Signature Not Appearing in Outlook

Troubleshoot common reasons why signatures may not appear in Outlook and how to fix them.

Quick Checklist

Before diving into detailed troubleshooting, verify these basics:

• ☐ Outlook add-in is deployed
• ☐ User is enabled in fixSignatures
• ☐ At least one signature is enabled
• ☐ Default signature is set (or user has assignment)
• ☐ At least 24 hours since add-in deployment

1. Check Add-in Deployment Status

The add-in must be deployed and active for signatures to appear.

Verify in Microsoft 365 Admin Center

1. Go to admin.microsoft.com
2. Navigate to Settings → Integrated apps
3. Find fixSignatures in the list
4. Check that status shows “Deployed”
5. Verify the user/group assignment includes the affected user

Verify in Outlook

1. Open Outlook (web or desktop)
2. Compose a new email
3. Look for the fixSignatures icon in the compose toolbar
4. If missing, the add-in isn’t installed for this user

2. Verify User is Enabled

1. In fixSignatures, go to Settings → Signature Users
2. Find the affected user
3. Check the Actions column – it should show “Disable” (meaning user is currently enabled)
4. If it shows “Enable”, click it to enable the user

3. Verify Signature is Enabled

1. Go to Signatures
2. Check that at least one signature has status “Enabled”
3. If all signatures are disabled, enable one

4. Check Default Signature Assignment

Users need either:

• A signature marked as “Default” – applies to all enabled users
• A specific group assignment that includes them

To check default signature:

1. Go to Signatures
2. Look for a signature with “Yes” in the Default column
3. If no default is set, click Configure on a signature
4. Enable “Set as Default”

5. Browser/Outlook Restart

Sometimes a restart is needed to pick up changes:

Outlook Web

• Close all Outlook tabs
• Clear browser cache (Ctrl+Shift+Delete)
• Reopen Outlook Web

Outlook Desktop

• Close Outlook completely
• Wait 10 seconds
• Reopen Outlook

6. Verify Setup Status

Check the Setup Status on your Dashboard. You should see green checkmarks for:

• ✓ Microsoft 365 Connected
• ✓ Signatures Created
• ✓ Outlook Add-in Configured

Click on any item showing a warning to see what’s missing.

7. Check Subscription Status

Signatures won’t work without an active subscription:

1. Go to Billing & Subscription
2. Verify your subscription is active
3. Check for any payment issues

Common Scenarios

Works in Outlook Web but not Desktop

• Desktop add-ins may take longer to propagate
• Try restarting Outlook Desktop
• Check File → Manage Add-ins to verify installation

Works for some users but not others

• Check add-in deployment scope – is it deployed to all users?
• Verify each affected user is enabled in fixSignatures
• Some users may not have propagated yet (wait 24-72 hours)

Signature appears but data is wrong

• Run a user sync: Settings → Microsoft 365 Setup → Sync Users Now
• Check that user data is correct in Microsoft Entra ID (source of truth)
• Changes in Microsoft Entra ID take up to 24 hours to appear

Add-in shows error message

• Check that manifest URL is accessible (try in browser)
• Verify subscription is active
• Check browser console for specific errors

Still Not Working?

If you’ve verified all the above and signatures still aren’t appearing:

1. Check Add-in Deployment Troubleshooting for more detailed steps
2. Contact support with:
   • Affected user’s email address
   • Which Outlook client (Web, Desktop, Mobile)
   • Any error messages shown
   • Steps you’ve already tried