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.
   • Delete the cache files in %LOCALAPPDATA%\Microsoft\Outlook\RoamCache or start Outlook with the /profiles switch to create a new profile:
     • Press Windows+R, type outlook.exe /profiles, and follow the prompts.
   • Restart Outlook and re‑check the signature.
   Make sure Windows is up to date. See How to update Windows.

4. Confirm Exchange/Office 365 signature policy

   • Some organisations enforce a server‑side signature via Exchange transport rules or compliance signatures.
   • To verify, open Outlook Web Settings → Mail → Layout → Email signature. If a policy is displayed, local changes will be overwritten.
   • Contact your administrator if a policy is applied.

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.
   Before testing, clear your browser cache and cookies. See How to clear browser cache/cookies.

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 via File → Options → Add‑Ins → Manage COM Add‑Ins → Go… and uncheck the relevant add‑in.

8. Verify roaming profile or folder redirection settings

   • If your organisation uses roaming profiles or folder redirection, the %APPDATA%\Microsoft\Signatures folder may be redirected.
   • Confirm the path points to the correct location and that you have read/write permissions.

9. Check 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.

Additional platforms

Outlook for Mac

• The signature files are stored in ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Signature.
• Open Outlook → Outlook menu → Preferences → Signatures. Ensure the correct signature is selected for new messages and replies.

Windows Mail app

• Open Settings → Mail → Compose.
• Enter or edit the signature in the Signature box and choose whether to apply it to new messages and replies.

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