OIT Tech 32px

Manage your Account - Email Signature

Create a Signature in Outlook 2007

An Outlook email Signature is a block of text that you use to identify yourself, which often includes contact information. These Signatures can then be saved and set to automatically apply to new messages or replies and forwards, so that you don't need to retype them every time. Outlook 2007 supports multiple Signatures. You can establish a default signature that you want to use most of the time, but you can also set other Signatures to be applied in certain circumstances. For example, if you are a member of a committee and you want a special signature for messages related to that committee, you can use an alternate.

By using a common format for content in the signature space at the bottom of e-mail messages, all members of our University community can participate in helping to build the OHIO brand with every e-mail they send. Such measures advance a shared sense of our community's mission among those within the University and strengthen OHIO's brand to external audiences.  

Click on the link below for approved format options for brand signatures at the bottom of e-mails sent from ohio.edu accounts. If your phone number has an extension, you can use an 'x' to signify the extension number, as in 740.000.0000 x000.


Signature Guidelines

Using Outlook Signatures is a way of adding a creative or personal touch to your messages. Reviewing the following guidelines will help you to decide what is and is not appropriate.

  • Limit the length of the Signature to 4-6 lines.

  • Avoid using pictures in Signatures.

  • Include contact information about yourself. Examples include: phone number, address, and full name.

  • Some people also include the department and organizations that they belong to.

  • Avoid using the [Tab] key to align text. The spacing may look different or uneven on others' displays. Instead, use dashes or commas to separate text phrases.

  • Remember that your Signature reflects on you and the University.

Creating a Signature

Using Outlook's Signature feature adds a personal signature to all of your messages so you do not have to repeatedly type the same information in all of your emails. The following steps will take you through the basics.

  1. From the Tools menu, select Options...

    The Options dialog box appears.Select the Mail Format tabIn the Signatures section, click SIGNATURES...

  2. The Signatures and Stationery dialog box appears.To create a new Signature, click NEW

  3. The New Signature dialog box appears.In the Type a name for this signature text box, type a short descriptive name for the SignatureClick OKIn the Edit signature section, type your signature (include spaces and returns as appropriate)OPTIONAL: To format the text of your Signature, from the pull-down menus, make any desired  changes

  4. NOTE: You can add pictures and links to your signature by clicking the ADD PICTURE or ADD HYPERLINK buttons located at the far right of the Edit signatures section.Click SAVE Your Signature is saved.

  5. NOTE: If there is only one Signature, it is assumed that it should be the default Signature for new messages.Click OK You are returned to the Options dialog box.Click OK The Options dialog box closes.