Creating Your First Signature

Learn how to create your first email signature template using the fixSignatures HTML editor with dynamic template variables.

Accessing the Signature Editor

1. Log in to your fixSignatures dashboard
2. Click Signatures in the main navigation
3. Click Create New Signature
4. Enter a name for your signature (e.g., “Company Standard” or “Sales Team”)

Understanding the Editor Interface

The signature editor has several key areas:

• Toolbar – Quick access to variables, image gallery, and syntax help
• Code Editor – Write and edit HTML for your signature
• Preview Panel – See how your signature looks with real user data
• Preview As – Select different users to preview their personalized signature

Writing Your Signature HTML

Email signatures use HTML for formatting. Here’s a simple example to get started:

<table style="font-family: Arial, sans-serif; font-size: 14px;">
  <tr>
    <td style="padding-bottom: 8px;">
      <strong style="color: #333;">{{name}}</strong>
    </td>
  </tr>
  <tr>
    <td style="color: #666;">{{jobTitle}}</td>
  </tr>
  <tr>
    <td style="padding-top: 8px;">
      <a href="mailto:{{mail}}" style="color: #0078d4;">{{mail}}</a>
    </td>
  </tr>
  {{#mobilePhone}}
  <tr>
    <td>
      <a href="tel:{{mobilePhone}}" style="color: #0078d4;">{{mobilePhone}}</a>
    </td>
  </tr>
  {{/mobilePhone}}
</table>

Using Template Variables

Template variables automatically populate with each user’s data from Microsoft 365. Use the Variable button in the toolbar to see all available variables.

Common variables include:

Variable	Description
{{name}}	User’s display name
{{jobTitle}}	Job title
{{mail}}	Email address
{{mobilePhone}}	Mobile phone number
{{officeLocation}}	Office location
{{companyName}}	Company name

For a complete list, see Template Variables Reference.

Conditional Content

Use conditional blocks to show content only when a field has a value. This prevents empty lines when data is missing.

{{#mobilePhone}}
<tr>
  <td>Mobile: {{mobilePhone}}</td>
</tr>
{{/mobilePhone}}

In this example, the mobile phone row only appears if the user has a mobile phone number in their Microsoft Entra ID profile.

Previewing Your Signature

1. The preview panel on the right shows your signature in real-time
2. Use the Preview as dropdown to select different users
3. Toggle Show Variables to see raw variable names vs. populated data
4. Check how the signature looks with users who have missing fields

Saving and Enabling Your Signature

1. Click Save Template to save your changes
2. Return to the Signatures list
3. Click Configure on your signature to set assignment options
4. Enable the signature by toggling its status to Enabled

Default vs. Assigned Signatures

When configuring a signature, you choose how it applies to your users:

• Default Signature – applies to all enabled users who don’t have a more specific assignment. Only one signature can be the default.
• Assigned to groups – applies to users who belong to one or more selected Azure AD groups.
• Assigned to individual users — applies to specifically selected users, regardless of their group membership.

To set a signature as default, check the “Default” option in the signature settings.

You can mix group and individual assignments on the same signature. When a user qualifies for more than one signature, direct user assignment takes priority over group assignment, which takes priority over the default.

Assigning Signatures to Individual Users

On the signature configuration page, check “Assign to specific users or groups,” then use the search field to find users by name or email address. You can combine individual users and groups in the same assignment.
This is useful when you need to give specific people a different signature from the rest of their team — for example, a department head who needs different contact details than others in the same group.

Best Practices

• Keep it simple – Avoid complex layouts that may break in different email clients
• Use inline styles – External CSS is not supported in most email clients
• Test across clients – Preview in Outlook Web, Desktop, and Mobile
• Optimize images – Keep images small (under 100KB) for fast loading
• Use web-safe fonts – Arial, Helvetica, Georgia, Times New Roman
• Include conditionals – Handle missing data gracefully

Next Steps

• Template Variables Reference – All available variables
• Adding Images to Signatures – Using the image gallery
• Using Custom Variables – Create your own variables