Adding an Email Signature to your OU Mail

Template and Guidelines for University-Wide Signatures

Please see the attached PDF to the right for a preview of example signatures. Because copying and pasting between browsers and applications may result in incorrect font formatting, we highly encourage users to create their signature from scratch to match the guidelines below.

 

Signature guidelines:

  1. Name, bolded in crimson font (color #841617) and 11 pt. font size 
  2. Everything below name in black and 9 pt font size 
  3. Font and email fonts should be Aptos
  4. All hyperlinks should be recolored to crimson (#841617)
  5. Non-university affiliations discouraged and at supervisor discretion.
  6. Unique or individualized quotes are prohibited.
  7. Images and logos are prohibited due to accessibility.
  8. Order must follow the templates below for each applicable line.

 

Optional items to include at the discretion of the supervisor:

  • Postnominal letters (academic credentials. For example, a Master of Education would be M. Ed.)
  • Name pronunciation and option to hear the pronunciation.  This must be linked as “hear my name.”
  • Official University social media handles ONLY, no personal social handles, no icons
  • Fax number (all numbers should be formatted 000-000-0000
  • Hyperlink to relevant webpage. This should be official university websites only.  If you would like to include information about involvement in external societies, books, or publishing, please include a link to your university CV/Resume/Biography webpage.  Best web accessibility practices recommend using descriptive link text in place of the full URL.  Example:  Price College LinkedIn vs https://www.linkedin.com/school/university-of-oklahoma---price-college-of-business/  
  • Tribal affiliation
  • Action Items with the language below and hyper linked o Schedule a Meeting o Schedule a Campus Visit o Apply at (Website)
    • Apply for a scholarship at ou.edu/cash
  • Confidentiality Notice as determined by department or supervisor.  
    • CONFIDENTIALITY NOTICE: This email, which includes any files transmitted with it, may contain confidential information and is intended solely for the use of the individual or entity to whom it is addressed.  If you are not the intended recipient or the person responsible for delivering this email to the intended recipient, be advised that any use, dissemination, forwarding, printing, or copying of this email is strictly prohibited.  If you have received this email in error, please notify the sender immediately by a "reply to sender only" message and destroy all electronic and hard copies of this email and any attached files.

 

To update your current signature, follow these steps:

Microsoft 365 Outlook Online:

  1. At outlook.office.com, follow the path to signatures: Settings gear icon in upper right → Account → Signatures
  2. Choose your account: Select the email account from the list where you want to add the signature. 
  3. Create or Edit: 
    • New Signature: If you want to create a new signature, select "New" and type a name for it, then click "OK,"
    • Edit Existing: If you want to edit an existing signature, select it from the list.
  4. Type and Format: In the "Email signature" box, type your desired text that aligns with the approved template mentioned above.
    • Please note that copying and pasting a signature from another email, PDF or webpage may not result in the correct font type, font size or active URL links. Please ensure you are customizing your signature format to match the OU guidelines. 
  5. Save: Click "Save" to store the signature. 
  6. Set Default (Optional): You can choose a default signature to be automatically included in new messages and/or replies/forwards.

Microsoft 365 Outlook Application:

  1. In Outlook, follow the path to signatures: File → Options → Mail → Signatures
  2. Choose your account: Select the email account from the list where you want to add the signature. 
  3. Create or Edit: 
    • New Signature: If you want to create a new signature, select "New" and type a name for it, then click "OK,"
    • Edit Existing: If you want to edit an existing signature, select it from the list.
  4. Type and Format: In the "Email signature" box, type your desired text that aligns with the approved template mentioned above.
    • Please note that copying and pasting a signature from another email, PDF or webpage may not result in the correct font type, font size or active URL links. Please ensure you are customizing your signature format to match the OU guidelines. 
  5. Save: Click "Save" to store the signature. 
  6. Set Default (Optional): You can choose a default signature to be automatically included in new messages and/or replies/forwards.
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