There are three options to choose from to add different signatures to user mailbox and shared mailbox emails. The first method is to create two separate signatures in Outlook, the second requires mail flow rules on the server side and the third involves the use of CodeTwo Email Signatures for Office 365.

It is a common and widely-spread practice in a business email communication to differentiate signatures depending on who the sender is. Companies very often want to put different sets of contact details, images, and even layouts to indicate that the message arrives from a general mailbox like sales@ or from an individual like j.doe@.

Here are your options.

Method 1 – Use Microsoft Outlook 2016, 2013, 2010

For this, you need to add the shared mailbox to your Outlook as a second account. If you already have access to your company shared mailbox in Outlook, the steps are rather simple:

1. In Outlook, go to File > Options > Mail > Signatures.
   
2. The Signatures and Stationery window will open. On the E-mail Signature tab, in the Select signature to edit section, click New.
3. Type the name for your shared mailbox signature and click OK.
4. Use formatting tools available in the Edit signature section, to create the signatures. You can also prepare the signature in a signature generator and then just copy/past it into Outlook.
5. In the Choose default signature section, select the shared mailbox and define whether the signature should automatically appear in new messages, replies and forwards. Click OK to apply the changes.
   
6. Repeat the steps to set up a signature for your personal account.