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Brand Guidelines: Email Signatures

Email signatures

Use of an institutional signature in email correspondence reinforces your professional affiliation with the University of Science & Arts of Oklahoma and provides consistency for audiences outside the organization.

Your email signature should be treated like other forms of official university communication. For clarity and consistency, the following email signature format is recommended for university employees.

 

Copy, Personalize and Use

Copy the template below and paste into the signature preferences pane of your Outlook client, then replace the generic information with your own.

Step by step instructions are available for Windows and Mac clients.

 

Template

FirstName LastName
Title [may link to directory page on university website]

Department [if applicable]
Building, Room [if applicable]

XXX-XXX-XXXX (office)
USAO email address

University of Science & Arts of Oklahoma
1727 West Alabama Ave
Chickasha, OK 73018

[Optional: Add a link to a specific USAO webpage]

 

USAO email signature logo

Apply  •  Give  •  Engage

This e-mail (including any attachments) is for the sole use of the intended recipient(s) and may contain information that is confidential and/or protected by legal privilege. Any unauthorized review, use, copy, disclosure or distribution of this e-mail is strictly prohibited. If you are not the intended recipient, please notify the appropriate party at USAO, and immediately destroy all copies of this e-mail. USAO does not accept any liability for breach of security, error or virus that may result from the transmission of this message.

 

Guidelines

  • Layout Order: Keep all information in the strict required sequence (Closing, Name, Title, Department, Location, Phone, Email, University Name, Address, Logos, CTA Links, and Legal Disclaimer).
  • Font & Sizing: Use common sans-serif fonts such as Arial, Calibri, or Helvetica. Set standard text to 12pt, CTA links to 11pt, and the legal disclaimer to 7.5pt.
  • Color Usage: Body text must be standard black. Hyperlinks should remain standard accessibility-compliant blue, and logos must retain official Drover Green.
  • Logo Formatting & Alt Text: Use the official horizontal USAO wordmark and Drover logo without distortion, color shifts, drop shadows, or alterations. Hyperlink the logo to usao.edu.
  • Setting Alt Text: Right-click the inserted logo image, select "Edit Alt Text" (or Format Picture > Alt Text), and enter:
  • Department Names: Unit lockups and custom unit graphics should not be used in email signatures. Unit names should appear in plain text as part of your contact information.
  • Phone & Email Formatting: Format your phone number strictly as Office: (405) 574-XXXX. Make sure your usao.edu email is set as an active hyperlink.
  • Custom URLs & CTA Links: Unit-specific URLs can replace default links, but you are limited to a maximum of three (3) text action links separated by bullet points (e.g., Apply Give Engage). All links must route to official usao.edu pages or approved platforms (like Calendly).
  • No Badges or Extra Graphics: Graphic buttons, badges, icons, animated GIFs, background fills, or non-approved promotional banners are not permitted.
  • No Quotes or Personal Messages: Inspirational messages, personal quotations, or personal social media links are not appropriate and are better suited for personal emails.
  • Mandatory Legal Disclaimer: Every signature block must end with the full, neutral legal confidentiality notice at the bottom.