How to Export Signatures in Outlook: A Definitive Guide

You can’t “export” Outlook signatures in the traditional sense, like saving them as a single, independent file for easy sharing. Instead, you need to copy the signature files from their storage location. Outlook stores signatures as a combination of .htm, .rtf, and .txt files within a specific folder on your computer.

Unlocking the Secrets of Signature Management in Outlook

The process of backing up or transferring your Outlook signatures boils down to locating these files and copying them to a new location. Let’s dive into the nitty-gritty.

Finding Your Outlook Signatures

The location of your signatures depends on your operating system and Outlook version. However, it generally resides within the following directory (you may need to show hidden folders to see this):

C:Users%username%AppDataRoamingMicrosoftSignatures 

Important Note: Replace “%username%” with your actual Windows username.

Steps to Locate Your Signatures:

1. Open File Explorer: Press the Windows key + E to quickly launch File Explorer.
2. Navigate to the AppData Folder: The AppData folder is usually hidden. To view hidden folders, click the “View” tab at the top of File Explorer. Then, check the box labeled “Hidden items” in the “Show/hide” group.
3. Follow the Path: Type the path C:Users%username%AppDataRoamingMicrosoftSignatures into the address bar of File Explorer and press Enter.
4. Identify Your Signatures: You should see a folder containing several files for each signature you’ve created. Each signature consists of an .htm, an .rtf, and possibly a .txt file, all sharing the same name. For example, a signature named “My Business Signature” would have files named “My Business Signature.htm”, “My Business Signature.rtf”, and “My Business Signature.txt”.

Backing Up or Transferring Your Signatures

Once you’ve located your signature files, backing them up or transferring them to a new computer is straightforward.

Steps for Backup:

1. Select All Signature Files: Inside the “Signatures” folder, select all the files and folders.
2. Copy the Files: Right-click on the selected files and folders and choose “Copy”.
3. Choose a Backup Location: Navigate to your desired backup location (e.g., an external hard drive, a cloud storage folder, or another folder on your computer).
4. Paste the Files: Right-click in the chosen backup location and select “Paste”.

Steps for Transfer:

1. Copy from Source: Follow steps 1 and 2 from the Backup process to copy the signature files from the source computer.
2. Transfer to Target Computer: Transfer the copied files to the target computer using a USB drive, network share, or cloud storage.
3. Paste into Signatures Folder: On the target computer, navigate to the Signatures folder ( C:Users%username%AppDataRoamingMicrosoftSignatures). Paste the copied signature files into this folder.
4. Restart Outlook: Close and restart Outlook for the new signatures to appear.

Important Considerations

• Hidden Folders: Remember that the AppData folder is hidden by default. Ensure you have enabled “Show hidden items” in File Explorer.
• Signature Name: The filenames of the signature files directly correspond to the name you gave the signature in Outlook.
• Folder Structure: If you created subfolders within the Signatures folder in Outlook to organize your signatures, make sure to copy these subfolders along with the files.
• Outlook Must Be Closed: For a clean and complete copy, close Outlook before copying the signature files.
• New Outlook (Microsoft 365): This method usually works with the New Outlook (Microsoft 365) client, but the file paths and behavior can sometimes differ due to its cloud-centric nature. Always double-check that the signatures appear correctly after transferring.

Frequently Asked Questions (FAQs)

Here are some frequently asked questions to further clarify the process and address potential issues.

1. Can I export signatures directly from Outlook’s interface?

No, Outlook doesn’t provide a direct “export” button or feature for signatures. You must manually copy the underlying files from the Signatures folder. This limitation stems from how Outlook manages signature data at the file system level.

2. What file types are associated with an Outlook signature?

Typically, an Outlook signature consists of three file types:

• .htm: Contains the HTML formatted version of your signature, including images and rich text formatting. This is the primary format used by Outlook.
• .rtf: Contains the Rich Text Format version of your signature, primarily for compatibility with older email clients.
• .txt: Contains the plain text version of your signature, used when HTML or RTF formatting is not supported.

3. What happens if I only copy the .htm file?

While the .htm file contains the core formatting of your signature, copying only this file might lead to incomplete signature display in some email clients. It’s best to copy all three files (.htm, .rtf, .txt) to ensure maximum compatibility. The .rtf and .txt files provide fallback options for email clients that don’t support HTML.

4. I can’t find the AppData folder. What should I do?

The AppData folder is hidden by default. To reveal it:

1. Open File Explorer.
2. Click the “View” tab.
3. In the “Show/hide” group, check the “Hidden items” box.

The AppData folder should now be visible in your user profile directory (C:Users%username%).

5. Do I need to restart Outlook after pasting the signatures?

Yes, it’s highly recommended to restart Outlook after pasting the signature files into the Signatures folder. This ensures that Outlook recognizes the newly added signatures and makes them available for use. Sometimes, closing and reopening the app is not enough; you might have to restart the entire system.

6. Will this method work for the New Outlook (Microsoft 365) version?

Yes, the process is generally the same for the New Outlook. Locate the Signatures folder as described and copy the files. However, due to ongoing updates and differences in how the New Outlook handles data, it’s always wise to verify that the signatures are correctly displayed after transferring. Cloud synchronization might also affect the signature behavior in some cases.

7. How can I edit my signature files directly?

You can edit the .htm file using any HTML editor (like Notepad++ or Visual Studio Code) or even a basic text editor like Notepad. The .rtf file can be edited with WordPad or Microsoft Word. However, exercise caution when directly editing these files, as incorrect modifications can corrupt the signature. Make sure to back up the files before editing them.

8. Can I use this method to share my signature with a colleague?

Yes, absolutely. Just copy the signature files and share them with your colleague. They can then paste the files into their own Signatures folder. This is a common way to standardize signatures across an organization.

9. What if I have multiple email accounts in Outlook? Will this method copy all signatures?

Yes, this method will copy all signatures associated with all your email accounts in Outlook, as they are all stored within the same Signatures folder. The signature you can choose depends on the e-mail account you selected when creating the signature.

10. Is there a way to automate the backup of my Outlook signatures?

While Outlook doesn’t offer built-in automation, you can use scripting tools (like PowerShell) or third-party backup software to automate the process of copying the Signatures folder to a backup location on a scheduled basis. However, this requires some technical knowledge.

11. I’m getting an error when trying to paste the files into the Signatures folder. What could be the problem?

Possible causes for errors when pasting files into the Signatures folder include:

• Insufficient Permissions: Ensure you have the necessary permissions to write to the Signatures folder. Try running File Explorer as an administrator.
• Files in Use: Make sure Outlook is completely closed before attempting to paste the files.
• Conflicting Files: If files with the same name already exist, you may encounter a conflict. Rename the existing files or the files you’re trying to paste.
• Disk Space: Ensure you have enough free disk space on the drive where the Signatures folder is located.

12. Can I use a different location for storing my signatures?

No, Outlook is hardcoded to look for signatures in the specific “Signatures” folder under the AppData directory. You cannot change this default location within Outlook’s settings. Third-party add-ins might offer alternative storage solutions, but this is outside the scope of standard Outlook functionality.