When communicating on behalf of the university, it is important to present yourself in a professional manner that is consistent with the university’s brand.
Remember to include your full name, title, department name and office phone number in your signature; recipients may also expect to see your email address, department web address and links to department run social media accounts. You may also want to include a disclaimer or confidentiality statement at the bottom of your signature if it is appropriate for the type of work you do.
Instructions for Inserting the Signature
Outlook for PC
- Open Outlook, and click “New Email.”
- In your new email, click “Signature” in the toolbar. From the drop down menu, select “Signatures.”
- If you are creating a new signature, click the “New” button. If you are editing an existing signature, select it from the menu.
- Paste your new signature in the window by pressing Ctrl-V.
- Review your signature for errors. If you need to make a correction, return to the Email Signature Form to create a new one.
- Click “OK” to save.
- Add your signature to an email by clicking the “Signatures” button and selecting it from the menu.
Outlook for Mac
- Open Outlook, click the “Outlook” Tab and choose “Preferences.”
- Click the “Signatures” button.
- In the pop-up window, click the “+” in the lower, left pane. An “untitled” signature will be created.
- Paste the signature in the right side field by Ctrl-Click and choosing “Paste” or pressing Cmd-V
- You may change the name of your signature from “untitled” to any descriptor.
- Your signature is automatically saved.
- You may now insert your signature into an email by clicking the “Signatures” button and selecting it from the menu.
GROK Articles regarding the creation of email signatures: