Creating and Managing Shared Mailboxes for BulkSignature
Shared mailboxes allow a team to monitor and send email from a common address, such as [email protected] or [email protected]. Using a shared mailbox ensures consistent branding and makes it easier to manage centralized company signatures through BulkSignature.
Prerequisites
Permissions: You must have the Exchange Administrator or Global Administrator role in Microsoft 365.
Internal Access Only: Only people within your organization can be added as members.
Create the Shared Mailbox in Microsoft 365 Admin Center
Sign in to the Microsoft 365 Admin Center.
In the left navigation pane, go to Teams & Groups > Shared mailboxes.
Note: If you don't see this option, select Show all at the bottom of the navigation menu.
Select + Add a shared mailbox.
Enter a Name (e.g., Customer Support). This will automatically generate an email address, which you can edit if needed.
Select Save changes.
Managing Signatures for the Shared Mailbox in BulkSignature
BulkSignature supports shared mailboxes only in Microsoft 365.
For Microsoft 365:
Shared mailboxes are detected automatically during user import
Each shared mailbox can have its own unique signature template
Signatures update automatically for all users with access to the shared mailbox
Import the Shared Mailbox
Go to Company Data in BulkSignature.
Click Import Now to sync users from Microsoft 365.
Shared mailboxes will appear in your user list alongside regular users.
Using Shared Mailbox Signatures
Once configured:
All users with access to the shared mailbox will use the assigned signature when sending emails from that address.
When users send from their personal mailbox, their personal signature is used.
When users send from the shared mailbox, the shared mailbox signature is applied.