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
Step 1: Copy email signatures from the original computer
- Exit Outlook.
- 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 Vista Click Start. Next to the Shut Down button, in the Search box, type%APPDATA%\Microsoft\Signatures and then press Enter.
- Windows XP Click Start, click Run, type %APPDATA%\Microsoft\Signatures and then press Enter.
- Copy the signature files.
There are three files for each email signature — an HTML Document (.htm), Rich Text File (.rtf), and Text Document (.txt).
Step 2: Copy signatures to the destination computer
- Exit Outlook.
- 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 Vista Click Start. Next to the Shut Down button, in the Search box, type%APPDATA%\Microsoft\Signatures and then press Enter.
- Windows XP Click Start, click Run, type %APPDATA%\Microsoft\Signatures and then press Enter.
- Start Outlook.
Your stationery is now available in Outlook on the destination computer.
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.
- Click the File tab.
- Click Options.
- Click Mail.
- Under Compose messages, click Signatures.
- In the Signatures and Stationery dialog box, in the Select signature to edit list, click a signature.
- Click in the Edit signature box, and then click Save.
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