How to assign email signatures for shared mailboxes and alias emails

Modified on: Mon, Oct 7, 2024 at 12:15 PM

This guide demonstrates assigning email signatures to shared mailboxes:

support@
accounting@
etc.

We suggest updating email signatures using the 365 add-in method, although we also provide instructions for the client method, which is suitable for older versions of Outlook (2016 or earlier).

When using the 365 add-in

You preserve your personal email signature unchanged when changing the FROM field.

New Outlook experience.
Outlook "classic desktop".
Does not require a license in Xink.
Works out of the box without any additional configurations in Xink.

You manually select among your optional email signatures.

Optional email signatures are the email signatures that are not set as the New/Reply email signature.

NOTE: The optional email signature must be selected as the final step to prevent it from reverting due to the automation feature. If you do not plan to automate internal/external signatures and wants to disable signature refresh, please refer to THIS ARTICLE to disable recipient-based feature.

You can also get an automatic non-personal email signature when changing the FROM field in Outlook.

Outlook "classic desktop".
Works with both app source and manifest version 4.0.15/4.0.1 or higher.
Requires a license in Xink for each shared mailbox added as EMPLOYEES.
Additional configurations are required (see below).

Outlook for Mac

This feature is not supported.

How to configure

Go to the Xink Portal, then select the EMPLOYEES menu.
You share the signature of the shared mailbox.
When you compose an email in Outlook, change the From address to the shared mailbox.
The selected signature is inserted into the body of the email.

A user can have multiple aliases that all route to their single inbox.

For example, john.doe@company.com can have aliases like j.doe@company.com and john@company.com.

This method requires the shared mailbox or alias to be added as an employee and shared with the users.

Learn how to configure it in the non-personal tab.

When using the Xink client on Windows (legacy)

Outlook "classic desktop".
Does not require a license in Xink.

When the shared mailbox is used many times a day.

You set the shared signature as optional and assign it to the users(s) 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: To prevent the deletion of customized signatures, you must disable "Delete signatures not set as default/reply/optional" in the Xink portal. Click HERE for more details about this setting.

Outlook "classic desktop".
Does not require a license in Xink.

When the shared mailbox is used only a few times.

You set the shared signature as optional and assign it to the users(s) 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).