Outlook Add-in Multi-Signature Selector

Overview

The Multi-Signature Selector allows users to switch between multiple assigned signatures directly within the Outlook Add-in. This is useful for organizations where employees need different signatures based on department, role, or use case, for example, a salesperson who needs a marketing-focused signature versus a support-focused one.

This article explains how to enable multi-signature selection, configure signature priority, understand behavior across devices, and manage whether a user's selection persists between compose sessions.

Before you start

You'll need:

Domain Admin access in the Opensense portal
Signature templates already created for each option you want available (see Outlook Add-in Domain Settings if you haven't configured Domain Settings yet)

Configuring default and secondary templates

The default template (for example, an allusers template) should be assigned at the top in Signature Assignment so it acts as the fallback priority for everyone. If users don't need a default signature but do need multiple options, prioritize routes or departments based on the required signatures for each group instead.

Secondary templates should be listed below the default, and can be assigned by department when specific users need different signatures.

Template behavior by device

Needs SME confirmation: the mobile behavior described below doesn't fully match the more detailed mobile multi-signature note currently in the Troubleshooting Guide, which describes a persisting or resetting selection depending on the Allow Default Override setting, not just an automatic default. Flagging for review before this becomes the single source of truth for mobile multi-sig behavior.

Mobile (stamping deployments): Automatically applies the top-priority (default) template through stamping.
Desktop, OWA, and Outlook Mobile (non-stamping deployments): Users can manually select a signature through the Outlook Add-in pane.

Reset vs. save user choice

The Allow Default Override (Multiple Signatures) setting in Domain Settings controls whether a user's selection carries over between compose sessions.

Off: Users always reset to the default (priority) signature on each new compose. Use this if you need to revert to strict priority-based signature assignment.
On: Users retain their last selected signature across compose sessions.

Enabling and testing

Enable Multiple Signatures in Domain Settings to allow users to select from a drop-down menu in the add-in pane.
Open the add-in as a test user and confirm the drop-down shows all expected signature options.
Switch between signatures and send a test email from each to confirm routing applies the correct template.

How to verify it's working: The test user sees the expected signatures in the drop-down, and each sent test email reflects the signature selected at send time.