Email Signature

sample of the standard email signature

Email communication is just as important to conveying a consistent message as print publications. Messages sent from your office email account represent your program, department, college and the university. They need to be as professionally written and professionally presented as the communications sent out on your university stationery or in paper memos.

The university's official email signature, featuring the SD logo, must be used in all email communications. Employees of intercollegiate athletics will be allowed to use a signature featuring the Jackrabbit logo. Your email signature is available in your .

 

sample of the jacks email signature

Information on email signatures is limited to (per ):

  • Name of originating employee (may include educational credentials or degrees earned)
  • Job title of originating employee
  • Name of unit
  • Name of college (if applicable)
  • Address (building and room number and box number)
  • Telephone number(s)
  • Weblink to official institutional, college or department website
  • Social media icons linked to official university or college channels
  • Primary institutional logo
  • Professional disclosures relevant to advising a communications recipient about disclosure requirements or recognized legal privileges associated with the communication, provided such disclosures are within the scope of the originating employee’s employment.

Use of information, graphics or links not listed in this section is prohibited.

To maintain consistency, it’s important not to customize the email signature past your personal information.

  • Do not alter the font, color or logo on the email signature.
  • Do not use abbreviations (except for academic degrees or credentials). Spell out building names, departments, titles, etc.
  • Do not include tag lines or quotes. They may be perceived as universitywide statements.
  • Do not include background images.

How to add your ֱ email signature to Outlook

  1. Get a copy of your signature.
    1. Go to the .
    2. Enter your name to search for your profile.
    3. Open your profile and scroll down to the email signature. Click "Copy to Clipboard" button.
  2. Add Your Signature in Outlook (PC)
    1. Open the Outlook app.
    2. Click on File / Account Info in the Outlook menu bar.
    3. Then click Signatures.
    4. Click + New signature, enter a new title for the signature e.g., "SDSU Signature" and below paste your signature copied from InsideState (Step 1).
    5. Check "Set default for new messages" and "Set default for replies and forwards."
    6. Click Save.
    7. Test your new signature.
  3. Add Your Signature in Outlook (Mac)
    1. Open Outlook.
    2. Go to Outlook > Settings, or by hitting the Command + Comma keys.
    3. Click on Signatures.
    4. Click on the + sign near the Edit Signature window.
    5. Edit the Signature name. The signature will be named Untitled by default. Click on the Untitled signature name and rename it whatever you like.
    6. Paste your signature from the clipboard in the Signature box. Click the Save button in the top left corner.
    7. In the Signature pane, under Choose default signature change New messages and Replies/forwards to the newly created signature. Click the red X to cose out of the Signature pane.
    8. Test your new signature by clicking the New Mail button.
  4. Add Your Signature in Office 365
    1. Go to .
    2. Click File / Account Info.
    3. Under Email account, click Signatures.
      1. Alternatively: Type “sԲٳܰ” in the search bar at the top of the settings panel and select Email signature from the results.
    4. Click + New signature, enter a new title for the signature, e.g., "SDSU Signature" and below paste your signature copied from InsideState (Step 1).
      1. Note: If Office 365 removes the color styling for your name and office title. To restore the color:
        1. Highlight your name and office title.
        2. Click the down arrow next to the text color icon.
        3. Select More colors, then enter:
          1. Hex: 0033A0
          2. Red: 0 Green: 51 Blue: 160
        4. Click OK.
    5. Choose your default signature, e.g., "SDSU Signature" for new messages and replies.
    6. Click Save.
    7. Test your new email signature.