Email Signature Generator
All faculty and staff members are required to use the email signature generator to create their email signatures.
The generated signatures can only be modified by adding links to university business-essential items like appointment calendars, forms, or surveys.
Step-by-Step Instructions
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Outlook for Windows
- Create your signature using the email signature generator.
- Click Copy signature to clipboard.
- In Outlook’s menu bar, go to File > Options.
- Click on the Mail option.
- Click on Signatures and then New to create a signature.
- Name signature and then paste the generated signature into the window.
- Click OK to save.
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Outlook for Mac
- Create your signature using the email signature generator.
- Click Copy signature to clipboard.
- In Outlook’s menu bar, go to Outlook > Preferences.
- Click on the Signatures option.
- Click Plus Sign to create a new signature.
- A pop-up should open. Name your new signature and then paste the generated signature into the window.
- Save and close the pop-up window.
Request Features
You can request that university business-essential features or fields be added to the email signature generator using the form below. Requests will be evaluated by the Division of Marketing and Communications and the Division of Information Technology.
FAQs
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Can I add a link to my booking calendar/survey/virtual office?
Yes, you may modify the generated signatures to add university business-essential links. You may add these links in Outlook as you normally would until the generator is updated to support this feature.
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Can I add Ph.D. behind my name instead of under it?
Yes, you may add Ph.D. to the full name field.
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What website should I use for the unit web address?
If your unit doesn’t have its own website, you may use the Texas State homepage address, www.txst.edu.
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Do I have to add a phone number?
The generator has been updated to make phone numbers optional.
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I’m getting an error message saying I don’t have access to the generator.
If you’re a faculty or staff member and you’re getting this message, please contact ITAC.
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I can’t copy the signature.
Make sure you check the “I verify...” box above the copy button and that you’re not getting error messages on any fields. If you’re still unable to copy the signature, please take a screenshot of your page and submit a feedback report.
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What about our graduate student instructors/student workers?
We’re not providing access to students at this time. Have them match the fields and formatting of their supervisor’s email signature as closely as they can.
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I believe my unit qualifies for an exception, how do I get one?
Enterprise units may qualify for an exception to the email signature policy. Enterprise units are defined as official Texas State units with a product or service in the marketplace that is not directly related to the delivery of a degree. Enterprise units are designated as such by the Division of Marketing and Communications. Currently designated enterprise units include The Wittliff Collections, the Meadows Center, and the ALERRT Center.
If you believe your unit qualifies for an exception as an enterprise unit, please email umarketing@txstate.edu.
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How does the email signature policy apply to shared inboxes?
You’re encouraged to follow the generator’s formatting and fields as closely as you can to create signatures for shared inboxes. You may omit fields that are not necessary for a shared inbox and add any business-relevant links that are needed to the signature.
Shared inboxes should use no logo or the University Logo as outlined in the signature generator. No other logos are permitted.
If you encounter an issue, please let us know by submitting feedback.