Email Signature Block


Gmail Signature Block

Part 1 — If there's already a signature in the Signature Block.

  1. Go to Gmail Settings by selecting the GEAR icon at the top of the Gmail screen.

    Screen shot of Gmail, showing the GEAR icon and SEE ALL SETTINGS circled.
  2. Then choose See All Settings.
  3. Scroll down to Signature:.
  4. Put your cursor in the existing signature.
  5. Type CTRL+A to select everything in the signature field and then CTRL+X to delete it.
  6. Scroll to the bottom of the page and choose SAVE CHANGES.

Part 2

  1. To receive the template, click this link to send an automated email to sigblock.dors@maryland.gov. You do not need to add a message, just SEND the email.
  2. You should receive an email with the template in your inbox in a few moments. Open the email.
  3. Copy the signature block from the email by highlighting the entire thing, including the blank space above it, and then typing CTRL+C to copy.
    Screen shot of signature block template. It is highlighted from the blank line above it to the end of the confidentiality disclaimer.

Part 3

  1. Go to Gmail Settings by selecting the GEAR icon at the top of the Gmail screen.

    Screen shot of Gmail, showing the GEAR icon and SEE ALL SETTINGS circled.
  2. Then choose See All Settings.
  3. Scroll down to Signature:.
  4. Put your cursor in the blank signature field.
  5. Paste in the new template by typing CTRL+V.
    Screen shot: The first three lines of the signature template.
  6. Enter your name on the FIRST LAST line. If the font size changes from the example, highlight your name and choose LARGE under the font sizes to put it back the way it was.
  7. Choose your appropriate set of pronouns (He/Him, She/Her, They/Them) and delete the others, or enter different pronouns if that’s what you use.
  8. Enter your job title.
  9. Leave the “Division of Rehabilitation Services (DORS)” line as is.
  10. The phone numbers and email address are all active links.
    DO NOT TYPE OVER THEM.

    Screen shot: Phone, cell and email address lines

    Instead, follow this procedure to update them:

    • Put your cursor over the office phone link and left click your mouse.
      A pop-up over the office phone number reads TEL:4105540000 CHANGE REMOVE. Change and remove are active links.
    • Select CHANGE.
      Edit Link screen. Text to display: (410) 554-0000. Link to web address. To what URL should this link go? TEL:4105540000.
    • In the first field, type in your office phone number, making sure to use the parentheses for the area code and a dash before the last four numbers.
    • In the second field, leave the TEL: in place and type the digits of your office phone number with no spaces or punctuation.
    • When you’re finished with your office phone number, choose the OK button.
    • The next line can either be your work mobile number or your fax number, depending on which gets used more frequently. If you use both, add an additional line. (Or leave the line blank if you use neither.) If it’s a fax, change the C: to F: 
    • Change the number in the same way you changed your office phone number. Left click and CHANGE to add your number and remember to leave the TEL: in place.
    • The work email is changed in the same way. Place your cursor over the address and left click your mouse.
      A pop-up over the email address reads E.Mail@maryland.gov CHANGE REMOVE. Change and remove are active links.
    • Select CHANGE.
      Edit Link screen. Text to display: E.Mail@maryland.gov. Link to email address. To what email address should this link go? E.Mail
    • Type your work email address in both fields, then choose the OK button.

  11. Next, type in your office address information. Add additional address lines if necessary.
  12. Leave everything else exactly the way it is.

    All of the links and icons are already set up to go to the DORS website, YouTube channel, Facebook page and LinkedIn information.

  13. When you've finished adding your signature block, scroll down and make sure the two boxes beneath the signature block contain the same signature block name as the signature block you just made. Example:
    Signature Defaults screen shot. For New Emails Use is set to My signature. On Reply/Forward Use is set to My signature.
  14. Scroll to the bottom of the page and choose SAVE CHANGES.

Please do NOT:

  • Change the font color/size, adding additional spaces, italicization, etc.
  • Manipulate the logo size/proportions.
  • Add any additional images.
  • Add additional information that isn’t absolutely essential.
    • Essential information = Another address line, fax number, videophone.
    • Nonessential information = Links to agency initiatives, biographical information, inspirational quotes/thoughts for the day/Bible verses, etc.

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