Email signature not updating

Summary

This guide helps you troubleshoot and resolve: Email signature not updating. Follow the steps below to fix the issue.

Common Causes

Resolution steps

1. Verify Outlook signature settings

   • Open Outlook → File → Options → Mail → Signatures….
   • Confirm the correct signature is selected for New messages and Replies/forwards.
   • If the signature is missing, create a new one or paste the required HTML.

2. Check the signature file location

   • The signature files should reside in %APPDATA%\Microsoft\Signatures.
   • Ensure the files (.htm, .rtf, .txt) are present and not corrupted.

3. Clear Outlook cache

   • Close Outlook.
   • Run outlook.exe /cleanviews or outlook.exe /resetnavpane from Windows+R.
   • Restart Outlook and re‑check the signature.

4. Confirm Exchange/Office 365 signature policy

   • Some organisations enforce a server‑side signature via Exchange Transport Rules.
   • If a policy is in place, local changes will be overwritten. Contact your administrator if you suspect this.

5. Test in Outlook Web Access (OWA)

   • Log in to OWA via your browser.
   • Compose a new message and verify the signature appears correctly.
   • If the signature works in OWA, the issue is client‑side.
   You can also refer to the How to add email to Outlook article for OWA configuration tips.

6. Ensure the signature format matches the message format

   • When composing, check that HTML is selected (not Plain text).
   • A plain‑text message will strip any HTML signature.

7. Check for third‑party signature management tools

   • Applications such as Exclaimer, CodeTwo, or corporate add‑ins can override Outlook’s signature.
   • Disable or re‑configure these tools if they are present.

8. Verify internet connectivity and mailbox health

   • Ensure you have a stable internet connection; intermittent connectivity can prevent signature sync.
   • If you experience broader mail issues, see Email not sending or receiving.

Still Having Issues?