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Northwest Missouri State University


Email Signatures

Signature Guidelines | Examples | PC Outlook Tutorial | Mac Outlook Tutorial | Mac Mail Tutorial

Email Signature Guidelines

Example: Person

Example: Office/Department

Consistent email signatures for all Northwest employees are designed to maximize contact information in a professional and coherent look across University departments. The following are recommended guidelines for employee email signatures. 

At a minimum, email signatures should include:

  • Name
  • Job Title
  • Department
  • University Name
  • Phone Number
  • Email Address

Additional options may include:

Additional contact information

  • Fax Number
  • Cell Phone Number
  • Office Address
  • University Address

Social media

  • facebook.com/nwmissouri
  • twitter.com/nwmostate
  • instagram.com/nwmostate

Website

  • nwmissouri.edu
  • nwmissouri.edu/department (specific link)

Pride statements

  • "Northwest focuses on student success – every student, every day."
  • "Once a Bearcat, always a Bearcat"

Logos

To use one of the following logos, right-click and save the image to your desktop. See the "How-To" section to learn how to embed the logo into your signature.

N Paw

Font Recommendations

  • Arial
  • Calibri
  • Verdana

Color Recommendations

  • Bearcat Green (R = 0, G = 103, B = 71)
  • Black (R = 0, G = 0, B = 0)

Size Recommendations

  • 9 to 12 point

Additional tips

  • Signatures should be no more than 3 to 4 lines
  • Templates, watermarks or stationery backgrounds should not be used
  • Animated .gifs should not be used
  • Quotes other than recommended Northwest pride statements should not be used
  • Please note, including a logo may cause the image to show up as an attachment in replies and on mobile devices
  • To hyperlink an email address, type mailto: then the email address
  • When creating a hyperlink to the Northwest website, always include www

    Preferred Layout Examples

    For your convenience, a Word document with a few standard signatures (including logos) has been created. You may download the file, update your contact information and then copy and paste the signature into Outlook. All used fonts, colors and images will be copied into Outlook.

    Email Signature Examples Word document

    Arial (10 pt)

    Bobby Bearcat
    Graphic Design | Northwest Missouri State University  |  Office of University Marketing and Communication
    200 Administration Building  |  800 University Drive  |  Maryville, MO 64468
    bearcat@nwmissouri.edu  |  Office 660.562.000  |  Fax 660.562.0000

    Office of University Marketing and Communication
    Northwest Missouri State University
    Office 660.562.000  |  Fax 660.562.0000  |  nwmissouri.edu
    "Northwest focuses on student success − every student, every day."

    Calibri (11 pt)

    Example: Person

    Example: Office/Department

    How to Add an Email Signature Using Outlook (PC)

    1. Open Outlook (Desktop Version) for PC

    2. Click "File" » Options

    Click File > Options

    3. Select "Mail" » "Signatures..."

    Select Mail > Signatures

    4. Click "New". Provide a file name the signature will be saved as. Click "OK".

    Click New.

    Provide a file name the signature will be saved as. Click OK.

    5. With the signature selected, enter the text for your signature in the Edit signature field. When done, click "Save".

    With the signature selected, enter the text for your signature in the Edit signature field. When done, click Save.

    Optional

    5.1a. To add color, select the text. From the color drop-down box, select "More Colors".

    Color

    5.1b. Click on the "Custom" tab. For Bearcat Green, enter the following numbers: Red = 0, Green = 103, Blue = 71. Click "OK".

    Colors

    5.2a. To add a logo, first make sure you have the image saved to your computer. Next, place your cursor where you wish to insert the image. Click the image icon.

    Image

    5.2b. Use the Browse box to find and select the image file. Click "Insert".

    Image

    6. Create any additional signatures.

    Create any additional signatures.

    Create any additional signatures.

    7. Use the drop-down menus to select which signature you wish for Outlook to use when composing a new message or during replies/forwards.

    Use the drop-down menus to select which signature you wish for Outlook to use when composing a new message or during replies/forwards.

    Use the drop-down menus to select which signature you wish for Outlook to use when composing a new message or during replies/forwards.

    8. Click "OK". Click "OK".

    9. Next time you write an email, the specified signature will be used.

    Use the drop-down menus to select which signature you wish for Outlook to use when composing a new message or during replies/forwards.

    How to Add an Email Signature Using Outlook (Mac)

    1. Open Outlook (Desktop Version) for Mac

    2. Click "Outlook" » "Preferences"

    outlook preferences

    3. Select "Signatures". Click the "+" icon.

    add signature

    4. Delete any pre-populated text and add your preferred signature text. You can double click the signature name (named "Untitled" by default) to rename your saved signature.

    enter signature

    5. With the signature selected, you can change the font, style, size and color by selecting "Format" from the menu.

    Optional

    5.1a. To change the font, highlight the text then choose "Font" from the "Format" menu. In this box, you can choose font family, size and style (bold, italics, etc.). When done, click the red button to close the window.

    format text

    5.2a. To add color, highlight the text then choose "Color" » "Choose..."  from the "Format" menu. In the Colors box, click the "Color Sliders" icon.

    change color

    5.2b. Change the drop-down menu to "RGB Sliders" and enter the following numbers: Red = 0, Green = 103, Blue = 71. When done, click the red button to close the window.

    change color

    5.3a. To add a hyperlink, highlight the text then choose "Hyperlink..." from the "Format" menu. Enter an email address or website URL. Note, when linking an email address, you must add "mailto:" before the address. When done, click the red button to close the window.

    add hyperlink

    5.4a. To add a logo, first make sure you have the image saved to your computer; preferably the desktop. Next, with the signature window open, drag the image from the desktop into the signature area where desired.

    add logo

    6. Additional signatures can be created by clicking the + icon.

    7. To assign which signature to use when creating a new message, click the "Default Signatures..." button and select the desired signature for the account.

    set default signature

    8. Close all signature windows to complete the save process.

    9. Next time you write an email, the specified signature will be used.

    email signature

    How to Add an Email Signature Using Mail (Mac)

    1. Open Mail app for Mac

    2. Click "Mail" » "Preferences"

    mail preferences

    3. Select the "Signatures" tab. In the left column, make sure "Exchange" is highlighted. Click the "+" icon.

    add signature

    4. Delete any pre-populated text and add your preferred signature text. You can double click the signature name (named "Signature #" by default) to rename your saved signature.

    enter signature

    5. With the signature selected, you can change the font, style, size and color by clicking "Format" from the menu and selecting "Show Font".

    Optional

    5.1a. To change the font, highlight the text then choose "Show Font" from the "Format" menu. In this box, you can choose font family, size and style (bold, italics, etc.). When done, click the red button to close the window.

    format text

    5.2a. To add color, highlight the text then choose "Show Font" from the "Format" menu. In the Fonts box, click the Text Color icon on the top row.

    format text color

    5.2b. In the Colors box, click the "Color Sliders" icon.

    change color

    5.2c. Change the drop-down menu to "RGB Sliders" and enter the following numbers: Red = 0, Green = 103, Blue = 71. When done, click the red button to close the window.

    change color

    5.3a. To add a hyperlink, highlight the text then right-click. A menu willl appear. Select "Link" » "Add Link..." from the menu. Enter an email address or website URL. Note, when linking an email address, you must add "mailto:" before the address. When done, click OK.

    add hyperlink

    5.4a. To add a logo, first make sure you have the image saved to your computer; preferably the desktop. Next, with the signature window open, drag the image from the desktop into the signature area where desired.

    add logo

    6. Additional signatures can be created by clicking the + icon.

    7. To assign which signature to use when creating a new message, use the "Choose Signature" drop-down list to select the desired signature for the account.

    set default signature

    8. Close all signature windows to complete the save process.

    9. Next time you write an email, the specified signature will be used.

    email signature