Setting up a professional email signature

Email is a cornerstone of communication on the college campus as well as most workplaces, but the truth is, we’re rarely formally taught email etiquette. Since students are communicating with professors, classmates, potential job or internship sites, campus staff, organization leaders, and others, having a professional email presence is critical, and an important component of a professional email presence is a good email signature.

What does a professional email signature look like?

A good email signature has four basic components: your name, your title, your organization, and your contact information. At its most basic, your signature can have this information, in the same size/font/format/color as your email body text. That might look something like this:

[First name] [Last name] 
[Major] student 
Western Kentucky University 
[email address]

You can choose to add additional information to your email signature, such as a link to your LinkedIn profile or online portfolio, as well as your phone number or other contact information. It’s important to remember who you will be communicating with, however. Make sure you don’t provide a link to your personal social media accounts like Twitter if you’ll be communicating with potential employers (unless you’re applying for a position in social media, of course) or that you don’t include your address if you have to communicate with strangers, for personal safety reasons.

It’s also up to you whether you choose to make the signature stand out from the text with formatting different from your body text, though you won’t want to do anything too crazy (e.g., rainbow colored text, unreadable font, size 80 text). Here’s another example of a professional signature:

pic1

Here’s a free tool for creating a customized, professional-looking email signature: https://www.hubspot.com/email-signature-generator

How to set up an email signature in Outlook

  1. Select the Settings tab in the upper right corner of the window.  pic2
  2. Search “signature” and select Email signature from the results. pic3.png
  3. Enter your email signature in the text box provided. pic4
  4. Select OK to save the signature.

If you have questions about writing and communicating in a professional manner, the Writing Center can help! Visit the Writing Center today or set up an appointment online. We’re open from 9 AM to 4 PM in 123 Cherry Hall and 4 PM to 9 PM in the Academic Commons in Cravens, Monday through Thursday (9 AM to 3 PM in 123 Cherry Hall on Fridays).

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