Email Signatures
Your email signature is the perfect opportunity to share meaningful information that is consistent with the university’s brand.
Signature Elements
Required
- Full name
- Title
- Department/school/college
- Texas State University
- Unit web address or txst.edu (linked)

Optional
- Pronouns (e.g., she/her/hers, they/them/theirs)
- Address
- Phone number(s)
- Fax
- Office Location/Hours
- Professional degrees, licenses, or certifications
- Social media handles or brand hashtags (text only, no icons)
- Veteran status, ally status, etc. (text only, no graphics)
- University logo (three options, see below)

Text Formatting
All text, except for URLs, should be black. This is the most accessible option across devices, email clients, and dark/light modes.
- Name: Calibri Bold, 14 pt.
- Texas State University and URLs: Calibri Bold, 10 pt.
- Everything else: Calibri Regular, 10 pt.
Logo use
If you choose to include a logo, download one of the three provided options on this page. Do not use a college, division, or department logo in your email signature.
Note: Depending on the recipient’s email client and provider, images embedded into email signatures may not be supported, may display incorrectly, or may appear broken.
Step by Step Instructions
-
Outlook for Windows
Without University Logo
- In the 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 update it following our required signature elements and text formatting recommendations.
- Make sure to hyperlink your unit's web address.
- Click OK to save.
With University Logo
- Create a new message.
- With message window open, click on Insert > Table and create a 2x1 table.
- With your cursor in the left box of the table, click on Pictures in Navigation Bar. Choose one of the three permissible logos (downloaded from this page) and click Insert.
- Right-click on the image and select Edit Alt Text. Add either TXST or TXST Next to the alt text field, depending on which graphic you used, and click OK.
- Click and hold the middle bar of the table, then move it over until it is a quarter inch away from the logo.
- With your cursor just outside the left box of the table, click to bring up table options, click on Borders tab and then Borders and Shading.
- With the Borders and Shading tab open, unclick all the lines around the box except for the middle line. Change color from Automatic to black and click OK.
- On the right section of the table, complete your email signature with the required information and any desired optional information. Make sure you follow our text formatting recommendations.
- Copy the signature table you just created and keep the message window open.
- Follow instructions for changing your email signature noted above and paste the signature you previously created.
- Click Save and then OK.
-
Outlook for Mac
Without University Logo
- In the menu bar, go to Outlook > Preferences.
- Click on the Signatures option.
- Click Edit to create a new signature.
- A pop-up should open, allowing you to create your signature. Make sure you follow our text formatting recommendations.
- Make sure to hyperlink your unit's web address.
- Close pop-up screen to save.
With University Logo
- Follow steps 1–4 above.
- With the Signature window open, locate the Table tab and create a 2x1 table.
- With your cursor in the left box of the table, click on Pictures > Picture from File. Choose one of the three permissible logos (downloaded from this page) and click Insert.
- Right-click on the image and select Edit Alt Text. Add either TXST or TXST Next to the alt text field, depending on which graphic you used, and click OK.
- Click and hold the middle bar of the table, then move it over until it is a quarter inch away from the logo. With your cursor still on the middle bar, right click and choose the Borders and Shading option.
- With the Borders and Shading tab open, unclick all the lines around the box except for the middle line. Change color from Automatic to black and click OK.
- On the right section of the table, complete your email signature with the required information and any desired optional information. Make sure you follow our text formatting recommendations.
- Save and close window.
If you would like to be emailed a version of the signature template that you can simply copy/paste and replace with your own information, send an email to umarketing@txstate.edu.