Outlook separate signature shared mailbox

A common scenario!

When you have a shared mailbox in Outlook, you may want to use a separate signature for that mailbox, rather than the default signature associated with your own mailbox. Here's how you can achieve this:

Method 1: Using a separate signature file

  1. Create a new text file with a .txt extension (e.g., sharedmailboxsignature.txt) and add your desired signature content.
  2. Save the file to a location on your computer, such as C:\Users\YourUsername\Documents\Outlook Signatures.
  3. In Outlook, go to File > Options > Mail > Signatures.
  4. Click on the "New" button to create a new signature.
  5. In the "Signature" dialog box, click on the "Edit" button next to "Signature file".
  6. Browse to the location where you saved the sharedmailboxsignature.txt file and select it.
  7. Click "OK" to save the changes.

Now, when you compose an email from the shared mailbox, you can select the new signature from the "Signatures" dropdown menu.

Method 2: Using a shared mailbox signature template

  1. In Outlook, go to File > Options > Mail > Signatures.
  2. Click on the "New" button to create a new signature.
  3. In the "Signature" dialog box, click on the "Edit" button next to "Signature file".
  4. In the "Edit signature" window, click on the "Insert" button and select "Field" > "Mailbox".
  5. In the "Mailbox" field, enter the name of the shared mailbox (e.g., Shared Mailbox Name).
  6. Click "OK" to save the changes.

Now, when you compose an email from the shared mailbox, you can select the shared mailbox signature from the "Signatures" dropdown menu.

Tips and Variations