Shared mailboxes and signatures in Outlook on Windows


When accessing a shared mailbox from your individual account using Outlook on Windows, the signature placed into the message will be from your individual account. You can change the default signature, or you will need to edit the signature in each message.

To create a new signature:

  1. Go to the File tab.

    File tab

  2. Click Options.

    Bottom left corner of Outlook screenshot

  3. Click on the Mail menu at the left. Click on the Signatures button to open the Signatures and Stationary window.

    Outlook options

  4. In the Email Signature tab, click New.

    Signatures and stationary window

  5. Type in a name for the New Signature such as “Shared Mailbox Signature,” and click OK.

    New signature dialog

  6. Under Edit Signature, type in the shared mailbox signature.

    Signatures and stationary window

  7. When finished, click OK then OK again.

These steps will be more useful if you have many messages to process:

  1. Go to the File tab.

    File tab

  2. Click Options.

    Bottom left corner of Outlook screenshot

  3. Click on the Mail menu at the left. Click on the Signatures button to open the Signatures and Stationary window.

    Outlook options

  4. Under Choose default signature select the shared mailbox signature for New Messages and Replies/forwards.

    Signature and stationary window

  5. Click OK then OK again.

When you are finished using the shared mailbox, you will need to revert back to your individual signature. Just follow the above instructions but this time, select your individual signature.