New Outlook Deleted All my Signatures and Won't let me Add Them Back

Question

New Outlook Deleted All my Signatures and Won't let me Add Them Back

Russell, Elliott (RC-US SI B ASM SE MCO S-AUT) 0

I upgraded to the newest Outlook about 6 months ago. I didn't realize upgrading would cause me to lose my old signatures. Despite that happening I still proceeded using the newest Outlook. I created new signature templates and have been adjusting to the new layout.

Now, this past week, out of nowhere it completely deleted all of my signatures and won't allow me to add more than 1. I have done this through the app and the web version but still nothing is there.

Is there a way to get my old signatures back or if not can I at least be able to add more than 1 signature for work purposes?

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2 answers

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Answer 1

Hi Russell,

New Outlook and Outlook on the web are designed to support multiple signatures, so being limited to a single signature across both platforms is not expected behavior.

Regarding the missing signatures, if they are no longer visible in either New Outlook or Outlook on the web, there is generally no self-service method to restore them. Because the issue is occurring consistently across both clients, it suggests the problem may be related to the signature synchronization service or account configuration rather than the Outlook application installed on your device.

At this point, I recommend contacting Microsoft Support directly so they can investigate the backend synchronization and account configuration associated with your mailbox. They have access to diagnostic tools that are not available to end users and can determine whether the signatures can be recovered or whether there is a service issue preventing multiple signatures from being created.

Given the nature of the problem, the most effective next step is reaching out to your IT admin and ask them to use their admin credentials to submit a support request through the Microsoft 365 Admin Center on your behalf.

Microsoft also provides customer service phone numbers based on your region. Your IT admin can find the appropriate contact number here: Customer service phone numbers - Microsoft Support

In case you do not know who is your IT admin, kindly refer to this article: How do I find my Microsoft 365 admin? - Microsoft Support

I hope this points you in the right direction. If you receive any updates from your IT team or run into any issues along the way, feel free to reply back with more details and I'll be happy to help further.

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Answer 2

New Outlook and Outlook on the web support multiple signatures, so being restricted to one in both clients is not expected behavior and should be escalated as a mailbox/cloud-signature problem after preserving and recreating any recoverable signature content.

Recover the deleted signature content

Outlook does not provide a documented restore or recycle-bin function for deleted signatures. Check these sources before rebuilding them:

Open a previously sent message containing each old signature.
Copy the complete rendered signature—not HTML source—including its text, links, and images.
Paste each version into Word or another document temporarily, so it is preserved while troubleshooting.
Also check another computer, phone, or classic Outlook installation where the signatures might still exist. Do not edit them there until their content has been copied.

Signatures created only “on this device” in classic Outlook may not be available on another device. Cloud-managed signatures are intended to be available across supported Outlook experiences.^1^

Recreate multiple signatures

In either new Outlook or Outlook on the web:

Open Settings.
Select Accounts → Signatures.
If several accounts appear, select the affected work account.
Select Add signature.
Give it a distinct name, paste the preserved content, and select Save.
Repeat Add signature for each additional version.
To use one manually, open New mail → Message → Signature, then select the required signature.

Microsoft explicitly documents that new Outlook can store various signatures and that Outlook on the web can create multiple named signatures.^1^

Because this already fails in both the app and web version, reinstalling or resetting only the Windows app is unlikely to address the cross-client state.

If the second signature disappears or cannot be saved

Microsoft previously documented a cloud-signature issue in which newly created signatures were deleted after a while or failed to synchronize with Outlook on the web. That specific issue was fixed in supported Outlook builds, but older cached account data could remain affected.^2^

For a business account, ask the Microsoft 365 administrator to:

Check Microsoft 365 admin center → Health → Service health for an active Exchange Online or Outlook incident.
Open a Microsoft 365 support request if no incident appears, stating:
- Existing cloud signatures disappeared.
- Only one signature can be saved.
- The behavior occurs in both new Outlook and Outlook on the web.
- The affected mailbox and approximate date the signatures vanished.
Check whether an Outlook web app mailbox policy controls signatures. Administrators can disable signature creation through Set-OwaMailboxPolicy or the Exchange admin center.^3^ A fully disabled policy normally prevents manual signature creation, so it is less consistent with being able to save exactly one.

Conditional cached-settings workaround

Use this only if classic Outlook for Microsoft 365 is also installed and newly created signatures disappear after synchronization. Microsoft documents renaming this registry key as a workaround for stale cloud-settings cache:

HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Settings

Close Outlook, rename Settings to Settings_old, and restart Outlook.^2^

Editing the registry can reset cached Outlook settings; export the key first or have the organization’s IT administrator perform the change. Since the web client is also affected, support escalation should come before this local workaround.

References