Outlook New Roam Signature Feature

Mayur Gadhiya 30 Reputation points
2025-07-15T20:43:34.7133333+00:00

Hello,

I am an IT Analyst for the company. We have one user mailbox which is being shared among 3 users. Before we used to use Outlook classic but we started having so many syncing and outbox problem so we switched to Outlook New.

Problem with new Outlook is, it roam user signature across all user devices. For example, I have set X user signature to mailbox, Y user also sees X user signature when composing an email from same mailbox. It is different than Outlook classic as it creates local data file copy on device but new Outlook doesn't work like that.

I know we can manually insert signature when different users are composing an email but I want this automated so could you please provide any solution for this?

Just so you know I have not granted users access to mailbox instead I have added mailboxes manually in users laptop because if I add mailbox as shared mailbox, emails sent from it goes to parent mailbox's sent item instead of shared mailbox.

In summery, please let me know whether our users can use their own signature for one mailbox instead of manually inserting it in New Outlook.

Thank you

Outlook | Windows | New Outlook for Windows | For business
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  1. Hendrix-C 20,020 Reputation points Microsoft External Staff Moderator
    2025-07-15T22:21:20.2866667+00:00

    Hello Mayur Gadhiya, 

    Thank you for reaching out to Microsoft Q&A Community. We're happy to support you with your concern. 

    We highly appreciate your detailed explanation. Please notify us if we've misunderstood anything about your situation. 

    Your situation is that you have one mailbox (Let us take ******@company.com) being accessed by three users X, Y and Z. You've added the mailbox manually to each user's Outlook as a full account login, not as a shared mailbox. In New Outlook, Microsoft uses roaming signatures, which means signature is stored in the cloud tied to the mailbox not the profile or device. That the reason since the mailbox is the same ******@company.com, Outlook doesn't differentiate between which user is composing it just loads the default signature for that mailbox. (e.g., when User X sets a signature, Outlook syncs that as the default for the mailbox, and so Users Y and Z are). In New Outlook you cannot have multiple user-specific roaming signatures per mailbox in New Outlook because it's a 1:1 mapping, which means one default signature per mailbox. 

    We suggest that you should do these: 

    • Convert ******@company.com to a shared mailbox. 
    • Ensure each person has their own user account (******@company.com, ******@company.com, ******@company.com)  
    • Assign "Send As" or "Send on Behalf" permission for ******@company.com to each user (You can do this in Exchange Admin center) 
    • In Outlook, add the ******@company.com as a shared mailbox (do not log into it directly)  
    • With this each user X, Y, Z can use their own signatures and don’t have to manually add them again. 

    About your concern that sent emails go to Sent Items of parents' mailbox not the shared mailbox, you can run PowerShell commands to route sent emails into the shared mailbox’s Sent Items:  

    Set-MailboxSentItemsConfiguration -Identity "******@company.com" -SendAsItemsCopiedTo SenderAndFrom 

    Set-MailboxSentItemsConfiguration -Identity "******@company.com" -SendOnBehalfOfItemsCopiedTo SenderAndFrom 

    For more reference, you can refer to Set-MailboxSentItemsConfiguration (ExchangePowerShell) | Microsoft Learn 

    You can try workaround and update us if it helps resolve your concern. If anything still doesn't work right or you need any further assistance, please feel free to let us know and we will keep assisting you. 

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".  

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

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  2. Mayur Gadhiya 30 Reputation points
    2025-07-23T17:06:10.9866667+00:00

    Hello,

    Thank you for following up.

    I ran this code in powershell and it worked for us.Set-Mailbox -Identity "******@company.com" -MessageCopyForSentAsEnabled $true -MessageCopyForSendOnBehalfEnabled $true

    Also, I didn't converted mailbox into shared mailbox, kept it as user mailbox and delegated permissions.

    Thank you for providing solution and help me with this.

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