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How to apply client-side signatures for shared mailboxes?

Payal Arya
  • Updated

Scenario

You send emails from shared mailboxes and wish to apply client-side signatures so that you can see the signatures for the shared mailbox while composing the email. 

This may help you avoid a personal signature from being applied to the shared mailbox, or it may be useful for organizations that only use client-side signatures.

Resolution

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

Pre-requisites for Exclaimer Cloud Outlook Add-in and Exclaimer Cloud Signature Update Agent:

If your shared mailbox's user accounts are set to Sign-in blocked, then Exclaimer Cloud will not synchronize the details for the shared mailbox by default. Please raise a support ticket requesting that SyncDisabledMailboxes be enabled for your subscription.

Example:

Once you receive the confirmation that the feature has been enabled for your subscription:

  • Please perform a manual data synchronization to ensure that all your shared mailboxes are synchronized.

  • Ensure that the shared mailbox is included within the Senders list for the signature you want to apply.
    Example:


  • Ensure that the signature is enabled for the client-side.
    Example:


  • Once you make the relevant changes to the signatures or rules, the Outlook Add-in can take up to 60 minutes to reflect these changes.

Please click on the options listed below to go through the detailed description:

Exclaimer Cloud Outlook Add-in
The Exclaimer Cloud 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 Cloud Outlook Add-in:
  1. When you compose an email in Outlook, change the From address to the shared mailbox.

    NOTE: If you do not see the From address, click the Options menu, click the ellipses (...), then select From (the exact location of this setting varies between Outlook versions).

    Example:
  2. Now, open Exclaimer Cloud Outlook Add-in.

  3. Select the required signature for the shared mailbox.

    Example:


  4. The selected signature is inserted into the body of the email.

    Example:
Exclaimer Cloud Signature Update Agent
The Exclaimer Cloud 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 Exclaimer Cloud Signature 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.
    Example:
  1. When you compose an email in Outlook, change the From address to the shared mailbox.

  2. The signature will automatically switch to the signature for the shared mailbox.

    Example:
    NOTES:

     - You can still manually select a different signature using the signatures dropdown menu on the toolbar in Outlook.

    Example:


    - 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 Exclaimer Cloud Signature Update Agent will not download the signatures for the additional mailboxes.

    Example:


To configure the Exclaimer Cloud Signature Update Agent to download signatures for additional mailboxes (per machine):
  1. Navigate to the installation directory for the Exclaimer Cloud Signature Update Agent:

    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

  3. Edit the file in Notepad.

  4. Change the value of IncludeAdditionalMailboxes from False to True.

    Example:


  5. Save the changes to the file.

  6. Close the Notepad.

  7. Re-run the Exclaimer Cloud Signature Update Agent from the Start menu to download the additional user signatures.
    NOTE: The user will be prompted for credentials for each additional mailbox - they should enter their own credentials to authenticate.
To apply signatures for shared mailboxes added as additional mailboxes
  1. When composing an email in Outlook, change the From address to the shared mailbox.

  2. Use the signatures dropdown menu in Outlook to manually select the signature for the shared mailbox.
    Example: