Red and blue State of Colorado 'C' logo with evergreen tree and abstract mountains

Email Signature Generator

Welcome to the State of Colorado Email Signature Generator. Use of this tool does not guarantee brand or accessibility compliance. All employees should review their department's guidance (if any), Inclusive Branding Guidelines, and Brand Guidelines. All requests for approval related to non-standard signatures or signature elements should be sent to ids.customerservice@state.co.us.

  • Don’t include your personal photo as a replacement for your typed salutation.
  • Don’t include any embedded (in the body of the email) content that is animated or flashing.
  • Do not link to non-State (external) resources unless you’ve gotten approval to do so from your supervisor, OIT, or the most appropriate person or agency.

Step 1: Enter Your Information

Format: 555-555-5555

Optional Additions

Out of Office

If you have an upcoming out of office, you may include the start and ends dates. We recommend only using out of office warnings if you will be gone for an extended period of time.

Enter the end date in mm/dd/yyyy format (07/30/2025). If you have an unknown date of return, you can leave your end date blank.

Department or Division's Social Media

Do not enter your personal social media links.

Want to add things that aren't on this form? Check out Signature Basics for important information.

Step 2: Review Your Email Signature

Your email signature will appear here after you enter your information and click on the "Generate Signature" button.

Step 3: Use Your Email Signature

Does everything look correct in your email signature? If not, you can fix issues using the form in Step 1 and generate a new signature.

If things do look good to go, its time to copy your email signature and get it added to your email settings.

Gmail (Google) Users

  1. Copy your new email signature.
  2. Go to your Gmail Settings. If you use the button below, we'll take you there automatically. If you don't use the button, go to Settings > See All Settings > General
  3. Scroll down to Signature.
  4. Select the signature you want to edit (usually default) or add a new one. If editing an existing signature, delete all current content before pasting.
  5. Paste your new signature.
  6. Don't forget to save your changes

For more information, check out Create a gmail signature in Gmail Help (opens in new window).

Non-Google Users

Outlook (2016, 2019, 2021, and Microsoft 365)

  1. Copy your new email signature.
  2. Select File > Options > Mail > Signatures.
  3. Select the signature you want to edit (or add a new one).
  4. Paste your new signature.
  5. When you're done, select Save > OK.

Other Email Clients

Signature settings are available in every email client. If you aren't sure where they are (or how to update them), you can open your email program's "help" tool or Google your email program's name with "edit signature" to find instructions.

Signature Basics

Your email signature is meant to help recipients know who you are, what you do, who you do your work for, and how to get more information. Your email signature must be brand-compliant and accessible. Using this tool, you can create a signature with everything that is needed.

Things Not to Do

It can be tempting to make your signature "stand out". Your signature should follow the State's template or your official department guidance. The following are examples of things that you are prohibited from adding to your signature:

  • An image of your "signature".
  • Fancy, "handwriting", or other non-brand-compliant fonts.
  • Gifs or other animations
  • Images other than your division or department lockup (logo) unless approved by IDS.
  • Links to personal websites or social media.

Things To Do With Caution

  • Add an image of your face. If there is a professional need to show your likeness, you must use an appropriately sized image and include alternative text.
  • Add a link to hear how your name is pronounced. If you do, use an OIT-approved resource as the prounounciation tool built into your Google Account.