo Email Signatures for Office 365 so that only senders belonging to a specific group (or groups) can get email signatures (as explained in the user's manual). You noticed that emails sent as your shared mailbox are not stamped with any signature.

To solve this problem, you need to check if your shared mailbox is added (as a member) to the group whose members get email signatures from CodeTwo. If not, you need to add it. You can do it in the Microsoft 365 admin center (Fig. 21.) or Exchange admin center.

Adding a shared mailbox as a group member in Office 365.
Fig. 21. Adding a shared mailbox as a group member in Office 365.

Also, you need to open Exchange admin center and make sure that your shared mailbox is not added as an additional group in the conditions of the CodeTwo Exchange transport rule, as shown in Fig. 22. In the example, the group Users with CodeTwo signatures contains all users who should get email signatures, and the shared mailbox was added directly to the The sender is a member of this group condition. Such a configuration is a common mistake and will not work because shared mailboxes are not treated as group objects in Azure Active Directory. As a result, the condition is not fulfilled.

A shared mailbox should not be added directly (as a group) to the conditions of the CodeTwo Exchange transport rule.
Fig. 22. A shared mailbox should not be added directly (as a group) to the conditions of the CodeTwo Exchange transport rule.

If your transport rule configuration is similar, you need to:

  1. Remove your shared mailbox from the The sender is a member of this group condition.
  2. Add the shared mailbox to a group: it can be the group with users who get email signatures (in the example above, this group is Users with CodeTwo signatures) or you can choose another group or create a new one.
  3. Add the group that includes your shared mailbox as a member to the conditions of the CodeTwo transport rule.

See also: