Signatures to emails with ‘Send as / Send on behalf’ permissions

This article explains how signatures will be attached in Sigsync for the emails sent with 'Send as / on behalf' permissions.

Click here for the steps to set 'Send as / Send On Behalf' Delegate rights in Microsoft (Office) 365.

Working of Sigsync signatures with 'Send on behalf of' delegate permissions

For instance: The user (John P) has 'Send on behalf' permission and wants to send emails as another user (Diego Siciliani). While writing an email, John P chooses Diego Siciliani address in the From field, the signature gets applied as per the signature rule condition set to the John P. Hence the signature will be updated in the John P’s Sent Items folder if enabled in Sigsync.

Working of Sigsync signatures with ‘Send as’ delegate permissions

For instance: The user (John P) has 'Send as' permission and wants to send emails as another user (Diego Siciliani). While writing an email, John P chooses Diego Siciliani address in the From field, you may expect John P signature in the email. However, with 'Send as' delegate rights the signature will get applied as per the signature rule condition of the user Diego Siciliani.

To get the signature of the original sender (John P), create a new Signature rule in Sigsync and set the keyword condition to add the required signature.

The following steps explain how to set the signature to original sender with 'Send as' rights

1. Create new rule in Sigsync

   

2. Give a name to the rule

   

3. Select the 'Senders' tab and click the 'Edit' icon next to the 'Selected Senders' checkbox

   

4. Select the sender 'Diego Siciliani' (mailbox to which John p has 'Send as' permission) and click the 'Save' button.

   

5. Click the 'Add Keywords' button under 'Add Signature - based on keywords' section in the 'Keywords' tab

   

6. Enter a 'keyword' (Ex: 'Johnpsig') and select 'Search in' (Ex: 'Subject') criteria. You can check the box to remove the phrase from the email subject after sending the email. Click the 'Save' button.

   Note: Enter the same keyword (Ex: 'Johnpsig') in the subject as selected in the 'Search in' box while composing the email to get the right signature.

   

7. Select the 'Assign Signature Templates' tab and assign the appropriate template (Ex: 'Johnpsignature' which is having John P user signature).

   

   Note: Create a separate signature template for John P.

8. Save the rule changes

   

Start sending emails with the keyword as you set in the rules. The recipients will get the John P signature.

Important Note:

Ensure that both delegated users (with the Send as / Send on behalf) and original sender mailboxes are included in the senders scope when configuring Exchange Online connectors to get the signature added to the emails sent by users with the 'Send as' permission to the shared mailbox.

'Send as' permission takes precedence, if a user is assigned both the Send as and Send on behalf permissions in Microsoft 365. The user cannot manually choose their delegate permissions when sending an email.

For Microsoft 365 groups and distribution lists, you can configure only server-side signatures for the users with Send on behalf permission. You cannot add a server-side signature to an email sent as a group mailbox or distribution list. However, in client-side mode you can select the required signature while composing an email.