Email Signature Installation Instructions for Outlook 2003

The Stationery folder location varies depending on the version of Outlook (or Outlook Express) installed on your computer but typically it will be:

C:\Program Files\Common Files\Microsoft Shared\Stationery

*If you are using Outlook Express (version 5 or higher), please refer to the bottom of this document for instructions on installing your stationery.

Stationery Installation Instructions for Outlook 2003


  1. Open Outlook
  2. Select the Tools drop-down menu
  3. Then select Options
  4. Then choose the Mail Format tab
  5. In the Message Format area make sure the message format is HTML.
  6. Be sure you do NOT have the "Use Microsoft Word..." options ticked.
  7. In the Stationery and Fonts area click the Stationery Picker button. 

  8. You should see your new stationery listed in the drop down list. Select it and click OK. 

  9. If you want to change your signature, before clicking OK, select "Edit".  Edit your signature in the small window at the bottom of the page. 

  10. Now click the Fonts button in Stationery and Fonts section. On the Fonts tab, select the radio button that says "use fonts specified in stationery". Click OK. To be safe, also select the font used in your stationery in the Message Fonts/Composting New Message dialogue box. You can also set the reply and forwarding font, as well as when (if) you use plain text messages. 

    That's all there is to it! Now when you create a new message, Outlook will use your newly installed stationery as your default stationery until you turn this off or select another stationery.

  11. Note: To avoid having your stationery graphic files arrive as attachments, you may wish to click on the Internet Format button (main Mail Format tab) and deselect the option to send a copy of the graphic rather than reference their location from the Internet

    Stationery Installation Instructions for Outlook Express

  • Save your file(s) to C:\Program Files\Common Files\Microsoft Shared\Stationery
  • Open the Outlook Express program
  • Select >Tools
  • Select >Options
  • Select >Compose
  • In the Stationery section tick the Mail box
  • Then click on the Select button and find your stationery in the list of files.
  • Click OK and Apply.
  • That's it! When you compose a new mail message, your new stationery will be ready for use. 

    Note: Not ALL email programs read HTML and/or a user may set their preferences to not accept HTML email.  If that is the case, your message will either come across looking garbled (code) or it may also come with the graphics as attachments.  We would estimate 90% of email users/programs can read HTML.
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