Software

Quickly copy your signatures to another computer

Don't hunt and peck looking for signature files when you need to update a new computer or share them with a second computer, use this quick shortcut to find signature files.

Creating a new signature isn't a big deal if it's simple. Most of us just add a few lines of text. If yours contains special formatting, graphic files, or you have several signatures, creating them from scratch is a nuisance. Whether you work with more one computer (and who doesn't?) or you setting up a new one, you can quickly copy your signatures from one computer to another - you don't need to recreate any of them.

This technique is handy because you don't need to know the location of the signature files; Outlook will take you right to them! Have a thumb drive or CD ready and do the following:

  1. In Outlook, click the File tab and click Options under Help in the left pane. In Outlook 2003 and 2007, choose Options from the Tools menu and click the Mail Format tab.
  2. Hold down the [Ctrl] key and click Signatures. Outlook will launch Windows Explorer and display the signature files.
  3. Press [Ctrl]+A to select all the files and folders.
  4. Copy the selected files to your thumb drive or other storage medium.

To copy the signature files to the new computer, repeat steps 1 through 3 at your new system. Then, copy the signature files from your thumb drive to the appropriate folder on the new computer!

It's a simple procedure, but not very intuitive. If you don't know the [Ctrl] shortcut is available, you'll totally miss this handy technique.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

15 comments
CharlieSpencer
CharlieSpencer

Copy the sig from the incoming message then paste it into a new sig in the new client.

jerryy26
jerryy26

In Excel it will only work once if the copied data is complete cells. Excel is a bit shy about pasting copied cells, you can paste (Ctrl-V) as many times as you like but as soon as you do anything else, including Repeat, it clears the clipboard.

dhays
dhays

This is not a problem for Outlook as we don't use it here. I know where my signature files are in Lotus Notes. C:\lotus\notes\data I don't normally use signatures for my home use of Outlook.

marvin
marvin

Thanks for the outstanding tip. Copying signatures from one PC to another has always been a chore. You made it easy

cham
cham

Go to Computer / Users / (User name) / AppData / Roaming / Microsoft / Signatures and copy the folder. Also copy Stationary and UProof (which contains your corrected dictionaries).

ian
ian

You lost me at #1. I have Outlook 2007 and don't see anything you describe.

ssharkins
ssharkins

Pressing Ctrl doesn't usually change a button's behavior -- that's why most people won't find this. I don't think it's documented, so it could also disappear.

lars.staurset
lars.staurset

...has no Office button (I suppose there is one in Outlook 2010), but the technique for O-03 works. Interesting.

Spitfire_Sysop
Spitfire_Sysop

That was unexpected behaviour. Holding ctrl when clicking a button is not a standard instruction. Buttons usually don't have multiple funcitons. M$ should stick to established interactions. Do I have to hold ctrl and click all of the buttons now? Looking for hidden shortcuts. Sheesh

dhays
dhays

do you mean stationery? The word you used means at rest or still.

seanferd
seanferd

ssharkins' post Oh foot...

ssharkins
ssharkins

You're right -- Outlook 2007 still has the main menu -- so look under Tools | Options, as you would in Outlook 2003. Susan H.

Mark W. Kaelin
Mark W. Kaelin

Where did this CTRL thing come from? Never saw any reference to it before. Thanks Susan - my weekend is spoken for now. ;)

seanferd
seanferd

like they were hyperlinks in a Word document, what?

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