Update End-User Email Signature Information

What This Page Does

Controls the personal information that appears in your email signature—your name, job title, phone numbers, and other contact details. When you send email, INKY automatically adds your signature using the data you've entered here.

When to Update Your Signature Data

Update your information whenever:

• You get a new job title or change departments

• Your phone number changes (work, mobile, or fax)

• You want to add pronouns to your signature

• You move to a different office or work location

• Your LinkedIn profile URL changes

• You notice outdated information in your email signatures

Email Signatures - INKY

How to Update Your Signature

1. Import Your Latest Directory Data (Recommended First Step)

Click Import New or Updated Data to automatically pull your current information from your organization's directory (Microsoft 365 or Google Workspace).

This ensures you start with the most recent data your IT team has on file.

What gets imported:

• Full name

• Email address

• Job title

• Department

• Work phone

• Mobile phone (if available in directory)

2. Review and Edit Your Information

Check each field and make any necessary corrections or additions:

Full name – How your name appears in signatures (e.g., "Sarah Chen" or "Sarah J. Chen")

Pronouns – Optional. Appears after your name (e.g., "she/her" or "they/them")

Primary email address – Usually imports automatically; change only if you primarily send from a different address

Job title – Your current role (e.g., "Senior Account Manager")

Department – Your team or division (e.g., "Sales - West Region")

Company address override – Only fill this out if you work in a different office than your organization's default address. Leave blank to use the standard company address.

Work phone – Your direct office line with extension if applicable (e.g., "+1 555-0123 x456")

Mobile phone – Your business mobile number (optional but recommended for client-facing roles)

Fax number – Only if your role requires it (most users leave this blank)

LinkedIn profile URL – Your full LinkedIn URL (e.g., "https://www.linkedin.com/in/sarahchen")

• Make sure your profile is public or connections can view it

• Use your custom LinkedIn URL if you've set one up

User-specific license text or other fine print – Special legal disclaimers, certifications, or notices specific to you

• Example: "Licensed Real Estate Agent - CA DRE #01234567"

• Example: "FINRA Registered Representative"

• Leave blank if you don't need custom legal text

3. Preview Your Signature

Scroll down to Signature Preview to see exactly how your signature will look in new emails.

The preview updates in real-time as you edit fields. Use this to check:

• Spelling and formatting

• Phone number formatting

• All information displays correctly

4. Enable and Save

Make sure "Enable my personal signature using the following data" is checked.

If this is unchecked, your emails will not include a signature (or will use a generic one without your personal details).

Click Save when finished.

What Happens After You Save

Immediate effect: Your next outbound email will include your updated signature.

No retroactive changes: Previously sent emails keep the old signature. Only new emails going forward use your updated information.

Frequently Asked Questions

Q: Do I have to fill out every field?
No. Only fields with data will appear in your signature. If you leave "Fax number" blank, it won't show up.

Q: What if some of my information is wrong after importing?
Just edit the fields directly on this page. Your changes override what's in the directory. However, the next time you click "Import," it will pull fresh data again.

Q: Can I use a personal mobile number instead of my work number?
Yes, but check your organization's policy first. Some companies prefer work numbers only in signatures.

Q: Why is "Enable my personal signature" required?
Your organization has a signature policy that requires all outbound emails to include a signature. You can customize the data, but you must keep signatures enabled.

Q: How do I remove my signature entirely?
You can't disable it if your organization requires signatures. Contact your IT admin if you have a specific reason to opt out.

Q: Can I add custom content like awards or certifications?
Yes, use the "User-specific license text or other fine print" field for professional certifications, licenses, or required disclosures.

Q: Will my signature work with encrypted emails?
Yes, signatures are applied before encryption.

Q: What if I send from multiple email addresses or aliases?
Your signature uses the data from this page regardless of which alias you send from. The "Primary email address" field is just for reference.

Q: How often should I update this?
Whenever your information changes. Many users check it quarterly or after any role change.

Q: Can I have different signatures for different recipients?
No, you have one signature that applies to all your outbound mail. Your admin team controls signature layouts and any specialized rules.

Troubleshooting

Problem: Import button doesn't work or shows an error

Your directory data might not be syncing properly. Contact your IT team—they may need to update your information in Microsoft 365 or Google Workspace first.

Problem: Signature not appearing in sent emails

Check that "Enable my personal signature" is checked and you clicked Save. If it's still not working:

1. Try sending a test email to yourself

2. Check your Sent Items folder to confirm the signature is there

3. Contact IT support if signatures still aren't appearing after 5 minutes

Problem: Preview looks correct but sent email looks different

The preview shows how your signature appears in HTML email clients. Some recipients using plain-text email or older clients might see a simplified version. This is normal.

Problem: Information I updated isn't showing in new signatures

• Wait 1-2 minutes after saving for changes to take effect

• Clear your browser cache and reload the page

• Check that you clicked Save after making changes

• Try importing data again, then re-entering your custom information

Problem: My pronouns or LinkedIn URL don't appear in the signature

Your organization's signature layout might not include these fields. Your admin team controls which fields appear in the final signature design. You can still enter the data here—it will display if your org enables those fields in the future.

Still Need Help?

Contact your IT team or email support with:

• A screenshot of this settings page

• Description of what's not working

• A copy of a sent email showing the signature issue