Email signature

This guide is relevant for employees using Outlook for e-mail. Follow these instructions to set up one or several standard signatures for your e-mails.

Norsk versjon - Signatur i e-post

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Creating an email signature in Outlook #

To create a standard signature for the bottom of all your outgoing emails:

  1. Click New Message, and then Insert in the New message window.
  2. Click Signature - Signatures.
  3. In the window that to opens, click New 
  4. Create your signature, and then OK

Setting up a new email signature

Best practice is to include your full name, title, department, and the telephone numbers at which both internal and external callers can reach you.  

Examples #

Your NTNU affiliation must be clearly visible in an acceptable way in all job-related emails. Don't stop with the name of your research group or the department where you work. The receipient of your email may not be familiar with the university. The university's full name should be written out.

By adding a link to your employee page, those you correspond with can easily find information about you and your group.  

English example #

Fred Redshirt
Professor, Department of Engineering History
Norwegian University of Science and Technology (NTNU)
NO-7491 Trondheim, Norway
Tel. +47 73 59 50 00 /  Mobile +47 918 00 000

Norwegian example #

Fred Redshirt
Professor, Institutt for ingeniørhistorie
Norges teknisk-naturvitenskapelige universitet (NTNU)
7491 Trondheim
Tlf. 73 59 50 00 / Mobil 918 00 000

Use a shorter signature for replies and forwards #

You can create as many signatures as you want. Consider setting up a shorter alternate signature that can be used for replies and forwards, particularly for internal correspondence. 

For example

Albert Einstein, Professor
Department of Physics, NTNU

Contact #

Orakel Support Services can help if you have questions or if you encounter difficulties.

If you have tips to improve this guide, please send an e-mail to

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