Join Aaron Quigley for an in-depth discussion in this video Creating a school signature, part of Google Apps for Educators.
Adding a signature to the end of every single email address, is an important part of making sure that people know who the email is coming from, as well as, how you would like people to communicate back with you. But it takes a lot of time at the end of every single email to type our name and our title and our school, as well as some information about how we should be communicated with. Google gives us the ability to go in and create a custom signature. We can add some basic information inside of the Google system, and Google will automatically add it to the end of every single email we do. Let's go and configure a custom signature that not only includes our information, but also our school logo.
To do this, I need to access the Gmail settings. I've already logged into Gmail, and I've gone to the Mail section. I can access Settings by clicking on the gear icon on the right hand side, and choosing Settings. Here under the Gmail Settings, I have a variety of things that I can change for this particular mail account. Now please keep in mind, any changes I make within these settings here, are only going to be applied to the email@example.com account. If I want to make changes, for example, a school-wide signature, I would need to log into my admin account, go to Gmail inside my admin account, and make the changes there.
Let's go ahead and scroll down underneath the General tab, until we see the Signature section. Now by default, Google has no signature, meaning that any email you send, they're not going to add any additional text to the bottom, unless your organization is choosing to have some text added. We're going to go ahead and click the radio button directrly below that, and now whatever we put inside this box will automatically be added to our signature. I'm going to go and start by typing out my name. I'll add a quick title, the institution, I'm going to add my phone number, got a fictional phone number here, and I'll add an email address.
Now even though I'm sending this from admin@orangevalleyschool, I like to type out the email address where I'd like people to reply to. This way, just in case I have an additional email address, or if I don't want them to reply to my Orange Valley School email address, I can make those changes here. Now the last thing I'd like to add to the signature is an image. The way the images work inside of a signature, is the image itself has to be uploaded to a web server. So when I click on Add Image, Google only gives me the option to tell them the web address of the image. Now while this can be an issue if you don't have access to a web server, we've already actually uploaded our school logo to the web.
It's appearing right now in the upper left hand corner of our Mail account. So we can use a specific formula to find where this logo's stored on the web, and pull it into our email signatures. Inside the Exercise File, under Chapter 2, there's a Word Document titled Email_Signature_ Image_ Link. Here, I've given you a web address that can act as a template to help us add the logo that we uploaded during the customization process of our Google Apps for Education. I'm going to go ahead and Copy this web address. I'm going to head back to Gmail, and where it says Image URL, I'm just going to Paste that in.
Now, there's one change that we need to make. Right here where it says yourdomain.com. I need to type in the actual domain that I'm using inside of Google Apps for Educators. My particular setup is using orangevalleyschool.com. You'll notice that in the Preview area, I now can see the Orange Valley High School logo. So once again, you're going to Paste in that particular web address. You're going to change your domain.com to whatever actual domain you're using for your Google Apps for Education. I'm going to go ahead and click OK. And I can now see that the Orange Valley High School logo has been added. Now the text inside of your signature also has the ability to be formatted.
For example, I'm going to go ahead and bold my name. This way as people look at my signature, they can quickly see who this email came from. I'm pretty happy with those changes, I'm now going to go ahead and make sure we scroll all the way to the bottom, and click on Save Changes. If you don't click on Save Changes, all of that work will be lost. So it's really important to always remind yourself to scroll to the bottom, and click on Save Changes. Now that we've configured our Google Apps for education signature, I can test this by clicking on the Compose button. The New Messages dialogue box that appears, leaves a little bit of space to start typing my main message. Directly below that it has two dashes and my signature.
This will be the same format it uses every single time we send an email out. If for some reason you're sending an e-mail and you don't want your signature, you can always come in here, highlight it, and delete it.
- What is Google Apps for Education?
- Creating a Google account
- Verifying the domain name
- Configuring Gmail
- Archiving school communication
- Adding office hours to calendars
- Centralizing school documents
- Collaborating with Google Docs
- Creating a Google site
- Adding educational apps