Outlook Signature Location: Where to Find and Edit It

1. Where Are Outlook Signatures Stored?
2. What File Types Are Used for Signatures?
3. How to Find the Signature Folder in Classic Outlook
4. Do Outlook Signatures Sync Across Devices?
5. How to Export, Import, or Transfer Outlook Signatures
6. How to Back Up Outlook Signatures

Email signatures make your messages look more professional, whether you are writing a new email or replying to one. Knowing how to find your Outlook signatures will help you manage, update, and transfer them easily. 

This article gives simple step-by-step instructions to locate, edit, and back up your signatures in both Classic Outlook and Outlook Web. Let’s dive into the solution for finding and managing professional email signatures.

Where Are Outlook Signatures Stored?

The way Outlook signatures are stored depends on the version of Outlook you are using. If you are on Windows 10, Windows 11, Mac, or r using the cloud-based Outlook 365, the storage method is different. Below, we explain how it works for each platform.

On Windows (Classic Outlook)

In Classic Outlook, your email signatures are stored  locally on your computer. You can find them in the AppData folder, which is often hidden. To see this signatures folder, open File Explorer and turn on the option to view hidden items. 

This applies to the user signatures you create for your email accounts in Classic Outlook. Signatures are saved in three formats: HTML email signatures, rich text format, and plain text files.

In Outlook on the Web

In Outlook Web, your email signatures are stored in the cloud with your Microsoft 365 account, linked to your mailbox. This means your signatures will appear automatically when you sign in from any device using a web browser like Microsoft Edge or Internet Explorer. 

To edit your signature, click the Settings icon (the gear symbol) in the top-right corner, and then select “View all Outlook settings”  to find your signature in Outlook.

What File Types Are Used for Signatures?

Outlook signatures can be saved in three formats: HTML format, Rich Text format, and Plain Text. The HTML email signatures are the most common, as they let you add logos, links, and formatted text. This makes your signature more appealing to your target audience. You create these signature files when you save a signature in Outlook, and you can find them in the signatures folder.

Pro Tip: A Professional email signature generator, like Newoldstamp, creates signatures in HTML format with no coding or design skills, so signatures work correctly on any devices or email clients.

How to Find the Signature Folder in Classic Outlook

Finding the Outlook signature file location in Classic Outlook is simple once you know where to look. Here’s how to find it.

Showing Hidden Folders in Windows

The AppData folder is hidden by default, so you need to make it visible in File Explorer. Follow these steps:

1. To show hidden folders in Windows 10 or Windows 11, first, open File Explorer. 
2. Next, click on "View" in the menu, then choose "Hidden items" to make hidden folders visible. 
3. You can also press Ctrl + H on your keyboard to show or hide these items.

Typical Folder Path for Signature Files

The exact path for the signatures folder in Classic Outlook is:

C:\Users\<YourUsername>\AppData\Roaming\Microsoft\Signatures

To get there:

1. Open File Explorer. 
2. In the address bar, replace <YourUsername> with your user profile name. 
3. Then paste the path and press Enter to open the folder with your signature files.

On a Mac, use Finder to navigate to:

~/Library/Group Containers/UBF8T346G9.Office/User Content.localized/Signatures

This is where your user signatures are stored for Classic Outlook on macOS.

Do Outlook Signatures Sync Across Devices?

Whether your signatures sync depends on the Outlook version you’re using.

Classic Outlook – Manual Only

In Classic Outlook, your signatures are saved on your device and do not sync automatically. You need to copy and transfer them to other devices manually by yourself, using a USB drive or cloud storage. This process is the same for both Windows and Mac computers.

New Outlook – Sync via Microsoft 365

Outlook for Windows and Outlook 365 now allow you to sync your email signatures across devices using Microsoft 365, supporting cloud roaming. Your signatures are linked to your mailbox, so they will update automatically when you sign in on different devices. This is really helpful for businesses (especially for enterprises) and anyone using email signature management software, as it keeps signatures consistent.

How to Export, Import, or Transfer Outlook Signatures

Need to move your signatures to a new device or account? Here’s how.

Exporting from Classic Outlook

To backup your signatures:

1. Navigate to the signatures folder using the path above.
2. Copy the entire folder or specific signature files (HTML, RTF, or text).
3. Paste them into a USB drive or cloud storage for safekeeping.

Importing to a New Outlook Profile

To restore signatures:

1. Navigate to the same signatures folder on the new device.
2. Paste the copied signature files into this folder.
3. Open Outlook, go to File > Options > Mail > Signatures, and review to ensure they appear correctly.

Moving Signatures Between Devices or Accounts

To transfer signatures:

1. Follow the export steps above.
2. On the new device, place the files in the signatures folder.
3. In Outlook, go to the signature settings and assign the signature to your new email or reply settings.

This process works for both Windows and Mac, ensuring your professional email signatures stay consistent.

How to Back Up Outlook Signatures

To avoid losing your signatures, always backup your signatures folder:

1. Locate the folder as described above.
2. Copy the folder to a safe location, like a USB drive or cloud storage.
3. If you’re using Outlook 365, signatures are backed up automatically in the cloud, so no manual backup is needed.

For extra help, check the Microsoft Community or experts on forums for tips on managing signatures. If you’re waiting for a sync or verifying a setup, it only takes seconds to confirm everything is working.

By following these steps, you can easily manage your Outlook signature location, whether you’re using Classic Outlook, new Outlook for Windows, or Outlook Web.