Overview
To support our marketing and brand management strategy, and to help members, partners, and external parties communicate with us easily, it's important to follow these formal guidelines for email signatures.
⚠️ Important: Choose the Correct Address
- Richmond staff: Use Template 1 (Richmond HQ)
- Charlottesville staff: Use Template 2 (Charlottesville)
📋 Quick Setup Steps
- Choose your template based on your location
- Copy the signature using the button below
- Find your Outlook platform in the instructions
- Paste and customize with your information
- Set as your default signature
Signature Templates
Formatting Requirements
All signatures must use Arial, 11pt font. Do not change colors, fonts, or hyperlinks.
Template 1: Richmond HQ
Setup Instructions by Platform
Select your Outlook version below for step-by-step instructions. Not sure which version you have? Check the platform identification guide below.
How to identify: The new Outlook has a simplified ribbon and a toggle switch in the upper-right that says "New Outlook."
Create Your Signature
- Click the Settings gear icon (⚙️) in the upper-right corner
- Select Accounts → Signatures
- Click + New signature
- Name your signature
VPM Default - Copy and paste your template from above into the editor
- Replace placeholder text with your information
Set as Default
- Under Select default signatures, choose your signature for:
- New messages: VPM Default
- Replies/forwards: VPM Default
- Click Save
✓ Tip: After pasting, if formatting looks off, select all the signature text and manually set the font to Arial, 11pt.
How to identify: Classic Outlook has a File menu in the top-left and a more complex ribbon interface.
Create Your Signature
- Click File → Options
- Select Mail from the left sidebar
- Click Signatures... button
- Click New and name it
VPM Default - In the editor, set the font to Arial, 11pt before pasting
- Copy and paste your template from above
- If formatting changes, click the Paste Options icon and select Match Destination Formatting
- Replace placeholder text with your information
Set as Default
- Under Choose default signature:
- New messages: VPM Default
- Replies/forwards: VPM Default
- Click OK to save
Create Your Signature
- In the menu bar, click Outlook → Preferences (or press ⌘ + ,)
- Click Signatures
- Click the + button to create a new signature
- Name it
VPM Default - Copy and paste your template into the editor
- Replace placeholder text with your information
Set as Default
- Close the signature editor
- Under Choose default signature:
- Select your account
- New messages: VPM Default
- Replies/forwards: VPM Default
Note: Mac Outlook has a real-time preview feature. Use it to verify your signature looks correct before saving.
Create Your Signature
- Go to outlook.office.com and sign in
- Click the Settings gear icon (⚙️) in the top-right
- Click View all Outlook settings
- Select Mail → Compose and reply
- Scroll to Email signature
- Click + New signature
- Name it
VPM Default - Copy and paste your template
- Replace placeholder text with your information
Set as Default
- Under Select default signatures:
- For new messages: VPM Default
- For replies/forwards: VPM Default
- Click Save
⚠️ Mobile Limitation: Mobile signatures are text-only and don't support HTML formatting. Create a simplified version.
Create Your Signature
- Open the Outlook app
- Tap your profile picture in the top-left
- Tap the gear icon (⚙️) at the bottom-left
- Under your account, tap Signature
- Enter a simplified text signature:
First Name Last Name
Title
Office: 555.555.5555
VPM | Virginia's home for public media
VPM.org - Tap Done or the checkmark to save
⚠️ Mobile Limitation: Mobile signatures are text-only. Keep it concise (2-3 lines recommended).
Create Your Signature
- Open the Outlook app
- Tap your profile picture/icon in the top-left
- Tap the gear icon (⚙️) at the bottom-left
- Tap your account name
- Tap Signature
- Enter a simplified text signature:
First Name Last Name
Title
Office: 555.555.5555
VPM | Virginia's home for public media
VPM.org - Tap Done or the checkmark to save
How to Identify Your Outlook Version
| If you see... | You have... |
|---|---|
| "New Outlook" toggle in top-right, simplified ribbon | New Outlook for Windows |
| File menu in top-left, complex ribbon with many tabs | Classic Outlook Desktop (Windows) |
| Outlook menu in Mac menu bar, ⌘ shortcuts | Outlook for Mac |
| Browser address bar shows outlook.office.com | Outlook on the Web |
| Outlook app on phone with App Store/Play Store icon | Outlook Mobile |
Troubleshooting
| Problem | Solution |
|---|---|
| Signature has wrong font or size after pasting | Select all text in the signature editor, then manually set to Arial, 11pt. Or use "Match Destination Formatting" paste option. |
| Gray background appears when pasting signature | This is a known Outlook issue. Select the signature, click the highlight/background color button, and choose "No Color." |
| Signature doesn't appear on new emails | Check that the signature is set as default for both new messages AND replies/forwards. Restart Outlook if needed. |
| Links don't work in signature | Make sure URLs include "https://" at the beginning. Re-copy the template if links were broken. |
| Signature looks different to recipients | Email clients render HTML differently. Stick to the approved template—it's tested for maximum compatibility. |
| Mobile signature doesn't match desktop | Mobile signatures must be set separately and are text-only. Use the simplified format provided above. |
Need Help?
If you're having trouble setting up your email signature or have questions about these guidelines:
- IT Support: Submit a ticket through the IT Help Desk
- Brand Questions: Contact the Marketing department
- Microsoft Resources: Official Microsoft Signature Guide