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Assign automatic Email signatures when we select a shared mailbox in the 'From' box

I have a shared mailbox and my primary email. When I want to send an email as a shared email, I goto New Message>>Show From>>(and select the shared email).

But after selecting the shared email, the email signature does not change. The email signature is still of my primary email. It should change to the shared email signature.

Answer
Answer

Dear Neelesh Rauniyar,

Thanks for choosing Microsoft community!

I have read your question carefully and done some research, please kindly refer to the following suggestions:

Only licensed mailboxes could appear as email account in the dropdown menu (signature settings). But there are two workable solutions I could suggest you to try.

 

From Outlook on Web:

·         Go to https://outlook.office365.com/ and sign in with your user account.

·         Click on your account picture in the upper right corner and select Open another mailbox…

·         Type email address of the shared mailbox.

·         If you have Full Access Permission, you will enter the shared mailbox.

·         Click on the settings icon in the upper right corner and in the search bar type Email Signature.

·         Click on the search result.

·         Here you can write the signature you want and set the cases in which you want your signature to appear.

·         After saving the settings, the signature will be automatically applied on the mails send from Outlook on Web (shared mailbox). 

From Exchange Admin Center:

·         Go to https://portal.office.com/

·         Sign in with Administrator account.

·         Go to Exchange Admin Center, select Mail Flow and go to Rules.

·         Click on + icon to add new rule and select Apply Disclaimers…

·         Give the rule a name.

·         Select the condition for applying the rule in Apply this rule if. Condition should be If sender is the shared mailbox.

·         Select the action by clicking on Do the following… Condition should be Append the disclaimer…

·         On the right side menu, click on Enter text and enter the signature you want.

·         Click Select one… Select one of the options:

·         Wrap - the signature/disclaimer is appended to a new email with the original message attached.

·         Ignore - the message is sent without an email signature or disclaimer. We recommend you choose this option.

·         Reject - the email is not sent and an NDR is received by the sender.

·         This rule will add your signature to all messages sent from the shared mailbox.

In fact, shared mailboxes actually have very similar features and are handled in much the same way as regular mailboxes. You can use it with the same functionality that a regular mailbox has, but, for example, in the case of a user mailbox, you need a subscription to activate this feature. If you decide to assign a subscription to a shared mailbox account, you can do so by following these steps: Open https://admin.microsoft.com/AdminPortal/>Click Users on the left sidebar>Select Active Users>Find and open the shared mailbox>Click Edit next to Product Licenses, and then select and activate the license that you want to assign.

Hope this help you, if there is any deviation in my understanding, please forgive me and provide me with more details, I am more than happy to continue to help you. I wish you a smooth new year and all the best!

Best regards,

Kerry

* Beware of Scammers posting fake Support Numbers here.

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Question Info

Last updated October 31, 2024 Views 45,608 Applies to: