Guide: Backup your e-mail signatures in Outlook for Mac

How you put som effort in you e-mail signatures in Outlook for Mac then you maybe want to keep the safe. Follow these simples steps to backup your signatures, wether you just want to keep them safe or if you intend to move to a new computer.

  1. Close Outlook
  2. Locate your Office 2011 Identities-folder (~/Documents/Microsoft User Data/Office 2011 Identities/)
  3. Open the identity folder to backup signatures from (i.e. any of the subfolders in the Office 2011 Identities folder) a) Typically you have only one identity and this one should be named Main Identity (~/Documents/Microsoft User Data/Office 2011 Identities/Main Identity)) b) If you have multiple identities you could either backup all the subfolders, or you choose one subfolder to backup
  4. Navigate into the Data Records subfolder (for example ~/Documents/Microsoft User Data/Office 2011 Identities/Main Identity/Data Records/)
  5. Copy the Signatures folder to a safe place
    1. Optionally you could zip this folder
  6. Done

More details about recovering identities can be found at officeformachelp.com.

Ok, now the files are safe. How about restoring these files on a new computer? It is almost as simple, just follow these steps:

  1. Make sure Outlook is closed (and no other Office applications is running)
  2. Locate your Office 2011 Identities-folder (~/Documents/Microsoft User Data/Office 2011 Identities/)
  3. Open the identity folder to restore signatures to (i.e. any of the subfolders in the Office 2011 Identities folder) a) Typically you have only one identity and this one should be named Main Identity (~/Documents/Microsoft User Data/Office 2011 Identities/Main Identity) b) If you have multiple identities you choose one subfolder to restore to initially, then you can repeat step 3-7 until all identities have been restored
  4. Navigate into the Data Records subfolder (for example ~/Documents/Microsoft User Data/Office 2011 Identities/Main Identity/Data Records/)
  5. Copy your backup of Signatures folder into the Data Records folder (for example ~/Documents/Microsoft User Data/Office 2011 Identities/Main Identity/Data Records/) and choose to overwrite all existing files (I assume you haven’t created any new signatures in this fresh installation, so it should be safe to overwrite)
  6. Open the Microsoft Database Utility found in the /Applications/Microsoft Office 2011/Office/ folder
  7. Choose the identity you which to restore signatures to and click Rebuild (this might take some time)
  8. Open Outlook and your signatures should have been restored

What about other settings from Outlook other than signatures? You could easily backup your entire identity-folder (from ~/Documents/Microsoft User Data/Office 2011 Identities/). A warning tough: the subfolders /Identity/Data Records/Message Attachments/ and /Identity/Data Records/Messages/ could be fairly large (several gigabytes if you have a large mailbox).   (Note: this has been tested on Outlook 2011 for Mac may as well work on both older and never versions)

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