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Setup A New User (or shared mailbox) With Email Signatures

To Setup a New User with email signature

Theoretically (as far as I understand) all that needs to be done for a new user to get email signatures is for them to be assigned a 365 license and then they will automatically be added to the Signature_Users group . This group is a dynamic group and only users who are assigned a 365 mail enabled license will be members.

This group also is used to distribute the Signature 365 Apps. Signature 365 has the Outlook Add-in and Web App. Both should be distributed automatically once the user is a member of the Signature_Users group

Signature 365 pulls information for the email signature from the AD user setup 

  • Full Name is taken from Display Name field in AD
  • Job Title is taken from Title field in AD
  • Email is taken from Email field in AD
  • CompanyName is taken from Company field in AD
  • Mobile is taken from Mobile field in AD
  • Phone is taken from Telephone Number field in AD
  • ExtensionComment is taken from ???? field in AD

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The users email signature will then look like

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New Shared Mailbox Signature

Shared mailboxes that are are part of the 365 Group Signature Groups, will also be allocated a signature. This group is not dynamically assigned and shared mailboxes must be manually added to the group.

Shared mailbox signatures are applied to emails when a email is sent from a shared mailbox. 

These are formatted slightly differently, they include the following information

  • Sender.FullName is taken from the users Display Name field in AD
  • Sender.Jobtitle is taken from the users Title field in AD
  • CompanyName is taken from the shared mailbox Company field in AD
  • Phone is currentlytaken hardfrom codedshared mailbox Office Phone field which can be found in Exchange Admin (select the mailbox, click on manage contact information, then expand contact information and enter the phone number you want displyed in the shared mailbox signature designunder Office Phone)
  • Email is taken from the shared mailbox email field in AD

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The shared mailbox signature will look similar to this example from Functions Mailbox

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