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Print Communications and Email Resources

Templates, Tips and More

Print Templates

Download these templates for your office communications and presentation needs.


Powerpoint Templates

HTML Email Templates

We've created a set of HTML email templates to help departments send professional emails that comply with current brand guidelines, optimized for both desktop and mobile devices and include inline styling to maintain integrity across email programs from Gmail to Outlook. We encourage offices and departments to use one of these branded email templates when sending emails to student or faculty and staff distribution lists (download the HTML and follow the instructions below):

How to send HTML emails in Outlook

Step 1: Open the HTML email file in your Internet browser (double-click on the file and it will automatically open in your default browser)
Step 2: Hit "Control-A" to highlight all the code and then hit "Control-C" to copy the code
Step 3: Create a new email message in Outlook. In the body field, type "Control-V" to paste the code into your email. Enter the subject line, etc. as you normally would.
Step 4: Remember to send a test to yourself

Email Signature Standards

Using consistent email signatures for email accounts is an opportunity to create brand alignment while relaying relevant contact information. In addition, consistent and clear email signatures present a professional appearance for conducting business through email.

Recommended guidelines for faculty and staff members using an email account:

  • Avoid images, logos and vCards: Most email clients process these as attachments or block them by default. So, if you include these in your signature, your email recipients won't know when you send a real attachment and when it's just your email signature. This includes the Bentley logo and logos for social media platforms — they should not be included in a signature.
  • Less is more: Email signatures should be under 10 lines. If you feel you need to add more information, use pipes (|) to separate components adding two spaces between content and pipes. Also, refrain from using quotes or epigraphs in business communications to keep the message professional and to avoid having others assume a particular statement represents the institution. 
  • Font: Use 11-point Calibri which is a standard font on both Mac and PCs and works in all email clients. Non-standard fonts and HTML may not translate across email clients.
  • Color: Dark gray is preferable and consistent with the brand color palette
  • Phone numbers: Include the phone numbers you use regularly in an effort to make it easy for others to reach you. 
  • Social media: Adding links to social media channels is optional; feel free to promote the main accounts on Facebook and Twitter (see below) or your own office, division, or center's accounts. Remember that using links is preferable to images or logos.
  • URL conventions: No need to use the "www" in a URL unless the URL won't work without it. For example, is used in the signatures below and the link is embedded. 

Signature format:

Office or Division or Center

175 Forest Street | Waltham MA 02452 
t  781-891-xxxx | e 
Follow us: Facebook | Twitter | LinkedIn

Signature example:

Associate Director of Email Communications
Marketing and Communication

175 Forest Street | Waltham MA 02452 
t  781-891-0011 | e 
Follow us: Facebook Twitter | LinkedIn

Adding a signature to Outlook messages

Automatically Include Signature in All Email Messages

  1. Select New Email from within the Include Group menu bar.
  2. Click Signature from within the Message menu and select Signatures.
  3. From within the Choose Default Signatures area, select the email account that the Signature will be attached to.
  4. Select the appropriate Signature from the New Messages drop down.
  5. To have the Signature included in Reply, Reply All or Forwarded messages (not standard practice), select the Signature from the Replies/Forwards dropdown.

Add a Signature to an Individual Message

  1. Select New Email from within the Include Group menu bar.
  2. Click Signatures and select the Signature to be inserted.