Email Signature - Image issues

Question

Email Signature - Image issues

Hayley Andersen 0

We have created new email signatures which have 2 x images inserted. One email signature has worked fine. The second email signature is having the following issues:

A small blank picture box is appearing next to the second image
When sending an email, you have to wait about 30 seconds because the message says 'attachments are still loading'.

Given this doesn't occur with the other signature that has been created in the same way with the same images, can someone please provide some troubleshooting? Thanks

Darren-Ng 8,505 Reputation points Microsoft External Staff Moderator

2025-08-29T06:22:06.8066667+00:00
Dear @Hayley Andersen

Thank you for posting your question in the Microsoft Q&A forum.

Based on your descriptions, you’re experiencing two issues with one of your new email signatures:

A blank picture box appears next to the second image.

Sending emails is delayed with the message “attachments are still loading.”

Copying a signature from an email can introduce hidden formatting or base64-encoded image data, which bloats the email size and causes Outlook to treat images as attachments. Even if the signature appears clean, copying it from an email may introduce hidden metadata or base64-encoded image content that bloats the draft size.

Here are some suggestions you can try to resolve the issue:

1. Avoid Copy-Paste from Emails

Instead of copying the signature from a message body:

Ask your IT team or colleague for the raw HTML file or a .txt/.html version of the signature.

Import it directly into Outlook via: Settings > Account > Signature

2. Host Images Externally

Upload the images to a secure location (e.g., company SharePoint or web server).

Reference them using HTML https://yourdomain.com/logo.png instead of embedding them. This reduces email size and prevents “attachments still loading.”

3. Check for Embedded Metadata

Even if no images are visible in the draft, Outlook may have encoded them during copy-paste.

Use a plain text or HTML editor (e.g., Notepad++) to inspect the signature for base64 image strings.

If found, consider replacing them with externally hosted image links.

4. Recreate the Signature Cleanly

Avoid copy-pasting from an email. Instead, request the raw HTML file or a .txt/.html version of the signature from your IT team.

Add it via Outlook Settings → Mail → Compose and Reply → Email Signature.

5. Test in Safe Mode

Launch Outlook in Safe Mode (Ctrl + click Outlook icon) to rule out add-in conflicts.

Other Tips:

you can consider using:

Differences in Outlook version or platform (Web vs Desktop)

Mailbox-specific limits or policies

Copying method introducing extra formatting

I hope information above helpful. Please let us know if these steps help. We look forward to your response and are here to assist further if needed.

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Darren-Ng 8,505 Reputation points Microsoft External Staff Moderator

2025-08-30T03:11:40.17+00:00

Dear @Hayley Andersen

Just checking in to see if the above information was helpful. If you have any further updates on this issue, please feel free to post back. If you think my reply is helpful to you, please remember to mark it as an answer. Warm thanks.
Darren-Ng 8,505 Reputation points Microsoft External Staff Moderator

2025-09-02T00:25:44.02+00:00

Dear @Hayley Andersen
I hope this message finds you well.

This is my second follow-up to check whether your issue has been resolved. I truly want to ensure your experience is as smooth as possible. If your problem is still ongoing or if you have faced any new difficulties, please share more details about the current steps you are stuck on. I am here and happy to provide further help whenever you need it.

While waiting for your response, I will continue tracking other customer questions on the forum to ensure everyone receives timely support. If you have additional questions, please feel free to tag my name in your reply so I can assist you promptly and more personally.

Looking forward to hearing from you soon.

1 answer

Your answer

Darren-Ng 8,505 Reputation points Microsoft External Staff Moderator

2025-08-30T03:11:40.17+00:00

Dear @Hayley Andersen

Just checking in to see if the above information was helpful. If you have any further updates on this issue, please feel free to post back. If you think my reply is helpful to you, please remember to mark it as an answer. Warm thanks.
Darren-Ng 8,505 Reputation points Microsoft External Staff Moderator

2025-09-02T00:25:44.02+00:00

Dear @Hayley Andersen
I hope this message finds you well.

This is my second follow-up to check whether your issue has been resolved. I truly want to ensure your experience is as smooth as possible. If your problem is still ongoing or if you have faced any new difficulties, please share more details about the current steps you are stuck on. I am here and happy to provide further help whenever you need it.

While waiting for your response, I will continue tracking other customer questions on the forum to ensure everyone receives timely support. If you have additional questions, please feel free to tag my name in your reply so I can assist you promptly and more personally.

Looking forward to hearing from you soon.

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Email Signature - Image issues

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