The Email Signature Handbook
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  1. The Email Signature Handbook
  2. Add Signature to Outlook
  3. Add Signatures to Outlook 2016 & 2019

Add Signatures to Outlook 2016 & 2019

As with previous versions, Outlook 2016 and Outlook 2019 lets you personalize your email communications with an email signature.

If you want to learn how to add signatures in Outlook 2016 or 2019, follow our guide below.

  1. Launch Outlook 2016 or Outlook 2019.

  2. You then need to do one of the following:

    1. Click File > Options:
    2. Open a new Outlook email, click INSERT > Signature > Signatures…

    Start creating your new Outlook email signature by clicking File. Click the Options tab in Outlook 2016 or Outlook 2019. Open up a new Outlook email to create a new signature.
  3. Whichever option you choose, click the ‘Mail’ tab and then the ‘Signatures…’ button as highlighted below:

    Select the Signatures button to create and modify Outlook email signatures for messages.
  4. This opens the ‘Signatures and Stationery’ window. Under ‘Choose default signature’, ensure the email address you add is correct (hidden in the below screenshot):

    The Signatures and Stationery window is where you create your new signature.
  5. Click ‘New’ and enter the name you want to give your signature template:

    Give your new Outlook 2016 signature a name and input your design.
  6. You now need to create or add your signature in your Outlook client. To do this, you have two options available to you:

    1. Type in the information you want to include in your signature directly into the signature editor. Be aware you want to include imagery, you might run into problems. Outlook 2016 and Outlook 2019 only recognize images as separate elements, so will often turn them into attachments. We recommend you use hosted images if you want to include social media icons or corporate logos.
    2. Create your email signature in Microsoft Word, copy it directly into the Outlook email signature editor, and click ‘Save’. You will still encounter the same imagery issues though.

  7. Click ‘OK’. Now, whenever you compose a new email, your signature will be automatically added.

The process of editing signatures in Outlook have not really changed compared to other versions. That means it isn't too difficult to manually create one.

Learning how to set and edit a signature in Outlook is not usually an issue for organizations. However, signature templates are difficult to control when they need to be consistent across all users. Email signature management then becomes a chore that can take up a lot of an IT department’s time.

Why not make Outlook email signature management simpler…

By using email signature software from Exclaimer, you can easily design and change email signatures in Outlook. Even better, these signatures will be automatically applied to all users.

All signature templates are distributed directly to users’ Outlook clients, and can include all manner of branding/marketing elements.

This administrative task then becomes incredibly simple, allowing you to change email signatures in Outlook in minutes.

See how you can add signatures in Outlook easily with email signature management solutions

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How Exclaimer Can Help:

If you're looking for an easy way to design and manage professional email signatures across your whole organization, we're here to help. Find out more or start your free trial today!

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