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Using the Exclaimer Outlook Add-In

  1. Exclaimer Knowledge Base
  2. User Manual
  3. Configuration
  4. Outlook Signatures
Ari Flavell
  • Updated

Description

The Exclaimer Outlook Add-In is an application that can be centrally deployed to Microsoft Outlook and allows users to add email signatures created within Exclaimer while composing an email. Synchronized signatures are available within the Add-In for users to choose from, and signatures are applied to emails before sending.

Pre-requisites: Install the Exclaimer Outlook Add-In using our guide. The Add-in allows signatures that have been enabled for Client-Side use in Exclaimer. For more information, see how to enable Client-Side signatures for Microsoft 365 subscriptions.

 

Using the Add-In in Outlook

Select an option below to view the related instructions:

Using the Add-In in Outlook Web

To use the Exclaimer Outlook Add-In (Outlook Web):

  1. Log in to your Outlook Web App.

  2. Select New message to compose a new email. The signature currently set to Default is automatically applied to all new emails. For more information on setting signatures as Default, see How to apply a Client-Side signature to a forward or reply message.

  3. If sending as an alias address, change the address in the From field. The relevant signature is applied automatically.

  4. If you have configured Signature Recipient Rules, enter the recipient address in the To field. The relevant signature is applied automatically. For more information on configuring Recipient Rules for Client-Side deployment, see Apply Recipient Settings Client-Side.
    NOTE: Recipient Rules are available on Standard and Pro plans only. For more information on pricing plans, see Exclaimer pricing plans.
  5. To manually add a signature to your email, select the Exclaimer icon .

    Depending on the installation, the Exclaimer icon can be found on the menu ribbon or it may be located within the ellipsis menu. If prompted, sign in to your Microsoft 365 account.



    Select the Exclaimer icon.

    This opens the signatures pane, displaying all the available signatures.

  6. Select a signature to add to your email. The selected signature is instantly displayed in the message area.


    Example with set as default signature icon highlighted and applied to the email. 

  7. (Optional) Select the pencil icon to set the signature as the default signature for new emails and reply messages.

  8. (Optional) Select the arrow icon to set the signature as the default for reply or forwarded emails.


    Set a signature default for replies and forwards and new messages.

    When a signature has been set as a default, the appropriate icon will be highlighted.

    NOTES:
    If more than one signature is available, you can select your preferred option for both New and Reply signatures by selecting the icons to the right of the signature name.

    If the selected template has been removed, and it no longer exists, the original Administrator-defined signature will be treated as the default signature.

    If any client-side recipient settings have been set, then they will take priority. All chosen defaults are saved in the user's roaming settings. So, if you are using mandatory or temporary profiles, then those settings will not be saved.


Using the Add-In in Outlook Desktop

To use the Exclaimer Outlook Add-In (Desktop):

  1. Log in to your Outlook Desktop App.

  2. Select New Email to compose a new email. The signature currently set to Default is automatically applied to all new emails. For more information on setting signatures as Default, see How to apply a Client-Side signature to a forward or reply message.

  3. If sending as an alias address, change the address in the From field. The relevant signature is applied automatically.

  4. If you have configured Signature Recipient Rules, enter the recipient address in the To field. The relevant signature is applied automatically. For more information on configuring Recipient Rules for Client-Side deployment, see Apply Recipient Settings Client-Side.
    NOTE: Recipient Rules are available on Standard and Pro plans only. For more information on pricing plans, see Exclaimer pricing plans.
  5. To manually add a signature to your email, select the Exclaimer icon .

    Depending on the installation, the Exclaimer icon can be found on the menu ribbon or it may be located within the ellipsis menu. If prompted, sign in to your Microsoft 365 account.



    Select the Exclaimer button.

    This opens the signatures pane, displaying all the available signatures.
  6. Select a signature to use in the email. The signature appears in the message area.


    Example with set as default signature icon highlighted and applied to the email.
  7. (Optional) Select the pencil icon to set the signature as the default signature for new emails and reply messages.

  8. (Optional) Select the arrow icon to set the signature as the default for reply or forwarded emails.


    Set a signature default for replies and forwards and new messages.

    When a signature has been set as a default, the appropriate icon will be highlighted.

    NOTES:
    If more than one signature is available, you can select your preferred option for both New and Reply signatures by selecting the icons to the right of the signature name.

    If the selected template has been removed, and it no longer exists, the original Administrator-defined signature will be treated as the default signature.

    If any client-side recipient settings have been set, then they will take priority. All chosen defaults are saved in the user's roaming settings. So, if you are using mandatory or temporary profiles, then those settings will not be saved.
Using the Add-In on Android/iOS
Pre-requisites: Minimum Outlook Version required:

  • Android: 4.2314.0 and above

  • iOS: 4.2352.0 and above

To use the Exclaimer Outlook Add-In on mobile devices:

  1. Log in to your Outlook app.

  2. Tap to open a new email. The signature currently set to default is automatically applied to all new emails. For more information on setting signatures as Default, see How to apply a Client-Side signature to a forward or reply message.


    An example of a signature applied to an email.
    NOTE: Selecting a signature manually is not currently supported on mobile devices.
NOTE: If you have saved a change to the signature design or synchronized updates to user data in the Exclaimer Portal, the Exclaimer Outlook Add-In can take up to one hour to reflect these changes in Outlook.