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Email and Email Signatures

Here are some guidelines for email and email signatures for Vanderbilt IT employees. Please copy and paste one of the options below to use as a signature, and feel free to adapt it to suit your needs by adding credentials, department, assistant, etc.

Simply copy and paste your preferred version into your Outlook signature files (see a step-by-step tutorial available on the Human Resources website).

Also see the sections on Ways to Customize and Please Avoid. Mac instructions are available on the Microsoft website

Email Signatures: Gray

Basic Signature

Your Name | Your Title | Information Technology | Vanderbilt University | phone 615.000.0000 |


Email Signatures: Blue

Basic Signature 

Your Name | Your Title | Information Technology | Vanderbilt University | phone 615.000.0000 |


Ways to Customize

Feel free to adapt the email signature to suit your needs by adding a disclaimer, department, assistant, credentials, etc. Here are a few samples:

1. Add disclaimer text below the email, phone and Web address line.

  • Example: The information transmitted and any attachments are intended solely for the individual or entity to which it is addressed and may contain confidential and/or privileged material. If you have received this email in error, please contact the sender and delete the material from your system.

2. Add your credentials (logos are OK).

  • Example: John Doe, PMP

3. Include a mailing address and a delivery address:
Mailing Address: Box 1511 Station B | Nashville, TN 37235
3401 West End Avenue, Suite 500, Nashville, TN 37203

Please avoid...

1. Making modifications to the IT logoWhat not to do with your signature

2. Using photos or quotes in your signature or Outlook stationery with colored or patterned backgrounds (see example at right). If your correspondence is casual, it's OK, but if there is any chance your email may need to be forwarded please use the default, simple format.





3. Using "pretty" fonts for your name. Best practice is to use the Calibri font.