Email Signatures
Your email signature acts as a digital business card and should use the MSU Extension brand to convey a consistent and professional image across the organization.
Staff are encouraged to use the approved signature formats for all official MSU Extension email communications. Email signatures should use one of the approved MSU substitute fonts such as Arial (sans serif), Helvetica (sans serif), or Times New Roman (serif). Fonts should be at least a 9 point font size.
Staff can choose to add the MSU Extension wordmark and the 4-H clover (when applicable) but should use caution as email filters are more likely to route the message into junk or spam folders and additional images could cause delays in delivery due to increased email size or slower download speeds.
Staff should not include additional content such as inspirational or educational quotes, photos, or background graphics. These additions are not part of the MSU or MSU Extension brand standards and should be avoided.
Signature Requirements
When sending an initial or new email message, staff should include the following information in their email signature.
First and Last Name
MSU Extension job title or role
Official work location mailing address
Office work phone with area code
Work email address
Short version of the approved non-discrimination statement
At minimum, staff should include the following information in their email signature when replying to emails.
First and Last Name
Michigan State University Extension
Office work phone with area code
Email address
Short version of the approved non-discrimination statement
Staff are encouraged to add their pronouns and the MSU Land Acknowledgement but neither are required for email signatures. The brief land acknowledgement for email signatures can be used with both new and email replies.
Signature Examples for New or Initial Emails:
Option A:
John Smith
Extension Educator
Michigan State University Extension
1234 Anystreet Rd.
Any City, MI 12456
Office: 541-555-1212
noemail1@msu.edu
Michigan State University is an Equal Opportunity Provider. See MSU’s Notice of Non-Discrimination, Anti-Harassment and Non-Retaliation.
Option B: Vertical line between city location and office phone
John Smith
Extension Educator
Michigan State University Extension
1234 Anystreet Rd.
Any City, MI 12456 | Office: 541-555-1212
noemail1@msu.edu
Michigan State University is an Equal Opportunity Provider. See MSU’s Notice of Non-Discrimination, Anti-Harassment and Non-Retaliation.
Signature Examples for Reply Emails:
Option A:
John Smith
Michigan State University Extension
Office: 541-555-1212
noemail1@msu.edu
Michigan State University is an Equal Opportunity Provider. See MSU’s Notice of Non-Discrimination, Anti-Harassment and Non-Retaliation.
Option B: Vertical line between office phone and email
John Smith
Michigan State University Extension
Office: 541-555-1212 | noemail1@msu.edu
Michigan State University is an Equal Opportunity Provider. See MSU’s Notice of Non-Discrimination, Anti-Harassment and Non-Retaliation.
Office 365 Online Email Signature Instructions
Outlook Email Signature Instructions - PC
Outlook Email Signature Instructions - Mac
If you need help setting up an email signature, contact the ANR Tech Services Help Desk by phone at 517-355-3776 or by email at anrit.support@msu.edu.
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