To further develop the brand identity of Financial Administration, as well as convey important contact information across the University community about Financial Administration and its offices, we have decided to standardize our email signature for all FA staff. Please read the Policy and Technical FAQs before following the instructions below for updating your email signature. Thank you for cooperating with this project.

Email Signature FAQs

Policy FAQs (Answered by Steve Kimata, the Assistant VP for Finance and University Comptroller)

• Q: What is the Financial Administration email signature?
• A: It is a consistent “look and feel” for the signature block for all of the employees in Financial Administration, including my office, Accounting Services, Financial Reporting and Analysis, Student Financial Services, and Strategic Planning and Analysis. You can access instructions on how to set up the signature .

• Q: Why are we changing to using one consistent signature?
• A: There are a few reasons. First, one of the things we learned from our customer service surveys is that people across the University don’t know what units are in Financial Administration. This causes confusion when they are trying to get questions answers or issues resolved. Second, I believe that this projects a professional image to contacts outside the University.

• Q: When do we have to start using it?
• A: I would like for you to start using the new signature as soon as you find out about it.

• Q: Do we have to use it internally or just externally?
• A: I would like for you to use the signature as a default, but it is most important that you use it outside of Financial Administration. This includes emailing anyone at the University who is not on the staff of Financial Administration.

Technical FAQs

• Q: Where can I get instructions on how to set up my email signature?
• A: Go to to access step by step instructions.

• Q: Why does my email signature come up in black and white when I respond to some emails?
• A: When Outlook receives a text email, such as from a Blackberry, it responds in the same format. This is ok. However, if you want your signature in color you can change the format of the email to html or rich text and replace the black and white signature with the formatted one.
  
  In Outlook 2007 the steps are: click “reply” to their email, go to the “Options” tab of the menu and from the section “Format” choose “HTML.” Highlight your black and white formatted signature, go to the “Message” tab of the menu and from the section “Include” choose “Signature.” This should overwrite the black and white version with your color version.

• Q: How do I add my signature to the web version of Outlook and/or why doesn’t it look right?
• A: You add your signature to the web version of Outlook by going to “Options,” selecting “Messaging” (it may open to this page automatically and the header is “Message Options”), clicking on the check box below “Email Signature” that indicates “Automatically include my signature on outgoing messages,” pasting the signature into the text box, and clicking the “save” button.

Email Signature Instructions

Highlight and copy the following e-Signature template (from “Your Name” to the end of the Confidentiality Statement).

Your Name
Your Title
OFFICE OF ACCOUNTING SERVICES
OFFICE OF FINANCIAL REPORTING & ANALYSIS
STUDENT FINANCIAL SERVICES
OFFICE OF STRATEGIC PLANNING & ANALYSIS
ASSISTANT VICE PRESIDENT FOR FINANCE & UNIVERSITY COMPTROLLER
FINANCIAL ADMINISTRATION
UNIVERSITY OF VIRGINIA
Carruthers Hall
1001 N. Emmet Street
Charlottesville, VA 22903
ph: 434.xxx.xxxx / fax: 434.xxx.xxxx
email address

Confidentiality Statement: This email message, including any attachments, is for
sole use of the intended recipient and may contain confidential and privileged
information. Any unauthorized review, use, disclosure, or distribution is prohibited.
If you are not the intended recipient, please contact the sender by reply email
and delete the original and all copies of this email.

Paste Signature in Outlook:

• Click on Tools menu in Outlook and select Options.
• Go to Mail Format tab. Under Signatures, click Signatures button.
• On the E-mail Signatures tab, click New button and enter a name for your new signature in the text box and click OK.
• Place cursor in the Edit signature box, right click your mouse, and paste the Signature information above into the Edit Signature box.

• Replace “Your Name” with your name.
• Replace “Your Title” with your title. (Note: if you don’t have a title, delete “Your Title”)
• Delete “Offices” that do NOT apply to you and keep the ONE “Office” that does.
• Do NOT delete Financial Administration and University of Virginia.
• Replace phone / fax numbers (see list below) “xxx.xxxx” with your number(s) (e.g., 243.8860).
• Replace “email address” with your UVa email address (e.g., dak4b@virginia.edu).
• Leave Confidentiality Statement as it is written.
• Press Save button (Press Finish in Outlook 2003)
• Select the name of this signature on the New Messages dropdown selection box in the Choose Default Signature area. You can also use it for Reply/Forward (your choice).
• Press OK.
• Press OK.
• Open New message to see e-Signature.