Email and Signature
Short emails are more effective, so keep emails brief and use active voice whenever possible.
Styles and Formatting
Styles
Your email client’s default font and default colors are acceptable. Otherwise, please use Source Sans Pro, Arial, or a similar sans serif font in dark gray or black. Be sure to bold important sections, such as “Overview,” “Background,” and “Next Steps” for easy navigation. Increase section heading by no more than two points (or pixels) over the body copy. When linking to web pages, email addresses or files, avoid using “click here.” Instead, include your link in natural language, such as “Read tips for better hyperlink UX”.
Avoid
- Using all caps.
- Using red text.
- Overusing emoticons.
- Underusing emoticons. 🤪
Email tip: Tag your subject line so the reader can easily
see what actions or response is expected. For example:
• SIGN • INFO • DECISION • APPROVAL
Best Practices
- Use clear subject lines.
- Keep it brief.
- Use active voice.
- Avoid overuse of text colors and different fonts.
- Include short overview.
Email Signature
Purpose
Our email signature needs to be consistent. All new employees are deployed a signature during onboarding. If you are unsure or need assistance, please reach out to our IT support.
*Note: Personal statements, links, religious quotes and pictures should not be attached to your signature. It needs to stand alone and represent the company. You may, however, include your direct office line, mobile phone, Teams and Slack ID. All are welcome to include preferred pronouns.
Overview
Install Signature
Follow these steps to update your signature in Outlook on Windows 11:
- Open Outlook.
- Click on File in the top-left corner.
- Select Account Info.
- In the left menu, choose Signatures.
- In the Email Signature tab, click New (or select your existing signature to edit).
- Name your signature (e.g., Working Solutions 30th Anniversary).
- Copy and paste the new signature from this page.
- The link contains multiple signature options. You may choose one for New Messages and a different one for Replies/forwards if you prefer.
- Under Choose default signature, set your selected signature(s) for New messages and/or Replies/forwards.
- If you select a signature option that includes a Teams link, you will need to update the link in the editor:
- Highlight the Teams link.
- Click the Edit Hyperlink button.
- Locate rmyers@workingsol.com at the end of the URL.
- Replace rmyers@workingsol.com with your own work email address.
- Click OK to save your changes.