The Email Signature Handbook
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  3. How To Add an Outlook Email Signature - 2016 & 2019

How To Add an Outlook Email Signature - 2016 & 2019


By Exclaimer

As with previous versions, Outlook 2016 and Outlook 2019 lets you create a signature to personalize your email messages. Having a professional Outlook signature promotes your brand in a positive manner.

If you want to learn how to add an Outlook email signature, follow our guide below.

  1. Open a new email using the Outlook app.

  2. On the Message tab, click Signature > Signatures.

    Start creating your new Outlook email signature by clicking File. Click the Options tab in Outlook 2016 or Outlook 2019.
  3. Under ‘Choose default signature’, ensure the email address is correct (hidden in the below screenshot):

    The Signatures and Stationery window is where you create your new signature.
  4. Under Select signature to edit, click New and enter a name for your signature template.

    Give your new Outlook signature a name and input your design.
  5. Under Edit signature, create and edit your signature. You have the option to change the font type, font colors, size, and text alignment. To add other formatting, you will need to use Microsoft Word, e.g. bullets, tables, borders, etc. You will then need to copy and paste the signature into the Edit signature box.

  6. To add an image like a company logo, select the Image icon, find your image file, and click Insert.

  7. Click OK to save your email signature. Your new signature will now be automatically included on all outgoing messages.

If you want to include imagery, Outlook only recognizes 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.

Learning how to change 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 control professional Outlook signatures for all users. 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.

All you need to use Exclaimer's email signature software is for your local Active Directory to be synchronized and configured with Azure AD. The product can also be seamlessly migrated to Office 365 (now Microsoft 365) at a later date.

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

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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