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Email Signature Guidelines
Any email generated from a gonzaga.edu address is considered an official university communication, and the appearance of the signature formatting should present a professional tone while remaining accessible. To achieve those goals, faculty and staff are encouraged to follow these guidelines.
Your Gonzaga email signature should:
- Present a professional, united face to all audiences
- Adhere to brand guidelines and accessibility standards
- Signify official affiliation with Gonzaga University
Please ensure these guidelines are followed with your email signature:
- Do not add additional font styling to your signature
- Only use Microsoft default fonts (Aptos or Arial)
- Keep the email background white; no stationary style templates or graphics
- Include only the logo provided in the email signature generator to meet accessibility requirements
- Do not include personal URLs or social links
- Avoid using icons, emojis, images, graphics, quotes, or taglines
Email Signature Footers
If you would like to include additional information on how best to contact you, the following items are acceptable. Please style these statements in italic and in the same font size and color as your main signature.
Additional Email Signature Footer Disclaimers and Informational Statements
There may be cases where it is necessary and appropriate to include disclaimers or informational statements below your email signature. These include, but are not limited to:
- To communicate and protect the confidential nature of an email
- To communicate that an email may be privileged
- To assert a copyright in the email contents
- To disclaim liability for viruses transmitted by the email
- To communicate a nondiscrimination policy or other relevant policy
Only divisional/departmental leadership can determine the necessity and appropriateness of including disclaimers or informational statements in email signatures. When it is deemed necessary and appropriate by your departmental/divisional leadership, the disclaimers or informational statements can be included at the bottom of your email signature.
By following these guidelines, you help Gonzaga University present a cohesive and professional image to our external and internal audiences. Thank you for your cooperation and understanding.
If you need assistance with setting up your official email signature, please contact brand@gonzaga.edu.
Email Signature Generator
Your email signature is the modern equivalent of your business card: It’s often the primary way to share contact information with people both outside of Gonzaga and colleagues within the University. It also identifies you as an official representative of Gonzaga University, so it should look professional and follow the University's brand standards.
This tool has been developed as a simple way for everyone at Gonzaga to create a professional, branded email signature. Using this tool also ensures that your email signature meets accessibility standards. It has been tested and optimized for use with computers and mobile devices, as well as many email clients like Outlook. All faculty and staff are asked to use it.
Follow the three steps below to create your email signature. If you have questions about the email signature format or this Email Signature Generator tool, please email brand@gonzaga.edu.
OPEN THE EMAIL SIGNATURE GENERATOR
Step 1: Enter your contact details in the fields below
* = Required Fields
- Full name *
- Credentials (e.g. '97, PhD)
- Job title(s) / Role *
- Department
- School/College/Division
- Office phone *
- Mobile phone
- Web page address
The information above is automatically pulled from the Active Directory database of GU user accounts maintained by ITS. If the information is not correct, you may change it in the fields above, but changes will only apply to the email signature generated here. If you would like to permanently update your Active Directory account information, submit a ticket at support.gonzaga.edu or contact the IT Support Center with the correct information.
Pronouns
Examples: "she/her/hers", "he/him/his", "they/their/theirs". Leave this field blank if you do not wish to show pronouns in your signature.
Step 2: Choose a template and generate your signature
The signature shown below is for preview purposes only. DO NOT copy and paste this into your email client. Instead, click the Generate Signature button below and follow the instructions in Step 3.
Choose a Template *
- Full Signature
- Compact Signature
If you'd like social media icons, check the boxes below, and fill in the fields next to them. If you leave the field blank, it will use GU's address for the given platform.
- Facebook
- X (formerly Twitter)
- LinkedIn
- Instagram
- TikTok
Then click GENERATE SIGNATURE.
Step 3: Copy Your Signature
- Click the "Generate Signature" button above.
- Click the "Copy to Clipboard" button below.
- Open your Outlook signature settings and press Ctrl + V on Windows or Cmd(⌘) + V on Mac to paste it into a signature.
- Please do not paste this signature directly into an email, as it may strip the styling.
Important
Outlook stores signatures separately for each app. If you use more than one version of Outlook, you'll need to update your signature in each one:
- Outlook desktop app: Paste the signature into your desktop signature settings.
- Outlook on the web (outlook.office.com): Copy and paste the signature into the web app's signature settings as well.
- Outlook mobile app: Update your signature directly within the mobile app.
- TIP: Set up your mobile app last. Send yourself an email with your new signature and open it on your mobile device. Copy the signature and paste into the signature into the signature creation tool.
OPEN THE EMAIL SIGNATURE GENERATOR