Create Your Email Signature

Create a professional signature that includes hyperlinks to important information about you, your department, the school and the university.

If you follow our guidelines — and pay special attention to our instructions on hyperlinking — your email signature has the potential to bolster your online presence and strengthen communication with your contacts.

Sample Email Signatures

If you’re a faculty member in a basic science department, this is how your email signature might look:

If you’re a faculty member in a clinical department, your email signature might look similar to this:

Anne B. Curtis, MD, FACC, FHRS, FACP, FAHA
UB Distinguished Professor
Charles and Mary Bauer Professor and Chair
Department of Medicine
Jacobs School of Medicine and Biomedical Sciences
University at Buffalo
100 High Street
Buffalo, NY 14203
716-859-4828 (Office)
716-859-4850 (Fax)

Formatting Your Signature

Areas of Your Signature

Your signature should have two areas that convey important information to your contacts: 

Name, Terminal Degree
UB In-House Title
Additional Titles and Positions

← 1

Street Address
University at Buffalo
Buffalo, NY Zip Code

← 2

The first area should include your name and terminal degree, your UB in-house title and your department. Include your division, if applicable. If you hold additional professional titles, include them in the first area of your signature.

The second area of your signature is the place to list your address, phone numbers and UB email address. 

Be sure to include a line that says “Jacobs School of Medicine and Biomedical Sciences” in your signature. You can place it under your department in the first area, or include it below your address in the second area.

Use Hyperlinks

When you include hyperlinks in your signature, every email you send becomes an opportunity for your contacts to visit Web pages that contain rich information.

We recommend that you:

If you include additional professional titles in your signature, include links to affiliated websites. For example, if you direct a UB fellowship or doctoral program, link to your program’s website, offering your contacts the chance to learn more about UB training opportunities.

Maintain Professionalism

Your email signature is an element of your professional profile and helps brand the medical school and its programs. To ensure that your signature looks polished and appropriate:

  • Use Arial in 10 point font.
  • Avoid nonstandard, ornamental and script fonts such as Comic Sans, Papyrus, Impact and Brush Script MT.
  • Place degrees and certifications directly after your name.
  • Exclude links to personal pages that do not represent your work with, or at the university.
  • Exclude personal quotations, philosophical statements, social media links and images.

Adding Your Signature to Microsoft Outlook

Learn how to add your signature to your outgoing email using the Microsoft Outlook email client, the Outlook Web App and your iPhone.

Contact Staff in Your Department for More Help

If you need further assistance setting up your email signature, contact your departmental support staff.