Outlook: Copy email signatures to another computer

Business Compliance requires business email signatures to exist and to contain relevant information. Outlook 2010 is by far the most utilised email client in corporate environments. Unfortunately copying email signatures, carefully developed on one’s desktop, is not that straightforward to copy to laptop or another PC. This text shows how is that done.

Copy Outlook 2010 email signatures to another computer

If you have created email signatures that you add to outgoing messages, these signatures can be copied to another computer. You can then use the signatures with Outlook on another computer.

Step 1: Copy email signatures from the original computer

  1. Exit Outlook.
  2. Open the folder where signatures are saved.

Because the Signatures folder is a hidden folder, the easiest way to open the folder is to use the command%APPDATA%\Microsoft\Signatures on the Start menu.

  • Windows 7    Click Start. Next to the Shut down button, in the Search programs and files box, type%APPDATA%\Microsoft\Signatures and then press Enter.Windows 7 Start menu with Search box
  • Windows Vista    Click Start. Next to the Shut Down button, in the Search box, type%APPDATA%\Microsoft\Signatures and then press Enter.Windows Vista Start button and Search box
  • Windows XP    Click Start, click Run, type %APPDATA%\Microsoft\Signatures and then press Enter.Windows XP Start button and Run command
  • Copy the signature files.

There are three files for each email signature — an HTML Document (.htm), Rich Text File (.rtf), and Text Document (.txt).

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Step 2: Copy signatures to the destination computer

  1. Exit Outlook.
  2. On the destination computer, open the folder %APPDATA%\Microsoft\Signatures.

Because the Signatures folder is a hidden folder, the easiest way to open the folder is to use the command%APPDATA%\Microsoft\Signatures on the Start menu.

  • Windows 7    Click Start. Next to the Shut down button, in the Search programs and files box, type%APPDATA%\Microsoft\Signatures and then press Enter.Windows 7 Start menu with Search box
  • Windows Vista    Click Start. Next to the Shut Down button, in the Search box, type%APPDATA%\Microsoft\Signatures and then press Enter.Windows Vista Start button and Search box
  • Windows XP    Click Start, click Run, type %APPDATA%\Microsoft\Signatures and then press Enter.Windows XP Start button and Run command
  • Start Outlook.

Your stationery is now available in Outlook on the destination computer.

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Step 3: Update older signatures

For signatures created in older versions of Outlook, you should update the signature files so that they use revised HTML code that uses cascading style sheets (CSS). This helps prevent potential problems when switching or deleting signatures in a message.

  1. Click the File tab.
  2. Click Options.
  3. Click Mail.
  4. Under Compose messages, click Signatures.
  5. In the Signatures and Stationery dialog box, in the Select signature to edit list, click a signature.
  6. Click in the Edit signature box, and then click Save.

 

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