How to setup Office 365 Email signature for Shared mailbox?

A Shared Mailbox is very practical for users who would like to collaborate. Let’s consider that in a company there are 5 graphic designers who would like to work on a common project. Now having a separate email address and password makes it difficult for them to store documents, reply to customer’s emails. It can create duplicate copies of the mails or they might be replying/enquiring the same client twice. A person might easily miss out important info that is conveyed to another person in the team. In this situation, a shared mailbox can save the day. A shared mailbox has an email address attached to it, but does not have a password of its own. It also does not consume an Office 365 license except in few scenarios. The members to a shared mailbox can be added from the Office 365 admin center. Once added, the shared mailbox appears in the member’s Outlook email. All the members of the shared mailbox can collectively send and reply to the emails as if it is a common mailbox. Any calendars, files which are stored in the shared mailbox can be accessed by all the respective members. The common email address of the shared mailbox can be shared with others and if a potential client replies to an email, any member of the shared mailbox can conveniently reply back. For a normal mailbox it is possible to add email signatures. But, is it possible to add an email signature to the mails from a shared mailbox? Well, Yes! In this article, let us see the different methods of adding Office 365 signature to the shared mailboxes.

Setup email signature for Office 365 Shared mailboxes from Outlook Web Application (OWA)


Follow the steps below to setup email signatures for your Shared Mailbox from the Office 365 admin center.

Step  1 : Login to your Office 365 account with admin credentials.

Step  2 : Click on the Admin gear icon to go to the Microsoft 365 admin center.

Microsoft 365 Admin

Step  3 : Click on Exchange to go to the Exchange admin center.

Select Exchange

Step  4 : Here, expand Mail flow and click on Rules.

Mail Flow Rules

Step  5 : Click on the ‘+’ sign and select ‘Apply Disclaimers’.

Apply Disclaimer

Step 6 : Under ‘Apply this rule if..’ select ‘The sender is’ and choose your Shared Mailbox from the list. Click OK.

Choose Shared Mailbox

Step 7 : Under ‘Do the following… section’, select the ‘Append the disclaimer..’ option. Enter an HTML signature code of your choice and a disclaimer text in the text box. You can further configure other types of rules such as exceptions to remove the signatures on replies or if the email contains specific words.

Step  8 : Finally click on ‘Save’ at the bottom to save the new rule.

A point to be noted is that the signature can change depending on how the rights and permissions are assigned to the user. If the user has ‘Send as’ permission to the shared mailbox, then the emails get the signatures designed for the shared mailbox. If the permissions are ‘Send on behalf of’, then the signature from the user mailbox is appended.

Are there any pros and cons for this method?

Pros

  • The rules are automatically added on the server side.
  • The rules are helpful when you want to specifically exclude the signatures depending on the keywords, senders etc.

Cons

  • Adding an HTML code in the disclaimer text box needs extensive knowledge on HTML coding, if you need to make your signature look professional.
  • If you do not use a HTML signature code, disclaimers added in the text box do not show up in the sent items folder. It is also not possible to preview the disclaimer text on-the-fly while composing an email.
  • In replies, the signature normally gets appended to the end of all the conversations.

Setup email signature for Office 365 Shared mailboxes using Microsoft Outlook

Follow the steps below to setup email signatures for your Shared Mailbox using Microsoft Outlook 2010. Although the steps might be a little different in higher versions of Outlook, the concept is more or less the same.

Step  1 : Open Microsoft Outlook (version 2010) on your PC.

Step  2 : Click on File in the top left corner and click on Options.

Step 3 : Select the Mail option in the left pane and click on the ‘Signatures’ button.

Step 4 : Under Signatures and Stationery window click on ‘New’ to create a new signature. Type a name for your signature and click OK.

Step 5 : Under Edit Signature window, you can enter the signature of your choice or copy and paste a suitable HTML signature. Once you have created a signature of your choice, you can select whether this signature must be appended to new mails or replies/forwards etc.

Are there any pros and cons for this method?

Pros

  • Easier setup than doing it from the Exchange admin center.

Cons

  • Must have Microsoft Outlook installed on your PC.
  • The filter options are not as advanced when compared to the OWA.
  • Shared mailbox address has to be selected manually during compose.

Setup email signature for Office 365 Shared mailboxes using Sigsync email signature service.

Follow the steps below to setup email signatures for your Shared Mailbox using Sigsync email signature service.

Prerequisites: If you do not have a Sigsync account, you first need to setup an account and make use of the trial version to test the working features of the service. For adding a tenant, you must have a Microsoft Office 365 account.

Step 1: Head over to https://www.sigsync.com and login with your account if you already have one. Or else setup a new account and follow the on-screen steps. If you are a new user, you need to first add a tenant. After adding the tenant you can start adding the signatures to it.

Step  2 : In the Dashboard page, click on ‘Manage Tenants and Signatures’.

Step 3 : In the Manage Email Signatures page, click ‘Create, Edit, Manage Signatures’ for the specific tenant to add email signatures.

Step  4 : Under Tenants, select the ‘Signature Rules’ option from the left pane.

Step 5 : In the Signature Rule page, give a name to your rule and select the Senders and Receivers tab. Under ‘Add Signature-based on Senders’ choose ‘Selected Senders’ and click on the ‘Edit’ link as shown.

Step 6 : In the window that opens, select the shared mailbox account and click ‘Save’. You can play around with the other rules to add/disable signatures based on the senders and the recipients. Once you have set the required rules, click on ‘Save Changes’

Step 7 : To create a new signature, click on ‘Signature Generator’. In this page, you can create a new signature of your choice and assign the rule you created for the shared mailbox account. Now the mails from the shared mailbox will be appended with this signature. It is also possible to set different signatures for different users of the shared mailbox based on the keyword rules.

Using Sigsync Office 365 email signature service you can choose and customize from a variety of templates. Best of all, it maintains your corporate identity across the entire organization in a single place. To top it additionally, there is even a free trial to test all the features to your heart’s content. Our 24/7 customer support will be more than happy to lend you a helping hand and can design free signatures to suit your business needs.

  • Setting up signatures can be done without needing to know advanced HTML coding.
  • Signatures for different users can be set up.
  • Signatures are optimized for mobile devices and are appended directly under replies.
  • Disclaimers and signatures are displayed on-the-fly while composing an email. This is very much essential if you are legally concerned about what text has been added.
  • Cloud based and centralized allows you to manage the signatures under one single roof!
  • You can test out the trial version with the features free of cost.

More information about Sigsync signature service can be found visiting https://www.sigsync.com/kb/faq.html

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