Issue:

Sharing Microsoft 365 email accounts may face issues when individual users' signatures get merged due to Outlook's roaming signatures feature. This can create confusion and overlap if you're using distinct signatures for different purposes, e.g. macros and wanting your own default signature per staff member.

Solution:

Disabling the roaming signatures feature in Microsoft 365 can streamline your team collaboration and avoid the confusion of merged signatures when sharing a single user mailbox among multiple staff members, and will also let you use set your own default signature for that mailbox. 

Choose your method:

• Solution 1: Disable roaming signatures individually on a User's Computer
• Solution 2: Global Disabling of Roaming Signatures via Group Policy Object (instructions for IT admins only)

Disabling Roaming Signatures Individually on a User's Computer

This can be achieved either by running a pre-made REG file or manually editing the Windows registry.

Using a REG file

1. Download and unzip the REG file from here.
2. Double-click the file to run it. You will need administrative privileges on the computer.
3. Click Yes on the warning message to add the key that disables the roaming signatures feature. A confirmation message will appear once the registry is updated.
4. Restart Outlook for Windows to apply the change.

Manually adding the key to the Windows registry

1. Run the Registry Editor (RegEdit) with administrative privileges.
2. Copy and paste HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Setup\ into the Registry Editor’s address bar and press Enter.
   
   
   Fig. 6. Navigating to the right location in the Registry Editor.

3. Right-click inside the right pane and select New > DWORD (32-bit) Value.
   
   
   Fig. 7. Creating a new 32-bit DWORD value.

4. Name the value DisableRoamingSignaturesTemporaryToggle and press Enter.
5. Double-click the new value. In the window that opens, enter 1 in the Value data field and click OK.
   
   
   Fig. 8. Modifying the DisableRoamingSignaturesTemporaryToggle DWORD value.

6. Close the Registry Editor and restart Outlook for the changes to apply.

Global Disabling of Roaming Signatures via Group Policy Object (GPO)

This method is ideal for IT admins who want to apply changes across the organization using Intune or similar.

1. Login to your domain controller.
2. Access the Group Policy Management Console (GPMC) by typing gpmc.msc in the Start menu and running it as admin.
3. Locate and right-click your organizational unit (OU). Choose Create a GPO in this domain, and Link it here.
   
   Fig. 1. Creating a new GPO to disable roaming signatures.
   
   
4. In the new window, name your policy (e.g., DisableRoamingSignatures), and click OK.
   
   Fig. 2. Naming the Group Policy Object (GPO).
   
   
5. Right-click your newly-created GPO and select Edit.
   
   Fig. 3. Opening the GPO for editing.

6. In the Group Policy Management Editor, navigate to User Configuration > Preferences > Windows Settings > Registry. Right-click Registry and select New > Registry Item.
   
   Fig. 4. Creating a new registry item in the Group Policy Management Editor.
   
   
7. Configure the new registry item as follows:
   • Action: Update
   • Hive: HKEY_CURRENT_USER
   • Key Path: Software\Microsoft\Office\16.0\Outlook\Setup\
   • Value Name: DisableRoamingSignaturesTemporaryToggle
   • Value Type: REG_DWORD
   • Value Data: 1

     
     Fig. 5. Configuring the DisableRoamingSignaturesTemporaryToggle registry value.
     
     
8. Click Apply and OK to save your changes. Once the GPO propagates, the roaming signatures feature will be disabled for your users.

Once the GPO propagates, the Outlook roaming signatures feature will be disabled for your users.

Credit: thanks to CodeTwo.