Filling in your own details
Most of your signature comes from your Microsoft 365 account. Your name, job title, phone number and office all live there, and your IT team maintains them.
Some things do not belong there. Your pronouns, a link to your own booking page, a direct line, the days you work. If your organisation has switched this on, you fill those in yourself.
The page is at portal.usesigil.app/me.
Getting there
Section titled “Getting there”Sign in with your work account. There is nothing to install and no role you need to be given: the page works for anybody in an organisation that has switched it on, and it shows you your own details and nothing else.
If you use the My signature pane in Outlook, there is an “Edit my details” button on it that opens the same page in your browser. The button only appears when there is actually something for you to fill in.
What is on the page
Section titled “What is on the page”Your organisation’s fields come first, as a form. What is in it is entirely up to your organisation: it might be one box for pronouns, or half a dozen things. Some fields carry a line of guidance underneath explaining what your organisation wants in them.
Underneath sits a preview of your actual signature, so you can see the change land rather than take it on trust.
Alongside them, greyed out, are the details Sigil reads from your Microsoft 365 account. You cannot change those here, and they are shown anyway, because the first question this page provokes is “why can’t I fix my job title”. They are also the honest picture of what your signature is made of: most of it is the directory, and this page edits the rest.
Custom attribute slots are only listed when your organisation has put something in them, so an empty panel there is normal.
Fixing something you cannot edit here
Section titled “Fixing something you cannot edit here”Ask your IT team. Everything in the read-only panel comes from your Microsoft 365 account, and Sigil only reads it. Nothing you do on this page is written back there, so correcting your job title in Sigil is not possible even in principle.
The upside is that a correction made in your directory reaches your signature on its own, without anybody re-editing a template.
Saving
Section titled “Saving”Your next email uses what you saved. There is no waiting period and nothing to restart.
Some fields only accept certain values, and you are told at the point of saving
rather than finding out later. A field for a web address wants a full one
beginning https://. A field offering a list of choices takes one of those
choices. That is your organisation’s decision about the field, not Sigil being
particular.
If your organisation changes a field after you filled it in, you keep what you chose. An option that has since been taken off the list still shows as your answer rather than the field going blank, and you pick again from the new list whenever you next save. The exception is a field whose type has changed altogether, where an answer that no longer fits the new kind of field is removed.
Leaving a field empty is fine. Your signature closes up around anything you have not filled in, so an empty field leaves no gap, no stray comma and no empty label.
If you send from a shared mailbox
Section titled “If you send from a shared mailbox”What you enter here can follow you. Where your organisation’s template asks for
it, a message you send from a shared mailbox such as sales@ carries your own
answers rather than anything filled in against that mailbox, in the same way it
carries your name rather than the mailbox’s.
Whether it does is your organisation’s decision, taken in the template, so it is worth asking your IT team if it matters to you. What will never happen is your answer appearing under a colleague’s name, or theirs under yours. If you left a field empty, a message you send prints nothing there rather than borrowing somebody else’s answer.
A shared mailbox can have answers of its own, but nobody signs in as one, so only an administrator can enter them.
Who can see what you enter
Section titled “Who can see what you enter”Your organisation’s administrators can see what everybody has entered, and can correct it on your behalf if you ask them to. That is the same access they already have to the rest of your signature. They can also fill your details in before you have been to the page at all, which is how a starter’s direct line can be in place on their first day.
When an administrator edits your details, it is recorded in your organisation’s change log with their name on it. When you edit your own, it is not: that log is your IT team’s record of changes to the organisation’s signatures, not a record of you keeping your own number up to date. The page itself shows who last saved it and when.
If the page says editing is not available
Section titled “If the page says editing is not available”Two things can cause it, and neither is a fault.
Your organisation may not have switched profile editing on. It is off until an administrator turns it on, and there is nothing you can do from your end.
Or your mailbox may be one your organisation has deliberately left out of Sigil, which is normal for shared and unattended mailboxes.
Either way your IT team can tell you which, and the values you may already have entered keep appearing in your signature regardless. Switching editing off stops people changing their details; it does not remove them.