Creating an ADA Accessible Email Signature

This article provides instructions for creating and configuring a standardized, ADA-compliant email signature within Outlook desktop and web applications.

Before You Begin

Consistent email signatures ensure brand consistency, convey professionalism, build organizational trust, and meet web accessibility requirements under the Americans with Disabilities Act (ADA).

Customization Guidelines

To maintain organizational consistency, do not modify the visual appearance of the signature, including fonts, colors, spacing, or layout.

• Allowed Customizations: Staff may add or remove credentials, multiple locations, program names, phone numbers, fax numbers, or pronouns. With supervisor permission, staff may add a booking/scheduling tool link, a program/department service link, or professional social media icons below the signature.
• Prohibited Items: Do not add quotes, inspirational messaging, political or faith-based messaging, disclaimers, or other unapproved messaging or images.

Frequently Asked Questions

Is this required for everyone? Yes. All part-time, full-time, and contracted staff who use a district email account to send emails on behalf of any Kent ISD program or department must use a standard email signature.

Do I need to configure this on multiple apps and devices? Yes. Email platforms store signatures separately. If you use both the Outlook desktop app and web-based Outlook, or use multiple devices, you must configure the signature in each location. Mobile setup is optional but available if you frequently send work emails from your phone.

Steps

Create Your Signature

1. Open the Kent ISD Email Signature Architect app.
2. Enter information into Required Information fields:
   1. Target Email Client
   2. Logo
   3. Name
   4. Title
   5. Department/Program
   6. Email Address
3. Enter information into any of the Optional Information fields.
4. Click the Copy Signature button in the lower right corner of the screen.

Outlook Desktop App

1. Open Outlook and select the File menu.
2. Select Options, then select Mail.
3. Scroll down to the Signatures section and select the Signatures button to open the Signatures and Stationery window.
4. In the Signatures tab, select the New button to create a new signature.
5. Enter a name for the signature and select OK.
6. Paste the copied signature template into the editing field.
7. Replace the placeholder fields with your personal name, title, phone, and email information. Customize allowed personal details as needed.
8. Add alt text to any icons or logos that you have added.
9. Select OK to save the new signature.
10. In the Mail Options window, select the new signature as your default for new messages and/or replies and forwards.
11. Select OK to save the changes.

Web-Based Outlook

1. Sign in to your Outlook account in a web browser.
2. Select the Gear icon in the top right and select Account.
3. Select the Signatures button to add a new signature.
4. Enter a signature name and paste the email signature template into the box.
5. Edit the signature fields to enter your personal information.
6. Add alt text to any icons or logos that you have added.
7. Set the email signature as your default.
8. Select Save to apply the new signature.

Gmail

1. Open your Gmail Inbox in a browser tab.
2. Click the Gear icon in the top-right, then "See all settings."
3. On the General tab, scroll to the Signature section.
4. If needed, click "+ Create new," name it, and click Create.
5. Click inside the signature text box, clear any old content, then paste with Ctrl+V (Windows) or Cmd+V (Mac).
6. Important: Under "Signature defaults," set both "For new emails use" and "On reply/forward use" dropdowns to your new signature name. Skipping this means Gmail will not attach it automatically.
7. Scroll to the bottom and click "Save Changes."

Expected Outcome

The standardized email signature is saved and will automatically apply to your outgoing email messages according to your default rules.

Need More Help?

If you still need assistance, submit a general technology support request.