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How to import and export signatures in Microsoft Outlook?

Let’s say you are going to change a new computer at work. Normally it requires configuring Microsoft Outlook in the new computer again, including the signatures. It must be tedious to create signatures one by one. Actually there is a trick to import the special signatures with logos, images, and hyperlinks that you have created in the old computer. We will show you how to import and export special signatures in Microsoft Outlook easily.

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arrow blue right bubble Export signatures from Microsoft Outlook

The signatures in Microsoft Outlook are located in a folder named Signature. Open this folder, and you can copy or cut signatures easily.

1. Open a folder, and enter the %userprofile%\AppData\Roaming\Microsoft\Signatures in the address box at the top, and then press the Enter key. See the following screen shot:

In the Signature folder, you will see each signature corresponds to three files and one folder: one HTML document, one Rich Text Format document, one Text document, and one file folder. See the following screen shot.

2. In the Signature folder, please select and copy or cut the corresponding three documents and one file folder of each signature that you will export.

3. Paste the copied documents and folders in a destination folder you can find out it easily.


arrow blue right bubble Import signatures into Microsoft Outlook

This section will show you how to import signatures into your Microsoft Outlook easily.

1. Open a folder, and enter the %userprofile%\AppData\Roaming\Microsoft\Signatures in the address box at the top, and then press the Enter key. See the following screen shot:

2. Copy the signatures that you exported before.
Note: Each signature includes three documents and one file folder.

3. Paste the exported signatures in the Signature folder:
     A. In the Signature folder, right click a blank place, and select the Paste in the right-clicking menu.
     B. You can paste with press the Ctrl key and V key at the same time.

Then Get into a message window in Microsoft Outlook, and you will view all imported signatures with clicking the Insert > Signature in the Message window.


Demo: import and export Outlook signatures

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arrow blue right bubbleRelated Article

How to add hyperlinks to signature in emails in Outlook?

How to add image / logo to signature in Emails in Outlook?

How to create and use signature in Outlook?


 

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  • To post as a guest, your comment is unpublished.
    Stefan · 3 months ago
    This doesn't work when there is more than one profile in Outlook.
    For one profile (either the default or the oldest) the signatures are indeed in %userprofile%\AppData\Roaming\Microsoft\Signatures
    For the other profile(s) they are not stored there. I have no idea where to copy the signature files to, i'm going to find out.
    • To post as a guest, your comment is unpublished.
      kellytte · 3 months ago
      There is another way to open the signature folders. Please do as follows:
      Open the Outlook, click File > Options, then click Mail in the Outlook Options dialog, and final click the Signature button with holding the Ctrl key.
  • To post as a guest, your comment is unpublished.
    Ashley · 8 months ago
    I located and opened the files as directed. I edited and saved the WORD file of one of my signature. Closed Outlook, and re-opened. When I selected the signature I edited, the old signature appears. Help!
    • To post as a guest, your comment is unpublished.
      kellytte · 4 months ago
      Hi Ashley,
      Every signature contains three files: an HTM file, an RTF file, and a TXT file. If you want to change the signature without Outlook, you need to modify its three files simultaneously.
  • To post as a guest, your comment is unpublished.
    EZPZ · 1 years ago
    I just copied and pasted my signature and resaved it onto my new computer. Much easier than this method.
    • To post as a guest, your comment is unpublished.
      ACS · 7 months ago
      Nice for a single user with only one signature. In an enterprise situation with different users having multiple signatures that would not be very efficient (nor should it be necessary).
  • To post as a guest, your comment is unpublished.
    Troy · 1 years ago
    Now when I go to File > Options and click on Signatures (Outlook 2016) outlook freezes and I have to Control/Alt/Delete and end task. Though if I do it from New Message and insert signature, they are all there. Why is it so?
    • To post as a guest, your comment is unpublished.
      kelly001 · 1 years ago
      Hi Troy,
      Actually both methods of File > Options > Signature and New Message > Insert > Signature open the same dialog box. Outlook Freezes may be caused by other unknown reasons.
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    DRW · 1 years ago
    Didn't help - sig files imported but don't show in Outlook 2016.
    • To post as a guest, your comment is unpublished.
      kelly001 · 1 years ago
      Hi DRW,
      In my example, when import signatures of Outlook 2010/2013 to Outlook 2016, the signatures work well. Could you tell me more about your problem?
      1. Which versions of Outlook you exported the signatures from?
      2. Each signature contains three files: a .htm file, a .rtf file, and a .txt file. Do you paste three files of the specified signature to the signature folder?
      3. Did you paste the signature files into the folder with the address of %userprofile%\AppData\Roaming\Microsoft\Signatures
      • To post as a guest, your comment is unpublished.
        Brick · 5 months ago
        Same thing for me, I have followed all steps as stated. How can you tell the outlook version year? Also there was not a signature file in the Microsoft file untill I made one there