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Limited formatting tools and options in the Outlook signature editor.

Every time you write a new email you need to remember to manually select the shared mailbox in the From field and select the shared mailbox’s signature back and forth.

Repeat the steps to set up another signature, this time for your personal account.

In the Choose default signature section, select the shared mailbox and define whether the email signature should automatically appear in new messages or replies and forwards.

You can also prepare the signature in a signature generator and then just copy/paste it into your Outlook.

Use formatting tools available in the Edit signature section to create the signature.

Type the name for your shared mailbox signature and click OK.

In the Signatures and Stationery window, on the E-mail Signature tab, click New.

In Outlook, go to File > Options > Mail > Compose messages > Signatures.

If you already have access to your company shared mailbox in Outlook, the steps are rather simple:

Method 1 – Use Outlook 2021, 2019 or 2016įor this, you need to add a shared mailbox to your Outlook as a second account. Companies very often want to put different contact details, banners, and even change the entire layout to indicate that the message arrives from a general mailbox like or from an individual like It is a common and widely-spread practice in business email communications to differentiate signatures depending on the sender. The first method is to create two separate signatures in Outlook, the second requires mail flow rules on the server side and the third involves the use of CodeTwo Email Signatures for Office 365 – an email signature management solution. There are three options to choose from to add different signatures to user mailbox and shared mailbox emails.

It’s been updated to reflect the current steps required for a proper email signature setup in Exchange Online. : This blog post was first published on August 7, 2018.