Your e-mail's signature is information that accompanies every e-mail you send. It sits at the end of your e-mail message and normally consists of a parting phrase (e.g., Sincerely, Thank you), your name, your title and your office contact information. It is similar to the complimentary closing used to end a written letter. If you have any questions or need further assistance, please email Brand@osumc.edu.
How to add your email signature to your email
- In Outlook, click "New Email."
- In your new email, click “Signature” in the toolbar. From the drop down menu, select “Signatures…”
- If you are creating a new signature, click the "New" button. If you are editing an existing signature, select it from the menu.
- Paste your new signature in the window by pressing Ctrl-V.
- Review your signature for errors. Do not modify the signature or resize the logo once you’ve pasted it. If you need to make a correction, return to the Email Signature Tool to create a new one.
- Click “OK” to save.
- Add your signature to an e-mail by clicking the "Signatures" button and selecting it from the menu.
- Click "Outlook" in the top menu, and choose "Preferences."
- Click the "Signatures" button.
- Paste the signature in the right side field by right-clicking and choosing "Paste" or pressing Cmd-V.
- Click "Mail" in the top menu and choose "Preferences."
- Click the "Signatures" tab, then choose your mail account in the left column.
- Add a new signature or edit an existing one in the middle pane.
- Paste the generated signature in the right side. It will save automatically. It is normal for the image to appear broken in this window.
- If you want to specify this signature as a the default, select it from the menu at the bottom of the window.
About the email signature
E-mail signatures are a tool contained in each, individual e-mail program and must be set up by the user. E-mail signatures should be attached to new e-mails only, not replies and forwards, so as to eliminate lengthy e-mail threads.
Many companies encourage employees to attach a line of "boilerplate" copy about the organization in addition to their personal information - the organization's tagline, the organization's promise to the customer, a bragging point the organization wants people to know. The Ohio State University Wexner Medical Center encourages its faculty and staff to add the following statement to the end of your e-mail signature: We are committed to improving people's lives through personalized health care.
If your email messages frequently contain confidential content, the following confidentiality statement can also be included with your signature. This statement is optional and should be placed last, after your contact information and any boilerplate statement: This e-mail message is confidential and intended only for the person or entity to which it is addressed. If you are not the intended recipient of this e-mail message or if it appears that you have received it in error, please notify the sender immediately by reply e-mail and delete this e-mail message.
An email signature generator is available. The generator produces both a logo and non-logo signature version. The information in the signature can be as simple or extensive as you choose. Customize your signature to meet your particular communication needs and the needs of your primary audiences. If you have any questions or need further assistance, please email Brand@osumc.edu.