3.5 Email Signatures

Email Signatures

A consistent branded email signature strengthens the University's visual identity and supports wider branding efforts. The Limestone University standardized email signatures (both Academics and Athletics) are shown below and are available for all faculty and staff.

Academics:

Athletics:

Standards & Guidelines

With a new name comes a new email signature for Limestone University! We are excited to provide our faculty and staff members with the newly-approved email signature graphics, instructions, and guidelines.

Limestone University does expect all faculty and staff members to use the appropriate standardized email signature in all internal or external communication related to the institution. We’re asking for your help to strengthen Limestone’s new University brand by keeping our email signatures consistent.

The email signature gives recipients an understanding of the sender’s name and position in the University, while maintaining credibility. In addition, using consistent email signatures for @limestone.edu 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.

Limestone University asks that you follow the Email Signature Guidelines outlined below:

  • ­Use the instructions provided below regarding how to copy and paste the email signature graphic and to add your personal contact information. Limestone University offers two email signature graphics that are accepted for use: 1. Academic (using the Limestone University logo) 2. Athletics (using Limestone’s Flying Fleur Athletics logo)
  • Please use the appropriate email signature graphic. Only those designated as working in the Athletics Department are permitted to use the Athletics graphic.
  • No other email signature graphics are permitted. Sub-branded departmental and program logos are not to be used in email signatures – only the Limestone University logo. Departmental and program information can be included in the text below each person’s name and title.
  • Both approved email signature graphics provide direct links to the Limestone University website and the Limestone Athletics website. Both graphics also link to the appropriate social media accounts for Limestone University.
  • Please do not add information or modify the format of your signature. The format has been approved by Limestone University administration and faculty and staff are asked to comply as representatives of the University to this policy.
  • Please do not add information or modify the format of your signature. The format has been approved by Limestone University administration and faculty and staff are asked to comply as representatives of the University to this policy.
  • Refrain from using quotes or epigraphs in Limestone University communications to keep the message professional and to avoid having others assume a particular statement represents the institution.
  • Please do not add color, animations, or graphics to your email background. All work-related email messages should include no backgrounds or email templates. Your email body text should be the default setting or a similarly legible font. It is imperative for all email communication to be visually professional and clear.
  • The email signature may look smaller or larger depending on screen resolution. The size that has been selected for the email signature is the most compatible with a wide variety of screen resolutions. Please keep this in mind if the email signature appears too large or too small on your screen.
  • If email signatures are modified or altered in any way that does not comply with Limestone University guidelines, those email users will be notified by their supervisors to please change their email signature back to an approved format. All supervisors are responsible for ensuring their staff members follow University guidelines.
  • Delete any old “Limestone College” branded signatures from your email account. Deleting the old email signatures will help you avoid accidentally using an old signature.
  • The email signature should not include any additions. Additions not approved include, and are not limited to, additional webpage links, additional social media links, mailing addresses, quotes, office hours, etc. If such information needs to be conveyed in an email message, please include that in the body of the email and not in the email signature. For any clarification, please contact the Department of Communications & Marketing. Please do not add information or modify the format of your signature. The format has been approved by Limestone University administration and faculty and staff are asked to comply as representatives of the University to this policy.
  • If you need assistance with your email signature, contact the IT HelpDesk at helpdesk@limestone.edu.

Instructions

Academics Email Signature

Step 1:

  1. Open the Limestone University OneDrive LINK.
  2. Select "Download" from toolbar and save HTML file to your Download Folder.
  3. From your Download Folder, open the HTML file.
  4. Once the HTML file is open on your web browser, click anywhere within the document and press CTRL+A on your keyboard to select all items. If you are a Mac user, press Command+A on your keyboard to select all items.
  5. Using your mouse, right click selected items and select "Copy" from the list of options.

Step 2:

  1. Microsoft Outlook provides additional guidance for working with email signatures on both desktop and web applications. a. Select DESKTOP for instructions on the Outlook desktop application. b. Select WEB for instructions on the Outlook web application.

Step 3:

  1. Open Microsoft Outlook and open the Signatures tab.
  2. Add First and Last Name on first line. Use Bold font in Blue (Hex #0033A1). List your name how you like to be addressed. Do not use a formal name if you do not go by it. When applicable, professional designations or certifications may be placed direcly after name. Ex.: Jane Doe, FAIA
  3. Add Title on second line. Use Regular font in Black.
  4. Add Email Address on third line. Use Regular font in Black.
  5. Add Direct Phone Number on fourth line. Use Regular font in Black.
  6. Add Mobile Phone Number on fifth line. Use Regular font in Black.
  7. Paste footer image (from Step 1) on sixth line.
  8. Make sure to "Save" your new email signature.

If you have questions, please email the IT Helpdesk at helpdesk@limestone.edu.

Athletics Email Signature

Step 1:

  1. Open the Limestone University OneDrive LINK.
  2. Select "Download" from toolbar and save HTML file to your Download Folder.
  3. From your Download Folder, open the HTML file.
  4. Once the HTML file is open on your web browser, click anywhere within the document and press CTRL+A on your keyboard to select all items. If you are a Mac user, press Command+A on your keyboard to select all items.
  5. Using your mouse, right click selected items and select "Copy" from the list of options.

Step 2:

  1. Microsoft Outlook provides additional guidance for working with email signatures on both desktop and web applications. a. Select DESKTOP for instructions on the Outlook desktop application. b. Select WEB for instructions on the Outlook web application.

Step 3:

  1. Open Microsoft Outlook and open the Signatures tab.
  2. Add First and Last Name with Middle Initial on first line. Use Bold font in Blue (Hex #0033A1). List your name how you like to be addressed. Do not use a formal name if you do not go by it. When applicable, professional designations or certifications may be placed direcly after name. Ex.: Jane Doe, FAIA
  3. Add Title on second line. Use Regular font in Black.
  4. Add Email Address on third line. Use Regular font in Black.
  5. Add Direct Phone Number on fourth line. Use Regular font in Black.
  6. Add Mobile Phone Number on fifth line. Use Regular font in Black.
  7. Paste footer image (from Step 1) on sixth line.
  8. Make sure to "Save" your new email signature.

If you have questions, please email the IT Helpdesk at helpdesk@limestone.edu.