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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.

The following are 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 and/or fax numbers you use regularly in an effort to make it easy for others to reach you. Don't include a cell or fax number if it's not something you often use or want to share broadly.
  • 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. 

Standard Email Signature Format: 

Office or Division or Center

Building and Room #

175 Forest Street | Waltham MA 02452 
t  781.891.xxxx | c | f
e |
Follow us: Facebook | Twitter | LinkedIn

Sample Email Signature:

Associate Director of Email Communications
Marketing and Communication

Rauch 112

175 Forest Street | Waltham MA 02452 
t  781.891.0011 | c 781.891.1234 | f 781.891.2244
e |
Follow us: Facebook Twitter | LinkedIn

How to Create an Email Signature in Outlook

Follow these instructions to create a signature for use on a single email message, or for all outgoing messages. Note that it will remain possible to send email messages that do not include the signature. Download PDF.

  1. Launch Microsoft Outlook and click on New Email in the Include Group menu bar.Outlook Signatures
  2. With the new, blank, email message open, click Signature from within the Message menu and select Signatures.
  3. From within the Email Signature tab, click New.
  4. Enter a name for the signature and click OK.
  5. In the Edit Signature box, enter your Signature message (use formatting options, if desired) and click OK if done; or, continue to the next step if you’d like to add an image (e.g., a Bentley logo or photo).
  6. To add an image to the Signature, put your curser in the appropriate place and click on the Picture icon.
  7. Browse to select the image and click OK.

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.Default 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.

My SignaturesAdd 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.

Removing a Signature from an Email Message

  1. Highlight the Signature from within the email message and press Delete.