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How to apply client-side signatures for shared mailboxes

  1. Exclaimer Knowledge Base
  2. Solutions
  3. Applying Signatures
Payal Arya
  • Updated

Scenario

You send emails from a shared mailbox and wish to apply Client-Side signatures, so that you can see the signature while composing the email. 

This may help you stop a personal signature from being applied, or it may be useful for organizations that only use Client-Side signatures.

Resolution

The solution depends upon whether you use the Exclaimer Outlook Add-in or the Exclaimer Signature Update Agent.

Pre-requisites:
  • If your shared mailbox's user accounts are set to Sign-in blocked, then Exclaimer will not synchronize the details for the shared mailbox by default. Enable Synchronize Disabled Accounts to synchronize these shared mailbox accounts.


    A mailbox set to Sign-in blocked.
  • Ensure that the shared mailbox is included in the Senders list for the signature you want to apply.

  • Ensure that the signature is enabled for Client-Side deployment.

    The Outlook Add-in can take up to 60 minutes to reflect settings and rules changes.

Select an option below to view the related instructions:

Exclaimer Outlook Add-in
The Exclaimer Outlook Add-in will automatically update its list of signatures based on the From address in Outlook.
To apply a Client-Side signature using Exclaimer Outlook Add-in:
  1. Create your email, then change the From address to the shared mailbox.

    NOTE: The exact location of the From address may vary between Outlook versions. If you do not see the From address, open the Options menu, select the ellipses (...), then select From.


    The From address may be found in the ellipsis menu within the Options menu.
  2. Open the Exclaimer Outlook Add-in by selecting the Exclaimer icon from the Message ribbon (Outlook Desktop) or from the bottom menu bar, ellipsis menu, or menu ribbon (Outlook Web). For more information on accessing the Add-In, see Using the Exclaimer Outlook Add-In.

  3. Select a signature for the shared mailbox from the Add-In pane.


    The Exclaimer Outlook Add-In pane displays all the available signatures.

    This inserts the selected signature into the body of the email.

Exclaimer Signature Update Agent
The Exclaimer Signature Update Agent downloads Client-Side signatures based on how the mailboxes have been configured in Microsoft Outlook.

If the shared mailbox is added as an additional account in the Outlook profile, the Update Agent prompts the user to sign in for the shared mailbox; it will then download any signatures assigned to that mailbox in addition to the primary mailbox in the profile. Proceed to To apply signatures for shared mailboxes added as additional mailboxes below.


The Account Settings window shows the listed profiles.

If the shared mailbox is automatically added to Outlook via full permissions, or if the mailbox is added as an additional mailbox within the Exchange Account Settings window, the Update Agent will not download the signatures for the additional mailboxes. Proceed to To configure the Exclaimer Signature Update Agent to download signatures for additional mailboxes (per machine) below, then continue to To apply signatures for shared mailboxes added as additional mailboxes.


The Exchange Account Settings window shows additional mailboxes.

To configure the Exclaimer Signature Update Agent to download signatures for additional mailboxes (per machine):

  1. Navigate to the installation directory for the Exclaimer Signature Update Agent via one of the following paths:

    Per-user MSI installation:
    %localappdata%\Programs\Exclaimer Ltd\Cloud Signature Update Agent

    Per-machine MSI installation:
    Program Files (x86)\Exclaimer Ltd\Cloud Signature Update Agent

    Click Once installation:
    %localappdata%\AppData\Local\Apps\2.0\Exclaimer Ltd\Cloud Signature Update Agent
  2. Locate the file Exclaimer.CloudSignatureAgent.exe.config and open the file in Notepad.

  3. Set the value of IncludeAdditionalMailboxes to True.


    Enter True to set the value.
  4. Save the changes to the file and close the Notepad.

  5. Re-run the Exclaimer Signature Update Agent from the Start menu to download the additional user signatures.
    NOTE: Users will be prompted for credentials for each additional mailbox - enter the user's individual credentials to authenticate.

To apply signatures for shared mailboxes added as additional mailboxes:

  1. Create your email, then change the From address to the shared mailbox.
    NOTE: The exact location of the From address may vary between Outlook versions. If you do not see the From address, open the Options menu, select the ellipses (...), then select From.


    The From address may be found in the ellipsis menu within the Options menu.
    This allows the second signature to be downloaded and made available; but the sender will need to manually select the signature from the signatures drop-down menu.

  2. To manually select a different signature, use the signatures drop-down menu on the toolbar.


    Select the signatures icon to open the drop-down of available signatures in Outlook.