Email Signature Not Showing in Outlook
When your Outlook signature disappears, it's almost always one of four things: the signature isn't assigned to replies/forwards (only to new messages), Outlook is composing in plain text mode instead of HTML, the signature file is corrupted or missing from the signatures folder, or a group policy or admin rule is overriding your local settings.
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Fix 1: Signature Not Set for Replies
This is the single most common cause. Outlook maintains separate signature assignments for “New messages” and “Replies/forwards”.
Open File → Options → Mail → Signatures (or Settings gear → View all Outlook settings → Compose and reply in New Outlook / OWA).
Under 'Choose default signature', check the email account dropdown matches the account you're sending from.
Check the 'New messages' dropdown — your signature should be selected.
Check the 'Replies/forwards' dropdown — this is usually the one set to '(none)'. Change it to your signature.
Click OK. Send a test reply to yourself to verify.
Fix 2: Outlook Is in Plain Text Mode
If Outlook is set to compose messages in plain text format, your HTML signature is silently stripped of all formatting — images, colours, fonts, and layout disappear. Only the raw text remains.
File → Options → Mail → look for 'Compose messages in this format'.
If it says 'Plain Text', change it to 'HTML'.
Click OK. Create a new email — your signature should now appear with full formatting.
Note: If you reply to a plain text email, Outlook may compose the reply in plain text regardless of your default setting. This is expected behaviour — Outlook matches the format of the original message. Your signature will revert to plain text in these replies.
Fix 3: Corrupt Signature File
Outlook stores signatures as files on disk. If the file is corrupted, empty, or missing, Outlook inserts nothing — or inserts a blank space.
Navigate to the signatures folder: %APPDATA%\Microsoft\Signatures\ (paste this into File Explorer's address bar).
Each signature has three files: .htm (HTML version), .rtf (rich text), and .txt (plain text), plus a folder with the same name containing images.
Open the .htm file in a browser. If it's blank or shows broken content, the file is corrupt.
Delete the corrupt files. Recreate the signature in Outlook: File → Options → Mail → Signatures → New.
Fix 4: Admin Policy Overriding Your Signature
In corporate environments, IT administrators can enforce email signatures via Microsoft 365 transport rules or Group Policy. When this is active, your locally set signature may be replaced or removed server-side.
Your signature appears while composing but disappears from the sent email
A server-side transport rule is stripping your local signature and injecting a corporate one. The corporate signature may appear below your email body.
The signature options in Outlook are greyed out
Group Policy (GPO) is locking the signature settings. Contact your IT administrator — they've deployed a mandatory signature.
You see a different signature than the one you set
A third-party signature tool (Exclaimer, CodeTwo) is injecting signatures server-side. Your local signature is being overridden.
Quick Troubleshooting Checklist
Signature assigned to both 'New messages' AND 'Replies/forwards'?
Correct email account selected in the signature settings?
Compose format set to HTML (not Plain Text or Rich Text)?
Signature files exist in %APPDATA%\Microsoft\Signatures\?
Image URLs are publicly accessible HTTPS (not local file paths)?
No Group Policy or admin transport rule overriding your settings?
New Outlook / OWA: signature set in Settings → Compose and reply?
Related Guides
Regenerate Your Outlook Signature
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