How to add signatures to emails sent from shared mailboxes

Learn how to configure CodeTwo Email Signatures for Office 365 to add signatures to emails sent from shared mailboxes.

Shared mailboxes are often used a way to collect incoming emails in a single mailbox. These emails can be later answered by one of the designated mailbox users. This way, more than one person in an organization can be responsible for handling high-load communication routes, i.e. email addresses such as orders@example.com, office@example.com, sales@example.com, etc.

For persons from outside the organization, customers or business partners, a shared mailbox can provide a single point of contact. They do not need to know a specific person within the organization to begin communicating with it. This can also help protect the privacy of employees, whose names do not have to be published repeatedly on the internet and in advertising materials.

Depending on user's delegate rights (Send as / Send on behalf) and the selected signature mode, CodeTwo Email Signatures for Office 365 will add email signatures to messages sent from shared mailboxes differently.

Basics

This article shows how to configure CodeTwo Email Signatures for Office 365 for a specific email signatures usage scenario. If you need more basic information, use the links below:

How to configure the program for this scenario

In this scenario, we demonstrate how to configure CodeTwo Email Signatures for Office 365 to add signatures to emails sent by users of a shared mailbox (e.g. orders@example.com). Use the links below to learn how to set up:

Set up user's permissions to a shared mailbox in Microsoft 365 (Office 365)

If you do not yet have a shared mailbox, create it in the Microsoft 365 admin center by following these instructions.

To configure permissions to a shared mailbox, open your Microsoft 365 admin center. Then go to Groups > Shared mailboxes (Fig. 1., item 1) and select a shared mailbox from the list (Fig. 1., item 2). In the Manage mailbox permissions section, click Manage permissions (Fig. 1., item 3).

Accessing shared mailbox permissions in the Microsoft 365 admin center.
Fig. 1. Accessing shared mailbox permissions in the Microsoft 365 admin center.

Click Edit in the Send as or Send on behalf section, depending on your preferred configuration (Fig. 2.). In server-side mode, this will impact which signature is added by the program. Learn more 

Editing the Send as and Send on behalf mailbox permissions.
Fig. 2. Editing the Send as and Send on behalf mailbox permissions.

Click Add permissions and select users that will be allowed to send emails as or on behalf of this shared mailbox (Fig. 3., item A). Confirm by clicking Save. You can remove permissions by using the X button next to users' names (Fig. 3., item B).

Adding (A) or removing (B) users' permission to a shared mailbox.
Fig. 3. Adding (A) or removing (B) users' permission to a shared mailbox.

Important

You might also want to enable message copying to the Sent Items folder if you plan to use the Sent Items Update feature in server-side mode. Learn more

How to add server-side signatures to Microsoft 365 (Office 365) shared mailboxes

In server-side mode, the way signatures are added to emails sent from a shared mailbox depends on users' permissions set for this mailbox:

  • Emails sent by users with the Send as permission will receive a signature configured for the shared mailbox itself. Note that this signature will not contain personalized user's information, e.g. their first name, last name or position.
  • Emails sent by users with the Send on behalf permission will receive a personalized signature, configured for these users.

If a user is assigned both the Send as and Send on behalf permissions in Microsoft 365, the Send as permission takes precedence and will apply to this user. It is not possible for the user to manually choose their delegate permissions when sending an email.

Use the links below to learn how to:

Create a signature rule for use with the Send as permission

First, you need to create a signature rule that will add an email signature to messages sent from a shared mailbox. To do this, go to app.codetwo.com, create a new server-side signature rule and name it accordingly, e.g. Shared mailbox for orders (Fig. 4.).

Creating a new server-side signature rule.
Fig. 4. Creating a new server-side signature rule.

Next, go to the Senders tab. Click Add > Selected senders. In the Select users window, find your shared mailbox (e.g. orders@example.com) on the list, select it and confirm by clicking OK (Fig. 5.).

Selecting a shared mailbox as a sender.
Fig. 5. Selecting a shared mailbox as a sender.

Configure the other rule conditions and options and prepare a signature template to best suit your needs, as discussed here.

Important

When creating a signature template that uses placeholders, remember that, by default, shared mailboxes have no contact information or similar details stored in Azure AD. If this information is not provided, the placeholders will not be replaced with the necessary information once the signature is added to an email sent by a shared mailbox.

When your signature rule is ready, make sure to save your changes by clicking the ESIG for O365 rule save button in the signature management app.

Create a signature rule for use with the Send on behalf permission

If your users have the Send on behalf permission to a shared mailbox, you need to create a signature rule that adds a personalized signature to all emails sent by these users. This can be either:

  • a standard email signature for all employees already in use in your organization

or

  • an email signature designed specifically for the shared mailbox users.

In the case of an existing standard signature, you do not need to make any additional changes to your server-side rules. The program will add automatically add a signature when an email is sent from a shared mailbox.

If you would like to design a special signature template for the shared mailbox users, read this article on creating signatures for specific senders within a Microsoft 365 organization. Note that this signature will be used in all emails sent by the shared mailbox users, not only in those that are sent on behalf of the shared mailbox.

How to add client-side signatures to Microsoft 365 (Office 365) shared mailboxes

In client-side mode, users select their email signatures in Outlook when composing a message. They can also add the signature to emails sent on behalf or sent as a shared mailbox.

It is also possible to create a signature template specifically for use with a shared mailbox. To do this, go to app.codetwo.com, create a new client-side signature rule and name it accordingly, e.g. Shared mailbox for orders (Fig. 6.).

Creating a new client-side signature for the shared mailbox users.
Fig. 6. Creating a new client-side signature for the shared mailbox users.

Go to the Senders tab. Click Add > Group members and select the group containing users with the Send on behalf and/or Send as delegate rights to a shared mailbox. In this example, this is the Sales and Marketing group (Fig. 7.). If no such group exists, click Add > Selected senders instead and select individual shared mailbox users from the list or create a new group (see this Microsoft article to learn more). Confirm by clicking OK.

Selecting a group consisting of users with delegation permissions to a shared mailbox.
Fig. 7. Selecting a group consisting of users with delegation permissions to a shared mailbox.

Go to the Design tab and create a signature template for shared mailbox users, as discussed here.

Important

If you use placeholders in a signature template, the information displayed in an email signature such as email address or telephone number will be taken from the Azure AD account of a user sends an email as or on behalf of a shared mailbox.

If you would like to present different information in the email signature e.g. the email address of a shared mailbox or a helpline telephone number, you need to enter them manually when creating a signature template, without the use of placeholders.

When your template is ready, go to the Options tab, unselect the Set this signature as default for new messages and Set this signature as default for replies and forwards options, as shown in Fig. 8.

Setting up the signature rule so that the signature template for shared mailboxes in not added by default to all emails.
Fig. 8. Setting up the signature rule so that the signature template for shared mailboxes in not added by default to all emails.

Save your changes by clicking ESIG for O365 rule save in the signature management app.

To send an email as or on behalf of a shared mailbox, you need to select the shared mailbox as a sender of your message. To do so, when composing an email in Outlook, click the From button to expand a drop-down list. Select the shared mailbox if it is already on the list (Fig. 9.).

Selecting a shared mailbox as an email sender.
Fig. 9. Selecting a shared mailbox as an email sender.

If the shared mailbox is not on the list, click Other Email Address. Type the email address of a shared mailbox or click From to open the Global Address List and select your shared mailbox (Fig. 10.). Click OK to confirm and close.

Selecting a shared mailbox from the Global Address List.
Fig. 10. Selecting a shared mailbox from the Global Address List.

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 (Fig. 11.).

Displaying the From field in Outlook.
Fig. 11. Displaying the From field in Outlook.

Result

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. If a user sends an email on behalf of a shared mailbox, the program adds the signature defined for this user. Both situations are shown in Fig. 12. 

Emails sent on behalf of (left) and as (right) a shared mailbox with server-side signatures added by CodeTwo.
Fig. 12. Emails sent on behalf of (left) and as (right) a shared mailbox with server-side signatures added by CodeTwo.

In client-side mode, when writing an email in Outlook, users can use their default client-side signature or manually select a signature created specifically for messages sent from (as or on behalf of) a shared mailbox. To select the correct signature, use the Signature drop-down list on the Message tab. The available signature templates can be previewed in the CodeTwo Signatures Add-in pane (Fig. 13.).

The available email signatures are displayed in the CodeTwo add-in and can be selected from the Signatures list in the ribbon.
Fig. 13. The available client-side signatures are displayed in the CodeTwo Signatures Add-in pane in Outlook.

See also

How to add personalized email signatures to emails sent from shared mailboxes

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