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the image in my Outlook email signature is displaying on one device, but not the other - why?

Sue Stevens 20 Reputation points
2025-12-06T04:35:54.8866667+00:00

I have created an image for my email signature that resides in a folder in my One Drive. I have created an email signature with the image inserted. If I create a new or reply to an email from one device, the image displays perfectly. on another device, the email signature does not display the image, it displays as an empty box. If I correct the signature on that device, it is OK, but then the other device will then not display the image properly. it seems that there is some sort of sync issue, but I am unable to resolve it. Hoping that someone may be able to help?

Outlook | Windows | Classic Outlook for Windows | For business
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  1. TiNo-T 9,075 Reputation points Microsoft External Staff Moderator
    2025-12-06T09:03:15.76+00:00

    Dear @Sue Stevens,

    Welcome to Microsoft Q&A Forum!

    Based on your descriptions, I would like to give you some insights about this situation:

    • Outlook signatures do not sync across devices and do not automatically embed images from cloud storage. They rely on local paths unless the image is embedded or linked via a public URL.
    • In your case, Outlook stores the local file path (e.g., C:\Users\<username>\OneDrive\image.png) in the signature HTML.
    • On Device A, that path exists, so the image displays.
    • On Device B, the path is different, or the file isn’t cached locally so Outlook shows an empty box.

    Therefore, I have a suggestion that you may consider trying it to see if it can help:

    Embed the image in the signature instead of linking to a local/cloud path:

    • In Outlook, go to File > Options > Mail > Signatures.
    • Insert the image directly from the local drive (not a OneDrive link). This ensures the image is stored in the signature file and sent with the email.
    • In the Edit signature box, click the Insert Picture icon (small image icon in the toolbar).
    • Important: navigate to a local folder (e.g., C:\Users\<username>\Pictures) instead of OneDrive.
    • Select the image file and click Insert.

    Then, you compose a new email (the image should appear in the signature) and send a test email to confirm the image is embedded (it will travel with the email).

    Additionally, I’ve found some articles that may provide deeper insights and fresh ideas. They can also help you practice using this feature:

    Please note that our support is limited to providing guidance based on official Microsoft documentation. Any third-party resources or references shared are intended solely for informational or consultative purposes. Microsoft does not guarantee the accuracy, reliability, or continued availability of third-party content, and we recommend exercising discretion when referring to such materials. 

    I hope this information can help you and please feel free to give any feedback in comment section. Wish you a pleasant day!

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

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  1. Q&A Assist
    2025-12-06T04:37:05.55+00:00
    AI generated content. This question contains an answer created with AI from Q&A Assist. Learn more

    The issue you're experiencing with the image in your Outlook email signature not displaying consistently across devices may be due to how the image is linked. Since the image resides in a folder in your OneDrive, it’s possible that the link to the image is not accessible from the second device, especially if it is not properly synced or if there are permission issues.

    Here are a few things to check:

    1. Image Accessibility: Ensure that the image in OneDrive is shared properly and that the second device has access to it. If the image is not publicly accessible or if the account is not logged in on that device, it may not display.
    2. Signature Settings: Verify that the email signature settings on both devices are identical. Sometimes, the signature may need to be reinserted on the second device to ensure it pulls the correct image link.
    3. Outlook Version: Ensure both devices are running the same version of Outlook, as different versions may handle image links differently.
    4. Network Issues: Check if there are any network restrictions on the second device that might prevent it from accessing images stored in OneDrive.

    If you continue to have issues, consider embedding the image directly into the signature instead of linking to it, which can often resolve these types of problems.

    References:

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