---
title: "Microsoft 365 shared mailbox: display sender's first and last name in signature"
description: "Configure Microsoft permissions, Outlook delegation, and Signitic attributes to display the first and last name of the person drafting from a shared mailbox."
url: https://support.signitic.com/en/articles/9561128-microsoft-365-shared-mailbox-display-sender-s-first-and-last-name-in-signature
collection: "Manage the Outlook Add-in"
updated: 2026-11-13
language: en
alternates: [fr, it, pt, de]
---

# Microsoft 365 shared mailbox: display sender's first and last name in signature

Configure Microsoft permissions, Outlook delegation, and Signitic attributes to display the first and last name of the person drafting from a shared mailbox.

You are sending emails from a shared mailbox, such as support@example.com, and want the Signitic signature to display the first and last name of the person writing the message.

Example: Julie and Thomas use the same Support mailbox. When Julie writes, the signature shows "Julie Martin"; when Thomas writes, it shows "Thomas Bernard".

Three elements must be in place: Microsoft permissions, the use of the mailbox by delegation in Outlook, and a Signitic template using the primary user's information.

## Before you start

-   Each person uses their own Microsoft 365 account in Outlook.
    
-   An Exchange administrator can verify permissions on the shared mailbox.
    
-   The Signitic Outlook add-in is deployed for the relevant users.
    
-   The users and mailbox are present in Signitic; the first and last names of the people are filled in and a template is assigned to the mailbox.
    

This guide concerns the display during writing with the Signitic Outlook add-in. It does not describe adding a signature after sending via a server rule.

## **❶**Configure permissions in Microsoft 365

In the [Exchange Admin Center](https://admin.exchange.microsoft.com), open **Recipients → Mailboxes**, select the mailbox, then open its permissions or delegation management.

For each person involved, verify:

-   **Full Access / Read and Manage**: allows opening and viewing the mailbox.
    
-   **Send As**: allows sending with the mailbox address. This is the appropriate choice if the shared address should remain the visible sender of the message.
    

Save the changes. Full access alone does not grant the right to send. The **Send On Behalf Of** permission is another option, but it changes how the sender appears to the recipient; it is not necessary simply to display a name in the signature.

These permissions allow access and sending. The names displayed in the signature body are determined by the Signitic template from step 4. [Microsoft documentation on permissions](https://learn.microsoft.com/fr-fr/microsoft-365/admin/email/create-a-shared-mailbox?view=o365-worldwide).

## **❷**Use the mailbox from the personal account in Outlook

For this configuration, start by opening Outlook with the user's personal account, then access the mailbox through Microsoft delegation.

In the **new Outlook**, if the shared mailbox does not appear after a restart, right-click on your personal account in the folder pane, then select **Add a shared folder or mailbox**. Enter the shared address; it will appear under **Shared with me**.

In **classic Outlook**, first check if the shared mailbox appears automatically after restart. If not, follow the Microsoft procedure for your version. [Open and use a shared mailbox](https://support.microsoft.com/en-us/outlook/sharing/open-and-use-a-shared-mailbox-in-outlook).

### If the shared mailbox was added as a separate account

Support tickets show that this method of opening can prevent retrieval of the expected personal signature. In the new Outlook, check **Settings → Accounts → Your accounts**.

If a separate connection to the shared mailbox has been added, have your administrator confirm the delegation rights, remove this connection from Outlook, then open the shared mailbox from your personal account. This means removing the local connection, not deleting the mailbox in Microsoft 365.

Microsoft also offers the option to promote a delegated shared mailbox to a full account: this option is separate from a direct connection using its credentials. To diagnose the display of your personal name in Signitic, return to the shared folder mode described above, then run the test again. [Manage this mode in the new Outlook](https://support.microsoft.com/en-us/outlook/sharing/manage-shared-mailbox-settings-in-new-outlook).

## **❸**Check delegation in Signitic

Microsoft rights and signature access in Signitic must match.

-   **With Microsoft delegation synchronization enabled** : wait or restart a successful user import. Signitic imports Send As and Send On Behalf Of rights; full access alone is not imported as delegation.
    
-   **With manual management** : open the mailbox record in **Users → Settings**, then add authorized people in the signature delegation and save.
    

A delegation added manually in Signitic does not grant send rights in Microsoft 365.

## **❹**Display person information in the template

Open the signature template assigned to the mailbox and edit the text block containing the first name and last name.

Replace `{{firstname}} {{lastname}}` with:

```plaintext
{{main.firstname}} {{main.lastname}}
```

The `main.` prefix retrieves the main user's data. Save the template and verify its assignment to the mailbox. First names and last name must be filled in on each user's personal record in Signitic.

It is not necessary to replace the shared mailbox name in Microsoft with that of a colleague. The same template can thus display a different name depending on the person who is writing. [Personal attributes on a shared mailbox](https://support.signitic.com/fr/articles/9561040-utiliser-les-informations-de-votre-utilisateur-sur-une-bal-partagee.md).

## **❺**Test with two users

1.  Refresh the Signitic add-in, then restart Outlook if necessary.
    
2.  From the personal account, create a new message and choose the shared address in **From**.
    
3.  Verify that the signature appears while writing with your first and last name.
    
4.  Perform the same test with a second person: their own name should appear.
    
5.  Also test a reply to a message received in the shared mailbox.
    

## If the result is not as expected

-   **The mailbox name appears** : check the `main.` attributes and the template actually assigned to the mailbox.
    
-   **The name is empty or incorrect** : check the personal data in Signitic and the main account used in Outlook.
    
-   **No signature is displayed** : check the add-in, the Signitic delegation and the mailbox opening mode.
    
-   **Sending is refused** : have Microsoft sending rights verified; full access alone is not sufficient.
    
-   **Behavior varies between workstations** : send to support the Outlook version, personal and shared addresses, a screenshot of the mailbox addition mode and test results. Add-in support varies depending on the client and the mailbox opening mode. [Microsoft Compatibility](https://learn.microsoft.com/fr-fr/office/dev/add-ins/outlook/delegate-access).