Use of an institutional signature in email correspondence reinforces your professional affiliation with the University of Iowa and provides consistency for audiences outside the organization.


  • Badges and unique graphics are not permitted. Affiliations with other University of Iowa groups and initiatives should be listed as plain text below your contact information.
  • Pronouns of reference are encouraged and if used should be listed on the same line as your name so the relationship to you as an individual is clear. Visit the Trans@Iowa website for more information about pronouns of reference.
  • Inspirational messages or other quotations are not appropriate and better suited for personal emails.
  • Keep the order of your signature information (title, address, etc.) uniform with these recommendations so recipients can easily find contact details when communicating with multiple individuals within your organization.


  • The entire signature is set in the font Arial, 10pt, in the color black.
  • For emphasis, the name line and the web address can be bolded.
  • Set alt text for the university logo by right-clicking on the inserted logo and selecting “edit alt text.” Set the alt text to read “University of Iowa logo.”
  • Unit lockups should not be used in email signatures. Unit names should appear in plain text as part of your contact information.
  • Unit specific URLs can replace the hyperlink.

Instructions for how to set up email signatures in Microsoft Outlook.

Read instructions

Copy and paste the following template into the signature field of Microsoft Outlook. Confirm your font is set to Arial 10pt. and modify the content to include your personal information.

Please note: If your browser prevents you from copying and pasting the block IOWA logo directly into Microsoft Outlook, you can download the logo here and manually insert it as an image within your signature.

Jane Smith, PhD (she/her/hers)
Working title, Unit Name
Street/Campus Address, Iowa City, Iowa 52242

The University of Iowa Logo