Email signature

The following guidance covers:

• Formatting
• Typeface
• Adding statements
• Adding a logo
• Adding graphics
• Celebrating UCL200
• Accessibility
• How to add a signature to your emails

Formatting

Email signatures should contain your name, job title, department or faculty, phone number, email address and, where appropriate, a relevant link to a website. 

Phone numbers must be added to all email signatures, particularly the internal extension as well as the full external number, and a work mobile number should be included if available. 

You may also wish to include your building location to ensure your mail is delivered to the correct place.

Long format

Your name (can include pronouns) 
Your job title 
Department or Faculty 
Tel.: 020 712 34567 
Ext.: 14567 
name@ucl.ac.uk 
Department or Faculty website [ UCL Brand, for example]

Short format

Your name (can include pronouns), Your job title, Department or Faculty, name@ucl.ac.uk, Tel.: +44 20 7123 4567, ext.: 14567, Department or Faculty website [UCL Brand, for example]

Typeface

Use Arial font in your email signature, to avoid any formatting issues in Outlook.

Additional elements

You may want to include an extra statement or image in your email signature. Here’s how and when to do it.

Statements

A statement about our QS Ranking can be added to the bottom of your signature block. No other tag lines or quotes should be added to your signature.

Please only add the following statement to your email signature:

Use of logos

The main UCL logo should not be included in your email signature. Neither should logos from any other organisations or partnerships be included.

Use of graphics

Graphics or images should not be added to your email signature. The only exception to this is for time-limited institutional events, awards, and campaigns. Once the event is completed, please remove the graphic.

When using a graphic under these exceptions, be sure to add alt text to your image for accessibility. See Microsoft’s guide to improving image accessibility in emails. 

UCL200

A special UCL200 email signature has been developed for our bicentenary year. It uses Arial font and includes a special UCL200 graphic.

Formatting the UCL200 signature

Your name (can include pronouns) 
Your job title 
Department or Faculty 
Tel.: 020 712 34567 (ext.: 14567)
name@ucl.ac.uk 
Office address [if applicable]
Department or faculty website [ UCL Brand, for example]

Here, history happens. Find out more about our bicentenary. 

Please note:

• Our email signature uses the font Arial so that it is compatible across all platforms and devices. The font size is currently set as 12pt. Please use this text size as a minimum.
• Check line spacing is set at 1.0 in both Outlook and Mac Mail platforms.
• Check the link text “our bicentenary” and link works correctly. It should open the main bicentenary page on the UCL website. 

Adding the UCL200 graphic

You can download the graphic direct from Imagestore and add it to your signature. Please note the guidance on the document to set up your signature correctly.

Using the UCL200 signature

• Once our bicentenary celebrations are past, the UCL200 graphic should be removed along with the bicentenary line of text that starts “Here, history happens”. You can then revert to our usual email signature formatting.
• We recommend you only use the full UCL200 signature including the graphic when creating a new email message. Subsequent replies on that same email thread should not use the full signature.

Accessibility

Your formatting choices in email can affect accessibility. The Accessibility team has put together some useful guidance to help you review the way your email client is set up.

How to add a signature

For help in adding a signature, see the following guides: 

• Add a signature in Outlook Web Access (OWA) 
• Add a signature in Outlook 2016 for Windows
• Add a signature in Outlook 2016 for Mac