Outlook Signatures Not Syncing Between Desktop and Web App

Issue

Users report that email signatures created in Outlook (Desktop App) are either deleted automatically after a while or do not sync with Outlook on the Web (OWA).

Affected Versions

This issue occurs in Outlook for Microsoft 365 (Desktop & Web), particularly in versions before the November 12, 2024, update.

Cause

• A bug in signature cloud sync causes newly created signatures to fail synchronization.
• Older account settings (5+ years old) may have incorrect cached data, preventing sync.
• Registry settings related to Cloud Signatures may be corrupted, affecting proper syncing.

1. Open Outlook (Desktop App).
2. Go to File > Office Account.
3. Click Update Options > Update Now.
4. Restart Outlook and verify if signatures sync correctly.

Workaround: Manually Fixing the RegistryIf the update is unavailable or does not resolve the issue, you can try this manual registry fix:Step 1: Rename the Registry Key

1. Press Windows + R, type regedit, and press Enter.
2. Navigate to:
3. CopyEdit

Computer\\HKEY_CURRENT_USER\\Software\\Microsoft\\Office\\Outlook\\Settings




4. Right-click the Settings key, select Rename, and change it to Settings_old.
5. Close the Registry Editor and restart Outlook.

💡 Why this works: Older versions of Outlook cached incorrect Cloud Settings data in this registry key. If your Outlook account is five years or older, this may be the root cause of your sync issues. This fix resets signature syncing by forcing Outlook to recreate the correct settings.

A Smarter Solution: Centrally Managed Signatures with CodeTwo

Instead of troubleshooting sync issues, registry edits, or inconsistent branding, a better long-term solution is automated, centrally managed email signatures.

With PTG's Signature Management Solution, you can:

✅ Centrally create and manage email signatures for all Microsoft 365 users

✅ Ensure branding consistency across Outlook (desktop & web), mobile devices, and third-party apps

✅ Automate personalized signatures based on user details in Azure AD (Entra ID)

✅ Easily delegate signature updates to marketing teams—no IT intervention required

✅ Run marketing campaigns directly through email signatures and track results

🚀 No more troubleshooting—just perfect, consistent signatures for every email.

To learn more about ProActives Signature Management Tool reach out to sales@ptg.co

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