Email Guidelines


Arial 12 pt should be used for all daily email communication throughout the body of the message. The signature line is not required on reply or forward messages. Daily email communications are those emails sent through Microsoft Outlook to internal and external recipients. Marketing emails, such as those sent through the NAB Real Magnet system for marketing of events, newsletters, etc., are not considered daily email communications.

Marketing emails sent through Higher Logic should be consistent with NAB branding and messaging goals. Marketing emails must be approved by the Marketing department.

Format of the email signature line

The signature line comprises your contact information, a statement about the mission of the association and three lines that may be used to promote NAB events. NAB staff should be consistent and promote the main NAB events, at the appropriate times during the year, unless otherwise directed by the CEO.

Other kinds of information in the signature line

Cell phone numbers may be added to the phone line. Links to the NAB website(s) or show website(s) should be placed in one of the last three promotional lines. Remember that spam filters may quarantine email messages that look suspect, so please keep that in mind when using the promotional lines.

Create or modify my signature in Outlook
  1. In the main Outlook window, go to the File menu, click Options and then click the Mail tab.
  2. Under “Compose messages,” click on Signatures.
  3. Under “Email Signature,” Select “New” and type a name for your new signature.
  4. In the box under “Edit Signature,” type the text that you want to include in the signature.
  5. To change the paragraph or font format, select the desired font and size above the signature box. See example below for font size of each line of your signature.
  6. In the Signature text box, type the text that you want to include in the signature.

    First Name Last Name (Arial Bold 14pt)
    Title, Department (Arial Regular 12pt)

    National Association of Broadcasters
    1771 N Street NW
    Washington DC 20036
    Phone 000 000 0000
    (Arial Regular 12pt)

    Advocacy Education Innovation (Arial Bold 10pt)
    NAB SHOW | April 13-17, 2024 | Las Vegas, Nev. (Arial Regular 8pt)

  7. Under “Choose default signature,” select the signature you created for new messages.

Email stationery or background graphics or themes

No email stationery with background graphics or themes may be used. Follow these steps to disable any current stationery from being used.

  1. In your main Outlook window, select File, click Options and then Mail.
  2. Under “Compose messages,” select Stationery and Fonts.
  3. Click on the Personal stationery tab.
  4. Select theme (under Theme or stationery for new HTML email message).
  5. Choose “no theme” option on left panel.
  6. Hit OK.

To ensure NAB styles are used when replying back to an external user that may be using stationery from your Inbox, select File, Options and then Mail. Under “Compose messages,” select Stationery and Fonts. Go to Personal Stationery tab. Click on Replying or forwarding messages. Choose Arial 12 point font. Hit OK.

Home Computers

If you use your home computer to connect to the NAB network and you use Outlook on that computer, you will need to adjust your Font and Signature Line to conform to the NAB standard. If you access NAB email through the Outlook Web Access ( you will need to adjust the Font and Signature Line once.

Font selection for the Out of Office Reply

Microsoft Outlook sends the Out of Office Reply in Plain Text Virtual Card or vCard function in Outlook. At this time, it is recommended that you not use the Virtual Card function.