How signatures are added to emails sent as / on behalf of other users
Sometimes, a user or a group of users is granted permission to send emails as other users (including shared and group mailboxes) or on their behalf. These users are referred to as delegates. See the examples below to learn how CodeTwo Email Signatures 365 handles emails sent by users with delegate permissions depending on what signature mode you use.
Cloud (server-side) mode
Example 1: Using the 'Send as' permission
User A is assigned the Send as permission to User B's mailbox. When User A sends an email and selects User B's email address in the From field, the message will be considered as sent by User B.
Result:
- User B's signature will be added, based on signature rules set for User B in CodeTwo's signature app.
- If the Sent Items Update feature is enabled, the signature will also appear in emails stored in User B's Sent Items folder.
Example 2: Using the 'Send on behalf' permission
User A is assigned the Send on behalf permission to User B's mailbox. When User A sends an email and selects User B's email address in the From field, the message will be considered as sent by User A.
Result:
- User A's signature will be added, based on signature rules set for User A in CodeTwo's signature app.
- If the Sent Items Update feature is enabled, the signature will also appear in emails stored in User A's Sent Items folder.
Sent Items Update - additional information
For the Sent Items Update (SIU) feature to work as described above, message copying must be enabled in Exchange Online, as described in this article. If you use the Open another mailbox option (see Fig. 1.) in Outlook on the web (OWA) to access another mailbox and send an email on behalf of it, Exchange Online will not copy that email to your mailbox. This prevents the SIU service from updating the message with a signature.
Fig. 1. For SIU to work in OWA, do not send emails from other mailboxes by opening them as shown here.
For SIU to work correctly, make sure to send an email as or on behalf of another mailbox by using the Other Email Address option in the email's From field (see Fig. 3.B).
Outlook (client-side) mode
User A is assigned either the Send as or Send on behalf permission to User B's mailbox. When User A starts composing an email and selects User B's email address in the From field, the signature added by CodeTwo's Outlook add-in depends on whether the Change CodeTwo Outlook (client-side) signatures to match the email address in the From field setting (Fig. 2.) is enabled.
- If disabled (default setting), User A's own signature will be added.
- If enabled, User A gets the signature set up for User B.
Fig. 2. This setting determines which signature will be added to email as you change the email address in the From field.
Sending an email from vs. sending an email as / on behalf from another mailbox
If you have multiple accounts added to your Outlook app and select another account by choosing it in the From field (as shown in Fig. 3.A), Outlook makes a full switch to that account. As a result, the signature configured for that account will be applied (provided the CodeTwo add-in is deployed to the corresponding user or mailbox).
To send an email as or on behalf of another mailbox, always use the Other Email Address option in Outlook (see Fig. 3.B).
Fig. 3. Sending an email from (A) or as / on behalf of (B) a shared mailbox.
Combo mode
You can use both types of signatures (cloud and Outlook) in the combo signature mode:
- If your emails are routed through the CodeTwo cloud service to get signatures, they will be processed as described in the Cloud (server-side) section.
- If your emails get signatures via the CodeTwo Outlook add-in, refer to the Outlook (client-side) section.
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