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Email

Policies and Standards

Electronic mail or email is a campus resource that provides a quick and cost-effective means to communicate and to promote the College's overall mission. Email messages should be used for internal and external communications that serve legitimate College business and must meet professional standards of conduct.

View the College's email policy.

Email is an important form of communication that enables us to convey SUNY Cortland’s message in a consistent fashion. Common email formats have been developed for all individual email addresses and signatures so that we can represent the College consistently and make it easier for people to communicate with us.

Email Addresses

SUNY Cortland's email address format is firstname.lastname@cortland.edu or john.quincy@cortland.edu.

This format should be used for email addresses that are listed in electronic or printed communications, such as your email signature, business card, etc.

Email Signature

Email signatures should not include:

  • quotes
  • photos/images/graphics
  • backgrounds/wallpapers

Faculty and staff email should include a signature according to the template below:

Name * (with optional academic degree or SUNY Cortland class year)
Campus Title *  
Department, division or school *   (up to two lines; use minimal number of lines)
SUNY Cortland   (optional red font)
Office Location *  
Mailing address (optional)
Office phone number: *  
Fax Number: *  
Work cell phone number: (optional)
Email address *  
Web address * (department, office or SUNY Cortland home page)
Disclaimer statement * (should be two point sizes smaller than the rest of the email text)

* Indicates required information

Example with required information:

Name:  Mary Q. Employee
Campus Title:  Associate Professor
Department, division or school:     Academic Department
Office location:  Building Name, Room 123
Office phone number:  Office: 607-753-9999
Fax number:  Fax: 607-753-8888
Email address:  mary.employee@cortland.edu
Web address: cortland.edu
Disclaimer statement: Confidentiality Note: This email may contain privileged and confidential
information that should not be copied or forwarded without consent.

Example including optional information:

Name:  Mark Q. Employee ′71, Ph.D.
Campus Title:  Assistant Program Coordinator for Majors/Director of Minors
Department, division or school:    Division of Academic Affairs
SUNY Cortland:  SUNY Cortland
Office Location:  Building Name, Room 123
Mailing address line 1:  P.O. Box 2000
Mailing address line 2:  Cortland, NY 13045
Office phone number:  Office: 607-753-1111
Fax Number:  Fax: 607-753-0000
Work cell phone number:  Cell: 607-753-9999
Email address:  mark.employee@cortland.edu
Web address: cortland.edu
Disclaimer statement: Confidentiality Note: This email may contain privileged and confidential
information that should not be copied or forwarded without consent.

Instructions for Setting up Your Email Signature

Microsoft Outlook (PC):
  1. At the Inbox folder, select the Tools pull down menu then Options
  2. In the Options menu, select the Mail Format tab then Signatures button
  3. Follow instructions for creating a new or editing an existing signature. The signature default font you select needs to be  consistent with the default font used in your new or reply email messages.
  4. Set default fonts by selecting the Personal Stationary tab on the Signatures menu
Other (Entourage - Macintosh):
  1. At the Inbox folder, select the Tools pull down menu then Signatures
  2. In the Signatures dialog box, select New
  3. Follow instructions for creating a new signature by first assigning a name. The signature default font you select needs to be consistent with the default font used in your new or reply email messages.
  4. Set the default signature by checking the appropriate name in the Signatures dialog box

Additional Email Guidelines

Quotes

No quote(s), apart from the body of a message, should be used in a SUNY Cortland email correspondence.

Background Colors

White backgrounds should be used in all email messages. Wall paper graphics and custom background colors should not be used.

Fonts

Approved SUNY Cortland typefaces should be used for all email body copy and signatures. Guidelines on the use of approved Primary and Alternate typefaces can be accessed under the Fonts section of the Communication Guide.

Colors

A black font color should be used as the default in email signatures and original email body copy. The use of a red font color to represent the College name in the signature is optional.

Logos

In order to place primary emphasis on the College, division, school, unit, department or program, only the College logo provided in the Communication Guide template should be used in SUNY Cortland correspondences.

Photos, Images or Graphics

Photos, images or graphics should not be used in conjunction with your email signature.  

If you continue to experience problems posting to your lists or need help changing your list subscription or signature, please contact the The Help Center at ext. 2500 for further assistance.

Fonts

Verdana and Georgia typefaces should be substituted for Agenda and Americana respectively when using electronic communications such as PowerPoint, email or other online communications if the primary fonts are not available.