Standard Employee Email Signatures

The standard email signature was created and adopted by Cabinet as part of our Service Excellence Standards. Central Piedmont faculty and staff should use the email signature format, as outlined on this page, on all e-communications.

Email Signature Guidelines

Using consistent signatures for @cpcc.edu email accounts creates brand alignment and provides needed contact information. In addition, consistent and clear email signatures present a professional appearance for conducting business through email.

  • Avoid the use of graphics, links to websites outside the college, symbols, inspirational or funny quotes, background stationery, symbols, and signature cards.
  • Do not include logos other than the official Central Piedmont logo in the approved formats for email signatures. This includes logos for social media platforms or graphics to promote events.
  • Font: 10-point Franklin Gothic (or Franklin Gothic Book). This is a standard font on both Mac and PCs and works in all email clients. Non-standard fonts and HTML may not translate across email clients.
  • Color: Black is consistent with the brand color palette. 
  • Phone numbers: Include phone and/or fax numbers you use regularly to make it easy for others to reach you. Only include a mobile or fax number if it's a number you often use or want to broadly share.
  • URL conventions: There is no need to use the "www" in a URL unless the URL won't work without it. For example, cpcc.edu is used in the approved email signatures and the link is embedded. There is also no need to include your email address in your e-signature, as the message is coming from your email account.
  • You may add your personal pronouns by which you would prefer to be addressed to your college e-signature. If you would like to list your personal pronouns in your signature, place them after the web address and before the logo.

Approved Formats for Email Signatures

Use following instructions for setting up your email signature from the desktop Outlook app. Use the ITS knowledge base article for instructions on setting up your email signature when using owa.cpcc.edu.

Signature Template For Initial Email

Name
Position Title, Department
Central Piedmont Community College
Campus, Building
P.O. Box 35009 Charlotte, NC 28235
704.330.xxxx | m xxx.xxx.xxxx | 704.330.xxxx
cpcc.edu

Central Piedmont logo for employee email signatures
Sample Template for Initial Email

Jane Doe
Instructional Office Assistant, Science Division
Central Piedmont Community College
Central Campus, Giles Building
P.O. Box 35009 Charlotte, NC 28235
704.330.5555 | 704.330.5554
cpcc.edu
Pronouns: she, her, hers

Central Piedmont logo for employee email signatures

Signature Template for Reply Emails

Name
Position Title, Department
Central Piedmont Community College
Campus, Building
704.330.xxxx | m xxx.xxx.xxxx | 704.330.xxxx
Pronouns: she, her, hers

Sample Template for Reply Emails

Jane Doe
Instructional Office Assistant, Science Division
Central Piedmont Community College
Central Campus, Giles Building
704.330.5555 | 704.330.5554
Pronouns: she, her, hers

How To Change or Update your Email Signatures

  1. Review the aforementioned signature guidelines and templates.
  2. Use black, 10-point Franklin Gothic or Franklin Gothic Book font. 
  3. Select the new signature template sample and copy it. 
  4. Replace the Jane Doe example with your own information in the approved format for an initial email signature.
  5. Open a new email in Outlook. 
  6. Select the “Message” tab on the toolbar ribbon. 
  7. Click the drop arrow under the “Signature” option. 
  8. Select “Signatures …” from the drop-down menu (last item).
    selecting email signature options in Outlook
  9. In the “Select signature to edit” window, choose or create “Initial Signature.”
  10. Paste your copied, updated signature below in the larger “Edit signature” text box.
    editing email signature in Outlook
  11. Click OK at the bottom of the “Signatures and Stationery” window.
  12. Repeat the same process above with the approved format to create the “Reply Signature.” This time, choose or create “Reply Signature” in the “Select signature to edit” window before pasting your updated reply signature.
  13. Once again, from the message tab on the New Email toolbar ribbon, click the drop arrow under the “Signature” option and select “Signatures …” from the drop-down menu. 
  14. Under the “Choose default signature” section on the right:
    1. For New Messages, select “Initial Signature” with the drop menu arrow;
    2. For Replies/forwards, select “Reply Signature” with the drop menu arrow.
      choosing default email signature in Outlook