User Guide
The 'Mail Signature Editor' app is where you edit all your officeatwork Mail Signature template files (*.ofawmsig).
These are the basic steps you need to take to create or edit an existing Mail Signature template:
Launch: Launch the Mail Signature Editor and sign-in with your Microsoft 365 account using any modern browser.
Import or Create: Import your existing officeatwork Mail Signature or create a new one.
Edit: Edit your Mail Signature template in the Template section of the Mail Signature Editor.
Preview: Preview your Mail Signature in the Preview section of the Mail Signature Editor.
Download: Download your Mail Signature using the Download button in the Template section of the Mail Signature Editor.
Publish: Upload your Mail Signature file to your Mail Signature SharePoint Library.
The 'Mail Signature Editor' app is a web application and is designed to run with any modern browser.
Any modern browser is currently supported
Use the following link to launch the 'Mail Signature Editor' in your browser: https://editor.mailsignature.officeatwork.com
After launching the Mail Signature Editor, it will try to automatically sign you in with your Microsoft 365 account. If not successful it will present you with some Microsoft Sign-In steps.
The 'Mail Signature Editor' supports the following user accounts:
Please note: Personal Microsoft accounts are not supported.
Define your custom mail signature to be brand compliant and include dynamic data so that it is personalized for all your employees. The Mail Signature Editor will provide you with an editing canvas that will allow you to create highly dynamic signatures that can produce HTML or Plain Text Mail or Appointment signatures that take into account things like personal attributes, personal or general images, optimizations for internal or external recipients, optimizations for new, reply or forward messages, and differentiations for specific languages.
<p style="
font-family: system-ui, 'Segoe UI', Roboto, Oxygen, Ubuntu, Helvetica, Arial, sans-serif;
font-size: 14px;
line-height: 1.4;">
<strong>{{ user.displayName }}</strong><br>
{% if user.businessPhones[0] %}{{ user.businessPhones[0] }}<br>{% endif %}
<a href="mailto:{{ user.mail }}" target="_blank" rel="noopener noreferrer">{{ user.mail }}</a><br>
</p>
To edit an existing mail signature file you can use the Import button (bottom left of your Mail Signature Editor window) to import any existing *.ofawmsig file.
You can use the powerful features of the Nunjucks templating engine to build your mail signature template. The Function menu will offer often used snippets to speed up your template creation.
Use this menu to insert references to available user attributes coming from Azure Active Directory (AAD).
Conditions can help you isolate parts (or the entire signature template) for specific scenarios. You can for instance show a different signature for mail messages and appointment messages, internal or external mail recipients, HTML or TXT formatted messages etc.
Please be aware, that any part of the signature that is not encapsulated by a specific condition will be visible for all scenarios.
Here is the list of the available conditions:
Message mail.isMessage
Appointment mail.isAppointment
Please note:
All of the above listed conditions are subject to your Outlook version supporting the condition. Check our Mail Signature Compatibility article in our help center for more details.
Selecting any condition in the Conditions menu will insert a Nunjuks compatible IF statement providing space in your template that will only apply to your chosen condition.
With these condition options you can create a specific signature for mail messages and appointments. mail.isMessage will return True for all email messages (new, reply, and forward). mail.isAppointment will return True for appointments only.
With these condition options you can create a specific signature or parts of a signature that will apply (render) for new, forward or reply messages only. mail.isNew will return True for new email messages and appointments. mail.isForward will return True for forwarded email messages. mail.isReply will return True for reply email messages
With these condition options you can create a specific signature or parts of a signature that will apply (render) for text or HTML messages only. mail.isHtml will return True for HTML formatted email messages. mail.isPlainText will return True for text only formated email messages.
With these condition options you can create a specific signature or parts of a signature that will apply (render) for internal or external audiences only. As soon as one recipient is not from within your organization the constant mail.isExternal will return True. As long as all recipients are from within your organization the constant mail.isInternal will return True.
Please note:
It can take up-to 30 minutes for new users that got added to your organization to get recognized as internal recipients. Please also note that by default officeatwork will return true for isExternal and false for isInternal if the condition is not supported by your platform or there are no recipients defined.
Selecting any language in the Language menu will insert a Nunjuks compatible IF statement providing space in your template that will only apply to your chosen language. All added languages will be listed in this menu. To manage your languages, choose 'Manage Languages'. This will open the 'Manage Languages' panel where you can add and remove languages.
Languages are represented by a locale.code constant unique to every language.
The locale.code value for any Message or Appointment is set according to the following priorities:
Choice the user made via the Outlook Mail Signature add-in.
Outlook application language if found in the list of supported languages defined in the mail signature template. The matching is done culture tolerant, meaning a match is made if only the language is matched without a matching culture setting.
User's Microsoft 365 language if found in the list of supported languages defined in the mail signature template. The matching is done culture tolerant, meaning a match is made if only the language is matched without a matching culture setting.
First language in the list of languages defined in the mail signature template.
Here some possible sample locale.code values:
EN
EN-US
EN-UK
FR
etc.
Use this menu to insert a HTML reference to images you previously uploaded. Any available image will be listed in this menu. To upload or manage your images choose 'Manage Images'. This will open the 'Manage Images' panel where you can upload new images and delete existing images.
Please note:
You can of course also use links to images available via public URLs. Just make sure you link to those images using a secure link starting with https:// and not http://. Non secure links might automatically be removed by Outlook when inserting the signature into your email.
The following image formats are supported:
PNG
JPG
GIF
You can use the Download button to download the current state of your Mail Signature template. This will download a file with the *.ofawmsig ending into the download folder defined in your browser. Before doing this you should use the Preview feature to make sure your signature is behaving as expected under the various conditions. Once downloaded you also need to remember to publish the signature for it to become avalaible for your users.
The Preview section of the Mail Signature Editor will allow you to look at the final appearance of your Mail Signature for various combined circumstances like for New or Reply messages, Internal or External messages, HTML or Text formatted messages, messages in Language A or B, messages for User A or B. This should help you understand if your signature is working as expected before you publish it to your users.
Choose between the different context options:
Message: see how your signature will depict for messages.
Appointment: see how your signature will depict for appointments.
Choose between the different format options:
HTML: see how your signature will depict for HTML messages or appointments.
Plan Text: see how your signature will depict for plain text messages or appointments.
Choose between the different audiences:
Internal: see how your signature will depict for messages or appointments for internal recipients only.
External: see how your signature will depict for messages or appointments with one or more external recipients.
Choose one of your Microsoft 365 Users and see how your template will depict for a specific user.
Choose one of the languages you defined and see how your template will depict for that specific language.
Once you have downloaded your new Mail Signature template file (*.ofawmsig) to your device, you need to upload the signature file to your SharePoint Online Mail Signature Template Document Library you configured using the officeatwork Admin Center.
Please note: If you upload a new signature file that does not yet exist you will need to take into account that SharePoint Online needs some time to first index the new file before it will be visible to any application like the officeatwork Mail Signature for Outlook Add-in. This can take up to 15 minutes.
Please note: If you upload (replace) an existing signature file (one that already exists in your SharePoint Online Mail Signature Template Document Library), SharePoint will make this new file available to applications like the officeatwork Mail Signature for Outlook Add-in immediately, without any delays.
