Email signatures are an important, but often overlooked, branding element. A consistent approach to email signatures allows us to communicate our brand hundreds and thousands of times per day in our email correspondence with colleagues and customers.

There are three approved formats for email signatures:

  Full Email Signature

Jane Doe
IT Manager
Information Technology Services

P: 919-919-9191 | F: 919-919-9191 | jane.doe@unc.edu
ITS Manning | UNC-Chapel Hill | Campus Box 3420 | Chapel Hill, NC 27599

 

  Full Email with Social Links Signature

Jane Doe
IT Manager
Information Technology Services

P: 919-919-9191 | F: 919-919-9191 | jane.doe@unc.edu
ITS Manning | UNC-Chapel Hill | Campus Box 3420 | Chapel Hill, NC 27599
Connect with ITS: Website | Facebook | Twitter

 

  Brief Email Signature

Jane Doe
Information Technology Services
P: 919-919-9191 |  | jane.doe@unc.edu

 

  1. From the Tools menu, select Options. The Options dialog will appear.
  2. Click the Mail Format tab.
  3. Click the Signatures button at the bottom on the dialog.
  4. In the Create Signature dialog, click the New button.
  5. Type a name for your new signature.
  6. Click the Next > button.
  7. Right-click in the Signature text box.
  8. Select Insert Image from the pop-up menu.
  9. In the Picture dialog, click the Browse button.
  10. In the Picture files dialog, navigate to the image file you would like to use.
  11. Highlight the image file and click Open.
  12. In the Picture dialog, click the OK button. Your image will appear.
  13. Add any other text as needed.
  14. Click the Finish button.
  15. Click the OK button.

Your signature is created and you should be back at the Options dialog. If you look in the signatures section, you’ll see Outlook has assigned your new signature to new messages. This means each time you create an email, this signature will appear at the bottom of the email.

Adding Social Links

If you decide to use the email signature with social links you can include as many or as few as you would like. You may use accounts specific to your group and/or general ITS accounts. You can also mix and match. The key, however, is to only list one of each type of account. Please do not list three Facebook pages or rwo Twitter accounts. It is confusing and not very helpful for the email recipient.

Do’s and Dont’s

  • Do include the most reliable way to contact you during business hours.
  • Do feel free to customize text (quotes, etc.) that may appear after the signature.
  • Don’t include images in your footer. Many times, they come through as attachments for the recipient and don’t display.