11 Best Outlook Signature Managers (2024) [FREE DOWNLOAD]

1. Introduction

Professionals and business organizations today depend heavily on email communication. One key aspect that ensures our email communication remains effective, consistent, and professional is the use of a customized email signature. This is where an Outlook Signature Manager transpires as a beneficial tool.

Outlook Signature Manager Introduction

1.1 Importance of Outlook Signature Manager

An Outlook Signature Manager stands out as a necessary tool for those who seek to standardize and manage email signatures across a company. It not only eases the process of creating unique, personalized signatures but also ensures users keep their communication professional and branded, contributing to enhancing the firm’s business image.

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1.2 Objectives of this Comparison

Despite numerous available options, having too many Outlook Signature Managers in the marketplace can make the selection process rather confusing. The primary aim of this comparison is to provide a straightforward guide and analysis of various Outlook Signature Managers to assist users in choosing a tool that best fits their needs and preferences. We delve into the pros and cons of each product, enabling potential users to glean a broad understanding of what each signature manager offers.

2. CodeTwo Email Signatures

CodeTwo Email Signatures is a comprehensive solution designed to create, manage and deploy email signatures across an entire organization. It provides users with a variety of templates and the ability to design custom signatures.

The tool is designed to ensure that all outgoing emails carry a unified and professional brand image. CodeTwo Email Signatures is centrally managed, eliminating the need for individual staff members to create their own signatures. It fully integrates with the Office 365 platform, providing an easy-to-manage experience for IT administrators.

CodeTwo Email Signatures

2.1 Pros

  • Integration: Seamlessly integrates with Office 365, making it ideal for businesses using this platform.
  • Full control: Provides centralized control, which ensures that all email signatures carry the company’s brand and follow the set guidelines.
  • Easy to use: Its user interface is intuitive and easy to navigate, even for first-time users.

2.2 Cons

  • Price: Its cost per user can be quite high, particularly for smaller businesses.
  • Limited customization: Although it provides templates for signatures, the customization options could be more diverse.
  • Customer Support: Some users have reported slower response times from their support team.

3. Exclaimer Signature Manager

Exclaimer Signature Manager is a robust tool that provides complete control over an organization’s email signatures. It’s a go-to solution for maintaining brand consistency in email communications.

As a fully-featured email signature management tool, Exclaimer Signature Manager deploys standardized, professional email signatures to all individuals across an organization, regardless of the device and email client they use. With its advanced features, users can easily design and manage polished email signatures that will leave a lasting impression on their email recipients.

Exclaimer Signature Manager

3.1 Pros

  • Platform independence: Works seamlessly across various email clients and devices, offering flexibility to users.
  • Professional templates: Offers a broad selection of professional signature templates fitting various business needs.
  • Scalability: Its scalable design is perfect for both SMEs and large corporations.

3.2 Cons

  • Cost: The pricing can be somewhat expensive for small businesses or individual users.
  • User interface: Some users may find the user interface less intuitive and somewhat complex to navigate initially.
  • Customization limitations: While it offers numerous professional templates, the customization options could be more extensive.

4. BrandMail

BrandMail is an innovative tool aimed at facilitating consistent branding across email signatures in a corporate setup.

Offering a suite of features to assist in email signature management, BrandMail streamlines the process of designing, implementing, and overseeing uniform, professional-quality email signatures throughout an organization. Taking advantage of this tool helps ensure that all emails meet the company’s branding guidelines.


4.1 Pros

  • Consistency: Facilitates uniformity in all email signatures across the firm, supporting brand harmony.
  • Analytics: Offers in-depth analytics to measure the effectiveness of signatures and campaigns.
  • Integration: Integrates well with multiple platforms, making it versatile for different environment setups.

4.2 Cons

  • Pricing: The cost per user may be on the higher side, especially for smaller teams or organizations.
  • Ease of use: Has a steeper learning curve for new users which could pose a challenge.
  • Customization: Despite offering templates, users have suggested expanding collection for more variety.

5. Crossware Mail Signature

Crossware Mail Signature is a robust email signature management solution aiding businesses in maintaining a consistent and professional image in their email communications.

This powerful tool facilitates the creation, management, and deployment of professional email signatures to all staff automatically. Crossware offers a myriad of templates for businesses to choose from and provides solid integration with email platforms like Office 365 and IBM Domino.

Crossware Mail Signature

5.1 Pros

  • Versatility: It offers a wide array of customizable templates, accommodating varied business needs.
  • Compatibility: It integrates smoothly with leading email platforms such as Office 365 and IBM Domino.
  • Automated management: It applies signatures at the server level, ensuring that all emails, even those sent from mobile devices, have the correct signatures.

5.2 Cons

  • Cost-effectiveness: The pricing structure may seem a bit steep for smaller businesses or individual users.
  • Customization interface: Some users have found the customization interface to be less user-friendly and intuitive.
  • Learning curve: The software could take some time to master, due to its array of complex features.

6. Rocketseed Email Signatures

Rocketseed Email Signatures is a compelling tool that helps businesses of all sizes create, manage and optimize their Outlook email signatures seamlessly.

This dynamic tool comes loaded with email signature templates that can be customized to reflect the brand identity of a company. Rocketseed Email Signatures not only enhances brand visibility in every email but also allows for essential marketing messages to be incorporated via banners, boosting engagement properties.

Rocketseed Email Signatures

6.1 Pros

  • Monitoring capability: Provides real-time insights and analytics to evaluate the effectiveness of the email signature.
  • Marketing integration: Allows for promotional content in the form of banners to be included within the signature, enhancing marketing campaigns.
  • Customization: Extensive customization options allow businesses to create signatures that truly mirror their brand identity.

6.2 Cons

  • Pricing: The pricing structure may seem costly for smaller businesses.
  • Interface: The user interface could be streamlined for simpler navigation, especially for first-time users.
  • Analytics interpretation: Users with limited knowledge of analytics may find it difficult to interpret the data provided.

7. Opensense

Opensense is another valid option for those looking to winterize their organization’s email signature and automate it at a scale.

Its robust architecture offers the perfect blend of marketing analytics, email signature branding, and management capabilities. Opensense works at a server-level, ensuring every email sent, irrespective of the device or platform, includes a professional and branded signature.


7.1 Pros

  • Analytics: Offers comprehensive analytics to help you understand how your signatures and incorporated ads are performing.
  • Integration: Integrates seamlessly with various platforms like G Suite and Microsoft Exchange.
  • Marketing tools: Fosters brand awareness and marketing campaigns through the addition of dynamic banners in the signature.

7.2 Cons

  • Pricing: The cost involved, especially at the enterprise level, may not sit well with smaller organizations or individual users.
  • Usability: Users have reported that the interface could use some sprucing up for an easier navigation experience.
  • Support: According to some users, customer support could be more responsive or proactive.

8. WiseStamp

WiseStamp sets itself apart as a user-friendly and practical email signature manager tailored to help users create professional and effective email signatures.

This tool offers a plethora of email signature templates that can be easily customized according to the user’s needs. WiseStamp supports various email clients and allows users to include social profiles, promotional banners, and even schedule automatic signature updates, making it a user-centric and marketing-friendly tool.


8.1 Pros

  • User-friendly: Renowned for its easy-to-use interface, setup, and editing process.
  • Customization: It offers an impressive range of templates and customization options.
  • Social integration: Users can easily link their social media profiles to their email signatures.

8.2 Cons

  • Limited features in free version: The free version is quite limited in features, restricting advanced users.
  • Pricing: Pricing could be on the higher end for certain businesses considering the per-user cost.
  • Limited Analytics: Provides basic analytics, but in-depth analysis and reporting features could be enhanced.

9. MySignature

MySignature is an online email signature generator that allows users to create branded and professional-looking email signatures.

This tool is built with a focus on simplicity and usability, making it a reasonably straightforward task even for non-tech savvy users to generate an email signature. MySignature is tailored to serve individuals and businesses of varying sizes, providing quality features and a diversified range of templates.


9.1 Pros

  • User-friendly: Boasts of an intuitive interface designed for easy use and quick setup.
  • Quality templates: Offers a suite of premium templates that can be customized to align with brand standards.
  • Affordability: Compared to some alternatives, MySignature offers an affordable pricing model.

9.2 Cons

  • Limited integrations: MySignature doesn’t support direct integration with email platforms for a seamless setup.
  • Lack of advanced features: The software may appear too simplistic for users seeking more advanced features and options.
  • No trial period: Unlike other providers on the list, MySignature doesn’t offer a free trial period for users to test the product before committing.

10. Xink

Xink is another comprehensive email signature management and marketing tool that promises to streamline consistent email signature deployment across organizations.

This cloud-based solution facilitates the creation, management, and deployment of professional email signatures across all enterprise users. Beyond merely managing email signatures, Xink offers extensive marketing-centric features like campaign scheduling, analytics, and segment-specific signature elements.


10.1 Pros

  • Marketing features: In addition to standard signature management, Xink supports marketing campaigns and measures their effectiveness directly from the platform.
  • Integrations: Xink integrates seamlessly with popular platforms like Office 365, Outlook, and G Suite.
  • Highly customizable: It offers extensive customization options, allowing you to design unique and aligned brand signatures.

10.2 Cons

  • Price: The product may be cost-prohibitive for smaller organizations or those with a limited budget.
  • User interface: Some users have found the user interface to be somewhat complex and less intuitive than some alternatives.
  • Setup process: Setup and deployment can potentially require more advanced knowledge, which may be a hindrance to some users.

11. Symprex Email Signature Manager

Symprex Email Signature Manager is a sophisticated tool designed to streamline the process of managing, distributing, and updating email signatures and disclaimers across organizations.

This tool allows businesses to take full control of their email signatures, fostering a consistent, professional identity across all email communications. Symprex Email Signature Manager offers seamless integration with Exchange and Office 365, providing largely automated signature management.

Symprex Email Signature Manager

11.1 Pros

  • Integration: Offers seamless integration with Microsoft Office 365 and Microsoft Exchange.
  • Control: Offers centralized control for managing all email signatures within an organization.
  • Scalability: It is designed for scalability, and as such, it adapts well to both small and large organizations.

11.2 Cons

  • Complex Setup: The initial setup can be a bit complex compared to other available tools.
  • User Interface: The user interface is not as intuitive as some other alternatives, making it somewhat challenging for some users to navigate.
  • Cost: The pricing could be prohibitive for smaller businesses, especially given the per-user pricing model.

12. Email Signature Rescue

Email Signature Rescue is an efficient and user-friendly platform for creating and managing professional email signatures.

This tool makes the process of crafting a Custom HTML email signature a breeze. With its drag-and-drop editors and over 20 templates, users can design professional-looking and consistent email signatures that elevate their business communication.

Email Signature Rescue

12.1 Pros

  • User-friendly: The platform features a drag-and-drop editor making the signature creation process easy.
  • Template variety: Offers a varied and significant number of templates to cater to different user needs and preferences.
  • Integration: Supports compatibility with multiple email clients, ensuring wide usability.

12.2 Cons

  • Price point: The cost might be slightly higher compared to other tools, particularly for smaller teams or individual users.
  • Limited customization: While there are numerous templates available, customization options within templates can be somewhat limiting.
  • No trial version: Unlike some other solutions, Email Signature Rescue doesn’t offer a free trial for users to test the product before committing.

13. Summary

To facilitate a concise understanding of the analysis, we present an overall comparison in a tabular format and provide our recommendation based on various needs.

13.1 Overall Comparison Table

Tool Features Ease of Use Price Customer Support
CodeTwo Email Signatures Highly Integrated with Office 365, Centralized control Easy High Median
Exclaimer Signature Manager Platform Independence, Professional Templates Median High High
BrandMail Brand uniformity, In-depth analytics Easy High High
Crossware Mail Signature Versatile templates, Compatibility with email platforms Median High High
Rocketseed email signatures Monitoring capability, Marketing integration Median High High
Opensense Comprehensive analytics, Marketing tools Median High Median
WiseStamp User-friendly, High Customization Easy High High
MySignature User-friendly, Quality templates Easy Median High
Xink Marketing features, High Customization Median High High
Symprex Email Signature Manager High Integration with Microsoft Platforms, Centralized control Median High High
Email Signature Rescue User-friendly, Varied templates Easy High Median

13.2 Recommended Tool Based on Various Needs

If you are a large organization and price is not an issue, the standout choices are CodeTwo Email Signatures, Exclaimer Signature Manager, or Xink for their extensive features and compatibility. Smaller businesses or individual users looking for cost-effective solutions might find WiseStamp and MySignature to be more viable options. For those seeking user-friendly platforms, WiseStamp, MySignature, and Email Signature Rescue are notable mentions. Ultimately, the best tool will depend on the specific requirements and resources of the user.

14. Conclusion

Choosing the right Outlook Signature Manager can significantly impact the professionalism and consistency of a business’s email communication. It fosters a standardized approach to email signatures and upholds the corporate image in all outgoing emails.

Outlook Signature Manager Conclusion

When deciding on an email signature manager, it’s essential to consider not just the pricing but also factors such as ease of use, customization options, integration capabilities, customer support, and additional features available. While some tools stand out in certain aspects, choosing the right one highly depends on an organization’s specific needs and gears. The ideal tool should enhance brand visibility, streamline the signature creation and management process, and contribute positively to the business’s communication strategy.

Author Introduction:

Vera Chen is a data recovery expert in DataNumen, which provides a wide range of products, including PDF document recovery product.

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