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Email Signatures

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.

Generate Email Signature

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.

Additional Resources

GROK Articles regarding the creation of email signatures: