Rules for email signatures at Karolinska Institutet

It is important that we all use a uniform and clear email signature in all communications where KI is the sender. Read our guidelines on how to use the email signature and look at some examples.

What the signature looks like.

Email signatures

There are different versions of the email signature; a shorter or a longer version (with payoff or profile text), as well as a version for combination employment. The email signatures are available in both Swedish and English.

Use the signature when sending e-mail both inside and outside of KI.

Guidelines

Black text
Typeface Arial
Size 11 points
Name in bold text
Postal code for Campus Solna is 171 77 Stockholm
Postal code for Campus Flemingsberg is 141 52 Huddinge

It is optional to use to short or the long version of the email signature.

NB! No logotype or image should be added in the email signature. Images weigh down servers, and not all recipients can receive and/or see these images (depending on the email application and settings).

When copying an e-mail signature below, please note that the signature appears in the web font DM Sans. When used in e-mails, the signature should instead be in Arial, which is the default font for your e-mails.

Short version (with tagline)

Long version (with tagline)

First name Last name | Title
Department | Karolinska Institutet
Street Name Street Number | Postcode City
+46 8 524 XXX XX | +46 70 XXX XX XX
firstname.lastname@ki.se | ki.se

Karolinska Institutet is one of the world’s foremost medical universities. As a university, KI is Sweden’s single largest centre of medical academic research and offers the country’s widest range of medical courses and programmes. Since 1901 the Nobel Assembly at Karolinska Institutet has selected the Nobel laureates in Physiology or Medicine.

Short version – combined positions

First name Last name
Title 1 | Title 2
Department Karolinska Institutet | Karolinska Institutet
Department Karolinska University Hospital (for example) | Karolinska University Hospital
Street Name Street Number | Postcode City
+46 8 524 XXX XX | +46 70 XXX XX XX
firstname.lastname@ki.se | ki.se

Karolinska Institutet – a medical university

How to include an email signature

MS Outlook 2010: Go to File - Options - Email - Signatures.
Older versions of MS Outlook: Go to Tools – Options – Email Format – Signatures.
Copy the e-mail signature of your choice and paste it into the Edit signature field.
Fill in the signature with your contact information and click OK.

If you want to include multiple signatures (for example both Swedish and English)

MS Outlook 2010: Go to File - Options - Email - Signatures.
MS Outlook older versions: Go to Tools – Options – Email Format – Signatures.
Then click New, copy the email signature of your choice, and paste it into the Edit signature field.
Fill in the signature with your own contact details and click OK.
In the same window, select the signature you want to set as standard signature. When you want to switch to a different signature, just open a new email and select another one of your signatures under Include - Signature.

Setting default typeface in email

Arial, 11 points, black is the default typeface in Microsoft 365 at KI. If this is not the case, you can make the following adjustments:

MS Outlook 2010: Go to File - Options - Email - Templates and Fonts
MS Outlook Older Versions: Go to Tools – Options – Email Formats – Templates and Fonts
Select DM Sans
Save your changes

More information for logged in staff

There is more information for those of you working in the following groups

OF.Department of Dental Medicine
OV.University Dental Clinic