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:
- 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.
- Hold down the [Ctrl] key and click Signatures. Outlook will launch Windows Explorer and display the signature files.
- Press [Ctrl]+A to select all the files and folders.
- 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.
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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.