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Intranet: Policies and Procedures: Section 3: College Identity

3.03 Electronic Communications Policy

This guide addresses e-mail signatures and securing online materials. The options below are the suggested format for e-mail signatures. To maintain the accuracy, validity and integrity of information we choose to share with the public, the following formats should be used:

Securing documents

Internal drafts and co-authoring

For internal drafts and co-authoring, use Microsoft Word. This is the standard word-processing software supported by the University of Georgia and CAES Office of Information Technology.

Public documents

For public documents, print or save Word docs as PDFs. PDFs preserve the lay out and information in the document and provide a common format that anyone can open with the free Adobe Acrobat software. PDFs can be created with Adobe Acrobat Professional or saved directly from Word and other Microsoft Office software by installing an add-in (see 2007 Microsoft Office Add-in: Microsoft Save as PDF).

Web documents

For web documents, consider your audience, the purpose of the document, and how the information may best be delivered. You may either create a new web page or upload a PDF to your website. Web pages are typically faster to load, do not require additional steps to open, and are inherently more accessible than PDFs. Do not upload Word docs — these can be easily edited and require software that is not freely available outside of the university community.

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E-mail Signature Standards

Signature display and contents

  • Include your name, title, office, address, phone, fax, e-mail and unit/department/county website in your email signature. (See examples)
  • Use dashes at the top of the e-mail signature to separate the signature text from the e-mail's body text.
  • Do not use e-mail wallpaper. Wallpaper designs embedded in e-mails create large files that are difficult to download by those using mobile devices and almost impossible to download by those using dial-up. (We still have county Extension offices that rely on dial-up for their Internet service.)

Recommended fonts, sizes and formats

  • Use 8 point Arial/Helvetica font.
  • Bold your name
  • Bold and italicize your title
  • Bold College of Agricultural and Environmental Sciences and University of Georgia (or UGA Cooperative Extension)

Phone and fax numbers

  • Separate the phone number's area code, prefix and suffix with hyphens:
    • 123-456-7890
  • Do not use parentheses around the area code: (123)
  • Phone numbers are first, followed by its use:
    • 123-456-7890 Office Phone
    • 123-456-7890 Fax

Address information

Punctuation

  • The only punctuation necessary is the comma between city and state and between a name and its suffix:
    • Athens, GA 30602 USA
    • John Public, PhD
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E-mail Signature Examples

Copy and paste the following information into your e-mail program to create your own signature.

Campus Signature - Example

-------------------
J. Scott Angle
Dean & Director

706-542-3924 Office Phone
706-542-0803 Fax
caesdean@uga.edu
www.caes.uga.edu

College of Agricultural and Environmental Sciences
University of Georgia

101 Conner Hall
Athens, GA 30602

Off Campus Signature - Example (Extension)

-------------------
Greg Price
Northwest District Director
Cooperative Extension

770-228-7274 Office Phone
770-223-5562 Fax
gprice@uga.edu
www.ugaextension.com

University of Georgia
UGA Griffin Campus
1109 Experiment St, Flynt Bldg, Rm 227
Griffin, GA 30332

Off Campus Signature - Example (Extension)

-------------------
Jackie Ogden
Chatham County Coordinator
Cooperative Extension

912-652-7981 Office Phone
912-652-7989 Fax
jogden@uga.edu
www.ugaextension.com/chatham

University of Georgia
PO Box 9866
124 Bull Street, Suite 120 (31401)
Savannah, GA 31412

Off Campus Signature - Example (Research/Teaching)

-------------------
Joe Garner
Superintendent
Georgia Mountain Research and Education Center

706-745-2655 Office Phone
706-745-1526 Fax
gamtnstn@uga.edu
www.caes.uga.edu/center/gmrec

College of Agricultural and Environmental Sciences
University of Georgia

2564 GA Mtn Experiment Station Rd
Blairsville, GA 30512

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E-mail Signature Templates

Copy and paste the following information into your e-mail program to create your own signature.

Campus Signature - Template

-------------------
Name
Title
Program / Office

xxx-xxx-xxxx Office Phone
xxx-xxx-xxxx Mobile Phone
xxx-xxx-xxxx Fax
emailaddress@uga.edu
www.caes.uga.edu

College of Agricultural and Environmental Sciences
University of Georgia

1234 Plant Sciences Bldg
Athens, GA 30602

Off Campus Signature - Template

-------------------
Name
Title
Program 1
Program 2

xxx-xxx-xxxx Office Phone
xxx-xxx-xxxx Mobile Phone
xxx-xxx-xxxx Fax
myemailaddress@uga.edu
www.caes.uga.edu/xyz

University of Georgia
XYZ County or Off Campus Program
1234 Mailing Address
City, GA Zip

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