Outlook uses the wrong signature: check account defaults

Identify the Outlook version, mailbox and message state

Classic Outlook, new Outlook, Outlook on the web and mobile Outlook do not use identical controls. Start by identifying the version and mailbox in use. A personal account, an organisational mailbox and a shared mailbox may also offer different features or permissions, even on the same computer.

Use one known message as a reference. Record its sender, subject, approximate date and expected folder without exposing private content in a screenshot. Check filters, conversation grouping and the selected mailbox before making account-wide changes. Where appropriate, compare the same mailbox through its usual web interface to distinguish a local viewing or sync problem from the server’s actual message state.

Review the result from the recipient or mailbox user’s perspective. A request sent, sharing link created or display option changed does not by itself prove delivery, access or recall succeeded. Check the available status report or the actual message outcome. Preserve local archives and unsynchronised work before account removal or major repairs, and keep any organisational security rules in place while investigating.