E-mail signatures at the conclusion of every e-mail allows the sender to not only fully identify himself or herself, but also provides the means by which the sender can offer follow-up contact information. Full name, degree abbreviations (when appropriate to the business being communicated), official title within the University, campus or teaching site, physical address, e-mail address, Web site, telephone number, and fax number are all legitimate methods of communication and may be used -- though not all are required.
Other considerations for this space at the bottom of every e-mail is to add a confidentiality notice when you transmit proprietary information on behalf of the University, a statement of purpose for your unit, college or the University as a whole, or simply to add an inspirational thought.
Below is a sample of the current e-mail signature format.
|Go to "Tools" menu and select "Options."|
|Select the "Mail Format" tab and then click on "Signatures" button.|
|Click "New" to create a new e-mail signature.|
Outlook will prompt you for a name for this new signature. Just type in something that will help you to remember what type of signature it will be -- in this case, "2011-signature" implies it is a signature with the new university logo to be used university-wide in 2011.
If you need the new university logo jpeg for the Gulf Coast, click here to download it. Right-click the image and save it to your desktop or "My Documents" (somewhere it can be easily found). Once you have the logo saved, click the "insert picture" button in the signature tab.
Navigate to the GC_h_123C.jpg file you saved earlier and select "insert."
The image file should appear in the open text field for your signature. You will then fill in your contact information below the logo. You should include:
First line - your name, degree abbreviation for any degree Master's and above
Second line - your title according to Human Resources
Third line - your department or unit name
Fourth line - the University name, add "Gulf Coast" if you are on that campus
Fifth line - street address
Sixth line - city, state, zip
Seventh line - voice and fax phone lines in "P: 228.214.3295 | F: 228.865.4502" format - add a cell phone if you wish " | C: 228.861.3997"
Eighth line - e-mail address
Ninth line - Web page URL, either "www.usm.edu" or "www.usm.edu/gulfcoast"
Final line - an appropriate tagline for your unit, or something representative of the whole university, "Leading Southern Miss To The Top," or "Southern Miss. Creative. Bold. Determined."
Be sure to select to which messages you would like to apply the signature card in the drop-down menus in the upper right quadrant of the dialog box before clicking "OK."