Error message when repley

Question

Error message when repley

Geert Duchateau 0

when we reply to an email with a message that includes our signature we get a notification 98% of the time.

The message is

inline images are still loaded you can send the message after this is completed.

This is a shared mailbox.

Austin-H 8,355 Reputation points Microsoft External Staff Moderator

2025-09-26T03:14:01.2333333+00:00

Hi @Geert Duchateau
It has been a while since your last approach.

May I know if you have checked Kha's comments on this issue? Did you create a ticket and how is it going right now on your side?
I am looking forward to your update.

1 answer

Your answer

Austin-H 8,355 Reputation points Microsoft External Staff Moderator

2025-09-26T03:14:01.2333333+00:00

Hi @Geert Duchateau
It has been a while since your last approach.

May I know if you have checked Kha's comments on this issue? Did you create a ticket and how is it going right now on your side?
I am looking forward to your update.

Answer 1

Kha-N 8,260 Microsoft External Staff Moderator

Hi @GeertDunchateau,

Welcome to the Q&A forums and thank you for reaching out to us. As I understand, when you reply to an email with your Signature, you receive this notification from Outlook "Inline Images are still loaded, you can send the massage after this is completed. " To help diagnose the issue more accurately, could you please provide the following details?

A screenshot of the notification message.
May I know which version of Outlook you are using? It is New Outlook, Classic Outlook, or Outlook Web?
Does the issue occur with other email accounts when you send or reply to an email using the same signature?
Do you able to send the email after waiting a few seconds, or does the error persist?

Based on my research, this notification typically appears when the image embedded in the message body, such as in your signature, is not properly embedded.

To fix the issues, you can try out these workarounds provided below:

Reinsert the Image Properly: Use Insert Picture from a local file instead of copy-paste or drag-and-drop from a browser to ensure the image is embedded correctly and avoids loading delays.
Restart Outlook: This can clear temporary glitches and refresh the rendering engine, helping resolve image loading issues.
Switch Outlook Profile: If the issue persists, try creating or switching to a new Outlook profile to reset settings and resolve signature/image problems. You can find instruction for switching Outlook profile here.

Let me know if you need help with the workarounds or if the issue persists after trying the suggestions.

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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Geert Duchateau 0 Reputation points

2025-09-01T14:48:35.3333333+00:00

Dear the 5 users are using outlook web and when they waith for few sec than they send the email. Ok we will try to build new signature on the correct way. and also clearing browser chache.
Kha-N 8,260 Reputation points Microsoft External Staff Moderator

2025-09-03T11:20:12.17+00:00

Hi @GeertDunchateau,

Thank you so much for your response, it's helped narrow down the issue.

Please understand that our forum is a public platform, and we will modify your question to cover your organization domain name in the description. Please notice to hide these personal or organization information next time you post error or some information to protect personal data.

Based on further research, since the user is using Outlook Web and can send messages after a short delay, it seems the issue isn’t caused by outlook email client nor the signature image itself, but by a Safe Attachments policy with Monitor or Block enable in Microsoft Defender. When Monitor or Block setting is enabled, this policy scans image attachments (including those in signatures) before sending, which can cause delays.

You can check this setting by going to Security Admin Center > Email & Collaboration > Policies and Rules > Threat Policies > Safe Attachments, click on one of your policies, then reviewing your attachment policies settings.

In my extensive testing, I created a policy named “Scan image before send” with the setting enabled, and saw the same delay when sending emails with a signature image via Outlook Web.

Workaround:
I highly suggest you either edit the current policy or create a new policy to exclude one of the 5 user you mentioned from image scanning for testing, for example:

I created a new policy called “Do not scan image for this user”, added one of the affected users under Users and Domains and set the scanning option to Off (I also highly suggest you set the scanning option as Dynamic Delivery, as this option also avoid message delays while protecting recipients from malicious files).

After the policy is created, click on the policy and increased the policy’s priority to avoid the policy setting got overwritten by other policy.

After applying this, the email was sent immediately without delay or notification.

Alternatively, you can exclude the user from an existing policy by click on the policy, click on Edit users and domains and adding them to the exclusion list.

Please note that policy changes may take 30 minutes to a few hours to fully apply depending on your organization size.

Feel free to give it a try, and let me know if it able to works in your organization’s environment, I’m happy to assist further.
Kha-N 8,260 Reputation points Microsoft External Staff Moderator

2025-09-05T07:55:35.8833333+00:00

Hi @GeertDunchateau,
I hope you're doing well.

It’s been a few days, so I just wanted to check in and see how things are going with your issue.

Were you able to try the workarounds I suggested? If you’ve run into any new challenges or have additional questions, feel free to let me know. I’m willing to assist you as much as possible.

Any update would be appreciated.

Warm thanks.
Geert Duchateau 0 Reputation points

2025-09-05T08:32:28.91+00:00

I have created a change ticket to implant this. this is something for next week
Kha-N 8,260 Reputation points Microsoft External Staff Moderator

2025-09-05T08:39:07.7066667+00:00

Hi @GeertDunchateau,

Thank you very much for your update.

I will await your confirmation regarding the workaround once the change is in place. If anything comes up in the meantime or if you need further assistance, feel free to reach out.

Looking forward to hearing from you soon.
Kha-N 8,260 Reputation points Microsoft External Staff Moderator

2025-09-11T07:00:25.72+00:00

Hi @GeertDunchateau,
I hope you are doing well.

It been a while, and I just want to check on your issue.
Has your IT team had a chance to review the suggestion I shared? Did it help resolve the problem?
If you have any news or issues when implementing my workaround, do not hesitate to reach out. I am here to assist you as much as possible.
Warm thanks.

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Error message when repley

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