This guide demonstrates how to assign email signatures to shared mailboxes such as:
- support@
- accounting@
- info@
We recommend managing shared mailbox signatures using the 365 add-in. If you're using Classic Outlook 2016 or earlier, you can refer to the legacy client method instead.
Using the 365 Add-in (Classic, New and Web Outlook)
When switching the FROM field to a shared mailbox, you can retain your personal email signature.
- New Outlook
- Classic Outlook
- No Xink license required
- Works automatically without extra configuration in Xink
You manually select from your optional email signatures.
Optional signatures are not assigned as the default New/Reply signature.
Note: If you enabled refresh, select the optional signature last before sending the email to avoid having the signature automation feature override it.
You can automatically assign a non-personal signature when changing the FROM field to a shared mailbox.
Tip: Use the Xink API to manage shared mailbox membership dynamically.
- New Outlook
- Web Outlook
- Classic Outlook
- Compatible with AppSource and manifest versions 4.0.15 / 4.0.1+
- Requires an Xink license for each shared mailbox (added as an employee)
- Additional configuration is required (see below)
New/Legacy Outlook for Mac
This feature is not supported on Outlook for Mac.
How to configure:
- Go to the Xink Portal and open the Employees menu.
- Share the signature of the shared mailbox with the user who sends on its behalf.
- Compose an email in Outlook and change the FROM field to the shared mailbox address.
- The appropriate signature will be inserted into the email body automatically.
A user can have multiple email aliases that all deliver to their primary inbox.
Example: john.doe@company.com may also receive mail as j.doe@company.com or john@company.com.
To support this setup, add each alias or shared mailbox as an employee in Xink and share the appropriate signature with the intended users. Each alias or mailbox requires an Xink license.
