Missing image in email signature

Jason Boardman 0 Reputation points
2026-05-04T00:38:49.75+00:00

I've recently setup Outlook(PWA) for my business and setup a email signature with my logo as part of the signature same as I have done in the older Outlook but when I create new email or reply the image isn't there only the text.

I've tried all the tips that I've read on here as well as on google but nothing seems to work.

Any tips/work arounds I can try?User's imageUser's image

The above is outlook(PWA) and below is original outlook

Outlook | Web | Outlook on the web for business | Settings

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  1. AI answer

    2026-05-04T00:39:03.51+00:00

    Outlook on the web (including the PWA) handles signatures differently from classic Outlook, especially for images.

    Key points and workarounds based on current behavior and documentation:

    1. Signatures are separate per client
      • A signature created in classic Outlook does not automatically carry over to Outlook on the web/PWA. A new signature must be created directly in Outlook on the web.
      • Go to Outlook on the web → Settings → Mail → Compose and reply, and recreate the signature there.
    2. Image support differs by Outlook surface
      • Outlook Web App historically has limitations around images in signatures. In some configurations, images cannot be embedded or may not display as expected.
      • In some older Outlook Web App experiences, images in signatures are not supported at all; only text is guaranteed to appear. In those cases, only the text portion of the signature will show, which matches what is seen in the PWA.
    3. Exchange/OWA issues with inline images
      • In Exchange Server 2016 environments, signatures created in Outlook on the web that use images inserted as data URIs can fail to display for recipients; instead of the image, a placeholder or cross is shown. This is fixed only after installing newer cumulative updates on the server.
      • If the mailbox is hosted on an on‑premises Exchange 2016 server that is not up to date, updating to at least Cumulative Update 11 or later is required for reliable inline-image handling in signatures.
    4. Practical workarounds
      • Use a text‑only signature in Outlook on the web/PWA if the environment does not fully support images in signatures.
      • If running on Exchange Server 2016 on‑premises, ensure the server is updated to CU11 or later so that inline images in signatures are promoted correctly.
      • Continue using classic Outlook for composing messages that must include the logo, since classic Outlook supports richer signatures and may not be affected by the same web limitations.

    Because Outlook Web App and classic Outlook do not share the same signature engine and capabilities, the most reliable options are either updating the server (if applicable) and recreating the signature in Outlook on the web, or using a text‑only signature in the PWA and reserving image signatures for classic Outlook.

    References:

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  2. Darren-Ng 12,770 Reputation points Microsoft External Staff Moderator
    2026-05-04T01:51:12.2+00:00

    Dear @Jason Boardman,

    Thank you for posting your question in the Microsoft Q&A forum.

    Please understand that our forum is a public platform, and we will modify your question to cover your organization domain name in the description. Please notice to hide these personal or organization information next time you post error or some information to protect personal data.

    Based on your description, you set up an email signature with a logo in Outlook, but when composing or replying to emails, only the text appears while the image is missing.

    I have tested inserting an image into a signature, and it worked correctly in my test environment.

    Could you please share how you created the signature on your side so I can better understand your situation?

    In the meantime, to insert an image into a signature, you can follow the steps below:

    Log in your business account in Outlook

    Click New message > in the pane menu > Insert tab > Signature > add your signature, then you can insert your image in your signature.

    User's image

    Please let me know if it works on your side. If you encounter any issues or get stuck at any step, feel free to let me know so I can support you more effectively.

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

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  3. Darren-Ng 12,770 Reputation points Microsoft External Staff Moderator
    2026-05-04T03:27:44.13+00:00

    Yes I created the signature in Outlook(PWA) and inserted an image tried both jpeg & png format for the image but both showed in the setup/edit section where I created the signature but neither showed the image when I tried to new new email or reply to a email, omly the text showed

    Also noticed that when I reply to a customers email where they have a logo image if removes it from signature and attaches it as an image

    Dear @Jason Boardman,

    Thank you for your update,

    This behavior is typically related to how Outlook on the web handles images in signatures. Unlike Classic Outlook, Outlook Web does not fully support embedded or locally stored images in signatures, and it may convert or strip them during message composition or reply. To resolve or work around this issue, you can try: Hosting the image externally (e.g., SharePoint or a public URL) and inserting it via a direct image link instead of pasting it. And if you cannot insert it via link, try to copy the image then paste in direct into add signature setting. Testing in a different browser or using InPrivate mode to rule out caching or browser-related issues. When replying to emails, Outlook may not preserve inline images in the original signature and instead converts them into attachments. This is expected behavior due to how Outlook processes message formatting and embedded images during replies, especially in Outlook on the web.

    In the meantime, try to use New Outlook desktop app to check the image appear or not.

    If the issue still persists, I recommend you contact to Microsoft Support team. The Microsoft Online Support Team has higher permission than us moderators to remotely assist you and collect background logs for the root cause. This is a more efficient and direct way in recovering this scenario for you.

    If you are user, you can contact to your IT/administrator and they can follow steps in this link Get support - Microsoft 365 admin. 

    And if you are global admin of your organization, you can use this link to find the appropriate contact number: Global Customer Service phone numbers - Microsoft Support  

    Note: Please understand that as forum moderator, my primary goal is to provide helpful guidance and support through general troubleshooting steps. While I don’t have access to internal systems or test devices required to resolve backend issues, I truly appreciate your understanding of these limitations. I genuinely hope the information I share helps guide you in the right direction, and I'm always here to assist as much as I can within my scope.   

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  5. Armando Vargas FautschArmando Vargas Fautsch 0 Reputation points
    2026-09-11T18:58:24.0866667+00:00

    Hi Jason,

    This is a known pain point with Outlook Web / new Outlook: images embedded inline in a signature (base64 data or local attachments) often get stripped or stop rendering once the signature is saved and reused, especially across different Outlook clients (desktop, web, mobile) and when a recipient's client blocks embedded content by default.

    The fix that has worked consistently for me: host the logo/image at a permanent, publicly-accessible HTTPS URL (not a local file or an embedded attachment) and reference it with a standard img src="https://..." tag. That way every client just fetches the image from the web instead of depending on how each app handles embedded content. Worth checking the raw HTML your signature editor generates - if it's using base64 image data or a cid: reference instead of a real https:// URL, that is almost always the root cause.

    If it helps, I built a free checker at signatureforever.com/en/check - you paste your signature HTML and it flags exactly this kind of issue (embedded vs. hosted images) plus other things that break across Outlook desktop/web, Gmail and Apple Mail. Full disclosure, it is my own tool, but the check itself is free and needs no signup.

    Hope that gets the image showing consistently for you.

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