Outlook 2013 (and classic Outlook for Windows up to Microsoft 365) stores email signatures in %APPDATA%\Microsoft\Signatures, which is C:\Users\[your name]\AppData\Roaming\Microsoft\Signatures. Press Win + R, paste %APPDATA%\Microsoft\Signatures, and press Enter to open it. Each signature has an .htm, .rtf, and .txt file plus a _files folder for images.
Signatures aren’t saved in your .pst or .ost data file, so they need to be copied separately when you move to a new PC.
Quick Answer
Win + R > %APPDATA%\Microsoft\Signatures > Enter. Or in Outlook, hold Ctrl while clicking File > Options > Mail > Signatures.
Open the Signatures Folder
- Close Outlook.
- Press Win + R.
- Type %APPDATA%\Microsoft\Signatures and press Enter.
If AppData isn’t visible when you browse manually, it’s a hidden folder; typing the path in Run always works.
What’s in the Folder
| File | Used for |
|---|---|
| Name.htm | HTML emails (most messages) |
| Name.rtf | Rich Text emails |
| Name.txt | Plain-text emails |
| Name_files folder | Logos and images used in the signature |
Move Signatures to a New Computer
- On the old PC, copy the whole Signatures folder to a USB drive or cloud storage.
- On the new PC, open Outlook once, then close it.
- Open %APPDATA%\Microsoft\Signatures (create the Signatures folder if it’s missing) and paste the files.
- Open Outlook and pick the default signature in File > Options > Mail > Signatures.
New Outlook and Outlook on the Web
The new Outlook for Windows and Outlook on the web don’t use this folder. Their signatures are saved with your mailbox in the cloud, so they follow you to any computer. Manage them in Settings > Accounts > Signatures. Recent versions of classic Outlook can also sync signatures with Microsoft 365 mailboxes, in which case changes may come from the cloud rather than the local files.
Troubleshooting
- The folder is empty: You may be using the new Outlook, or signatures are synced from the cloud. Check Outlook’s signature settings.
- The folder has a different name: Non-English versions of Outlook use a translated folder name, such as Firmas or Signaturen.
- Images are missing after copying: Copy the _files folder along with the .htm file.
- Outlook is slow or showing stale data: See how to clear the Outlook cache.
Using Gmail too? See how to remove or change a Gmail signature.
Frequently Asked Questions
Can I edit the .htm file directly?
You can, but editing in Outlook’s signature editor is safer. Direct edits may be overwritten when you save from Outlook.
Is the location the same in Windows 7, 10, and 11?
Yes. Classic Outlook uses %APPDATA%\Microsoft\Signatures on all of them.
Where does Outlook for Mac store signatures?
Inside the Outlook profile database, not as separate files. Manage them from Outlook’s Settings on the Mac.
Summary
- Press Win + R.
- Enter %APPDATA%\Microsoft\Signatures.
- Copy the whole folder to back up or move signatures.
- Use Outlook’s settings for new Outlook and web signatures.
Kermit Matthews is a freelance writer based in Philadelphia, Pennsylvania with more than a decade of experience writing technology guides. He has a Bachelor’s and Master’s degree in Computer Science and has spent much of his professional career in IT management.
He specializes in writing content about iPhones, Android devices, Microsoft Office, and many other popular applications and devices.