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How to add pronouns to your email signature

Add pronouns next to your name in an email signature, and how Microsoft 365 profile pronouns differ from signature text.
The Sendoff team2 min read

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Type your pronouns after your name, in a smaller or lighter style, for example "Sam Lee (they/them)". That is all a signature needs. Microsoft 365 also has a separate pronouns on the profile card feature, which an admin turns on; it shows pronouns in Outlook and Teams profile cards but does not add them to your signature.

Adding them to a signature

  • Put them right after your name: "Sam Lee (she/her)" or on the line below in the same smaller style as your title.
  • Keep the format consistent across the company if you use a shared template.
  • Make it optional. People choose whether to share pronouns.

Microsoft 365 profile pronouns

Pronouns on profile cards are off by default. A Global Administrator or People Administrator turns them on in the Microsoft 365 admin center (Settings > Org settings > Pronouns), or through Microsoft Graph. Microsoft notes:

  • It can take up to 7 hours for the change to appear.
  • Turning the feature off later deletes pronoun data everyone has entered, which can take up to 30 days.
  • Admins should check local laws and norms before turning it on.

Profile pronouns and signature text are independent. To show pronouns in emails, they still need to be in the signature.

In a team template

Sendoff has a Pronouns field next to the name, with she/her, he/him and they/them as suggestions and free text for anything else. On a team template, admins can let members fill it in from their portal, and it stays empty if someone leaves it blank.

FAQ

Where do pronouns go in an email signature? Right after your name, in brackets, in a smaller or lighter style.

Do Microsoft 365 profile pronouns show in my email signature? No. They appear on profile cards. Add pronouns to the signature separately.

Should a company require pronouns in signatures? Most guidance makes it optional for each person.

Sources

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