Email Signature

Purpose

The purpose of this policy is to establish a consistent and professional email signature format for all faculty and staff. A standardized signature reinforces the State Tech brand, improves communication clarity, and ensures external audiences receive accurate contact information.

Scope

This policy applies to all employees who send email correspondence on behalf of State Technical College of Missouri using a statetechmo.edu account.

Policy

Required Elements
Each employee’s email signature must include the following in the approved template:

• Full Name (first and last name as listed in HR records)
• Position Title
• Department/Office
• State Tech Logo (official version provided by Marketing, navy version only)
• Email Address (statetechmo.edu account only)
• Direct Phone Number

Optional Elements

• Professional Credentials: Degrees, licenses, and certifications (e.g., M.S., MBA, CPA, RN) may be listed after the employee’s name. Only credentials verified and relevant to professional duties may be included. Limit of three (3).
• College-wide general contact information (if relevant).
• Approved links to the State Tech website or official social media (as provided by Marketing).
• Standardized legal disclaimer if required for sensitive communications.

Formatting Standards (as deployed in the approved signature)

• Fonts:
  • Name: Bebas Neue (fallback Arial), 24pt, bold, color Navy (#1A2D4E).
  • Position Title: Gill Sans MT (fallback Arial), 11pt, bold, color Navy (#1A2D4E).
  • Department/Office: Gill Sans MT (fallback Arial), 11pt, normal, color Navy (#1A2D4E).
  • Contact Info (email/phone): Gill Sans MT (fallback Arial), 11pt, normal, color Navy (#1A2D4E), with icons preceding.
• Logo: Official navy State Tech logo, scaled at 104px × 70px, with a navy divider bar to the right.
• Colors: Navy (#1A2D4E) only. Green is not used in the approved design.
• Layout: Fixed table layout (460px max width).
• Prohibited Elements: No quotes, emojis, personal graphics, or unapproved images.

Important Note on Editing
The signature template is generated in HTML format and can technically be edited after being pasted into Outlook. Employees are strictly prohibited from altering fonts, sizes, colors, layout, or any other design elements once the signature has been inserted. Only the official generator output is permitted.

Example Approved Signature
All signatures are generated automatically via the State Tech Email Signature Generator. Employees must paste the signature as-is and are not permitted to change its formatting.

Enforcement

Supervisors and the Office of Human Resources will review email signatures for compliance. Non-compliant signatures must be updated.

Questions
Employees with questions about formatting should contact the Office of Human Resources.

Instructions for Setup

See step-by-step instructions for Desktop Outlook and Mobile Outlook are below.

Instructions for Setting Up Your Signature on Your Desktop Outlook

Step 1: Find your email signature template

• Open the link provided – State Tech Email Signatures
• In the SharePoint page that opens, type your first and last name with an underscore (e.g., john_doe) and press Enter.
• Click on the file named html.

Step 2: Copy your signature template

• In the preview that opens, click anywhere in the white space and press CTRL+A to select all.
• Press CTRL+C to copy.

Step 3: Open Outlook

• Go to outlook.com and log in with your State Tech email account.

Step 4: Access email settings

• Click the gear icon (top right).
• Search for “email signature” in Settings and select it.

Step 5: Create a new signature

• Click New Signature and give it a name (e.g., First Last).

Step 6: Paste your signature

• In the editor box, click once and press CTRL+V to paste.

Step 7: Set defaults

• Under Select default signatures, choose your new signature for both New Messages and Replies/Forwards.

Step 8: Save

• Click Save at the bottom right.
• Your new signature will appear immediately in Outlook.com and sync with Outlook Desktop within minutes.

 

Instructions for Setting Up Your Signature on Your Mobile Outlook

Step 1: Open the Outlook app

• Tap to open the Outlook app on your phone.
• Log in with your State Tech email account if not already signed in.

Step 2: Access Settings

• Tap your profile picture (top left).
• Scroll down and select Settings (gear icon).

Step 3: Open Signature Settings

• In the Settings menu, tap Signature.

Step 4: Copy Your Signature from Template

• On your phone, click on this link State Tech Email Signatures
• Find your name and click on it.
• In the preview that opens, tap and hold in the white space, then select Select All (or similar option depending on your phone).
• Tap Copy to copy the entire signature to your clipboard.

Step 5: Paste into Outlook Mobile

• Go back to the Outlook app.
• In the Signature field, tap and hold, then select Paste to insert your copied signature.

Step 6: Save Your Signature

• Tap the checkmark (✓) or Save.
• Your new signature will now appear on all emails sent from your mobile device.

 

LINE OF AUTHORITY
Responsible office: Human Resources
Contact person in that office: Vice President of Operations
EFFECTIVE DATE: September 17, 2025
Approved by President: September 17, 2025