How to Convert Outlook Signature to HTML Format? – Quick Method!

Ritu Roy | Email Address Email Backup Featured How to's Outlook Technology | 7 minutes read | Modified on: 19-05-2025

I’m a working professional and an IT admin, but I can provide useful insights based on common industry practices. It’s a common issue for many users to figure out how to convert Outlook signature to HTML, especially if they want to back it up or reuse it across different platforms.

An Outlook signature is an important part of professional email communication. It typically contains essential information such as your name, job title, company name, contact details, brand image, social media links, and often some styling (fonts, colors, or even a company logo). Saving it as an HTML file is helpful because it allows you to preserve all formatting and includes embedded elements like images, logos, and links.

Read More – Signature Button Not Working in Outlook

Common Reasons for Saving Outlook Signatures as HTML

There are several common reasons why users might choose to save their Outlook signatures as HTML. Here are some of the most prevalent ones:

One of the primary reasons for saving an Outlook signature as an HTML file is to ensure it can be easily used in multiple email clients. While Outlook supports HTML signatures, other platforms like Gmail, Apple Mail, and Thunderbird also accept HTML signatures. By saving your signature as HTML, you can seamlessly transfer it to other email applications without losing any formatting or style.

Sometimes, your email client profile may get reset, or you may encounter issues that require you to reinstall or reconfigure Outlook. By saving your signature as an HTML file, you create a backup that allows you to easily recover your signature later. You won’t have to recreate the signature from scratch if something goes wrong with your email profile.

Saving your Outlook signature as HTML helps ensure cross-platform compatibility, meaning it can be used on different operating systems like Windows, Mac, or Linux without any issues. Email clients on different platforms often have minor variations in rendering signatures, but HTML gives you more control over how your signature will appear across various systems.

Common Issues and Solutions

• Issue: Formatting Issues When Pasting
  • If the formatting doesn’t appear correctly after pasting into the HTML file, ensure that you’re using a proper HTML editor like Notepad++ or Sublime Text.
  • Sometimes, the plain text editor might strip out the styling, which can cause formatting errors. Make sure to use an editor that recognizes HTML.
• Issue: Images Not Showing in Signature
  • If your signature includes images, ensure that the image URLs are correctly linked in the HTML code. If the images are hosted online, make sure they have the proper URL.
  • Alternatively, if you’re using local images, ensure they are properly linked and included when transferring the signature to other devices or email clients.
• Issue: Signature Looks Different Across Platforms
  • This can occur due to variations in how different email clients render HTML. To avoid this, try using simple inline styles rather than external CSS or overly complex formatting.

How to Change Signature in Outlook to HTML Manually?

When using Microsoft Outlook, you can create a custom signature that includes text, links, and images. These signatures are stored as HTML files in a default Outlook signature folder. However, when you need to export an Outlook signature, especially with images, handling those images without losing formatting can be a challenge.

In this guide, we will walk you through a step-by-step process to export your Outlook signature as an HTML file while preserving all formatting and images. We will focus on how to handle images by converting them to Base64 encoding, ensuring that no image or data is lost during the export process.

Phase 1: Locate the Outlook Signature Folder

The first step is to find the default storage location where Outlook saves your signature. Depending on the version of Outlook and your operating system, this folder might be in different locations. However, the default storage for Outlook signatures is usually found here:

For Outlook on Windows:

C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Signatures

Here, you’ll find HTML files corresponding to each of the signatures you’ve created in Outlook.

Open File Explorer.

Navigate to the path: C:\Users\ [YourUsername]\AppData\Roaming\Microsoft\Signatures.

Inside this folder, you will find the HTML file(s) for your Outlook signature(s).

Phase 2: Handle Signature Images by Converting Them to Base64

If your signature contains any images (such as logos or personal photos), you will need to convert these images into Base64 encoding. Base64 encoding allows you to embed the image directly into the HTML file, which is useful when exporting or transferring the signature, as the image no longer needs to be linked to an external file.

Here’s how to convert your Outlook signature image to Base64:

1. Open your Outlook Signature HTML file: In the Signatures folder, locate and open the HTML file of your desired signature using Notepad or any text editor.
2. Locate the Image in the Signature HTML: In the HTML code, search for the image tag <img src=”file:///C:/…”>. This is where the image is linked.
3. Convert the Image to Base64:
   • Open a Base64 image converter tool online (you can search for “Image to Base64 converter”).
   • Upload your signature image to the converter and click Convert.
   • Copy the Base64 code that the converter generates.
4. Replace Image Path with Base64 Code:
   • In the signature HTML file you opened earlier, find the <img> tag where the image is referenced.
   • Replace the src=”file://…” path with the Base64 code that was generated from the image converter. It will look like this:

<img src=”data:image/jpeg;base64,/9j/4AAQSkZJRgABAQEAAAAAAAD…”>

5. Save the Changes: Once you’ve replaced the image link with the Base64 code, save the HTML file.

Phase 3: Export Outlook Signature as HTML

Now that you’ve handled the images in your signature, it’s time to export the signature as an HTML file. Here’s how you can do this:

1. Copy the Signature Folder:
   • If you plan to transfer the signature to another system or save it for backup purposes, simply copy the entire Signatures folder from its location (C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Signatures).
   • You can then paste this folder in your desired location, or onto an external storage device.
2. Backup HTML File:
   • If you want to back up your signature in a different folder or ensure that no data is lost, you can make a copy of the HTML signature file.
   • Make sure the Base64 image code is intact in the copied HTML file, as it is now embedded directly into the file.
3. Transfer Signature:
   • To use the exported signature on another computer or Outlook profile, you can transfer the signature folder.
   • On the new machine, navigate to the same default folder (C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Signatures) and paste the signature folder with the HTML file and images.

Pitfalls of the DIY Solutions for Exporting Outlook Signatures

While the DIY approach to exporting Outlook signatures, such as manually editing HTML files, converting images to Base64, and handling the signature folder, may seem like a cost-effective solution, it comes with several significant drawbacks. These issues can make the process frustrating and risky, especially for users without technical expertise. Let’s explore the pitfalls of this method in detail:

• The DIY method involves multiple steps that require significant time and effort.
• Incorrect handling of Base64 encoding can disrupt the formatting and appearance of your signature.
• Users need a basic understanding of HTML and Base64 encoding to properly edit and manage signatures.
• Manual updates to signatures are tedious and prone to errors.
• Small mistakes in the process can result in broken signatures or missing images.

Pro Solution to Convert Outlook Signature to HTML

The CubexSoft PST Converter is an advanced, user-friendly solution for converting Outlook signatures to HTML files. By automatically handling image embedding as Base64 code and preserving the signature formatting, this tool eliminates the need for manual editing and HTML expertise. With just a few clicks, you can easily export your Outlook signature in HTML format, ready for use in your emails or for future backup.

Unlike the manual method, there’s no need to manually locate the signature file or manually encode images into Base64. Instead, all you need to do is convert the email that contains your signature and then extract the signature into an HTML document.

Wrapping Up!

In this blog, we have covered everything you need to know about exporting and saving Outlook signatures as HTML files. We started by understanding the importance of saving Outlook signatures in HTML format, discussing how it ensures consistency across different email clients and allows for easy management and portability. Next, we explored the manual techniques for exporting Outlook signatures as HTML. This included a detailed step-by-step process starting from locating your Outlook signature files to converting them into HTML. However, while this method may work, it is quite time-consuming and requires a basic understanding of HTML and Base64 encoding, which makes it less ideal for those unfamiliar with technical processes.

Finally, we introduced an expert solution using a CubexSoft PST File Converter tool to effortlessly extract and convert Outlook signatures into HTML format. This professional approach simplifies the process by automatically embedding images as Base64 code and preserving the formatting, all without the need for manual HTML editing. With the expert solution, users can save time, avoid errors, and ensure a professional outcome.