If when setting up a new computer a users' email signatures are not synced to the cloud and do not load when signing in this is how you can manually transfer or import email signatures in Outlook (Classic) between Windows computers.

Capability Notes:

• Outlook Classic (2019, 2021, Office 365 Outlook (Classic mode))

Not Compatible With:

• New Outlook for Windows 
• Outlook Web App
• Mobile Outlook apps 

Before You Start, You will need:

• Access to the old Windows computer with Outlook signatures 
• Access to the new Windows computer with Outlook installed
• USB drive
• Approximately 10-15 minutes 

Note: This process only works if signatures are stored locally, not synced to cloud 

Step 1: Export signature files from old computer

Method 1: Through Outlook Settings

1. Open Outlook (Classic)
2. Click File tab

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3. Click Options

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4. Click Mail tab (left sidebar) in the Outlook Options window
5. Under "Create or modify signatures for messages."
   • Ctrl + Click "Signatures..." button
   • This opens the Signatures folder in File Explorer
     • If this does not work use Method 2 below

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6. Understanding Signature Files
   • The names of the files in this folder are what the user named their Signatures in Outlook
   • For each signature, you'll see 3 files with the same name (some signatures may only have 2):
     • SignatureName.htm - HTML version (rich formatting)
     • SignatureName.txt - Plain text version
     • SignatureName.rtf - Rich text version

Method 2: Manual Navigation

If File Explorer does not automatically pop-up follow these steps:

1. Open File Explorer
2. Click in the address bar or (Ctrl + L)
3. Enter this path exactly:
   • C:\Users\NetID\AppData\Roaming\Microsoft\Templates
   • Enter the NetID of the user where NetID is in the file path
4. Press Enter

Step 2: Transfer Signature files

1. In the Signatures folder, press Ctrl+A to select all files
2. Press Ctrl+C to copy the files

Step 2b: Paste Signatures files onto USB drive

1. Open File Explorer
2. Insert the USB drive
3. Paste the Signatures files onto the USB drive (Ctrl + V)
4. Safely eject the USB drive

Note: You're copying the signature files, not the folder itself

If a USB drive is not available:

1. Upload signature files to cloud storage (OneDrive/Box)
2. Or email signature files to yourself
3. Download files on new computer
4. Proceed to Step 3

Step 3: Import signatures on new computer

1. Before pasting signature files to the new computer:
   • Close Outlook completely on the new computer
   • Check Task Manager to ensure no Outlook processes are running
   • Copying while Outlook is open may cause file corruption
2. Insert the USB drive with the Signatures files on it
3.  Open File Explorer
4. Click in the address bar or (Ctrl + L)
   • C:\Users\NetID\AppData\Roaming\Microsoft\Template
   • Enter the NetID of the user where NetID is in the file path
5. Click Enter
6. Paste the signatures files (not the folder) into the Signatures folder
   • If files already exist: Choose to replace them

Step 4: Verify signatures imported successfully

1. Open Outlook (Classic) on the new computer
2. Follow the steps in Method 1 to locate the signatures through Outlook settings (above)
3. Verify the signatures appear in the list 
4. Test each signature by composing a new email 
5. Make sure formatting appears correctly in the email

Troubleshooting

Signatures Don't Appear After Import

• Verify all 3 files were copied for each signature 
• Ensure Outlook was completely closed during import 
• Check file permissions in Signatures folder 

Can't Find AppData Folder

• AppData is hidden by default
• In File Explorer:
  • View -> Show -> Hidden items
• Or type the full path in address bar