How to insert images into Office 365 email signatures?

How to insert images into Office 365 email signatures?

How to insert images into Office 365 email signatures?

[Update]: This post was updated on December 10, 2019.

Old versions of Office 365 OWA email signature editor didn’t have a built-in functionality like a button or easily accessible HTML source for adding images to email signatures. Luckily, it was very easy to overcome that limitation. Here is what you needed to do:

  1. Upload your image to a web location (I used the one located here).
  2. Open the web location, right-click the image and select Copy or any similar option in your browser (for example, Copy image in Firefox and Chrome, or Copy image to clipboard in Opera).

    Note:
    It’s important that you copy the image and not only its URL.
    Copying an image using Internet Explorer
  3. 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.OWA email signature editor
    With the new versions of Outlook on the web, you can just click the image icon in the signature editor to insert the image from your computer:
  4. If your signature looks as expected, click the Save button on the top of the settings window.
  5. Now, open a new message to verify your Office 365 email signature.
    New signature added automatically
    Note: When creating the email signature, you can enable the Automatically include my signature on new messages that I compose option to always automatically add signatures to new messages.
    Automatically include signature in new messages
    Or you can manually insert the signature using the Insert signature button in the message editor if you leave the above option unchecked.
    Insert signature from a new message
  6. Before you start sending out emails, make sure to test if your signature works correctly.

Hyperlink your signature image

To add a hyperlink to the image in your email signature, left-click on the image and when it is highlighted/selected, click the Insert hyperlink icon and provide a hyperlink URL.Hyperlink your signature image

Linked images

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 the Images in email signatures – linked or embedded? article to learn more about the pros and cons of using them.

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

  • easy email signature template design thanks to built-in WYSIWYG email signature template editor;
  • no HTML skills needed;
  • images and dynamic placeholders added with a few mouse-clicks;
  • users can see their signatures when writing emails;
  • non-IT staff can manage email signatures without access to Office 365 Admin Panel;
  • consistent email signatures on all email clients and mobile devices.

See also:

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

    1. Kamil Glaser

      It seems you might have copied the image address, and not the image itself. Have you tried using the add an image button?

      Reply
  1. Ajith

    Hi all,

    I’ve been using the OWA on Chrome and the picture in my signature was not working in OWA. It does show if sent to Gmail though. All I could see is a broken image icon.

    Solution:

    1. Send a test email with the signature to yourself
    2. Click on the broken image and see if you’re able to see the picture
    3. If Yes, right click on the picture and Copy it.
    4. Now, paste it in your signature and send a test mail again it should work.

    Reply
  2. Kathryn

    Hi Pawel,
    I have created an email signature in Microsoft word and it copies fine to the Outlook program on the computer; however, when I copy it to Office 365 online the photos do not show up. How do I fix this? I have spend so many hours trying to figure this out and am just stuck. Any advice that you can give would be greatly appreciated.

    Reply
    1. Kamil Glaser

      Hi Kathryn,
      You might try copying the signature directly from OWA.
      One way to do that, would be to:

      1. send an email with the signature using Outlook,
      2. open the message in OWA,
      3. copy the signature and then paste it in the OWA signature editor

      If this solution does not work for you, you might try using the free Signature Generator to create your signature and then follow the provided steps to add it to OWA.

      Reply
  3. Rosie

    Hi Pawel,

    My picture goes in the box but I do not see anywhere on my end where I can scale the image size to best fit in. At the moment the picture is 100 times the size of my email but I cannot find the picture of scaling size on step 2 of your instructions. I am using the online office too?

    Reply
  4. Chris

    This is all well and good, but I cant get my signature to work when sending emails from my phone. I am using the outlook app, but the signature that i have set up on the OWA doesn’t get added to emails sent from the phone app. I could add a signature manually to the phone app, however my boss is very particular about the signature being a specific color, font, and size with the company logo in it. It seem like I will not be able to use the app as I would like to.

    Reply
  5. steve

    How can I set up a signature block so that the logo always falls to the right of the text – and not underneath the text? I’ve tried setting up

    %%Display Name%%, %%Title%%
    %%Company%% – %%Department%%
    %%Phone%%
    %%Fax%%
    %%Email%%
    http://www.website.com

    <img style="height: 4em; display: inline-block; vertical-align: middle;" src="http://www.image.jpg&quot;

    It works in some emails like Comcast – the logo is to the right of the signature text block. But in other emails like Outlook and Google, the logo is below the signature text block.

    Thanks

    Reply
    1. Paweł Krzemiński

      Hi Steve,

      I think the best way would be to use a table like this one:

      <table >
      <tr>
      <td >
      <p>%%Display Name%%, %%Title%%<br/>
      %%Company%% – %%Department%%<br/>
      %%Phone%%<br/>
      %%Fax%%<br/>
      %%Email%%<br/>
      <a href="http://www.website.com">www.website.com</a></p>
      </td>
      <td >
      <img style="height: 4em; display: inline-block; vertical-align: middle;" src="http://www.image.jpg">
      </td>
      </tr>
      </table>

      Reply
      1. steve

        Thanks – Can this work with conditional script to handle display/non-display of blank fields? Also – I tried with DIV table statements for responsiveness. And the conclusion isn’t consistent – especially in Outlook. Does Office 365/Exchange work better with tables than DIVs?

        Reply
        1. Paweł Krzemiński

          Hi Steve,

          I don’t think a conditional script will work here. There are scripts available on the web which let you deploy an email signature template to multiple users without displaying blank fields but as far as I know they only work for Outlook.

          Your best choice might be to use CodeTwo Email Signatures for Office 365: http://www.codetwo.com/email-signatures/beta-signup?sts=3037. It has a feature called the Remove Text tag which does what you want.

          As to DIVs – the problem is on the email client side: https://www.campaignmonitor.com/blog/email-marketing/2011/05/div-tags-in-html-email-newsletters/

          Reply
  6. Laura 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
    1. Paweł Krzemiński

      Hi Laura,

      Looks like it isn’t anymore. What’s left is to resize images outside of the OWA editor (e.g. in Paint) and only then upload into the signature.

      Best regards

      Reply
  7. Mike

    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
  8. Stephen 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. Paweł Krzemiński

      Hi Stephen,

      Is the ‘Automatically include my signature on new messages I compose’ option in your OWA email signature editor enabled and working, i.e. do text parts of the signature show when you create a new email? Also, what Internet browser are you using?

      Reply
      1. Stephen 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. Paweł Krzemiński

          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
  9. Candy

    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
  10. Tracey 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. Paweł Krzemiński

      Hi Tracey,

      Are you using Chrome? This solution was tested to work only on Firefox and Internet Explorer.

      Best regards,
      Pawel

      Reply
      1. Umar 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
  11. Naomi

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

    Reply
    1. Paweł Krzemiński

      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: https://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
  12. philip hurd

    It won’t work in Google Chrome. Just internet explorer.

    Google chrome is what gives you the “pastedimage” error.
    🙂

    Reply
    1. Paweł Krzemiński

      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
  13. Katrina

    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. Katrina

      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. Paweł Krzemiński

        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
  14. Dany

    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. Paweł Krzemiński

      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. Dany

        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. Dany

            Hey Pawel,

            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

          2. Paweł Krzemiński

            Hi Dany,

            I can’t view the images, please upload them to an image sharing service like photobucket.

            Thanks!
            Pawel

    1. Paweł Krzemiński

      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. Greg

    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. Greg

      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
  16. Tia

    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
  17. Jim

    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
  18. Danish

    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. Paweł Krzemiński

      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
  19. David

    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. Paweł Krzemiński

      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
  20. Katie

    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. Paweł Krzemiński

      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
  21. Jason 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. Paweł Krzemiński

      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
  22. Tomasz 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
  23. Thomas

    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. Paweł Krzemiński

      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
  24. Kate

    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. Paweł Krzemiński

      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. Jess

        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
  25. Steve Gregory

    Regarding Step 1 – How do I load an image to a website? Pretty basic, I know, but I can’t get past the first step.

    Reply
    1. Paweł Krzemiński

      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
  26. John

    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. Paweł Krzemiński

      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
  27. Paweł Krzemiński

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

    Reply
    1. Carlos

      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. Paweł Krzemiński

        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
        1. Brechtw

          Thanks,
          I was already looking how to set up the website to host the image and if it had to be a responsive website or not and everything but this is way faster.

          Reply
  28. caitlin

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

    Reply
  29. Joanna

    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

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