You see a red X or an error message stating “The linked image cannot be displayed” in your Outlook email signature. This happens when Outlook cannot retrieve an image hosted on an external web server. The broken image appears in emails you send and sometimes in your own signature preview.
The error is caused by blocked external content, incorrect image paths, or security settings. This article explains the root cause and provides steps to permanently fix the broken image in your signature.
Key Takeaways: Fixing Broken Signature Images
- Insert Picture > Insert as Link: This method is the primary cause of the error because Outlook tries to fetch the image from a web URL every time.
- File > Options > Trust Center > Automatic Download: Disabling external content download prevents linked images from displaying for security reasons.
- Signature Editor > Insert Picture > Insert from File: Embedding the image file directly into the signature is the most reliable fix for all recipients.
Why Outlook Cannot Display Linked Images in Signatures
Outlook email signatures support images inserted in two ways. The first method embeds the image file data directly into the signature HTML. The second method inserts a hyperlink pointing to the image’s location on a company server or website.
The “linked image cannot be displayed” error occurs exclusively with the second method. When you send an email, Outlook includes the web link, not the image file. The recipient’s email client must then fetch the image from that external URL when the email is opened.
Common Causes of the Fetch Failure
Several factors can block this fetch operation. The recipient’s Outlook may have security rules set to block automatic downloads of external content. This is a default setting to prevent tracking pixels and malware.
The web server hosting the image might be offline, require authentication, or have changed the image file’s location. Corporate firewalls or network policies can also block the specific HTTP request from the email client to the image server.
Steps to Fix and Recreate Your Signature with Embedded Images
The permanent solution is to remove the web link and embed the image file directly into your signature. Follow these steps to edit your signature correctly.
- Open the Outlook Signature Editor
Go to File > Options > Mail. Click the “Signatures…” button in the Create or modify signatures for messages section. This opens the Signatures and Stationery window. - Select and Edit Your Problem Signature
In the Select signature to edit list, click on the signature name that contains the broken image. The signature content will load in the Edit signature pane below. - Delete the Broken Linked Image
Click directly on the broken image placeholder or red X in the editor. Press the Delete key on your keyboard to remove it from the signature HTML. - Insert the Image File Directly
Place your cursor where the image should go. Click the Picture icon in the formatting toolbar. In the Insert Picture dialog, navigate to and select your local image file. Click Insert. This action embeds the image data. - Save and Apply the Signature
Click OK in the Signatures and Stationery window. Click OK again in the Outlook Options window. The signature is now saved with the embedded image. - Test the Fixed Signature
Create a new email. Your signature should appear at the bottom with the image visible. Send a test email to yourself to confirm it displays correctly in the received message.
If the Image Still Does Not Display After Embedding
Outlook Blocked External Images in Received Message
Even with an embedded image, your own security settings may block images in emails you receive. To check, open the test email you sent yourself. If you see a placeholder, look for a security warning bar at the top of the message. Click the option to “Download Pictures” or change settings via File > Options > Trust Center > Trust Center Settings > Automatic Download.
Signature File Path is Broken on Another Computer
If you use Outlook on multiple computers via roaming settings, the local path to the embedded image file might not exist on the second device. The signature stores a relative path. Ensure the image file is saved in an identical folder location on all computers, or use the steps above to recreate the signature on each machine.
Corporate IT Policy Overrides Signature Images
Some organizations use Group Policy to enforce a standard signature or strip images. If your embedded image disappears after sending, contact your IT department. They may have a policy that only allows images from a specific approved server, requiring you to use a linked image with a correct corporate URL.
Linked Image vs Embedded Image in Signatures
| Item | Linked Image (Web URL) | Embedded Image (Local File) |
|---|---|---|
| Reliability for Recipients | Low. Depends on recipient settings and server access | High. Image travels within the email file |
| Image Updates | Change image on server to update all signatures | Must edit and save each signature manually |
| File Size Impact | Minimal. Only a text link is added | Increases email size by the image file size |
| Security & Privacy | Can reveal IP address of recipient to server | No external call. More private |
| Common Use Case | Corporate logos on a central CDN | Personal logos, headshots, small banners |
You can now fix the broken image error by embedding your logo or banner directly into the signature. This ensures all recipients see the image regardless of their security settings. For a next step, review your default signatures for new messages, replies, and forwards in the same editor. An advanced tip is to use a compressed PNG file for your embedded image to minimize the impact on your email size.