How to Manage Microsoft 365 Email Signatures for Small Business Admins

by | Oct 5, 2025

Why Email Signatures Matter for Small Businesses

Microsoft 365 email signatures are more than just contact details—they’re a branding tool, a compliance requirement, and a way to maintain professional consistency across your organisation. In small businesses, it’s common for employees to create their own signatures in Outlook or Outlook Web App (OWA). While this offers flexibility, it can lead to:

  • Inconsistent branding
  • Broken formatting
  • Blocked images
  • Compliance risks

To avoid these issues, Microsoft 365 offers both user-level and server-level options for managing email signatures. Lastly, email signatures can be used as a method for generating email templates.

Click open the headers below to learn how to use Microsoft 365 email signatures. Please read through this entire article before starting the proceudure. Be sure to contact us for general advice if you are in doubt. Support options are available for professional assistance.

User-Level Signature Management

Admins can guide users to create their own signatures in Outlook or OWA. This is suitable for small teams but requires oversight to ensure consistency.

How to create a signature in Outlook (Desktop)

  • Go to File > Options > Mail > Signatures
  • Click New, name your signature
  • Add contact info, branding, and disclaimers
  • Set default signature for new emails and replies

How to create a signature in Outlook Web App (OWA)

  • Go to Settings > Mail > Compose and Reply
  • Create or edit your signature
  • Choose when it should be applied (new messages, replies)

Formatting tips

  • Use web-safe fonts (e.g., Arial, Calibri)
  • Avoid large images or logos that may be blocked
  • Keep layout simple for mobile compatibility
Server-Level Signature Management with Microsoft 365

For better control, admins can create organisation-wide signatures using Exchange Online mail flow rules. Using Microsoft 365 email signatures this way prevents end users from using email signatures that could be inaccurate or misleading. It gives your business the chance to guarantee uniformityy and accuracy.

Benefits

  • Centralised management
  • Consistent branding
  • Automatic application to all outgoing emails

How to set up server-side Microsoft 365 signatures

  1. Go to Microsoft 365 Admin Center > Exchange Admin Center
  2. Navigate to Mail Flow > Rules
  3. Create a new rule: “Apply disclaimers or signatures”
  4. Set conditions (e.g., apply to all users or specific groups)
  5. Add HTML-formatted signature content
  6. Save and test the rule

Note: Server-side signatures are appended after the email is sent, so users won’t see them while composing.

 

Using Signatures as Email Templates

Signatures can also be used creatively as email templates. This is useful for:

  • Customer service replies
  • Standard form memos
  • Internal announcements

How to use signatures as templates using Outlook (Desktop) or Outlook OWA

  • Create multiple signatures for different scenarios
  • Include full email body text along with contact info
  • Select the appropriate signature when composing a message

Using Microsoft 365 email signatures this way is a creative solution for quickly inserting pre-written content, saving time and ensuring consistency. Micrsoft Outlook does provide a utility for template generation, however user feedback indicates that Outlook’s approach to generating templates is awkward. Another solution for templates is to use Outlook’s Resend Message option. See this article for help with “Resend Message”

Summary

Microsoft 365 email signatures maintain professionalism, brand identity, and compliance. Whether you choose user-level or server-level management—or a mix of both—make sure formatting and image use are carefully considered, and check output with users in Gmail and Apple envirnments to check how your output works. Lastly, do not overlook the power of signatures as a simple way to build a library of reusable email templates.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

What Is a Shared Mailbox in Microsoft 365 and Why Your Business Should Use One

by | Oct 4, 2025

What Is a Shared Mailbox in Microsoft 365?

A Microsoft 365 shared mailbox allows multiple users to read and send emails from a common email address, such as support@yourcompany.com or accounts@yourcompany.com. These mailboxes are ideal for teams that need to manage group communications efficiently.

Shared mailboxes do not require a separate Microsoft 365 license, but any user accessing them must have a paid Microsoft 365 license. This makes them a cost-effective solution for collaborative email management.

Click open the headers below to learn more about shared mailboxes. Please read through this entire article before engage Microsoft for restoration of service. Be sure to contact us for general advice if you are in doubt. Support options are available for professional assistance.

Why are Shared Mailboxes Useful?

Shared mailboxes offer several practical advantages for businesses:

  • Team Collaboration: Multiple users can access the same mailbox, making it perfect for departments like support, sales, or accounts.
  • Offboarding Employees: When an employee leaves, their mailbox can be converted into a shared mailbox to retain access to important communications.
  • Shared Calendars: Teams can use the shared mailbox calendar to coordinate meetings, deadlines, or events.
  • File and Folder Sharing: Shared mailboxes can also serve as a central location for storing and accessing shared documents.

Here are some common scenarios where shared mailboxes are great business solutions:

  • Customer Support Teams: Centralize incoming queries and allow multiple agents to respond.
  • Accounts Departments: Manage invoices and financial communications from a single address.
  • Project Teams: Share calendars and documents related to specific projects.
  • HR Departments: Handle job applications and internal communications securely.
Creating a Shared Mailbox Without a License

To create a shared mailbox, you don’t need to assign a Microsoft 365 license to the mailbox itself. This is how to do it:

  1. Create a New User in Microsoft 365 Admin Center
    1. Go to Users > Active Users and click Add a user
    2. Fill in detail field (e.g., name, email address)
      1. Do not assign a license
  2. Convert the User to a Shared Mailbox
    1. After creating the user, go to Mailboxes in Exchange Admin Center
    2. Select the user and choose Convert to shared mailbox
  3. Assign Permissions
    1. Add users who need access by assigning Full Access and Send As permissions.

Using a shared mailbox in this way ideal for setting up departmental mailboxes like info@, sales@, or hr@

Converting an Existing User to a Shared Mailbox After Offboarding

When an employee leaves, their mailbox may contain valuable information. Instead of deleting the account, you can convert it to a shared mailbox:

  1. Convert to a Shared Mailbox
    1. Navigate to Exchange Admin Center, select the user’s mailbox, and click Convert to shared mailbox.
  2. Remove the License
    1. In the Microsoft 365 Admin Center, remove the user’s license to avoid ongoing costs.
  3. Assign Access to Relevant Team Members
    1. Add team members who need access to the mailbox for continuity.
      This approach preserves email history and ensures business continuity without incurring additional licensing fees.

Using a shared mailbox this way preserves email history and ensures business continuity when an employee leaves without incurring additional licensing fees.

Stroage Limits, Archiving, and Compliance

Storage Limits

  • A shared mailbox without a license has a 50 GB storage limit
  • If the mailbox exceeds 50 GB, you must assign an Exchange Online Plan 2 license (or equivalent) to increase the limit to 100 GB and enable archiving features

Archiving and Compliance

  • In-Place Hold or Litigation Hold: If you need to place the mailbox on hold for compliance or legal reasons, a license is required.
  • Archiving: A shared mailbox can have an archive mailbox, but this feature also requires a license. Without it, archiving isn’t available.
  • Retention Policies: These can still apply to a shared mailbox, but advanced compliance features often need licensing.

Best Practice

  • For most departmental or offboarding scenarios, the 50 GB limit is sufficient.
  • If you anticipate heavy email traffic or need compliance features, keep a license assigned even after conversion.
Summary

Shared mailboxes in Microsoft 365 are a powerful tool for improving team collaboration, managing transitions, and streamlining communication. They are easy to set up and configure, cost-effective, and versatile—making them a smart choice for businesses of all sizes.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

How to add a new employee with Microsoft 365 User Onboarding

by | Oct 4, 2025

Introduction to Microsoft 365 User Onboarding

When a new employee joins your business, setting them up with Microsoft 365 is a straightforward process—but it is important to follow best practices to ensure security, productivity, and compliance. This guide outlines Microsoft’s conventional workflow for onboarding a standard user with a Microsoft 365 Business or Enterprise license.

Step 1: Create a New User Account

Microsoft 365 user onboarding begins with a Global Administrator creating a new user in the Microsoft 365 Admin Center. This includes:

  • Assigning a primary email address (e.g., john.doe@yourcompany.com)
  • Optionally adding email aliases (e.g., sales@yourcompany.com), which forward incoming mail to the primary address.

Note: Additional aliases cannot send or receive mail independently unless they are assigned a separate paid license. If you are creating the first user for a Microsoft 365 tenancy, make sure that your domain name is verified and your organization’s naming conventions for email addresses are followed.

Step 2: Assign a Microsoft 365 License

Once Global Administrator has created a new user, the the next step in Microsoft 365 user onboarding is to assign a license. This can be done in three ways in Microsoft 365 Admin centre > Billing > Licenses:

  • Using an available license
    • If your tenancy already has unused licenses, these can be assigned directly.
  • Reassigning licenses
    • Licenses are portable and can be removed from one user and reassigned to another as needed.
  • Buy a new license
    • Licenses typically include access to Exchange email only (Outlook), and more fully specified licenses include Outlook, Teams, OneDrive, SharePoint, and Office apps, depending on the plan.

Once you have an available license, this can be assigned to the user.

Step 3: Configure Multi-Factor Authentication (MFA)

This stage of Microsoft 365 user onboarding is for your new employee to organize. Security is critical in commercial situations because of your business’ oblgations under GDPR. Microsoft recommends enabling MFA for all users. Here’s how a new user can set multifactor authentication using their mobile phone:

  • Install Microsoft Authenticator from the App Store or Google Play.
  • Sign in to the app using their Microsoft 365 credentials.
  • Scan the QR code provided during the MFA setup process.
  • Enable backup in the Authenticator app to protect against device loss. This requires either a personal Microsoft account or an iCloud account so that Microsoft Authenticator can stores credentials securely in the cloud in awa that users can get to backups if they cannot access their Microsoft 365 account.

For complete notes about configuring Microsoft Authenticator, see this article.

To learn how to backup accounts in Microsoft Authenticator, see this article.

Step 4: Prepare Supporting Documentation

To ensure your employee’s Microsoft 365 user onboarding experience, provide the new user good documentation. This might include:

  • A welcome email with login instructions
  • A guide to using Microsoft 365 apps
  • MFA setup instructions
  • Company policies and acceptable use guidelines

These documents can be stored in SharePoint or sent via email. Usually, businesses include Microsoft 365 app guidance within company/IT policies.

When introducing the new user to their Micrsoft 365 account, include guidance on how to fill in their contact details in their profile. This improves their forward-facing identification when using Teams and other Microsoft 365 sharing services.

Additional Considerations for Microsoft 365 user onboarding

Before provisioning a license, consider:

  • Group membership: Assign users to relevant Microsoft 365 groups for access control.
  • Role-based access: Ensure the user has the correct permissions for their job function.
  • Device management: If using Intune, enroll the user’s devices for compliance and security.
    • This feature is usually a Microsoft 365 Enterprise licensing issue.
Summary

Microsoft 365 user onboarding is efficient and scalable. By following these steps, businesses can ensure that new employees are set up securely and productively from day one. Licenses are flexible, MFA enhances security, and aliases streamline communication—all managed easily through Microsoft 365 Admin Center.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

How to Manage Microsoft 365 When an Employee Leaves Your Business – Microsoft 365 offboarding

by | Oct 4, 2025

About Microsoft 365 Offboarding

When an employee leaves your business, it’s essential to handle their Microsoft 365 account properly to protect company data, maintain continuity, and ensure compliance. This is called Microsoft 365 offboarding. For small businesses, the procedure is managed by Global Administrator.

This guide outlines Microsoft’s recommended workflow for managing a departing user with a Microsoft 365 Business or Enterprise license, including email, OneDrive, SharePoint, Teams, and license reassignment. For users who only rely on email, the process for offboarding only includes email account processing.

Step 1: Disable Sign-In and Inform IT

Before making any changes, disable the user’s sign-in access via the Microsoft 365 admin center. This prevents unauthorized access while allowing administrators to manage the account.

  • Go to Users > Active Users
  • Select the user
  • Under Account, toggle Block sign-in to Yes

This step ensures the account remains intact while you prepare for data transfer and reassignment.

Step 2: Convert the Account to a Shared Mailbox

If the user had important email communications, you can convert their mailbox to a shared mailbox. This allows managers or team members to access the mailbox without consuming a license. Shared accounts do not require a subscription.

  • In Exchange Admin Center, select the user’s mailbox
  • Choose Convert to shared mailbox
  • Assign permissions to relevant users (e.g., manager or supervisor)

Note: Once converted, you can remove the license without losing the mailbox data.

Step 3: Reassign Ownership of Groups, Teams, and SharePoint Sites

Microsoft 365 users often own resources like Microsoft Teams, Microsoft 365 Groups, and SharePoint sites. These must be reassigned to avoid orphaned content. When managing a departing employee during Microsoft 365 offboarding:

  • Use Microsoft 365 Admin Center or PowerShell to:
    • Add a new owner to Teams and Groups
    • Transfer SharePoint site ownership to a global admin or supervisor.

This ensures continuity and prevents access issues for remaining team members.

Step 4: Transfer OneDrive Files

OneDrive files should be preserved and transferred to another user before deleting the account.

In Microsoft 365 aAdmin Centre:

  • Go to Users > Active Users
  • Select the user and choose OneDrive
  • Click Create link to files
  • Share the link with the manager or IT admin
  • Use PowerShell or admin tools to move files to another user’s OneDrive or SharePoint*

* At the simplest level, user with permission to files can download content and upload to new storage locations.

Files remain accessible for 30 days after license removal, so Microsoft recommends transferring files promptly.

Step 5: Remove License and Reassign to New Employee

Once data is secured and ownership reassigned, you can remove the license from the departing user.

  • Go to Billing > Licenses
  • Unassign the license from the old user
  • Assign it to a new employee who has already been added to your tenant

Microsoft 365 licenses are portable, meaning you can reassign them without purchasing a new license. This keeps costs down and simplifies onboarding. If you need to cancel the license because it is no longer needed, you can now cancel the license.

Summary

Using these recommended procedures for Microsoft 365 offboarding ensures a smooth transition and ensures continuity of access to email, files, and other content. By converting mailboxes, transferring files, and reassigning licenses, you maintain productivity and data integrity. Always follow Microsoft’s best practices to avoid disruptions and keep your digital workspace secure.

Final Checklist Before Deleting the Account

  1. Block sign-in access
  2. Convert mailbox to “shared” status
  3. Reassign Teams, Groups, and SharePoint ownership
  4. Transfer OneDrive files
  5. Remove license and reassign
  6. Delete the user account (optional, after 30 days)

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including website design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.

What Is BoxTrapper in cPanel and Why Email Users Should Care

by | Oct 2, 2025

BoxTrapper in cPanel: A Simple Yet Effective Spam Filter

BoxTrapper is a built-in spam filtering tool available in cPanel web hosting dashboards. It works by using a challenge-response system: when someone emails you, BoxTrapper checks if the sender is on your approved list. If not, it sends a verification email asking them to confirm they’re human. Only verified senders get through.

BoxTrapper is useful for users who receive a lot of unsolicited emails or run public-facing contact forms. It is a straightforward way to reduce inbox clutter without needing advanced filtering rules or third-party tools. 

Click on the headers below to learn about BoxTrapper. Click on images to view at full-sized resolution. For guidance about BoxTrapper, please contact us for help.

Why BoxTrapper Is Useful for Everyday Email Users

Spam filters usually rely on complex algorithms or blacklists. BoxTrapper takes a different approach—putting the sender to the test.

For example, imagine you run a small business and get dozens of emails daily. Most are genuine, but some are spam bots trying to sell you things. With BoxTrapper enabled, those bots never make it to your inbox unless they reply to the verification email—which they rarely do.

This keeps your inbox clean and ensures you only deal with real people. It is especially handy for users who do not want to manage detailed filtering rules or pay for premium anti-spam services.

How BoxTrapper Differs from Microsoft 365 and Exchange Online Filtering

Microsoft 365 and Exchange Online use advanced filtering systems powered by AI and threat intelligence. These platforms scan email content, sender reputation, and attachments to detect spam, phishing, and malware.

BoxTrapper, by contrast, is much simpler. It does not scan content or use AI—it just asks senders to verify themselves. While this can be effective for basic spam control, it lacks the nuance and automation of enterprise-grade solutions.

For users who need granular control, reporting, or integration with security policies, Microsoft’s tools are more powerful and flexible. For small websites or personal email accounts hosted on cPanel, BoxTrapper offers a low-maintenance alternative.

Managing BoxTrapper as a Virtual Host Account Administrator

BoxTrapper is configured at server level, not email account level. If you have server admin privileges, you can enable, configure, and manage BoxTrapper from your cPanel web server control panel:

  1. Log into cPanel and go to the Email section.
  2. Click on BoxTrapper.
  3. Select the email account you want to protect.
  4. Enable BoxTrapper and customise the verification message.
  5. Add trusted senders to your whitelist.
  6. Review logs and manage queue messages as needed.

You can also set up auto-whitelisting for people you reply to, reducing friction for regular contacts. Admins can manage multiple accounts and tweak settings to suit different users. For current BoxTrapper specifications, see this article at cPanel Docs.

Summary

BoxTrapper is a simple way to reduce incoming spam. Server admins can apply BoxTrapper selectively on email accounts, or globally. However, BoxTrapper’s success depends on users white-listing approved email addresses. This means that senders may not understand that they need to respond to a verification email to successfully dispatch an email to you. Also, email users need to pay attention to their email whitelists.

Micrsoft 365 provides a more naunced approach, however this can be subject to someone understanding the intricacies of Exchange Online to micro-manage spam-filtering.

About ComStat.uk: Internet Service Provider Comstat provides IT support, web hosting, and media services including web design, Microsoft 365 setup, and audio/video production, serving businesses across Denbighshire, North Wales and Wirral from Ruthin, and Lancashire and the Northwest from Bolton.