How my autosignature should look like

  1. How should a standard autosignature look like
  2. Why this way?
  3. Remarks

1. How should a standard autosignature look like

 

FirstName Lastname

Your Function (optional)

Vlerick Leuven Gent Management School

 

http://www.vlerick.be

mailto:firstname.lastname@vlerick.be
Tel.: +32 9 210 9711 - Fax: +32 9 210 9100

 

Campus Gent: Reep 1, 9000 Gent, Belgium

[or] Campus Leuven: Vlamingenstraat 83, 3000 Leuven, Belgium

[or] Campus St.Petersburg, Innovation Technology Center, Birzhevaya Liniya 16, St.Petersburg, 199034, Russia
 

Disclaimer: http://www.vlerick.be/privacy/email
 
  1. Keep it simple
  2. Remove all extra's like renewed website etc.
  3. Add all possible ways to get in contact with you
  4. Make sure to change firstname, lastname and the phone numbers to yours.
  5. Think international:
    • Do use: +32 9 210 9711
    • Do not use: 09 210 9711
    • Use English
  6. Format the phone number in an easy way (use the 4 number extension)
  7. When you add a website, put it this way: http://www.vlerick.be.
    Do not use: www.vlerick.be because:
    1. There are more e-mail clients that recognise the first format as a link.
    2. If your website is presented as a link people can click on it: you do not want them to type it over.
  8. When you add an e-mail address a similar issue exists:
    • Do use: mailto:helpdesk@vlerick.be
    • Do not use: helpdesk@vlerick.be
  9. When you add a postal address, do not confuse your reader. The best is to only place the postal address of the campus where you are located. All other addresses can be easily found on the website.

2. Why this way?

  1. It looks more professional if everyone uses the same format.
  2. E-mails are often printed: in that case it is important that your contact data are on that paper.
  3. Some e-mail clients have the bad behaviour of hiding your e-mail address (Outlook is one of them). Therefore make sure your e-mail address is written explicitly in your auto signature.
  4. An auto signature is a service you offer to your e-mail recipient:
    • We recommend you to give this service to all your recipients (also to your colleagues).
    • Therefore activate the signature in Outlook in this way:
      • Activate 'Signature for new messages'.
      • Activate 'Signature to replies and forwards'.
  5. SPAM: most people do not like SPAM:
    • Add a correct and reliable auto signature to make sure people do not consider your e-mail as SPAM.
    • Enable people to warn you that they consider your mail as SPAM (remember that the advice is to never reply to SPAM e-mail).

3. Remarks

 

In case of a problem do not hesitate to contact the helpdesk at +32 92 10 97 24.

 


Author: DVSM\gbo | Modified by: DVSM\wimpou, Tuesday October 13, 2009 17:26:44 +0200