Outlook Email Signatures

Question

Outlook Email Signatures

IT Administrator 0

A colleague of mine is experiencing something strange in regards to the email signatures. We have a main account and then shared mailboxes set up, these shared mailboxes are converted to enable email signatures across each account. Two of the accounts won't show the email signatures setup to those individual accounts at all, and when the signature is enabled on the main root account it seems to be defaulting to that signature even though it's a separate account. Any ideas?

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Answer 1

Heimerdinger 1,125 Independent Advisor

Hi @IT Administrator,

Thank you for posting your question.

To better understand what may be causing this behavior, could you provide a few more details?

Are the shared mailboxes added as shared mailboxes in Outlook, or are users signing in to them directly with separate credentials?
Which Outlook client is being used: Outlook for Windows (classic), New Outlook, Outlook for Mac, or Outlook on the web?
If a different user opens the same shared mailbox, do they experience the same issue?
Is the "main root account" signature being applied to all new emails, replies/forwards, or only in specific scenarios?
You mentioned that the shared mailboxes were "converted" to enable signatures. Could you clarify what you mean by that? Were the shared mailboxes converted into regular user mailboxes and then configured with their own signatures, or are they still configured as shared mailboxes and accessed through the main account?

If possible, please also provide a screenshot of the signature settings (with any personal information removed) and let me know whether the issue occurs in Outlook on the web as well as the desktop app.

This information will help narrow down whether the issue is related to Outlook profile configuration, account permissions, signature synchronization, or the way the shared mailboxes were added.

Thank you again for your time and understanding. I really appreciate your patience, and I’m here to help. Looking forward to your response.

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IT Administrator 0 Reputation points

2026-08-27T14:52:27.0833333+00:00
Hi @Heimerdinger ,

I half-fixed the problem, but still having issues with one of the shared mailboxes, all the others seem to be working now. I deleted the signature that was on the web version of outlook and that fixed the others.

The shared mailboxes are added as shared mailboxes in outlook.

New Outlook

Not sure, we have not attempted that.

The main account's email signature is being applied to one of the shared mailboxes, whether you reply, start a new email or forward the email it's showing the main account signature. It also won't show the signature in the insert signature section to manually apply, it still shows the main account signature.

The shared mailboxes were converted to regular mailboxes to allow individual signatures to be applied to each account.
Heimerdinger 1,125 Reputation points Independent Advisor

2026-08-28T18:43:53.9266667+00:00
Hi @IT Administrator,

That's great to hear that you've already managed to resolve part of the issue.

Based on what you've described, it sounds like deleting the signature in Outlook on the web helped because signature settings and account preferences often synchronize more reliably from Outlook on the web than from the New Outlook desktop client. In some cases, New Outlook can continue using cached or synced signature settings even after changes are made locally.

Since this approach resolved the issue for the other mailboxes, I would suggest continuing with the same method for the remaining mailbox:

Verify that the mailbox's signature settings in Outlook on the web are removed or configured correctly.

After making changes, allow some time for synchronization and then restart the New Outlook client.

If the issue persists, try removing and re adding the mailbox to Outlook, or test whether another user experiences the same behavior when accessing that mailbox. This can help determine whether the issue is specific to the mailbox itself or to the Outlook profile being used.

Thank you again for your time and patience. I look forward to your update.

Outlook Email Signatures

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Hi @Heimerdinger ,

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