Email Signature Templates

A consistent and professional email signature is an essential component of university communications, as it not only reflects the individual but also represents the institution as a whole. The following instructions will guide you through the process of copying, pasting and customizing this email signature in your Gmail account.

Layout Options

Copy and paste the option below that you prefer and paste into your gmail signature. View full instructions.

Option One – Stacked

_________ Firstname Surname, Ph.D. Title [Unit] University Communications and Marketing [Division] Division of Enrollment, Marketing and Student Success Georgia Southern University Statesboro | Savannah | Hinesville | Online O: 912-xxx-xxxx _____@georgiasouthern.edu

Option Two – Side by Side

Firstname Surname, Ph.D. Title [Unit] University Communications and Marketing [Division] Division of Enrollment, Marketing and Student Success Georgia Southern University Statesboro | Savannah | Hinesville | Online O: 912-xxx-xxxx _____@georgiasouthern.edu

Side by Side Template with a Meeting Schedule Link

Firstname Surname, Ph.D. Title [Unit] University Communications and Marketing [Division] Division of Enrollment, Marketing and Student Success Georgia Southern University Statesboro | Savannah | Hinesville | Online O: 912-xxx-xxxx _____@georgiasouthern.edu Meet with me!

Mobile Signature Option

Copy and paste the following signature template into the mobile signature text field and make the appropriate edits.

Firstname Surname, Ph.D.
Title
[Unit] University Communications and Marketing
[Division] Division of Enrollment, Marketing and Student Success
Georgia Southern University
Statesboro | Savannah | Hinesville | Online

O: 912-xxx-xxxx
_@georgiasouthern.edu

Implementation Instructions

1. Select the email signature template option you’d like to use by clicking and dragging to highlight the entire layout above then copy the signature to your clipboard.
2. Open your Gmail account and click on the gear icon in the upper-right corner to access the ‘Quick Settings’ menu.
3. Click the ‘See all settings’ button at the top of the quick settings sidebar.
4. Scroll down to the ‘Signature’ section.
5. To replace your existing signature, paste the copied email signature template into the text box under the ‘Signature’ section.
   • To create a new signature, click on ‘Create new’. Paste the copied email signature template into the new text box.
6. Replace the placeholder text in the signature with your personal information including your name, title, department, division, phone number, and email address. Be sure to maintain the formatting and font styles provided in the template. See the guidelines below for further instructions and best practices.
   • note: The hyperlinked university name, and campus locations should not be edited. They are designed to provide uniform information about the university, not be edited to indicate your office location.
7. Once you have customized your email signature, scroll down to the bottom of the ‘Settings’ page and click on ‘Save Changes’ to apply the new signature to your email account.
   • If you created a new signature, make sure that you set the new signature as the default or choose it when composing a new email.

Email Signature Guidelines

Required Information

• Font: Sans Serif – Minimum 13px
• Color: Black
• Name
• Title
• Department (spelled out in full)
• Division (spelled out in full)
• The Georgia Southern web link
• Georgia Southern Logo
• Campus locations (should not be edited)
• Phone number
• Email address

Optional Information

• Degree or certification
  Placement: following your name. Do not use Dr.
• Cell phone number
  If listing more than one contact number, notate if it is an office phone (O) or cell phone (C).
• Confidentiality clauses or other disclaimers may be used, subject to department needs and should be consistent with each other.
• Personal quotes or inspirational sayings should not be included. If a college or department would like to add an official tagline or motto, all members of the unit should use it for consistency.
• University social media accounts may be typed out and hyperlinked. Do not use icons. 

Last updated: 3/11/2024