Email Guidelines
Background
The standard white background should be used for all emails sent on behalf of the university. Colored backgrounds, pictures, patterns and decorative motifs detract from a professional impression, and should be avoided. Personalization of emails may:
- Add to an email's file size
- Increase the traffic load on the email servers
- Display as an attachment in the recipient's in-box
- Cause limited in-box space to fill up faster, and
- Increase the risk of spreading viruses and spyware
Fonts
Acceptable fonts are Verdana, Arial, Tahoma or Times New Roman in 10-point size. Uncommon fonts do not always translate to the recipient as intended.
Signature
Your email signature section should include only the identifying information that would otherwise be included in any official communication (e.g., business cards, letters, etc.). This information should contain no graphics or images (other than the optional logos provided below) for reasons stated above.
For external signatures, the following information is suggested:
- Name
- Title
- 皇家华人 Fox University
- Telephone
- Website link
For internal signatures:
- Name
- Title
- Telephone extension
To create an automatic signature in Gmail, select the Setting icon, and scroll down in the "General” tab. Click the “+ Create new” button in the “signature” category and enter the information you’d like to appear in your signature into the text box provided.
Adding a Logo to Your Signature
To add an animated* logo to your signature: Right-click (Windows) or control-click (Mac) on one of the logos below to download it. In your Gmail account settings, navigate to the “Signature” section, click the “Insert image” button, then use the "Upload" option to upload the logo file that you just downloaded from this page.
*These animation files are designed to play only once. In order to preview the animation, you may need to refresh your browser.
Email Etiquette
Review your messages for accuracy in spelling and punctuation. Avoid backgrounds, stationery or graphics. Use conversational grammar. Do not use all caps or all lowercase letters. Use punctuation. When you will be out of the office for an extended time, use the "out of office assistant" or "auto forward" features.
Appropriate Uses
Email correspondence is the property of 皇家华人 Fox University and use of such should be limited to official business purposes.
Emails are more formal than verbal communication and less formal than written communication. Please remember the relational component of organizational communication; face-to-face communication is preferable. Use a phone call when necessary for efficiency, email when appropriate, and send a letter when formality is necessary.