How to insert images into Office 365 email signatures

IMPORTANT: This solution is supported on Microsoft Internet Explorer and Mozilla Firefox. It is not supported on Google Chrome.

The Office 365 OWA email signature editor does not have a built-in functionality (e.g. button or easily accessible HTML source) for adding images to the signature. Luckily, it is very easy to overcome this limitation. Here is what you need to do:

1. Upload the image you will be using for your signature to a web location (I’ll use the one located here).

2. Open the web location, right-click the image and select Copy or a corresponding option in your browser (Fig. 1).

It’s important that you copy the image and not only its URL

Copying an image using Internet Explorer
Fig. 1. Copying an image using Internet Explorer. Other internet browsers use various names for the copy image option: Copy image (Firefox, Chrome), Copy image to clipboard (Opera), etc.

2. Open the Office 365 OWA email signature editor, navigate to the part where you want to insert the image and press Ctrl+V on your keyboard. After the image is inserted, you can scale it by choosing one of the options provided in the sub-menu when you click on the image (Fig. 2).

OWA email signature editor
Fig. 2. An image pasted into the Office 365 OWA email signature editor.

NOTE: There is no known limit for the number of images in an Office 365 email signature.

HYPERLINKED IMAGE: To add a hyperlink to an image, highlight the image (you know that it has been highlighted when a bluish shadow appears on it; the same way as you highlight text), click the Insert Hyperlink icon (Fig. 3) and in the resulting window type the hyperlink URL.

Hyperlink button in Office 365 OWA
Fig. 3. Insert Hyperlink button in Office 365 OWA.

3. Click the save button at the top of the Office 365 OWA settings panel.

If you followed the above steps and checked the Automatically include my signature on messages I send option (if it has not been checked, you can always insert the signature using the INSERT button in the new message editor; see this article for more), the signature with the image will be visible in every new email you compose (Fig. 4).

A signature with an image in Office 365 OWA
Fig. 4. A signature with an image in Office 365 OWA.

Before you start sending out emails make sure to perform a test. Here is my email with the signature in the recipient’s Inbox:

A signature with image in email sent from Office 365 OWA
Fig. 5. A signature with image in email sent from Office 365 OWA.

Suggested reading

When you apply the above solution, what you effectively get is a so called ‘linked image’. The problem with linked images is that they tend to get blocked by popular email clients. Go to my Images in email signatures – linked or embedded? article to learn more about the pros and cons of using them.

More on email signatures in Office 365 OWA: How to add or change an email signature in Office 365 OWA

To globally add email signatures for Office 365 users, you do not have to learn how to manage Office 365 transport rules. CodeTwo Email Signatures is an easy to use alternative. Benefits include:

  • easy email signature template design thanks to built-in WYSIWYG HTML editor;
  • no HTML skills necessary;
  • images and dynamic fields added with a mouse-click;
  • users can see their signatures when writing emails;
  • non-IT staff can manage email signatures without access to Office 365 Admin Panel.

62 thoughts on “How to insert images into Office 365 email signatures

  1. avatarJoanna

    I have been trying so many other recommendations which did not work well. This is so simple and it got the job done. Thank you!

    Reply
  2. avatarcaitlin

    My problem is occurring when I access 365 from the internet rather than through outlook. Do you have any suggestions?

    Reply
  3. avatarPaweł Krzemiński Post author

    Hi Caitlin,
    Please provide more details about the problem, i.e. what you want to achieve and what actions you are performing.

    Reply
    1. avatarCarlos

      Hello Pawel,
      I have my image as a .jpg, but I don’t know how to upload the image to the web? I don’t yet have a website. Is there any more information that you can share that would help me get my logo into office 365 email signature?

      Regards,

      Carlos

      Reply
      1. avatarPaweł Krzemiński Post author

        Hi Carlos,

        Try uploading the image to your OneDrive account as per this article: https://support.office.com/en-us/article/Upload-photos-and-files-b00ad3fe-6643-4b16-9212-de00ef02b586.

        Next, get a link to this image that doesn’t require sign-in and never expires: https://support.office.com/en-us/article/Share-documents-or-folders-in-Office-365-1fe37332-0f9a-4719-970e-d2578da4941c.

        Finally, open this link in a browser and proceed as per my article.

        Let me know if this helps,
        Pawel

        Reply
  4. avatarJohn

    Hi Pawel,

    I have used this technique for creating images in my signature, but have found that certain mail servers do not accept the images and instead display them as a string of the URLs where the images are hosted. This is at least what I see in the replies to said emails. They also sometimes come back as attachments, or with the file name next to the image.

    Is this because the reply was a plain text email? Is there a way around this so it does not look so clunky?

    Please let me know as soon as you can. Thanks!

    Best,

    John

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi John,

      That’s a good question. One reason could be a general problem with email clients not downloading linked images. The only solution in this case is to use software that supports embedded images. I’ll actually add a link to some more information at the bottom of the article, because I think it’s important.

      Unfortunately, if the reply is a plain text email, even embedding images won’t help. The reply will just dump them in the attachment space.

      Best regards,

      Pawel

      Reply
    1. avatarPaweł Krzemiński Post author

      Hi Steve,

      First you have to decide where you want to load the image. If it’s going to be your own website, I recommend asking your webmaster for assistance.

      If you decide to use a free online image hosting service like imgur.com, tynypic.com, imageshack.com, etc., just go to their ‘Help’ sections. They usually have videos and are pretty intuitive anyway.

      Keep in mind that WordPress also allows for uploading images: en.support.wordpress.com/images/.

      Best regards,
      Pawel

      Reply
  5. avatarKate

    Hi,
    I have followed all the steps as shown above, and it just shows a little box with a question mark in??
    I am using a Mac, will that make a difference?

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi Kate,

      Sorry for the late reply. When do you see the box with question mark? When you paste the image in the Office 365 OWA signature editor or after you test sending an email that includes the signature?

      Best regards,
      Pawel

      Reply
      1. avatarJess

        Im having trouble with a Mac to, when pasting the image into the email signature editor it just appears as Kate has said above, as a little box with a question mark. I have tried multiple browsers so must be a Mac thing, any ideas?

        Reply
  6. avatarThomas

    Hello
    I have a Little Problem.
    when the email was send from owa and the mailuser open the email also in owa,
    the mailuser can see the Picture with a url link on the rights side.
    many thanks for your help
    thomas

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi Thomas,

      I’m not sure if I understand – is the picture displayed correctly, but with an additional url on the right side? Can you upload a screenshot of this issue somewhere on the web and paste the link here? This would be very helpful.

      Also, please provide more details about the sender’s and recipient’s environments (OWA versions, Internet browser used, Windows, etc.).

      Thank you,
      Pawel

      Reply
  7. avatarTomasz Majocha

    Hi Thomas,
    It seems that there is unnecessary html code included in the signature. Have you exactly followed steps in the article? Make sure that after you paste the image in the signature it is highlighted before adding a hyperlink.
    Also – try to test the image itself – add the image but do not add a hyperlink. Then send the message and check the result.
    Looking forward to hearing from you!

    Reply
  8. avatarJason Smith

    Hi,

    I did all the steps, however, when I go back to my email and try to past, nothing happens. Any suggestions? I am accessing my email through a web browser and not outlook. Does that make a difference?

    Thank You

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi Jason,

      My article is related to Office 365 email accounts accessed via a web browser – are you using an Office 365 email account?

      Also, can you provide the URL of the image you are trying to use? This way we can check if it’s publicly available.

      Other than that: Have you pasted the image in the OWA signature editor as per step 2? Are there any text elements in your email signature? If not please add anything (e.g. the word TEST) and check if the text is displayed in the signature section when you start composing a new email.

      Best regards,
      Pawel

      Reply
  9. avatarKatie

    Hi Pawel,
    Thanks for the great article. I did everything you instructed. I put my name, facebook link (image was copied from IMGUR) and my own logo. I saved the changed signature and then I wrote my first email, sent it to myself, and its blank with no signature? Could I email you a screen shot for help?

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi Katie,

      I’ve just tested this – it seems that now, after pasting the image in the Office 365 OWA signature editor (Options, Layout section, Email signature), you have to click the resulting CTRL context menu and select Paste as is.

      Please let me know if this worked for you.

      All the best,
      Pawel

      Reply
  10. avatarDavid

    My signature image is stored in my OneDrive. Can it be linked from there?

    When I try ‘copy image’ from OneDrive and and then try ctrl + V in OWA signature editor nothing pastes in. I can paste in the link but that just shows as text.

    Any assistance greatly appreciated.

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi David,

      This worked for me:

      In OneDrive there is an option to share a link to an image publicly. You can do this via Share, Get link, Public (http://windows.microsoft.com/en-us/onedrive/share-file-folder). Next, go back to your image and select View original from the top menu. OneDrive will open the original image with the URL pointing to its location. Make sure the URL is accesible publicly (e.g. by opening it in a different browser) and then proceed as per my above instructions.

      Please let me know how it goes for you.

      Best regards,
      Pawel

      Reply
  11. avatarDanish

    dear sir i am usaing windows 8.1 and i am usain mail app but i am not insert image in my signature
    plz solve my problem….thanx

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi Danish,

      Unfortunately, the Windows 8.x mail app does not yet support images (or any other rich text formatting).

      All the best,
      Pawel

      Reply
  12. avatarJim

    Hi,

    I am able to add images to my signature following your instructions. However, when someone receives the email it says, “To protect your privacy, some pictures in this message were not downloaded” and gives a button to download pictures.

    Is there a way to avoid this so the images show up without the recipient having to allow them to download?

    Thanks,
    Jim

    Reply
  13. avatarTia

    Thank you so much! This is the only one that has actually worked for me! Very easy to following the directions and I was able to find everything you said and everything did what it was suppose to do! Thanks again!

    Reply
  14. avatarGreg

    The procedure is not working for me, and I am even selecting “Paste as is” from the Ctrl context menu. The link just displays as plain text, both in the signature editor, and in the emails. Any ideas?
    Environment: Win8.1-64, Chrome, and my account is on outlook.office365.com

    Reply
    1. avatarGreg

      Got it to work – instead of pasting the raw link, I right-clicked on the image, and selected “Copy Image”. Then, in the signature editor, I just right-clicked and selected Paste, and the image appeared. :)

      Reply
    1. avatarPaweł Krzemiński Post author

      Hi Tim,

      Are you sure you’re right-clicking the hosted image and choosing ‘Copy image’? Greg had a similar issue above and this turned out to be the solution.

      If this does not apply, can you paste your image’s URL here so I could test it?

      Best regards,
      Pawel

      Reply
  15. avatarDany

    Hi,

    I’m having a problem with my email signature. I uploaded my company’s logo from the internet and paste it in the email signature space but when I send an email it only says : 1442386470899_PastedImage.

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi Dany,

      What email clients are used on the sender’s and recipient’s side when the problem occurs? Also, does do you know what security/antivirus software is used by the recipient?

      Best regards,
      Pawel

      Reply
      1. avatarDany

        Hi Pawel,

        When I uploaded the image into my email signature and I pressed save, then I went to new mail, the image turned into numbers similar to what Jenna and Katrina said. I’m sure we have the same problem. It has nothing to do with the antivirus that is used by the recipient or how to copy and paste the image. We need your help!

        Reply
          1. avatarDany

            Hey Pawel,

            https://scontent.fsan1-1.fna.fbcdn.net/hphotos-xfp1/v/t35.0-12/12050799_10153387608097284_1024500861_o.jpg?oh=9e1f35c852eec63d04ef1a9f5bef3320&oe=560374E4

            https://scontent.fsan1-1.fna.fbcdn.net/hphotos-xlp1/v/t35.0-12/12041581_10153387608217284_1940417576_o.jpg?oh=ae7ef337cebfa82dc0593d78251f5dcc&oe=56035189

            I posted screenshots of my offline settings and the message format. Also, I copied and pasted the image into my email signature. Sorry about the confusion.

            Thanks

  16. avatarKatrina

    I’ve done exactly what you suggest here plenty of times, but for some reason the images only appear for a few emails, and then afterwards it reverts back to the name of the file, or the URL of the file in the block where the picture would be. It keeps happening too. The test run would go smoothly, but for some reason after a while all you see is the boxes mentioned above or a small box with a red x on it or a small box with the “photo icon” in it.

    Reply
    1. avatarKatrina

      actually when I go and try to do a test run and then go back to the email signature option, the images already turned into words and it’ll say “_____pastedimage”

      Reply
      1. avatarPaweł Krzemiński Post author

        Hi Katrina,

        Several people already reported this issue, but I haven’t been able to reproduce it so far. Maybe it’s something to do with OWA settings:

        What is your Message format setting in OWA? To check it go to Gear button, Options, Layout, Message format.

        Also, please let me know what your Offline access (https://support.office.com/en-us/article/Using-Outlook-Web-App-offline-3214839c-0604-4162-8a97-6856b4c27b36) setting is when the problem occurs.

        Best regards,
        Pawel

        Reply
    1. avatarPaweł Krzemiński Post author

      Hi Philip,

      Thank you for the tip!

      I’ve just tested this on Internet Explorer, Chrome and Firefox, and I can confirm that the solution does not work on Chrome. IE and FF are both fine. Will add this info to the article.

      Thanks again!
      Pawel

      Reply
  17. avatarNaomi

    Wow – so simple! Thank you for sharing. Any idea how to add multiple signatures to the account (just as Outlook offers)?

    Reply
    1. avatarPaweł Krzemiński Post author

      Hi Naomi,

      Multiple email signatures are not supported within OWA. To get them for an Office 365 account, you would have to use a standalone email client (like Outlook) or your company would have to deploy a central email signature management system, that somehow supports multiple email signatures for end-users (like Office 365′s native mail flow rules: http://www.mail-signatures.com/articles/configuring-organization-wide-email-signatures-in-office-365/ or CodeTwo Email Signatures for Office 365: http://www.codetwo.com/email-signatures/beta-signup/?sts=3037).

      Hope this helps,
      Pawel

      Reply
  18. avatarTracey Hartley

    Hi – have been trying to do this and get as far as adding the picture to my email signature, but when I try and add a hyperlink to the image, it doesn’t work and just adds the link as text next to the image. Help! Am losing the will to live!!

    Reply
      1. avatarUmar Farooq

        Hi,

        I have tested the image signature on IE as well and it is behaving the same.

        First time the signature works fine but next time if you come onto signature page, the image is converted into Numbersxxxxxx_PastedImage and hence the signature for new message changes to numberxxxxx_PastedImage as well.

        Hence it is unlikely a browser level issue but there seems to be some glitch at Office 365 level.

        regards,
        Umar Farooq

        Reply
  19. avatarCandy

    Hello Pawel,

    I have tried uploading the image using different upload website. After I saved the image in my email signature, it only shows when I compose the message, but it disappear when the test emails are received.

    Here is the example. How can I get this fix?
    http://postimg.org/image/bkl136wod/

    Thank you.

    Reply
  20. avatarStephen Miciak

    I’ve done as you recommended but my image will only show when I hit “reply” to an email. When I create a new email, there’s no image. How can that be possible?

    Reply
      1. avatarStephen Miciak

        Thank you for the response. OWA email signature editor is enabled and working. Yes the text parts of the signature show when I create a new email. I’m using IE not Chrome.

        Reply
        1. avatarPaweł Krzemiński Post author

          Hi Stephen,

          Just to confirm – your email signature setting for new messages is the same as in the below image:

          OWA email signature options

          Other things to verify:

          • Message format (it’s just under the Email signature setting in OWA options) is set to HTML
          • Server-level message format settings (you may have to check with your Office 365 admin)
          • IE is updated to latest version
          • Is the issue present in other browsers/other computers
          Reply
  21. avatarMike

    Hello I’m using a Mac. I can insert the image / graphic but no mater what I do – I do not get the graphic editor as outlined in the article here. If i use the standard outlook insert URL or alternative text function – the graphic will be replaced with the url I typed in. – I have used all sorts of graphic files, gif, jpg, png… no difference. – Any suggestion? – I hope its not a limitation on the mac office 365 implementation.
    Thanks
    Mike

    Reply
  22. avatarLaura Norcop

    Is it possible to resize images in the signature section of office 365? This used to be a feature and we used it to successfully add company logos however it has since stopped working and now we have the basic resize options none of which give the size we want. It used to be that the image had grab corners. I have been in touch with Microsoft about this issue but there wasn’t really an outcome. I have opened in outlook and through 2 different browsers (chrome and explorer) with no success.

    Reply

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