How to create Outlook 2019 signature?

This article shows how to create and set up client-side email signatures in Outlook 2019. If you have an older version of Outlook, see how to create signatures in Outlook 2016/2013/2010.

Create email signature in Outlook 2019

Creating email signatures in Outlook 2019 is easy. The only inconvenience you may encounter is that the Outlook’s signature editor has rather basic set of formatting tools. To set up email signature in Outlook 2019, simply follow these steps:

  1. Open Microsoft Outlook 2019 from the Start menu or from the taskbar.
    Open Microsoft Outlook from the Start menu
  2. In Outlook 2019, click File > Options > Mail.Go to Signature settings under Compose message section.
  3. Then, in the Outlook Options window under Mail tab, click Signatures… in the Compose messages section.
    Go to File in Outlook 2019.Note: You can also access Signatures by opening a New Email message, then clicking Signature in the Include group and again Signatures.
    You can also access Signatures by opening a New message.
  4. In the Signatures and Stationery window, click New to create your Outlook signature. Type a name for your signature.
    Signatures and Stationery
  5. In the Edit signature section, create your signature block. Use available formatting tools.
    Create signature in the Outlook editor. Note: Outlook editor offers rather basic formatting tools. If you are not satisfied with the effects they provide, you can use free email signature generator to generate a ready-to-use signature template. After adjusting the template to your needs, simply copy/paste it to Outlook editor.
  6. In the Choose default signature section, specify which email account should get the signature (applies if you use more than one email account), and whether add it to new messages and/or replies/forwards. If all settings are ready, save changes by clicking OK.
    Choose default signature
  7. To check if the signature works correctly, open a new email message. The signature should already be there.
    A new message with the signature .Note: If you didn’t select your signature as a default one, then you need to add it manually every time you write a new message. You can add your signature from the Signature button in the Message ribbon.Insert signature using the message ribbon. That’s it. If you want to create another signature for other recipients, simply follow this guide again. You can create as many Outlook 2019 signatures as you need, which then you can select from the Signature button in the new message window.

Outlook 2019 signature manager

Companies, no matter if big or small, want to have email signatures in their business email communications. But, managing Outlook signatures – so that they always stay up-to-date, unified and correctly branded – is fairy difficult without a dedicated signature management tool. Such a tool works centrally and helps the admin (or other person) control user signatures globally. When you need a solution for managing Outlook 2019 signatures, you have two options to choose from – client-side or server-side software.

A client-side solution for Outlook 2019 requires installation of agents on each workstation. Such agents are responsible for inserting and updating user signatures when necessary. However, this solution is not perfect as it doesn’t prevent users from modifying signatures in Outlook before hitting the Send button. If a company wants to be sure that signatures leave their organization intact, then a server-side solution is an option, like Exchange-based CodeTwo Exchange Rules or cloud-based CodeTwo Email Signature for Office 365.

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5 thoughts on “How to create Outlook 2019 signature?

  1. Catherine

    After upgrading a user to a Windows 10 machine with Outlook 2019 and copying the signature folder from the old machine (Windows 7 with Outlook 2016) to the new one, the signatures are not available. How do you add the signatures from the previous version of Outlook?

    1. Kamil Glaser

      Hello Catherine,
      The method you are using should work. Make sure you are using the right email signature location (should be C:\Users\*your profile name*\AppData\Roaming\Microsoft\Signatures) and that each signature has three different files (name.htm, name.rtf, name.txt + folder name_files). Another method is to open the HTML files from your old signatures folder in a browser, copy their content to clipboard, paste into the Outlook’s signature editor and save. The rtf and txt files will generate automatically.

    1. Kamil Glaser

      Hi Amin,
      How exactly the option is not working? Is it greyed out in Outlook options? If so, this article should help. If not, I need more information to be able to help you.


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