How to assign email signatures for shared and user mailboxes

The Xink Add-in will automatically update its list of signatures based on the From address in Outlook.

When updating using the 365 Xink add-in

1.  Go to the Xink Portal, then select the EMPLOYEES menu. You need to share the signature of the shared mailbox.

2. When you compose an email in Outlook, change the From address to the shared mailbox.

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

NOTE:  This will work in both app source and manifest version 4.0.15/4.0.1 or higher.

When updating using the Xink client on Windows

Shared Mailbox

A mailbox that's not primarily associated with a single user and is generally configured to allow login access for multiple users.

  • accounting@
  • support@
    etc.

User Mailbox

A mailbox that's assigned to an individual user in your Exchange organization. It typically contains messages, calendar items, contacts, tasks, documents, and other important business data.

  • user.name@company1.com
  • user.name@company2.com
    etc.

Scenario #1 - When the email is used only a few times

You set the shared signatures as optional and assign it to the users(s) - Either individually or via group setting (rules).

Then, the user can select the optional signature by right-clicking the default (you can also select it in the Outlook menu).

Scenario #2 - When the email is used many times a day

You set the shared signatures as optional and assign it to the users(s) - Either individually or via group setting (rules).

Go to the Xink portal, Employees section and assign "Do Not Change" to the user that holds the primary mailbox so you can prevent Xink from updating signatures on the other mailboxes in Outlook.

Go to Outlook menu File > Options > Mail > Signatures, Select the Shared Mailbox's E-mail account, and set the default signatures. Now, the E-mail account settings are preserved when the Xink client updates:

Note: You have to disable "Delete signatures not set as default/reply/optional" in the Xink portal to avoid any customized signatures from being deleted. Click HERE for more details about this setting.

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