Student email signature: Tips and templates

So, you might be considering getting your own professional email signature, and as always, we’re here to help!

By Manar Sadkou

What is an email signature?

If you’ve been using email for a while, you’ve probably come across an email signature before. It’s usually a few lines of text at the end of an email, including some important information about the sender. Think of it like a digital business card! A basic email signature lets you know the sender’s name, title or role, and contact info, such as their email address or phone number.

Email signatures are quite customizable and could even contain links or images, depending on how fancy someone wants to be. Some people’s signatures include a picture of themselves, others their pronouns, and some even a calendar booking link to make scheduling easier. The possibilities are endless, but the key thing to remember is that email signatures are mainly used to make communication as smooth and clear as possible!

Do you need a student email signature?

While you may get along just fine without an email signature as a student, there are some major perks to having one. These are the 4 greatest benefits of student email signatures:

1. You look professional. No matter how hard we try to escape it, first impressions do matter! If you’re trying to network and establish connections for the future, you want to come off as professional as possible. And a polished signature is a great way to convey your professionalism through email.
2. It’s convenient. When all of your contact information is included in your email signature, it saves people the hassle of digging through old messages or looking you up on the internet to find a way to get in touch with you. Besides making it easier to contact you, student email signatures save time!  As soon as you set yours up, you don’t have to worry about retyping your details every time you send an email.
3. You stand out. A lot of students don’t have an email signature, so adding one can definitely set you apart. It shows you’re thinking ahead and that you care about the little details! These are both qualities that your professor or potential employer will no doubt appreciate.
4. It adds a personal touch. It’s hard to let your personality show in a simple email, and nowadays, with everybody’s inboxes being overcrowded, we’re all looking for ways to make our emails memorable. An email signature can do just that! So, don’t be scared to add your pronouns, your favorite quote, or even a headshot as long as you keep it clean and professional.

How to create an effective student email signature?

If we’ve convinced you of the perks of having your own signature, you might be scratching your head, wondering where to start. You don’t have to worry! We’ve put together a list of the most important elements to include in your student email signature:

• Your full name
• Your university major (and minor if you have one)
• The name of your university and year of graduation
• Your contact information (phone number, email address, etc.)
• Your LinkedIn (or any other appropriate social network)

Optional:

• Your pronouns
• Your picture (a professional headshot)
• A link to your CV
• Your awards/academic achievements (scholarship, excellence award, etc.)

Student email signature examples

Now that you know what to include in your signature, you’ll want to think about how to format it so it looks neat and professional. If you’re looking for some inspiration, don’t look any further! Below are three student email signature templates you can either copy and fill with your own information or just use as a starting point to create your own.    
Looking for more examples and templates? Take a look at this: Create an email signature: Examples and templates.

What to avoid in a student email signature

Creating your first email signature as a student can be tricky, and you might not know where to draw the line between personal and professional. To help you get it just right, here are 5 common mistakes to avoid when crafting your student email signature:

1. Don’t share everything. While it might be tempting to include everything, you don’t want your email signature to be overwhelming. Only share relevant information and steer clear of personal details like your birthday, home address, or personal social media accounts.
2. Don’t use an unprofessional email address. Your email address can say a lot about you, and you don’t want to give the wrong impression. So, if your email is something like partygirl2002@gmail.com, you might want to use your university email or create a simple name-based email address that looks more professional. For more on this, check out our guide on choosing a professional student email address.
3. Don’t overdo it. It’s nice to add a personal touch and put some effort into how your signature looks, but try not to go overboard. Too many fonts, colors, images, or emojis can make your student email signature look cluttered and unprofessional. Keep your formatting simple and clean to make sure it’s easy to read. If you need help, we’ve got a guide on the best font, size, and colors to use!
4. Don’t include irrelevant quotes. Having a quote in your email signature is a great way to let your personality shine through, but make sure it’s appropriate for an academic or professional setting. Avoid anything that might come off as too casual, controversial, or confusing. Quotes from memes, pop culture references, or religious texts, for example, might not land well in a professional email. So, if you choose to go with a quote, keep it brief, neutral, and relevant. 
5. Don’t forget to proofread. The last thing you want in your student email signature is a typo, especially in your own name or contact info. Not only does it leave a bad impression, but it might also make it harder for someone to reach you. Just take a moment to double-check your spelling, grammar, and any links before you hit send. A quick review can make all the difference. 

How to create an email signature for student

Once you’ve decided what to include in your email signature, the next step is actually setting it up. Fortunately, most email platforms make it easy to add a signature that automatically appears at the bottom of every message you send. Here’s a quick how-to for Gmail, Outlook, and mail.com.

How to add an email signature in Gmail

1. Open Gmail and click the gear icon in the top right.
2. Select “See all settings.”
3. Under the "General" tab, scroll down to the “Signature” section.
4. Click “Create new” to name and create your signature.
5. Paste or type your student email signature into the text box.
6. Use the formatting toolbar to adjust fonts, links, or add images.
7. Set when your signature should be added (new emails, replies, etc.).
8. Scroll to the bottom and click “Save Changes.”

How to add an email signature in Outlook

1. Open Outlook.com and log into your account.
2. Click on the Settings gear icon in the upper right corner.
3. At the bottom of the panel, click “Mail” > “Compose and reply” (note: In the new version, you may need to go through "Accounts" > "Signatures" instead).
4. Click on “New Signature” and type or paste your student email signature in the box.
5. Use the formatting toolbar to style text, insert links, or add a logo/image.
6. Choose whether to automatically include your signature on new emails and replies/forwards.
7. Click “Save” before exiting.

How to add an email signature in mail.com

1. Sign in to your mail.com account.
2. Scroll down and select “Settings” from the menu on the left.
3. Under Email, go to “Compose E-mail” and then “Signature.”
4. Enter or paste your email signature in the text field.
5. Click “Save” to apply your changes.

A well-crafted email signature might seem like a small detail, but it can have a big impact. It shows you're serious, organized, and ready to engage professionally, whether it's with your professors, future employers, or fellow students. By keeping your signature clear, concise, and relevant, you’ll leave a positive impression every time you hit send. So, don’t be lazy and take a few minutes to set up yours. You’ll thank yourself later!

And if you’re still looking for a professional student email address, why not sign up for a free mail.com account today?

Images: 1&1/Shutterstock
 

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