Sunday, February 7, 2021

How To Create College Student Email Signature - DIY Guide

College is the place to learn and polish our skills. It's the place where students are thinking about their future life. Everyone good student will expect to complete their degree for graduation.

Students should have contact with their Professors, consultants, and corporate. It will help them to get placement in good companies. College students must have an email signature in their emails for professionalism.

When you apply for a job or internship, your email signature can help to grab the prime opportunity from the human resources department.

You can get a lot of free email signature templates and ideas on the Internet. For a more professional look, you can find premium email signatures. Before spending money, you should look at DIY here.

Your email signature should have your profile photo, qualification, and contact details. If you're ready to spend 10 minutes, you can easily create a college student email signature for free.

Must-see: How to create an email signature in Gmail on Android

Mostly, college students will have either Gmail or Outlook email addresses. Here, you'll learn how you can create a professional email signature in Gmail and Outlook.

college student email signature

You might also like to read: How To Crop a Photo into a Circle using MS Paint and Word


  • Gmail account.
  • Outlook account.

College Student Email Signature - Step by Step Guide

The tutorial explained here is a little tricky. Thus, you need to follow each step to create a professional email signature for students. Let's begin.

  • Open a blank document.
  • Go to Insert > Table > 2 x 1 Table.

Insert a 2x1 table

Click and drag the first two boxes from left to right to insert the required table.

Table added

Now, the table has been added.

  • Place the mouse cursor on the first box. Then tap on the Image icon and insert your profile photo (it would be good if it's a 120 x 120 px image).

Upload an image

Once you've added an image, it will look like this:

Adjust image and move the vertical line closer to image

  • Move the vertical line in the middle closer to the photo as shown above.
  • Add your name, qualification, and contact details in the second box.

Note: Keep your details simple and clean. Long text may look good in desktop version. But, it will look like texts are squeezed in mobile version. Default font will be better.
To crop a photo into a circle, check out this guide.

Add website link

  • Add your web link if you have one.
To add a link,

  • Select the text where you want to insert a link.
  • Click on the Insert Link icon or press Ctrl + K.
  • Add your link and click Apply.
The weblink has been added as shown in the above snapshot. You can customize the link such as changing the link color, font and underline.

Now, we're going to align the text and clear the box-shaped border. The box-shaped border will not look professional.

To do this,

  • Right-click inside the table > Go to Table Properties.

Edit Table properties

  • Select 0 pt for Table border.
  • Select Middle for Cell vertical alignment and then tap on OK.
After aligning the text and clearing the border, it will look like this:

Email signature without border

Now, we're going to add a horizontal line above this signature. The horizontal line will give a professional look to your email signature.

To do this,

  • Click and drag from right to left to select your signature.

Add border to email signature

  • Then click on the down arrow on the top right side.
  • Choose the top horizontal line from the borders.

Once you added a border, it will look like this: A Grey border

Grey border

As you could see that there is no weight for the border. Earlier we set the weight to 0 pt in Table Properties for the box-shaped border. We need to add weight and reset the value to 1 pt for the horizontal line border.

When you see a Grey border as shown in the above snapshot, you will also see the border-width option in the menu bar.

Add weight and horizontal border line

  • Click on Border width > Set weight to 1 pt.

Final look - College student email signature example:

college student email signature example

Now, we're ready to use this email signature. 

Copy the email signature.

To do this,

  • Click and drag on the email signature to make a selection.
  • Right-click and copy the signature or press Ctrl + C

College Student Email Signature in Gmail

If you're a Gmail user, the email address in the signature should be a Gmail id for accurate information.

  • Log into your Gmail account.
  • Click on the Gear symbol > Go to Settings.
  • Scroll down and find the Signature option.
  • Click on the empty Radio button.
  • Paste the copied signature into the empty box.

Add email signature in Gmail

  • Check the box stating, "Insert this signature before quoted text in replies and remove the "--" line that precedes it." This will remove the tiny line above your email signature.

Note: The default font on Gmail is Sans Serif. Whatever the font you used while creating the email signature will get changed. I used Arial font. It will be changed to Sans Serif in Gmail. You can choose a different font from the eleven fonts given by Gmail.

  • Then scroll down and Save the changes you've made.

College Student Email Signature in Outlook

Make sure that the email address in your signature is matching with your Outlook email id. 

For the new version of Outlook:

  • Log into your Outlook account.
  • Click on the Gear symbol > click on View all Outlook settings.
  • Select Compose and reply.
  • Paste the copied email signature in the empty box under the Email signature option.
  • Click the appropriate checkboxes and Save.

For the old version of Outlook:

  • Click on the Gear symbol > Go to Options.
  • On the left panel, under the Layout option, click on the Email signature.

Add email signature in Outlook

  • Paste the copied email signature.
  • Tick the appropriate checkboxes and Save the settings.

Testing Email Signature: DIY

Now, compose a mail from Gmail or Outlook. The email signature comes automatically when you compose an email. After a little space for the body of the message, you will see your email signature. Then send an email to yourself for testing.

Let's see what the desktop version of the Email signature will look like:

Email signature Desktop version

It looks neat. Right? :)

Let's see what the mobile version of the Email signature will look like:

Email signature Mobile version

As you could see the texts are not squeezed. It looks simple and neat.

That's all. You're done.

Note: Email signature with photo works when you compose email from desktop version. You cannot use this email signature when you compose an email from mobile.

Gmail has an option to set a mobile signature. Check out this guide.


It's a simple method to create an email signature for undergraduate students. For a business email signature, you could add your company logo instead of your photo.