Outlook Signatures Not Compatible between Platforms (Desktop App, OWA Web App, PWA Web App)

Question

Hello all!

I've been struggling to find a solution to standardizing email signatures across all platforms. I've formatted a signature in Word (using tables to include our company logo to the left of the text), and when I use in the Desktop application it works perfect, EXCEPT if the end user receives the Outlook email and uses the Outlook web app (OWA or PWA) to open and read. The logo is completely misaligned and the spacing between the text has changed.

I then tried to reformat a specific email signature that works within the OWA + PWA applications and the logo/text spacing and alignment appears off if the end user is reading in the Outlook desktop app.

Can someone point me in a direction as to how to fix this issue? It seems as though the various Outlook web platforms aren't compatible with their own desktop versions which seems odd to me! I have been trying to figure this out for WAY too long to admit and can't seem to find a solution.

Any help is greatly appreciated.

Best,

Kaylee

Answer 1

Hi Simbarashe,

Thanks for the reply! I believe it is common knowledge from the nature of my question that we know both the senders and receivers may be using a different form of outlook (whether that be desktop app, web browser, mobile, etc). However, the issue shouldn't rely mainly on the outlook version as all users in our organization have been setup with same version of Microsoft 365 and the default format for emails is set to HTML. This would mean user's would have to manually go in and change it back to plain text.

As far as templates go, the linked Word document template (https://templates.office.com/en-us/email-signature-gallery-tm55682965) created by Microsoft, is what I had used to create these signatures. Following the step-by-step instruction video in setting it up, too. You mentioned a "transport rule"? What does this mean and how does one setup a signature this way?

It it quite perplexing that each of the software apps for the same product aren't completely compatible with one another and I find it hard to believe I can be the only user with this issue? Would we still run into this issue if each user had a HTML coded signature that's responsive and specifically created for them?

Appreciate you investigating this further!

Best,

Kaylee

Answer 2

Hello Kaylee,

Thank you for the detailed response.

I have tested the scenario on my side, the view of outlook and OWA may not be exact same and same for sender and recipient because they may not use same outlook version. Someone may use pain text format and may use HTML format. These factors may contribute to the difference in view on recipient's side. I understand you formatted the signature in Word, may I know how added it in Outlook is manually or by a transport rule.

Kindly try adding it by image or hyperlink for signature. For detailed steps please see Create an email signature from a template - Microsoft Support

We look forward to hearing from you. Thank you for your cooperation.

Sincerely,

Simbarashe | Microsoft Community Moderator

Answer 3

Hello Simbarashe,

Thanks for the reply! I'm adding some screenshots to visually explain the issues I'm running into. Hoping this helps illustrate my problem more clearly, and perhaps opens this up to others who may have come across the same issues and can help find a resolution.

Picture 1 - Below represents the Outlook signature formatted in Word doc and copy/pasted into the Signature setting of Outlook Desktop App.

Picture 2 - Below represents the same Outlook signature formatted in the Desktop app (above), but viewing on the receiver's end who uses the Web app. The logo and text become misaligned.

Picture 3 - Below represents a new Outlook signature re-formatted in the Web app so that text is all aligned.

Picture 4 - Below represents the new Outlook signature re-formatted in the Web app (above), but viewing on the receiver's end who uses the Desktop app. The logo and text become misaligned, again, and there is now a grid that appears (even when clicking the "clear" option within the creation on the web app.

Answer 4

Hello Kaylee,

Thank you for choosing the Microsoft Community! We are happy to help you.

With your description, we have carefully examined your issue and we still need more time for further research and testing. Please be patient. We will update the thread shortly.

Thank you in advance for your patience and understanding, your cooperation will be highly appreciated!

Sincerely,

Simbarashe | Microsoft Community Moderator