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

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.

From Outlook:

1. Start a new message, a reply or a forward.
2. On the ribbon, choose My signature.
3. In the pane, choose Edit my details.

The page opens in your browser. To go there directly instead:

1. Open portal.usesigil.app/me in your browser.
2. Choose Sign in with Microsoft.
3. Sign in with your work account.

The page is headed “Your signature details”, with your email address at the top and a Sign out button beside it.

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.

The page also tells you when Sigil last added your signature to an email. See whether your signature is working.

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.

Whether your signature is working

The page answers the question that otherwise ends up with your IT team: is my signature actually going on my emails?

What it says	What it means
Added to an email, with when and in which Outlook	The last time Sigil put your signature into a new message, Outlook accepted it. There is nothing to do
Last tried, but it didn’t go in	The last attempt failed. The line underneath says why in plain terms, and usually what to do about it
Outlook asked for your signature	A signature was sent, but that version of Outlook did not report back whether it went in. That is normal for older versions
Not added to an email yet	Nothing has asked for your signature so far. It happens by itself the first time you start a new message

If you have already sent a few messages and the page still says not added yet, open the Sigil pane from the ribbon once.

This is the same record your administrators see for your mailbox in Activity, shown to the person it is about. It holds no message content, no recipients and no count of what you sent. It only says when a signature last went in, in which Outlook, and whether that worked.

It covers your own mailbox and nothing else. A signature added while you send from a shared mailbox is recorded against the shared mailbox, so it does not show here.

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

1. Under “Yours to fill in”, type into each field, or pick from its list.
2. Choose Save.

Save stays greyed out until you have changed something. When the save has gone through, “Saved. Your next email will use it.” appears beside the button, and the preview under “How your signature looks” is redrawn with your new details. A field marked “asked of everyone” is one your organisation would like filled in; the number still to fill in is shown beside the button, and you can save without them.

To clear a value you no longer want:

1. Delete the text from the field, or choose “Prefer not to say” from a list.
2. Choose Save.

Your next email uses what you saved, and there is nothing to restart. The one exception is a signature that is built to show the details of whoever is sending rather than the mailbox’s own, which some organisations use for shared mailboxes. There a change can take about an hour to appear.

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:// or http://. A field for an email address or a phone number checks that what you type looks like one. 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 what a field may hold after you filled it in, an answer that no longer fits is removed rather than left in your signature. That happens when a field’s type changes altogether, and when an option you chose is taken off a list. Pick again from the new list the next time you visit. A field that only had its label, help text or length changed keeps your answer. If the length limit was shortened below what you entered, saving is refused with “Must be N characters or fewer.” until you shorten it.

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

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

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.

If the page says editing is not available

Four things can cause it, and none of them 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. The page is headed Nothing to fill in. Anything you entered earlier keeps appearing in your signature: switching editing off stops people changing their details, it does not remove them.

Or your organisation’s Sigil subscription may not be active at the moment, in which case the page is headed Nothing to edit right now.

The other two show as an error message instead. Mailbox excluded means your mailbox is one your organisation has deliberately left out of Sigil, which is normal for shared and unattended mailboxes. Organisation not active means your organisation’s Sigil account is not currently active.

In the last three cases you get no signature from Sigil at the moment, so nothing you entered appears until that changes. Your IT team can tell you which applies.

A fifth case is not a refusal at all. Where editing is on but your organisation has not yet added any details of its own, the page opens as normal and says there is nothing for you to fill in yet. Everything in your signature then comes from your Microsoft 365 account.