Use black type – not blue, purple, etc. On official
university business internally or externally, black type only.
The font should be Arial or Times Roman.
These are the two most generally accepted fonts that should
be used in e-mails for all university business.
All e-mails for university business should have the “spell
check” activated for every e-mail sent or replied to.
Being accurate with each message is critical to the university’s
credibility, quality academic standards. Years of good work
can be discredited by sloppy spelling on an e-mail communication.
Please do not use ALL CAPS in e-mail communication.
It looks like you are screaming at the recipient.
And, ALL CAPS are actually more difficult for the eye to read
and comprehend. Upper and lower case is always preferred.
All e-mails for university business should have an
e-mail tag following the
signature for each e-mail. It should be activated for
every e-mail sent or replied to. Suggested e-mail tags can
be found here.
If a faculty or staff would like a different e-mail tag, then
please contact the marketing and public relations office so
that we can assist you in this important addition to your
Please be sure to sign all e-mails. Following this, your “signature”
should automatically be included on each e-mail sent and replied
to in this format:
K. Doe, PhD
University of Southern Mississippi
Department of History
state – no mailing address
site – main page; specific link in tag
speaking, an individual should be able to contact you using
the information in your signature. Most commonly this is e-mail
(which they will usually “reply” to), phone or the Web site.
Fax numbers are not usually included in e-mail tags. The length
of the e-mail signature becomes an issue if all information
is included here. Following the signature, you skip 1 line
and add a tag following.
K. Doe, PhD
The University of Southern Mississippi
Professor, Department of History
Southern Miss is freeing the power of the individual
through quality academics, research, economic
development and an excellent student experience!
add signatures to your e-mails, go to – Tools and then Options.
For further assistance, contact the Help Desk at 4357.
For example Email Tags click