Scenario
Users send emails from a shared mailbox, but would like to be able to apply a personal signature to some emails.
Resolution
To apply personal signatures to emails sent from shared mailboxes, either use Client-Side deployment to choose a signature to apply, or for Microsoft 365 users, configure Send on Behalf permissions for Server-Side deployment.
To apply a personal signature using client-side:
- Enable Client-Side signatures.
- Install the Exclaimer Outlook Add-in. For more information, see how to Install the Outlook Add-in.
We recommend: If you are using an Outlook version older than 2019 or an On-Premise mailbox, then install the Exclaimer Signature Update Agent. For more information, see how to install the Exclaimer Signature Update Agent (Windows). You can access the latest version for deployment from here: Exclaimer Signature.
- Synchronize your signature with Exclaimer to ensure that the updated signature is applied to the email messages. For more information, see How to synchronize user contact details for Microsoft 365 subscription.
- Open Outlook and select New Email.
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Open the Add-in from the Outlook toolbar.
- Change the From address.
Change the From address
- In the Add-in pane, select the main account.
Select the main email account
The drop-down list is enabled only when the current sender and the logged in sender email addresses are different.
NOTE: You can add your own signature when sending an email from a Shared Mailbox using Outlook Add-in only when the selected sender (From address) is on the same Microsoft 365 tenancy. - Select the appropriate signature for the main account.
To apply a personal signature using server-side (Microsoft 365 only):
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Apply the Send on Behalf setting in Microsoft to allow users to send emails from the shared mailbox on behalf of their personal account.
- In Exclaimer, disable the Send on Behalf setting in the Manage Mail Flow screen.
CAUTION! Applying both Send As and Send on Behalf permissions will result in Send As permissions applying, as Microsoft does not allow for both.