Where is the Outlook signature location?

Ever wondered where your carefully crafted email signatures in Outlook are hiding? Whether you're backing up your data, switching devices, or just curious, knowing your Outlook signature location can be incredibly useful.

So where are email signatures stored in Outlook? The honest answer is: it depends on which Outlook you're using, and increasingly, on decisions Microsoft has made about the cloud that most guides haven't caught up with. Let's go through each platform, then cover why signatures follow you on some clients and not others.

Where are Outlook email signatures stored?

The Outlook email signature location is a specific folder or cloud setting, and which one applies depends on your operating system and which Outlook client you're running. Before you go looking for a file, there's one thing worth checking first.

We'll cover some common paths for how to access signatures in Outlook for Windows and Mac below.

Are you on classic Outlook or the new Outlook for Windows?

Microsoft is in the middle of migrating every Windows user from classic Outlook to a new, web-based Outlook client. The new Outlook is already the default for Microsoft 365 Business Standard and Premium customers; Enterprise customers are scheduled to switch in March 2027, and classic Outlook support ends in 2029.

This matters here because the two clients don't store email signatures the same way. Classic Outlook keeps local signature files on the device (the Windows steps below). The new Outlook stores signature settings in the cloud from the start, so there's no local file to find, only the in-app Settings menu. If the steps below don't match what you see on screen, you're most likely on the new Outlook.

For a fuller breakdown of what else changes, see Exclaimer's guide to the new Outlook for Windows.

Outlook signature location on Windows

If you're using classic Outlook on a Windows computer, here's how to locate your email signatures:

1. Open File Explorer and navigate to: C:\Users\[Username]\AppData\Roaming\Microsoft\Signatures

2. In this folder, you'll find all your saved email signatures in .htm or .html format. You can also create subfolders for organizing them.

You can also access the Outlook signature file location folder by doing the following:

1. Open Outlook.

2. Select File > Options.

3. In the Mail category, click Signatures... under the "Create or modify signatures for messages" section.

   
   

4. From here, you can create, edit, or assign default signatures for new emails and replies/forwards.

   
   

If you're on the new Outlook for Windows instead, this file path won't exist. Go to Settings > Accounts > Signatures inside the app instead.

Email signature location in Outlook on the web

If you're using Outlook on the web, here's where you can find your Outlook email signature:

1. Sign in at outlook.office.com.

2. Click the gear icon (Settings) in the top-right corner.

3. Click on Account > Signatures.

   
   

4. Under Mail > Compose and reply, you’ll find the signature editor.

   
   

Outlook on the web signatures are cloud-based, and for Microsoft 365 and Outlook.com mailboxes, they now roam to Outlook for Windows automatically. They don't extend to Mac or mobile.

Outlook signature location on mobile (iOS and Android)

1. Open the Outlook mobile app.

2. Tap your profile icon, then the gear icon to access Settings.

3. Scroll to Signature under the Mail section.

   
   

4. Edit the signature directly in the text box.

   
   

Mobile email signatures are device-specific and won't carry over to desktop or web. Microsoft's roaming signatures feature doesn't reach the mobile app.

Outlook signature location on Mac

For classic Outlook for Mac, email signatures are stored at:

~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Signatures

1. Open Finder and select Go > Go to Folder from the menu bar.

2. Enter ~/Library/Mail/

3. Select the folder with the signature version, such as V3. Here, you'll find all your saved signatures in .html format.

For the new Outlook for Mac, there's no equivalent folder to browse to reliably. It stores signatures locally, but not in the same location, and it doesn't yet read Microsoft's roaming signatures either. Use Outlook > Settings > Signatures inside the app itself, and export or copy the signature text directly from there rather than hunting for a file.

Do Outlook email signatures sync across devices?

Sometimes. It depends on the mailbox type and the client, not just the device.

Microsoft's roaming signatures feature, live since Outlook build 2303, syncs your default email signature (the one used for new messages or replies and forwards) automatically between Outlook for Windows and Outlook on the web. No setup is required; it applies on its own.

The catch is what it doesn't cover:

So an admin whose organization runs a mix of Microsoft 365 mailboxes, a handful of legacy Exchange on-premises accounts, and a Mac-heavy design team is looking at three different sync behaviors for the exact same email signature policy. That's the part that turns a five-minute update into a recurring ticket.

What signature fragmentation costs IT teams

Exclaimer's State of Business Email 2025 research found that 35% of IT teams name email signature management as one of their top two most time-consuming tasks, largely because of exactly this kind of platform-by-platform inconsistency.

Roaming signatures answer one question: does the current signature reach every device. They don't answer the one IT admins worry about: what's still cached on a device nobody's checked in months, and whether it's sending the current disclaimer or an old one. That's a deployment question, not a sync question. Applying a signature as the email is routed through the system, rather than reading whatever the device has stored, means it doesn't matter what's cached locally. That's the model behind centralized email signature management.

How to back up your Outlook email signatures automatically

While manually backing up your Outlook email signature files is always an option, you can also set up automatic backups to save time and effort.

Outlook for Windows

1. Open Outlook and go to File > Options > Mail.

2. Under the Save messages section, click on the Signatures... button.

3. In the new window, select the signature you want to backup and click on Export...

4. Choose a location to save your backup file and click Save.

5. Repeat this process for each signature you want to backup.

Outlook for Mac

1. Open Outlook and go to Preferences > Signatures from the menu bar.

2. Control-click on the signature you want to backup and select Show in Finder.

3. Copy the signature file to a backup location.

4. Repeat this process for each signature you want to backup.

How to restore your Outlook signatures from backup

If you ever need to restore your Outlook email signature from a backup, just follow these steps:

Outlook for Windows

1. Open Outlook and go to File > Options > Mail.

2. Under the Save messages section, click on the Signatures... button.

3. In the new window, click on Import...

4. Select your backup file and click Open.

5. The signature will be imported and available for use in Outlook.

Outlook for Mac

1. Open Outlook and go to Preferences > Signatures from the menu bar.

2. Click on the plus (+) sign at the bottom left of the window to create a new signature.

3. Control-click on the new signature and select Show in Finder.

4. Replace the new signature file with your backup file.

5. Repeat this process for each signature you want to restore.

Where can I find my Outlook email signature within the app?

Sometimes, you just want to tweak your Outlook signature without diving into file systems. Here's how to find your Outlook 365 signature location directly in Outlook:

1. Open Outlook.

2. Click on File in the top menu

3. Select Options

4. In the Outlook Options window, click Mail

5. Look for the Signatures button and click it

From here, you can create new signatures, edit existing ones, or assign them to different email accounts.

How to export your Outlook signature

Switching devices, or just need your email signature on a different computer? Here's how to transfer it.

Outlook for Windows

1. Open File Explorer and navigate to: C:\Users[Username]\AppData\Roaming\Microsoft\Signatures

2. Copy the .htm or .html file of the email signature you want to transfer (right-click and Copy, or Ctrl + C).

3. Paste the files onto a USB drive, cloud storage, or another method to move them to your new device.

4. On the other device, paste the file into the same location.

5. The email signature is now available in Outlook on that device.

Outlook for Mac

1. Open Finder and select Go > Go to Folder.

2. Enter ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile/Data/Signatures

3. Copy the .html file of the email signature you want to transfer (right-click and Copy, or Command + C).

4. Paste the files onto a USB drive, cloud storage, or another method to move them to your new device.

5. On the other device, paste the file into the same location.

6. The email signature is now available in Outlook on that device.

Can I manage multiple Outlook email signatures?

Outlook lets you create multiple email signatures, but switching between them depends on your platform:

• Desktop: Assign defaults per account and use Insert > Signature when composing.

• Web: Use the dropdown menu in the compose window.

• Mobile: Only one email signature is allowed per account.

Want to manage Outlook signatures centrally?

Now that you know where your Outlook signatures are stored, it's time to make them stand out.

Exclaimer for Microsoft 365 lets you centrally manage, update, and control every email signature without manual work or formatting issues.

Start a free trial and see how easy it is to automate and scale email signatures across teams and devices.