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How to import and export signatures in Microsoft Outlook?

Author: Kelly Last Modified: 2020-05-20

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.


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.

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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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Comments (21)
Rated 5 out of 5 · 1 ratings
This comment was minimized by the moderator on the site
非常感谢!很有用!已经解决了困扰我的问题。
Rated 5 out of 5
This comment was minimized by the moderator on the site
Why not just %appdata%\Microsoft\Signatures?
This comment was minimized by the moderator on the site
It worked! THANK YOU
This comment was minimized by the moderator on the site
Thanks for share this solution. It's simple and objective.
This comment was minimized by the moderator on the site
Your instructions were simple and easy to follow. I copies the signatures from my old computer and pasted them into the directory as per your instructions. It worked like a charm. Thank you!
This comment was minimized by the moderator on the site
Since this page is auto-translated in other languages the explorer path parts should be prevented from beeing translated. In the german translation "% userprofile% \ AppData \ Roaming \ Microsoft \ Signatures" translates to "% userprofile% \ AppData \ Roaming \ Microsoft \ Signaturen" and that path will not work ?
Apart from that a nice description - thank you
This comment was minimized by the moderator on the site
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.
This comment was minimized by the moderator on the site
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.
This comment was minimized by the moderator on the site
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!
This comment was minimized by the moderator on the site
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.
This comment was minimized by the moderator on the site
I just copied and pasted my signature and resaved it onto my new computer. Much easier than this method.
This comment was minimized by the moderator on the site
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).
This comment was minimized by the moderator on the site
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?
This comment was minimized by the moderator on the site
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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