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
  • George Fox University
  • Telephone
  • Website link

For internal signatures:

  • Name
  • Title
  • Telephone extension

To create an automatic signature in Outlook, select "Tools," then "Options." Choose the "mail format" tab. Use the "signature picker" to create your personal signature line.

Adding a logo to your signature

To add an animated* logo to your signature: In your Gmail account settings, navigate to the “signature” section and click the “insert image” button. Copy either of the URLs below into the provided field to add the logo beneath your contact information.

*These animation files are designed to play only once. In order to preview the animation, you may need to refresh your browser.

Be Known

George Fox Be Known logo

https://www.georgefox.edu/template/global/images/be-known-gfu.gif


Stand Tall

George Fox Stand Tall logo

https://www.georgefox.edu/template/global/images/stand-tall-gfu.gif


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 George 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.