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This usually means that all HTML code gets stripped away, so a recipient will not see all of the great imagery you’ve created. Like with email clients, HTML behaves very differently in something like iOS when compared to HTML on a website. The main issue here is that many mobile devices send emails in a plain-text format, meaning that only plain-text signatures will be included. You only have to do a quick search online to see that this is a common problem that affects many businesses, especially now that so many users work away from their main offices.

My signature isn’t working properly on mobile devices.

The list goes on, but it means that certain contact details may end up blank in some signatures. Some users might not have an internal extension number. Some may have mobile phone numbers while others don’t. However, it’s important to note that not all users may have the same contact information. You will no doubt be using your Microsoft 365 Directory or Azure AD to populate every user’s signature.

Blank fields are appearing in some users’ contact details.

This means you won’t get any reply signatures and your original email signature will still just end up at the bottom of the conversation.

The only way around this is to set up an exception to your Transport Rule so that the signature is not appended to every message. So, if you send five replies to a recipient, five signatures will stack up at the bottom of the conversation. It also can’t ascertain where the signature should appear in the message. Office 365 cannot recognize if the signature text already exists within a conversation, so will keep adding it to the latest email reply or forward. When you use a Office 365 Transport Rule, signatures in Outlook will get attached to the bottom of an email chain automatically. My Office 365 signature keeps getting added to the bottom of an email chain.Your outgoing message may look great when it’s received, but by the time it’s been replied to a few times, it might look like the result of an explosion in a brand element factory.

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Each time a message is replied to, the sender’s email software takes the whole mail apart and rebuilds it into a new HTML structure.

The other option is to add your logo image as a simple attachment, but do you really want all your emails to look like they have an attachment? How is your IT administrator going to feel about all those extra bytes flying around the network?

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Is anyone really going to be curious enough about your logo to download it specifically? You could include a web-hosted link to your logo, as mentioned previously, but some email clients don’t automatically display these unless the recipient specifically requests it. Remember you aren’t going to be able to embed images into your signature, so you have to decide how these are going to appear to recipients. Also, in this age of mobiles, you can’t know what device your email is being read on. There are more varieties of email clients than web browsers and the differences between the ways they interpret HTML are more extreme.HTML in email signatures doesn’t behave in the same as it does on web pages for a number of reasons: I’ve imported my HTML email signature design into Office 365 but it’s not working correctly.Your recipients will have to click a ‘Download Images’ button before imagery can be displayed. Once your images are hosted, you’ll be given a URL such as, which you then copy into the HTML code of your signature.īe aware though that, by default, many email clients like Outlook will automatically block any externally hosted images for security reasons.

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You can use your web server to do this or a free hosting site like Imgur or TinyPic. To solve this problem, you need to host all email signature images online. So, if you try to manually add an image into your signature, a recipient is likely to see a blank square with a red “X” in it or they will find a separate attachment has been added to the email message. This is why you’ll find your Outlook signature template not appearing correctly and displaying images in a way you didn’t intend. The Office 365 disclaimer function doesn’t let you embed images like logos, social media or banners as it cannot recognize them as separate elements.

Images aren’t showing in my signature or appear as attachments.

This article covers the most common complaints that organizations have when it comes to their Office 365 signatures not working correctly and what the probable causes are. Office 365 is not designed to provide native email signature management, so it’s quite common to find a signature not showing up in Outlook when using Office 365, especially if HTML is involved.

We say this many times, but it is worth pointing out that the disclaimer function in Office 365 (now Microsoft 365) is actually meant for plain-text messages, not email signatures.