--- title: "Setting up signatures for shared inboxes" slug: "shared-inboxes" description: "Give a shared inbox, like support@ or sales@, signatures with each sender's details. Clear and unlock its Opensense fields, then save signature blocks." updated: 2026-10-14T00:00:00.000Z canonical: "https://help.opensense.com/docs/shared-inboxes" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.opensense.com/llms.txt > Use this file to discover all available pages before exploring further. # Setting up signatures for shared inboxes ## Overview Shared inboxes (also called distribution lists, group mailboxes, or shared mailboxes) are collaborative email addresses used by multiple team members, such as or . These inboxes are essential for team collaboration, but they present unique challenges for email signature management. This guide explains how Opensense handles shared inboxes, and the configuration options that keep branding consistent across all outbound messages. ## Step 1: Remove the shared inbox's Opensense data Opensense uses a [data priority system](https://help.opensense.com/docs/field-data-priority) to fill in signature templates. For a shared email address, the fields should fill in from the user's signature block, so all competing data must have a lower priority. :::caution[Unlock every field and break its sync] All of the shared address's fields must be unlocked, and the sync must be [broken](https://help.opensense.com/docs/breaking-directory-sync-in-opensense) for these fields. ::: 1. Go to **Manage** > **Users**, and search for the shared email address. 2. Select the shared address, to open its **Edit User** page. 3. Under **Fields**, delete the data. Then unlock every field, and break its sync. An unlocked field shows an open lock, and a field with a broken sync shows a crossed-out sync icon. ![The Edit User page for a shared Customer Success address, with the name, title, and phone fields empty, unlocked, and with their sync broken](https://help.opensense.com/media/screenshot-202025-10-24-20at-2011-29-34-e2-80-afam-dae9c7cb6fab.jpg) It's okay if the fields show an asterisk (\*) with the old data. The asterisk shows the data in the signature block of the last email sent. :::note[Classic UI] In the classic Opensense UI, go to **Compliance** (in the **Signature** menu), search for the shared email address, and select **Edit User**. Delete the data, then unlock all fields **and** break the sync. ::: ## Step 2: Create unique signature blocks With the data in Opensense cleared, the fields fill in only from the signature block on the email. If you already have a custom signature block, copy and paste it into the signature settings of the shared inbox. If employees need to create a new signature block, they can use your [MySig tool](https://help.opensense.com/docs/mysig). 1. Go to MySig, and enter your details. Your MySig URL has the format `https://smart.domain.com/mysig`. ![The Opensense Email Signature Tool: enter your details, then copy your signature block](https://help.opensense.com/media/screenshot-202025-10-24-20at-2011-35-07-e2-80-afam-cfcab186b2ee.jpg) 2. **Copy**, **paste**, and **save** the signature block in the signature settings of the shared email address. 3. Users select their signature block from the signature selector. The fields fill in with the data in the signature block. A signature block at compose, with name, title, phone, mobile, and email, and the full signature the recipient sees ## What's next - [Sending more than one signature](https://help.opensense.com/docs/sending-more-than-one-signature) - [Field data priority](https://help.opensense.com/docs/field-data-priority) - [How should I break the directory sync in Opensense?](https://help.opensense.com/docs/breaking-directory-sync-in-opensense) For further help, contact Opensense Support at [help@opensense.com](mailto:help@opensense.com).