How to Update Your Email Signature and Contact Information

Follow this guide to update your email signature, correct your phone information, or understand how seasonal messages are applied.

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  1. How Our Signatures Work (Signitic)

  We use a tool called Signitic to centrally manage all company signatures. This ensures consistent branding for everyone.

   * You do not need to design your signature. It is automatically generated and applied to your emails.

   * You cannot manually edit your text details (Name, Title, Phone) inside Outlook, as Signitic will overwrite them to maintain uniformity.

  2. Updating Your Information

  Your Name, Job Title, and Phone Number are pulled directly from your Microsoft 365 Admin Profile. Because these are managed fields, you cannot change them yourself.

  To request a change:

   1. Submit a ticket to IT Support with the subject "Update Contact Info".

   2. Clearly state the exact text you need changed (e.g., "Change Title to Senior Accountant" or "Update Direct Line to 647-xxx-xxxx").

   3. An Administrator will update your Master Profile, and Signitic will sync the change to your signature within 24 hours.

  Updating Your Photo:

  You can update your own profile photo, which will appear in your signature (and Teams/Outlook).

   1. Go to [https://myaccount.microsoft.com/](https://myaccount.microsoft.com/)

   2. Log in with your company email.

   3. Click on Personal Info or the Camera icon to upload a new professional headshot.

  3. Seasonal Messages (Holiday Hours)

  During holidays (e.g., Winter Closure), a special message is added to everyone's signature automatically via a Signitic Campaign.

   * How it works: Once Management (Gail/Luis) communicates the official holiday hours to IT, we schedule the campaign.

   * Automation: The message will appear automatically on the start date and disappear on the end date. You do not need to take any action.

  4. Troubleshooting

  If your signature looks wrong or hasn't updated after 24 hours:

   1. Restart Outlook: This forces the Signitic add-in to refresh.

   2. Check the Web: Log in to Outlook Online (OWA). If the signature is correct there but wrong on your desktop, it is likely a caching issue on your laptop. Restarting usually fixes this.

   3. Submit a Ticket: If issues persist, please send us a screenshot of what you are seeing.