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Outlook Roaming Signatures vs Exclaimer


By Exclaimer

Microsoft’s new feature in Outlook for Windows Desktop, known as Outlook roaming signatures, allows email signatures to be stored within a user’s mailbox rather than on a local device.

However, Outlook roaming signatures does not provide the same level of design and control third-party email signature management solutions like Exclaimer provide.

With Exclaimer you can:

  • Centrally design and manage email signatures for your entire organization
  • Get signatures on all web-enabled devices and email clients
  • Deliver consistent branding via email every time
  • Create templates easily using an intuitive drag-and-drop signature designer
  • Give different signatures to different users and/or departments
  • Run dedicated email signature marketing campaigns

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It is also worth noting that Outlook roaming signatures will not sync signatures outside of Outlook for Windows, e.g. non-Windows mobiles and tablets, CRMs like Salesforce, etc.

View our comparison below on how Outlook roaming signatures differs from what Exclaimer offers.

Exclaimer Outlook Roaming Signatures
Central design and control 1
Ensure all end users use the same email signature template 2 3
Make changes to signature templates quickly 4 5
Consistent branding across all emails 6
Assign email signature management to specific people or teams
Email signatures on mobile devices
Email signature on Macs
Compatible with Outlook Web signatures (OWA)
See signatures in Sent Items folder
Rich editor options 7 8
Create a reply signature (signatures appear on most recent email and not at the bottom of the chain)
Set up different signature templates for internal and external emails 9
Automatically convert plain text emails into HTML, e.g. mobile signatures look the same as when sent from a PC 10
Synchronize data from Azure AD (auto populate signatures with contact details)
Use Microsoft 365 Custom Attributes or additional Azure AD Attributes
Deploy different signatures based on subject line
Automatically use an alternate signature based on text in the email subject
Deploy different signatures based on recipient domain 11
Schedule email signature marketing campaigns based on time-and-date
Add custom fonts
Sync signatures outside of Outlook for Windows
Conditional visibility: fields are shown or hidden based on a user’s attributes (e.g. only show mobile if job title contains manager)
Offer multiple signature templates for end users to choose from


  1. IT has to send the template out to each individual user, which is then manually added to their Outlook client.
  2. Using server-side ensures signatures cannot be modified and are added after any email is sent.
  3. IT can create a standard template, but this can still be modified by the end user.
  4. Updates can be done in minutes and are deployed in real time.
  5. IT has to update the template and then send it out to every user. This request can easily be ignored.
  6. End-users can still modify their signatures and on Outlook on Windows only.
  7. Full drag-and-drop editor and pre-built template library.
  8. Either manually create a signature in Outlook (rich) or email all staff the HTML to add to their Outlook installs.
  9. User would have to manually select it - cannot be automated.
  10. Signature will only be added in the message format.
  11. Would require manual selection each time - no automation.

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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