The Email Signature Handbook
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Create an Outlook signature in Outlook 2016 & 2019

As with previous versions, Outlook 2016 and Outlook 2019 lets you personalize your email communications with an Outlook signature. If you operate a business, it’s clear that you’ll want to create a corporate email signature that provides essential contact information and becomes a channel for external recipients to engage with your users.

If you want to know how to create an Outlook signature using Outlook 2016 or Outlook 2019, follow our guide below and see how easy it is to create an email signature for your organization.

  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 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 signatures for messages.
  4. This opens the ‘Signatures and Stationery’ window. Under ‘Choose default signature’, ensure the email address you wish to add the signature to 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 new signature:

    Give your new Outlook 2016 signature a name and input your design.
  6. You now need to create or add your signature. 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 recognizes images as separate elements, so will often turn them into attachments. We recommend you use hosted images if you want to include items such as social media icons or corporate logos.
    2. Create your email signature in Microsoft Word, copy it directly into the Outlook signature editor and click ‘Save’. You will still encounter the same imagery issues though.

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

That was pretty easy, wasn’t it? The process hasn’t really changed much when compared to earlier versions of Outlook, so it shouldn’t cause you too many difficulties.

Creating an Outlook signature is not usually an issue for organizations. Problems arise when signatures need to be applied to all users, corporate branding needs to be maintained and users start creating their own designs. Email signature management then becomes more of a chore that can take up a lot of an IT department’s time.

Why not make Outlook signature management simpler…

By using a dedicated email signature software package from Exclaimer, you can ensure that Outlook signatures end up doing more for your organization than just provide contact details. All email signatures are distributed directly to users’ Outlook clients and can include all manner of branding/marketing elements.

Email signature management then becomes incredibly simple and any updates can be carried out in a matter of moments.

See how Outlook signature software can help your business with email signature management



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See how Outlook signature software can help with email signature management

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