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. Use the links below to learn more.

Create a dedicated 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 signature rule in the Manage Signatures App. Learn more
  2. On the Senders tab, add your shared mailbox to the list of conditions, as shown in Fig. 1.

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Fig. 1. 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. 2.).

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Fig. 2. 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?

  • 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. 3.).

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Fig. 3. 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. 4.), according to your rules.

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Fig. 4. 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.

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 earlier.

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. 5.).

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Fig. 5. Configuration of a shared mailbox in Microsoft 365 admin center: delegate permissions.

  1. Click Customize permissions in the Members section (see Fig. 5.).
  2. A new window opens (Fig. 6.). 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, the CodeTwo software adds the signature configured for this mailbox / for the original sender. Learn more

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Fig. 6. Shared mailbox permissions.

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

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. 7.), you need to turn it on. Click Edit next to Sent Items to open the configuration window.

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Fig. 7. Configuration of a shared mailbox in Microsoft 365 admin center: message copying.

  1. Turn on all copying mechanisms, as shown in Fig. 8.

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Fig. 8. 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. 9.). The original email in the user's Sent Items is not updated with any signature.

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Fig. 9. 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. 10.). The message copy in the shared mailbox's Sent Items is not updated with any signature.

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Fig. 10. Send on Behalf rights: SIU updates emails in the Sent Items of the sender.

See also: