KAUST Email Signature Guide

Your email signature is part of KAUST's professional identity. A clean, consistent format reflects clarity, credibility, and professionalism across all communications.

Signature guidelines

Include these details, in this order.

Element	Example	Notes
Name	Naif Alanazi	Full name. Bold is optional
Job title	Administrative Coordinator	Use your official KAUST job title
Department or unit	Research Development & Partnerships	Spell out the full name
Organization	King Abdullah University of Science and Technology (KAUST)	Use the full name once
Phone numbers	Desk: +966 (0)12 808 1234 Mobile: +966 (0)55 123 4567	Use the international format
Web links	it.kaust.edu.sa www.kaust.edu.sa	Official KAUST sites only
Email address	naif.alanazi@kaust.edu.sa	Optional, since it already appears in the email header
Bookings link	Book a meeting: [your Bookings link]	Useful if you schedule meetings often
Font and size	Calibri or Arial, 11pt	Keep it simple and professional
Color	Black or dark gray only	Avoid colors that are hard to read, and stylized text

Two versions of the same signature

Most email is formatted, so the formatted version is the one to use. Keep the plain text version for mailing lists, ticketing systems, and anywhere formatting is stripped out.

Plain text

Naif Alanazi | Administrative Coordinator
Research Development & Partnerships
King Abdullah University of Science and Technology (KAUST)
Desk: +966 (0)12 808 1234 | Mobile: +966 (0)55 123 4567
kaust.edu.sa
Book a meeting: [your Bookings link]

Formatted

Naif Alanazi | Administrative Coordinator

Research Development & Partnerships

King Abdullah University of Science and Technology (KAUST)

Desk: +966 (0)12 808 1234 | Mobile: +966 (0)55 123 4567

kaust.edu.sa

Book a meeting

In the formatted version, only the name is bold, the phone line sits in gray, and Book a meeting is a link rather than a pasted address. Everything else stays plain.

Add a booking link to your signature

You can let people schedule time with you by adding a personal booking page link, called Bookings with me, to your signature. It shows your availability from your Outlook calendar, so people can pick a time without emailing back and forth.

Create your booking page

Go to outlook.office.com/bookwithme and sign in with your KAUST account.
Set the times you are available and the meeting types you want to offer.
Copy your booking page link.
Paste it into your signature as Book a meeting, so the link text says what it does.

You can also reach it in Outlook on the web or the new Outlook app: open your Calendar, then select Bookings with me. For more about Bookings at KAUST, including shared pages for a team or service, see Microsoft Bookings at KAUST.

What to leave out

Keep these out of your signature

Images, logos, banners, or background colors
Quotes, taglines, or emojis
Social media or personal websites
Decorative fonts or non-standard colors

Optional confidentiality notice

Some teams add a short confidentiality line at the end of their signature:

Naif Alanazi | Administrative Coordinator

This email and any attachments are confidential. If you are not the intended recipient, please notify the sender and delete this email immediately.

Get help

Need help setting up your signature? Contact IT.