Employee Signature Installation Guide

Welcome to TeamSigs. Your company administrator has provisioned your official corporate email signature. Follow these instructions to authenticate and install your signature into your email client.

1. Access Your Portal (Passwordless Authentication)

TeamSigs does not use passwords. Authentication is handled exclusively through single-use email verification codes.

1. Open your web browser and navigate to:

   https://teamsigs.com/my-signature

2. Enter your corporate email address and click Continue.
3. Check your company email inbox for an email from TeamSigs containing a 6-digit verification code.
4. Enter the 6-digit code on the authentication screen.
5. Upon verification, you will land directly in your private signature portal (/my-signature).

Security Note: Non-admin employees are strictly sandboxed to /my-signature. You will not see administrative sidebars, settings, or billing dashboards.

2. Review Your Signature

The center column displays a live preview of your signature rendered inside a simulated email client.

• Verify your name, job title, contact details, and department.
• If your administrator has delegated personal variables (marked as {{var#}}), an Edit My Info button appears in the top-right corner.

Editing Delegated Personal Fields (Optional)

1. Click Edit My Info.
2. Update allowed personal fields (e.g., direct phone extension, meeting scheduling link, personal LinkedIn handle). Company-locked values (logos, disclaimers, website) and admin-managed directory values cannot be edited here.
3. Click Save. The preview canvas updates immediately.

Reporting Typos or Errors

If company-managed details (such as your formal name, department, or job title) are incorrect:

1. Locate the Need to update your details? card in the right column.
2. Click Report an Issue / Request Changes.
3. In the modal, describe the necessary corrections (e.g., "Please update direct office phone to extension 402").
4. Click Send Request. Your workspace administrator will receive an email notification containing a direct link to update your directory record.

3. Install in Your Email Client

Use the dedicated copy buttons in the left actions column. Do not manually highlight and copy text from the browser window; manual selection breaks nested HTML formatting.

Option A: Gmail (Web)

1. Click Copy for Gmail in your TeamSigs portal.
2. Open Gmail and click the Settings gear icon in the top-right corner $\rightarrow$ select See all settings.
3. Under the General tab, scroll down to the Signature section.
4. Click Create new, name your signature (e.g., Work), and place your cursor into the signature editor box.
5. Press Ctrl + V (Windows) or Cmd + V (macOS) to paste.
6. Under Signature defaults, set your new signature for For new emails use and On reply/forward use.
7. Scroll to the bottom of the page and click Save Changes.

Option B: Microsoft Outlook (Desktop App)

1. Click Copy for Outlook in your TeamSigs portal.
2. Open Microsoft Outlook desktop.
3. Navigate to File $\rightarrow$ Options $\rightarrow$ Mail $\rightarrow$ click the Signatures... button.
4. Under the Email Signature tab, click New and assign a name.
5. Click inside the Edit signature box and press Ctrl + V (Windows) or Cmd + V (macOS).
6. Under Choose default signature, assign the newly created signature to your email account for both New messages and Replies/forwards.
7. Click OK to save and exit.

Option C: Microsoft Outlook (Web / Office 365)

1. Click Copy for Outlook in your TeamSigs portal.
2. Log in to Outlook on the web (outlook.office.com).
3. Click the Settings gear icon in the top-right corner $\rightarrow$ select View all Outlook settings.
4. Navigate to Mail $\rightarrow$ Compose and reply.
5. Under Email signature, select or add a signature.
6. Click inside the text box and press Ctrl + V (Windows) or Cmd + V (macOS).
7. Select Save.

Option D: Apple Mail (macOS)

1. Click Copy for Apple Mail in your TeamSigs portal.
2. Open Apple Mail.
3. In the top application menu, select Mail $\rightarrow$ Settings... (or Preferences...).
4. Click the Signatures tab.
5. Select your corporate email account in the left column and click the + (plus) icon to create a new signature.
6. Critical step: Uncheck the box labeled Always match my default message font located at the bottom of the pane.
7. Click inside the preview box on the right, press Cmd + A to clear any placeholder text, and press Cmd + V to paste.
8. Close the Settings window to automatically save.

Option E: Mozilla Thunderbird

1. Click Copy for Thunderbird in your TeamSigs portal.
2. Open Mozilla Thunderbird on your computer.
3. In the left folder pane, right-click on your email account and select Settings (or open the menu and choose Tools $\rightarrow$ Account Settings).
4. Click on your email account in the left list to open the default account properties.
5. In the right pane, locate the Signature text section.
6. Critical step: Check the box labeled Use HTML (e.g., <b>bold</b>). If this box is unchecked, Thunderbird treats the signature as unformatted plain text.
7. Click inside the signature text area and press Ctrl + V (Windows/Linux) or Cmd + V (macOS) to paste your signature.
8. Close the Account Settings tab. Thunderbird will automatically attach your new signature to outgoing emails.

Option F: Webmail / Roundcube (cPanel, Plesk, etc.)

1. Click Copy for Roundcube / Webmail in your TeamSigs portal.
2. Sign in to your webmail interface (such as cPanel Webmail, Plesk, or your company's Roundcube portal).
3. In the sidebar or top navigation, click Settings (the gear icon).
4. In the Settings column, click Identities.
5. Select your default email address / identity from the list.
6. Locate the Signature section.
7. Critical step: Enable the toggle or checkbox labeled HTML signature. If left in plain text mode, HTML tables, colors, and embedded images will not display correctly.
8. Click inside the signature editor and press Ctrl + V (Windows) or Cmd + V (macOS) to paste.
9. Click Save at the bottom of the page.