Outlook Signatures: How to Backup and Move Between Computers

By standss Monday, April 19th, 2010

Here’s a super easy way to copy or backup your signatures in Outlook… not sure why Microsoft did such a great job of building this feature and then hiding it.

I recently got myself a new computer. I setup my Outlook and had “almost” everything working… except for my Signatures. Signatures are not saved with the rest of your Outlook data and so I procrastinated… because of the effort needed to find where they were on my old computer and where they should go on my new computer.

Turns out Microsoft has built in a hidden way to jump straight to the folder where your signatures are saved.

This works in all versions of Outlook..  from Outlook 2000 all the way to the soon-to-be- released Outlook 2010.

To Backup your Outlook Signatures
Click Tools-Options and then select the Mail Format tab. (In Outlook 2010 click File-Options and then select the Mail tab)

Now hold down the CTRL key and click on the Signatures button. Outlook will open the folder on your computer that contains all your signatures.

Copy all the files and folders in the open folder to your backup device (USB Drive, External Drive, DVD etc)

To Copy backed up Outlook Signatures to your new computer
Open Outlook on your new computer

Click Tools-Options and then select the Mail Format tab. (In Outlook 2010 click File-Options and then select the Mail tab)

Now hold down the CTRL key and click on the Signatures button. Outlook will open the folder on your computer that contains all your signatures.

Copy the files from your backup device over to this folder.

The next time you try and insert a Signature in Outlook, they will all be there.

I hope you find this tip useful. It certainly made it easier for me to switch from my old computer to my new computer.

OPTIONAL RELATED OUTLOOK ADDIN: If you use Signatures as an essential part of your business you may also want to look at our Outlook addin Signature Switch for Outlook.

Categories : Outlook Email Tips, Outlook Installation/Setup

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