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As students, as you start using your school's email account, it's important to keep in mind that every single email you send represents not only yourself, but also your institution. Because of this, it's important to make sure you communicate in a professional manner through your school email account. One way you can quickly increase the professionalism of your communication is to always include a signature at the bottom of each email. The signature's going to give some basic information about who's sending the email as well as how people can contact you back. As an educator who's worked with students, I've noticed a few signatures that help students stand out.
These are things that will help students look professional as they start communicating with possible internships and even possible employees as they move from being students into the work field. Let's go ahead and take a look at a few of those student best practices that you can build into your own email signature. Inside the Exercise files in Chapter two, I've created a Word document called Student Signature Templates. These are some basic templates to help get you started in creating a student signature. These are not designed to be the ultimate guide to creating a signature, but just some parameters of things to think about as you start putting the signature together that works for you.
I've broken this into two different sections. One is for university and college students and the second is for high school and middle school students. In addition to that, I've also made some recommendations of some variations you can use in your signature. For this particular video, I'm going to go ahead and create a signature as if I were a high school or middle school student. Let's go ahead and head back to our mail account. Now here, I'm logged into mail from my Orange Valley School account. If you have just a regular Gmail account, you can also add a signature following the exact same processes. The only difference is instead of accessing mail by clicking on Mail in the top navigation bar, you will use the grid icon in the upper right hand corner and select Gmail from the drop down list.
Once you're into your main mail application, we're going to access the mail settings by clicking on the gear icon on the right hand side of the screen, and then choose Settings. Under the General tabs of the Settings, we're going to go ahead and scroll down until we see the Signature area. Now, by default, the No signature radio button is selected. We're going to go ahead and select the button directly below that to turn the signature on. When we turn the signature on, anything that we put into this white box will be automatically added to the end of each email. I'm going to go ahead and just start typing some information using one of the templates.
I'll put my name. I'll put my homeroom. I'm going to include the name of my school, which is Orange Valley High School. And I'm going to put my email address, which is firstname.lastname@example.org. So there I've just added four very simple lines of text. At this point, I'd like to go ahead and style the text a little bit. The first thing I'm going to do is to bold my name. The reason I'm choosing to bold my name is that someone can quickly look at my signature and figure out who's sending the email. In addition to that, I know that I always say thanks with a comma before I send every email.
So, I'm going to go and type the word Thanks. However, I don't want that bolded so I'm going to highlight the word Thanks with the comma and turn bolding off. The text editing bar is very similar to using a Word document. You can bold, italicize, you can change the type of font that you use and even the size of fonts inside your signature. I highly recommend, because you're creating a professional signature, that you keep it professional by using the Professional font. I would not recommend using Comic Sans for your font. It may not convey the message you're trying to convey to potential employers. If you'd like to, you can also add an image to your signature by linking to an image.
The image has to already be online and you have to know the link to that particular image. If you know the link, you can click on the Image button, put in the image URL and Google will automatically add that image into every single signature that you have. Now the most important thing before you navigate away from this page is to remember to save your signature. To do this, we'll scroll to the very bottom of the page and we'll click on Save Changes. So at this point, our signature's automatically configured and ready to be added to every single email we create. To test this, I'm going to click on the Compose button on the left hand side.
You can see that a New Message dialog box has opened up and that my signature is automatically added to it. Now the signature's been added in as actual text to the email message. What that means is if I want to edit my signature inside of a message, I can go ahead and do that, or if I don't want a signature on a particular email message, I can select it and delete it. So please take the time to figure out what signature is most appropriate for you and your institution and build it into your email account.
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