Jul 19, 2013

Google Apps: Email Signature

Email signatures are simply an adaptation of the signature block of a letter. It declares who the email message is from and the institution the sender represents. A signature file is automatically appended to the bottom of every outgoing email message.

How to add/change your signature file:
  • Log in to your GTSD Google Mail account.
  • Click the Gear, found below your user name on the right side of the screen.
  • Choose Settings from the drop down menu.
  • On the General tab, scroll down to find the options for Signature.
  • Type your signature content.
  • Ensure the box for "Insert this signature before quoted text.." remains unchecked
  • Scroll to the bottom of the page and click Save Changes.

What to include?
As an education professional, you will want to include at minimum your name, title (role/department/grade level), and the name of the school (or district) in which you are employed. Additional items to consider:
  • Post-nominal initials that are appropriate to your role within the district
  • School telephone number and classroom/office extension
  • District website address
  • Class or grade wiki page address
There is some debate over whether or not to include an email address. While mail between individuals will show your address in the "From" field, messages send to groups will not always show your address.

What not to include?
Your email signature not only represents you, but also your school and district.  Items that should not appear in your GTSD signature:
  • Anyone else’s email address or other personal contact details
  • Personal philosophies, phrases or slogans
  • Links to websites other than GTSD sites or class sites
  • Graphics, photos or background images

How to format?
Again, keep if professional. Simple is best. Your signature should not detract from the message. Avoid multicolored text, images, large font sizes, and overly ornate text styles.

Additional Reading