Pasting signatures from Word to "new" outlook. (functionality broken)

Tyler Dobie 40 Reputation points
2023-12-15T22:10:48.3833333+00:00

Previously the recommended method for standardizing a signature across an organization was to have a template in Word, copy, and paste into the outlook new signature box.

Worked fine in old outlook, but in new outlook it strips the image and the font formatting.

The new signature window is very limited when it comes to formatting, and doesn't behave like other places do.

Anybody know why this behavior broke, a way around it, or ... can it be fixed?

We're using a simple two box table, and I have tried with both PNG and JPG.

Also...
Seems that PT Sans was a font in Old Outlook, but not included with New Outlook?

Why????

Outlook | Windows | Classic Outlook for Windows | For business
Microsoft 365 and Office | Install, redeem, activate | For business | Windows
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3 answers

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  1. AM 10 Reputation points
    2024-01-10T22:20:34.5+00:00

    We have just gone through a mini-rebrand at our company, and we have tested everything with regard to how to update signatures. And I mean everything.

    First: copying and pasting templates from Word into New Outlook does not work. The images are replaced by hyperlinked autogenerated text. I have no idea how you made it work, @Faery Fu-MSFT .

    We identified two possible workarounds:

    1. Based on this handy YouTube video:
      Create an HTML version of the signature. Open that HTML file in your browser. Copy and paste from the browser into New Outlook.
      We tried this, but still encountered formatting issues. Which is not to say it isn't your answer.
    2. This was the method we settled on.
      Ask people who are using New Outlook to revert to old Outlook, change their signatures, and then go back to New Outlook. The toggle button on the top right makes it easy. This allows you to copy a template from a Word document - but with one major caveat. ***Do not copy the template from a Word document opened in Teams or viewed in your browser. ***Open the Word doc in the desktop app or, even better, download a copy and open it on your desktop. Copy and paste from there, and all will be well.

    So the recipe for successful email signature updates using a template copied from MS Word is:

    • MS Word template is opened in desktop app (not Teams or browser)
    • User has temporarily reverted to old Outlook for the purposes of updating their signature
    2 people found this answer helpful.

  2. Lasse Breinholm Skovlund 5 Reputation points
    2024-05-23T11:56:23.5066667+00:00

    A couple of curious things in New Outlook:

    1. When pasting into "Automatic replies" the formatting WORKS.
    2. When pasting into a "New mail" the formatting is not kept, BUT if you use the "paste" icon in the top left corner, you will be presented with a prompt and if you choose "Paste anyway" (only available in desktop app - not when in browser) the formatting WORKS.

    Still hoping for a solution here.

    1 person found this answer helpful.

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