The EmaiI Signature Web Portal - Help Center

How to assign email signatures for shared and user mailboxes

As a Xink admin, you can assign special signatures to users with access to shared mailboxes and to users that have access to more than one user mailbox.

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 (can also select 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 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 Xink portal to avoid any customized signatures from being deleted. Click HERE for more details about this setting.

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