How to Export and Save Outlook Signatures as HTML File?
Published: May 15th, 2025 • 6 Min Read
Hello Folks, are you a working professional or an IT admin? It is a common problem among users to know how to save Outlook signature as HTML. An Outlook signature provides a professional touch to your Outlook messages. It generally contains your name, brand image, social media links, and styled information.
Whether you are switching your device, backing up your data, or want to reuse your Outlook signature among different email clients for consistent branding. It is important to know the correct working steps to export Outlook signature as HTML. So that the formatting of your Outlook signatures will not be disturbed. Today, within this guide, we are going to cover a step-by-step guide to overcome the problem.
Why is It Essential to Copy Outlook Signatures as HTML?
Reuse Outlook Signature in Different Email Platforms: If you are someone who uses different email platforms in your daily work for communication. Then, to maintain the same authority and visibility across each email platform. Users need to have a copy of their Outlook signature saved as an HTML file.
Maintain Consistent Branding Across Different Platforms: Another common goal to save Outlook signature as HTML file is to keep the same brand visibility across different platforms.
Keep Personal or Organization-Wide Backup: One common and generic need to export Outlook email as HTML file is to keep a backup of their data in case of any disaster or mishap.
How to Save Outlook Signatures as HTML Manually?
The Outlook independently stores your signature image as an HTML file in the default storage location of the Outlook signature. But the major challenge comes in handling the images in the Outlook signature. To export Outlook signature as an HTML file without losing formatting & any data. You first need to copy the Outlook signature folder from the default storage location.
Thereafter, if any image is present in the signature, change the image into base 64 code. Lastly, open the Outlook signature HTML file and paste the base 64 code of the Outlook signature image in place of the path. To have a step-by-step working guide, please follow the below guided quick 3 phases to export Outlook signatures as HTML.
Phase 1: Locate Outlook Signature File
Commonly, the Outlook signature file location in Windows is on the path: “C:\Users\ [YourUsername]\AppData\Roaming\Microsoft\Signatures”.
However, if you are unable to locate Outlook signature file the you may try manually by navigating to the C drive in Windows File Explorer and clicking on Users >> Admin >> App Data >> Roaming >> Microsoft >> Signatures. If you still cannot locate Outlook signature, then your App Data folder might be hidden. To unhide it, click on View >> Show >> check Hidden Items.
Phase 2: Create Base 64 Image Code for Outlook Signature Image
- Now, after locating the Outlook signature file, copy and open it.
- Thereafter, click on signatures >> [Outlook Signature Name] folder.
- Now use any of the online images to base 64 converter to get the base 64 code for the Outlook signature image.
Phase 3: Edit and Save Outlook Signatures as HTML File
- After that, open the HTML file of the Outlook signature from the signature folder in any of the HTML code editors.
- Thereafter, replace the image path under src=”” with the base 64 code by adding
"data:image/png;base64 ,"before the base 64 image code.
- Lastly, save the file as new HTML file and double click on it to check the Outlook signature saved as HTML file without formatting loss.
Pitfalls of the DIY Solutions
Time Consuming: The above-mentioned DIY approach is a very time-consuming process. Starting from copying the signatures folder to changing the image to base 64 code and editing the HTML file, it is a very time-consuming task.
Risk of Formatting Loss: If users are unable to handle the base 64 code of image correctly then there are chances that you may loss the original formatting of your Outlook signature.
Technical Knowledge Required: Another drawback of using the DIY approach is that the DIY approach user must have a basic knowledge of HTML tags and attributes.
Professional Solution to Export Outlook Signature as HTML
One advanced solution that can convert Outlook signature to HTML file by automatically inserting the signature image as base 64 code is the best PST Converter. Users may use this solution to convert Outlook signatures to HTML file from the email body only. You do not need to locate the Outlook signature file and follow other manual approach steps. The only thing you need to do is to create a separate HTML document of the signature part from the converted email. Please follow the below guided steps below to seamlessly convert Outlook signatures to HTML without losing formatting.
How to Save Outlook Signature as HTML? Working Steps
- First, install and run the suggested solution on your desktop.
- Next, check out the option to convert the configured Outlook data.
- Thereafter, enable the folder that has an email containing an Outlook signature.
Phase 1: Convert email containing Outlook signature to HTML
- Now, choose the saving option as HTML from the drop-down menu list.
- After that, go to the filter options to selectively convert a single email.
Phase 2: Save the Outlook Signature Part as a Separate HTML File
- Then, open the converted email file in an HTML editor like Notepad++.
- Next, copy the Outlook signature part and paste it into a new HTML file.
- Finally, save the HTML file to save Outlook signatures as HTML.
Final Verdict
In conclusion of the above blog on the topic of how to export and save Outlook signatures as html file. We have started by understanding the reasons behind saving Outlook signatures into HTML. Secondly, we have discussed step-by-step manual techniques to overcome the problem. We have started from locating Outlook signature files to exporting them as HTML. However, this approach is a bit tricky and very time-consuming. Finally, we have seen the expert solution to export Outlook signature as HTML along with its step-by-step guide.