Overview:
This article explains how Send on Behalf and Send As work with Microsoft 365 shared mailboxes when using ExSign Server-Side Stamping.
When a user sends an email from a shared mailbox, ExSign determines which signature to apply based on the sending method.
Send on Behalf – Shared Mailbox
When a user is assigned Send on Behalf permission for a shared mailbox, the email is sent by the user on behalf of the shared mailbox.
ExSign applies the active signature profile of the actual sender/user.
Example
- User: john@domain.com
- Shared Mailbox: support@domain.com
- Permission: Send on Behalf
When John sends an email on behalf of support@domain.com, ExSign applies John's active signature.
The recipient will see that the email was sent on behalf of the shared mailbox.
Signature applied: User's active mailbox signature.
Send As – Shared Mailbox
When a user is assigned Send As permission for a shared mailbox, the email is sent directly from the shared mailbox.
ExSign applies the signature based on the From email address of the email.
Example
- User: john@domain.com
- Shared Mailbox: support@domain.com
- Permission: Send As
- From: support@domain.com
Since the
From address is support@domain.com, ExSign applies the signature profile configured for
support@domain.com.
The signature is determined by the From address, regardless of which user actually sent the email.
Signature applied: Signature associated with the From email address.
Summary:
Shared Mailbox Permission | Signature Applied |
Send on Behalf | Active signature of the actual sender/user |
Send As | Signature associated with the From email address |
Important:
For Send As, ExSign does not determine the signature based on the user who sends the message. The From email address determines which signature profile is applied.