{"id":23376,"date":"2024-09-18T11:29:04","date_gmt":"2024-09-18T18:29:04","guid":{"rendered":"https:\/\/wou.edu\/marcom\/?page_id=23376"},"modified":"2024-09-18T11:48:04","modified_gmt":"2024-09-18T18:48:04","slug":"email-signature","status":"publish","type":"page","link":"https:\/\/wou.edu\/marcom\/email-signature\/","title":{"rendered":"email-signature-sandbox"},"content":{"rendered":"\n[et_pb_section fb_built=”1″ _builder_version=”4.17.6″ _module_preset=”default” use_background_color_gradient=”on” background_color_gradient_stops=”#db0a29 0%|#a3080f 100%” background_enable_pattern_style=”on” background_pattern_style=”diagonal-stripes” background_pattern_size=”custom” background_pattern_width=”2000px” background_pattern_height=”1000px” background_pattern_horizontal_offset=”0%” background_pattern_vertical_offset=”0%” custom_padding=”25px||25px||true|” global_colors_info=”{}”][et_pb_row _builder_version=”4.27.0″ _module_preset=”default” custom_margin=”|auto|-12px|auto|false|false” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.17.6″ _module_preset=”default” global_colors_info=”{}”][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” header_font=”Montserrat|600|||||||” header_font_size=”48px” header_letter_spacing=”2px” background_layout=”dark” global_colors_info=”{}”]

Email Signature<\/strong><\/h1>\n[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.16″ locked=”off” global_colors_info=”{}”][et_pb_row _builder_version=”4.16″ background_size=”initial” background_position=”top_left” background_repeat=”repeat” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.16″ custom_padding=”|||” global_colors_info=”{}” custom_padding__hover=”|||”][et_pb_text _builder_version=”4.16″ background_size=”initial” background_position=”top_left” background_repeat=”repeat” global_colors_info=”{}”]

In order to create a more consistent university-wide web presence, we recommend the\u00a0following email signature templates as a baseline. That is not say that you cannot\u00a0personalize your signature with additional information, but at the bare minimum the\u00a0following design and structural elements should be included.<\/em><\/p>\n

STRUCTURE AND DESIGN<\/strong><\/h3>\n
\n
\n

How to create a signature in Gmail<\/strong>:<\/em><\/h2>\n
    \n
  1. Start in your Gmail inbox.<\/li>\n
  2. Click on the gear icon in the upper right, then select \u201cSettings.\u201d<\/li>\n
  3. Scroll approximately half way down to \u201cSignature.\u201d<\/li>\n
  4. Type signature information using one of the format templates as a guide. RECOMMEND: Type directly into the box versus cutting and pasting.<\/li>\n
  5. Format your signature:\n
      \n
    1. Font:\u00a0Sans Serif<\/span><\/li>\n
    2. Size (tT symbol): Normal<\/li>\n
    3. Select Name: Bold<\/li>\n
    4. Select university: Change \u201cText Color\u201d (A symbol) to the red box that indicates \u201c(204, 0, 0).\u201d<\/li>\n<\/ol>\n<\/li>\n
    5. Add customization (not required)\n
        \n
      • Add a space between the bottom of your formal signature and any customization.<\/li>\n
      • Customization may include legal language required by your role, a vacation message, reminder to print only when needed or another addition of your choice.<\/li>\n
      • Graphics are not recommended.<\/li>\n
      • When linking to an external page, a text with a hyperlink is recommended versus a url.<\/li>\n<\/ul>\n<\/li>\n
      • Notes:\n
          \n
        1. Make sure radio button next to box with your signature is selected<\/li>\n
        2. Check the box next to \u201cInsert this signature before quoted text in replies and remove the \u201c\u2014\u201d line that precedes it.\u201d<\/li>\n<\/ol>\n<\/li>\n
        3. FINAL STEP: Select \u201cSave Changes\u201d at the bottom of the page.<\/li>\n<\/ol>\n<\/div>\n
          \n

          Gmail Examples<\/strong><\/h2>\n

          (copy, paste, and change info to your own)<\/em><\/p>\n

           <\/p>\n

          Name<\/b><\/span><\/div>\n
          Position title\u00a0|\u00a0Division or department<\/span><\/div>\n
          ÀÖ²¥ÊÓƵ<\/span><\/div>\n
          503-83X-XXXX
          \n<\/span><\/div>\n
          <\/div>\n

           <\/p>\n

          \n

           <\/p>\n

          \n
          <\/div>\n
          Name<\/b><\/span><\/div>\n
          Position title\u00a0|\u00a0Division or department<\/span><\/div>\n
          ÀÖ²¥ÊÓƵ<\/span><\/div>\n
          345 Monmouth Ave N | Monmouth, OR 97361<\/span><\/div>\n
          503-83X-XXXX | XXX-XXX-XXXX (cell)<\/span><\/div>\n
          XXXXX@wou.edu | Office location<\/span><\/div>\n
          F: XXXXX\u00a0| T: @XXXXX | wou.edu\/XXXXX
          \nPronouns: he\/him\/his<\/span><\/div>\n

           <\/p>\n<\/div>\n<\/div>\n<\/div>\n

          \n
          \n
          \n

          How to create a signature in Outlook<\/strong>: <\/em><\/h2>\n
            \n
          1. Start in your outlook inbox.<\/li>\n
          2. Open a \u201cNew Email.\u201d<\/li>\n
          3. Select \u201cSignature\u201d down arrow \u2013 Click on \u201csignatures\u2026\u201d<\/li>\n
          4. Click on \u201cnew\u201d and name your signature (RECOMMEND: long or full)<\/li>\n
          5. Under Choose default signature, new messages: select name you created<\/li>\n
          6. Type signature information using one of one of the format templates as a guide.<\/li>\n
          7. Format your signature:\n
              \n
            1. Font: Arial size 11 (Windows) or 12 font (Mac).<\/li>\n
            2. Select Name: Bold<\/li>\n
            3. Color: All text should be black (including email hyperlink) except for “ÀÖ²¥ÊÓƵ,” which should be in WOU Red (RGB 186, 2, 2). To select red color: Select arrow next to word \u201cAutomatic\u201d – click on \u201cmore colors\u201d \u2013 select \u201ccustom\u201d tab \u2013 Type in Red: 186 Green: 2 Blue: 2.<\/li>\n<\/ol>\n<\/li>\n
            4. DON\u2019T FORGET: Hit save<\/strong> under \u201cSelect Signature to Edit\u201d (Not OK)<\/li>\n
            5. Click on \u201cnew\u201d and name your signature (RECOMMEND: short or reply)<\/li>\n
            6. Under Choose default signature, replies\/forwards: select name you created<\/li>\n
            7. Type signature information using \u201creply\u201d signature format as a guide<\/li>\n
            8. Format your signature:\n
                \n
              1. Font: Arial size 11 (Windows) or 12 font (Mac).<\/li>\n
              2. Select Name: Bold<\/li>\n
              3. Color: Black except for “ÀÖ²¥ÊÓƵ”, which should be in WOU Red (RGB 186, 2, 2). To select red color: Select arrow next to word \u201cAutomatic\u201d – click on \u201cmore colors\u201d \u2013 select \u201ccustom\u201d tab \u2013 Type in Red: 186, Green: 2, Blue: 2.<\/li>\n<\/ol>\n<\/li>\n
              4. Add <\/span>c<\/span>ustomization (not required)<\/span>\n
                  \n
                • Add a space between the bottom of your formal signature and any customization.<\/li>\n
                • Customization may include legal language required by your role, a vacation message, reminder to print only when needed or another addition of your choice.<\/li>\n
                • Graphics are not recommended.<\/li>\n
                • When linking to an external page, a text with a hyperlink is recommended versus a url.<\/li>\n<\/ul>\n<\/li>\n
                • DON\u2019T FORGET: Hit save<\/strong> under \u201cSelect Signature to Edit\u201d (Not OK)<\/li>\n
                • FINAL STEP: Click Ok<\/li>\n<\/ol>\n<\/div>\n
                  \n

                  Outlook\u00a0Example<\/strong><\/h2>\n

                  (do not copy and paste it will not be formatted correctly)<\/em><\/p>\n

                   <\/p>\n<\/div>\n

                  Jane Johnson, Ph.D.<\/strong>
                  \nBehavioral Sciences Division
                  \nÀÖ²¥ÊÓƵ<\/span>
                  \n503-838-0000<\/div>\n<\/div>\n
                  \n

                  SIGNATURE TEMPLATES<\/strong><\/h3>\n

                  You do not have to use all fields. Optional fields are marked below.<\/p>\n

                   <\/p>\n

                  LINE 1:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 First name, last name, and professional or academic title, as appropriate (BOLD)<\/strong><\/p>\n

                  LINE 2:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Position title | Division or department — separate by pipes (” | “)<\/p>\n

                  LINE 3: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 ÀÖ²¥ÊÓƵ (RED: RGB 186, 2, 2)<\/p>\n

                  LINE 4: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 (OPTIONAL) 345 Monmouth Ave N. | Monmouth, OR 97361<\/p>\n

                  LINE 5:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 (OPTIONAL) Email address | Office Location (please review building naming and shorthand)<\/p>\n

                  LINE 6:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Office phone (cell, toll-free, and fax numbers optional). Personal numbers not recommended, but allowable. Separate by pipes (” | “)<\/p>\n

                  LINE 7:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 (OPTIONAL) Social media | Web address (Appropriate social media link(s) | (Link to your school or departmental web page).<\/p>\n

                  Limit to three links. Separate links with pipes.<\/p>\n

                  NOTE: Only use text, not graphics or icons. See social media suggestions.<\/em><\/p>\n

                  LINE 8:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Hard return (empty line for separation)<\/p>\n

                  LINE 9:\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 (OPTIONAL) Logo, personal quote or other links.<\/p>\n

                   <\/p>\n

                  \n

                   <\/p>\n

                  EXAMPLES<\/strong><\/h3>\n

                   <\/p>\n

                  Option 1<\/strong>: All available lines<\/em><\/p>\n

                  Joe Smith
                  \n<\/strong>Admissions representative | Admissions<\/span>
                  \nÀÖ²¥ÊÓƵ<\/span>
                  \n345 Monmouth Ave N | Monmouth, OR 97361<\/span>
                  \n503-838-0000 | 503-555-1234 (cell)<\/span>
                  \nsmithj@wou.edu | APSC 4th Floor <\/span>
                  \nF: WouAdmissions | T: @WOUAdmissions | wou.edu\/admissions
                  \nPronouns: he\/him\/his
                  \n<\/span><\/p>\n

                   <\/p>\n

                  Option 2<\/strong>: Minimum suggested<\/em><\/p>\n

                  John Miller<\/span><\/strong>
                  \nFinancial Aid representative | Financial Aid<\/span>
                  \nÀÖ²¥ÊÓƵ<\/span>
                  \n503-838-0000
                  \nPronouns: he\/him\/his
                  \n<\/span><\/p>\n

                   <\/p>\n

                  Option 3<\/strong>: Basic info, plus office location and social media<\/em><\/p>\n

                  Jane Johnson, Ph.D.<\/span><\/strong>
                  \nProfessor | Behavioral Sciences Division<\/span>
                  \nÀÖ²¥ÊÓƵ<\/span>
                  \nBellamy Hall (HSS) 201 <\/span>
                  \n503-838-0000 ext.1<\/span>
                  \nT: @WOUNews
                  \nPronouns: she\/her\/hers <\/span><\/p>\n

                   <\/p>\n

                  Suggested reply signature for Outlook<\/em><\/p>\n

                  Jane Johnson, Ph.D.<\/span><\/strong>
                  \nBehavioral Sciences Division <\/span>
                  \nÀÖ²¥ÊÓƵ<\/span>
                  \n503-838-0000
                  \nPronouns: she\/her\/hers
                  \n<\/span><\/p>\n

                   <\/p>\n

                  <\/span><\/p>\n

                  <\/span><\/p>\n

                  Note<\/b>: Alternate pronoun options include: they\/them\/theirs\u00a0<\/span>or ze\/hir.\u00a0<\/span>\u00a0<\/span>Ze is pronounced like \u201czee\u201d can also be spelled zie or xe, and replaces she\/he\/they. Hir is pronounced like \u201chere\u201d and replaces her\/hers\/him\/his\/they\/theirs.<\/i><\/p>\n

                   <\/p>\n

                  \n

                   <\/p>\n

                  General Tips\/Guidelines for Email Signatures<\/strong><\/h3>\n

                  \u00a0<\/strong><\/p>\n

                  Backgrounds, color and graphics <\/strong><\/p>\n

                  Because WOU values accessibility in all communications, we discourage the use of background colors, graphics and images on emails. Backgrounds generally hinder readability, and they appear less professional. Backgrounds also increase storage size and can slow down the loading process. If printed, emails with backgrounds use more ink, which is contrary to the university\u2019s focus on sustainable practices.<\/p>\n

                   <\/p>\n

                  Images <\/strong><\/p>\n

                  Like backgrounds, images in email signatures add to the size of the file and may make loading your email slow and difficult for recipients. It is best to exclude logos, social media icons, images or graphics from your email signature. Due to standard privacy settings, most email clients store images as attachments rather than displaying them.<\/p>\n

                   <\/p>\n

                  Web address\/links<\/strong><\/p>\n

                  The use of hyperlinks in email signatures is encouraged. Even though the text is black, the underline indicates the presence of a link.<\/p>\n

                   <\/p>\n

                  Social Media <\/strong><\/p>\n

                  Link to social media accounts only if appropriate and necessary. Linking to social media accounts such as Facebook, LinkedIn, or Twitter is a good idea if the page is active and offers content that is useful to the recipient. Only reference officially recognized social media sites. Including personal social media accounts is highly discouraged, unless your account is used for job-specific duties. The inclusion of a LinkedIn user name is encouraged.<\/p>\n

                   <\/p>\n

                  WOU Flagship Accounts can be promoted in any WOU email signature with the following line.<\/p>\n

                  F\/T\/I\/YouTube: @WOUNews | S: @WesternOregon<\/p>\n

                   <\/p>\n

                  Social Media shorthand:<\/p>\n

                  F: Facebook User Name<\/p>\n

                  T: @TwitterUserName<\/p>\n

                  I: @InstagramUserName<\/p>\n

                  YouTube: @UserName<\/p>\n

                  S: @SnapChatUserName<\/p>\n

                  LinkedIn: Make a hyperlink to your personal page or group<\/p>\n[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section]\n","protected":false},"excerpt":{"rendered":"

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