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How to Create and Add Signatures in Outlook 2019

Brought to you by Exclaimer

Microsoft Outlook 2019 (as well as Outlook 2016) lets you create a signature design to personalize your email messages. Using a professional email signature in Outlook promotes your brand in a positive manner. It also provides recipients with a digital business card containing your contact information.

Creating email signatures in Outlook 2019 is easy. However, the signature editor itself is quite basic. It only includes simple formatting options, limiting how elaborate you can make your email signature design.

To learn how to automatically add an Outlook email signature, follow our guide below.

  1. Open Outlook 2019 from Windows using either the Start menu or the taskbar.

  2. In Outlook 2019, do one of the following:

    1. Click File > Options > Mail > Signatures…

      Start creating your Outlook 2019 signature
      Choose Signatures… in Mail
    2. Open a new email and click Signature > Signatures…

      Choose Signature
  3. This will take you to the Signatures and Stationery window. Before you start to create your Outlook email signature, ensure your email address is correct under Choose default signature (hidden in the below screenshot):

    Confirm the Outlook email address is correct
  4. Under Select signature to edit, click New and enter a name for your Outlook signature template.

    Name your Outlook 2019 signature
  5. Under Edit signature, create and edit your signature. You have the option to change the font type, font colors, size, and text alignment.

    Add text to your Outlook 2019 signature
  6. 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. To add an image like a company logo, select the Image icon, find your image file, and click Insert.

    Add additional elements to your Outlook 2019 signature
  7. Click OK to save your email signature. Your new signature will now be automatically included on all outgoing messages.

It’s important to note that if you want to include imagery, Outlook only recognizes images as separate elements. This means they will often be turned into attachments. We recommend you use hosted images if you want to include social media icons or corporate logos.

Managing Outlook signatures effectively

Learning how to change a signature in Outlook is not usually an issue for organizations. However, signature templates are difficult to manage when they need to be consistent across all users. Without central control, you are allowing end users to update their signatures as and when they want to. This can have a negative impact on your brand reputation.

The best way to control email signatures in Outlook 2019 is to use third-party email signature software. This will deploy Outlook signatures either at the client-side or server-side level.

Using a client-side email signature solution lets users see their signature template as they compose an email in Outlook. This provides them with more flexibility and control over which template they use. Older client-side offerings install an agent on each user's workstation to deploy signature templates. More modern offerings provide a dedicated Outlook add-in that pushes signature templates automatically via an IT admin center.

On the other hand, a server-side solution adds signatures after an email is sent. This is perfect for companies that want to ensure signatures are added to all emails sent from any device. However, users are unable to see their signature templates when composing an email. This can be quite a jarring experience.

Make Outlook email signature management simpler

By using email signature software from Exclaimer, you get the best of both client-side and server-side deployment methods. You can easily design and control professional Outlook signatures for all users. Even better, these signatures will be automatically applied to all users. This means you get professional email signatures when sending from any web-enabled device.

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 solution 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) later.

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

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