How To Change Email Format In Outlook : Changing Plain Text To Html

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Adjusting email retention policies in Outlook controls how long messages remain in your folders before being archived or deleted. But before you dive into retention, you might first want to know how to change email format in outlook for better readability or compatibility. This guide walks you through every method, from plain text to HTML and Rich Text, with step-by-step instructions for both classic and new Outlook versions.

How To Change Email Format In Outlook

Changing the email format in Outlook is simpler than you think. Whether you need to send a plain text message for security or switch to HTML for fancy formatting, Outlook gives you full control. Let’s break it down.

Understanding Email Formats In Outlook

Outlook supports three main email formats: HTML, Plain Text, and Rich Text Format (RTF). Each has its own use case.

  • HTML: The default format. Supports images, fonts, colors, and tables.
  • Plain Text: No formatting. Best for security and compatibility with older systems.
  • Rich Text (RTF): Microsoft’s own format. Works only within Exchange environments.

Knowing these differences helps you choose the right format for each recipient. For example, sending an HTML email to a plain text reader might look messy.

Why You Might Need To Change Email Format

There are several reasons to switch formats. Security is a big one—plain text blocks malicious scripts. Compatibility matters too: some email clients don’t render HTML well. And sometimes, you just want a cleaner look.

Another common reason is file size. HTML emails with images can be large, while plain text stays tiny. If you’re on a slow connection, plain text saves time.

How To Change Email Format For A Single Message

This is the quickest method. You change the format for one email without affecting your default settings.

  1. Open Outlook and click New Email to compose a message.
  2. In the message window, go to the Format Text tab.
  3. Look for the Format group. You’ll see three options: HTML, Plain Text, and Rich Text.
  4. Click the format you want. The message will switch immediately.

That’s it. Your current email now uses the new format. This change only applies to this one message.

How To Change Default Email Format In Outlook

If you always want a specific format, change the default setting. Here’s how.

  1. Go to File > Options > Mail.
  2. Under the Compose messages section, find Compose messages in this format.
  3. Select HTML, Plain Text, or Rich Text from the dropdown.
  4. Click OK to save.

Now every new email you compose will use that format. But remember, you can still override it for individual messages using the method above.

Changing Email Format In Outlook For Mac

Outlook for Mac works a bit differently. The steps are still straightforward.

  1. Open Outlook and click New Email.
  2. In the message window, go to the Format menu at the top.
  3. Select Plain Text or Rich Text. HTML is the default.
  4. If you want to change the default, go to Outlook > Preferences > Compose.
  5. Under Message format, choose your preferred option.

Note that Rich Text on Mac may not work perfectly with Windows recipients. Stick to HTML or Plain Text for cross-platform compatibility.

How To Change Email Format In Outlook Web App (OWA)

The web version of Outlook has fewer options, but you can still switch formats.

  1. Log in to Outlook on the web.
  2. Click New message.
  3. At the bottom of the compose pane, click the three dots (More options).
  4. Select Switch to plain text or Switch to HTML.

That’s all. OWA doesn’t support Rich Text. If you need RTF, use the desktop app.

Changing Email Format For Replies And Forwards

By default, Outlook replies and forwards in the same format as the original message. But you can change that.

  1. Go to File > Options > Mail.
  2. Under Replies and forwards, find When replying to a message.
  3. Choose Do not include original message, Attach original message, or Include original message text.
  4. For format, you can set it to Plain Text or HTML in the same section.

This setting applies to all replies and forwards. It’s useful if you often reply to HTML emails but prefer plain text for responses.

How To Change Email Format In Outlook For A Specific Contact

Sometimes you want a specific format for one person. You can set that in the contact properties.

  1. Open the Contacts folder.
  2. Double-click the contact you want to modify.
  3. On the Contact tab, click Properties.
  4. Go to the Internet Email tab.
  5. Under Send messages in, choose HTML, Plain Text, or Rich Text.
  6. Click OK to save.

Now all emails to that contact will use your chosen format. This overrides your default setting.

Troubleshooting Common Format Issues

Sometimes changing formats doesn’t work as expected. Here are common problems and fixes.

  • Format reverts to HTML: Check if your recipient’s server forces HTML. Some systems convert plain text.
  • Images not showing: In plain text, images are removed. Switch to HTML to see them.
  • Rich Text not working: RTF only works within Exchange. For external recipients, use HTML or Plain Text.
  • Format changes after sending: The recipient’s email client may convert the format. You can’t control that.

If you’re still stuck, try restarting Outlook. Sometimes a fresh start clears format glitches.

How To Change Email Format In Outlook Using Keyboard Shortcuts

Power users love shortcuts. Here are a few for format changes.

  • Alt + H, F, P: Switch to Plain Text.
  • Alt + H, F, H: Switch to HTML.
  • Alt + H, F, R: Switch to Rich Text.

These work in the compose window. They’re faster than clicking through menus.

Best Practices For Choosing Email Format

Not sure which format to use? Follow these guidelines.

  • Use HTML for newsletters, marketing, or any email with images and formatting.
  • Use Plain Text for internal notes, security-sensitive messages, or when you’re unsure of the recipient’s client.
  • Use Rich Text only within your organization, and only if everyone uses Outlook.

When in doubt, plain text is safe. It’s readable everywhere and blocks most threats.

How To Change Email Format In Outlook For All Messages At Once

If you want to convert all your existing emails to a different format, that’s not directly possible. Outlook doesn’t have a bulk format converter. But you can change the default for future messages.

For existing emails, you’d need to export them and re-import in a different format. That’s advanced and not recommended for most users.

How To Change Email Format In Outlook For Calendar Items

Calendar items also have formats. You can set them separately.

  1. Go to File > Options > Calendar.
  2. Under Calendar options, find When sending meeting requests.
  3. Choose HTML or Plain Text.

This affects how your meeting invitations look to others.

How To Change Email Format In Outlook For Tasks And Notes

Tasks and notes use the same format settings as email. But you can’t change them independently. They follow your default email format.

If you need a different format for tasks, you’ll have to change your default. That’s a workaround, not a perfect solution.

How To Change Email Format In Outlook Using Group Policy

For IT admins, Group Policy can enforce email formats across an organization. This is useful for compliance.

  1. Open the Group Policy Management Console.
  2. Navigate to User Configuration > Administrative Templates > Microsoft Outlook 2016 > Outlook Options > Preferences > Mail Format.
  3. Enable the policy for Set default message format.
  4. Choose HTML, Plain Text, or Rich Text.

This forces all users to use the same format. It’s powerful but should be used carefully.

How To Change Email Format In Outlook For Mobile Devices

Outlook mobile apps have limited format options. You can’t change the default format on iOS or Android. But you can switch a single message.

  1. Open the Outlook app and tap New message.
  2. Tap the three dots in the top right.
  3. Select Switch to plain text.

That’s the only option. HTML is the default on mobile.

How To Change Email Format In Outlook For Shared Mailboxes

Shared mailboxes follow the same rules as personal mailboxes. You change the format in the same way.

  1. Open the shared mailbox in Outlook.
  2. Compose a new message.
  3. Use the Format Text tab to switch.

If you have permission to change the default for the shared mailbox, go to File > Options > Mail while the shared mailbox is active.

How To Change Email Format In Outlook For Distribution Lists

Distribution lists don’t have their own format settings. The format is determined by the sender. If you want a specific format for a list, set it in your own default or per-message.

How To Change Email Format In Outlook For External Recipients

External recipients often have different email clients. HTML is usually safe, but plain text is more reliable. If you’re sending to a government or corporate address, plain text might be required.

You can check the recipient’s domain to guess their client. But it’s easier to just use plain text for important external messages.

How To Change Email Format In Outlook For Large Attachments

Large attachments can cause issues with HTML formatting. If you’re sending a big file, consider switching to plain text to reduce size.

But note: plain text doesn’t support inline images. Attach the file separately instead.

How To Change Email Format In Outlook For Read Receipts

Read receipts work differently in each format. In HTML, you can request a receipt. In plain text, you cannot. If you need a receipt, use HTML.

To request a receipt: go to Options > Request a read receipt. This only works in HTML.

How To Change Email Format In Outlook For Digital Signatures

Digital signatures require HTML or Rich Text. Plain text doesn’t support them. If you need to sign an email, make sure you’re not in plain text.

To add a signature: go to Insert > Signature. The format must be HTML or RTF.

How To Change Email Format In Outlook For Encryption

Encryption works with all formats, but plain text is easier to encrypt. HTML encryption can sometimes break formatting. If security is critical, use plain text.

To encrypt: go to Options > Encrypt. This works with any format.

How To Change Email Format In Outlook For Out Of Office Replies

Out of office replies use your default email format. To change them, adjust your default first.

  1. Go to File > Automatic Replies.
  2. Compose your message. It will use your default format.
  3. If you want a different format, change your default before setting up the reply.

You can’t set a separate format for OOO messages.

How To Change Email Format In Outlook For Rules

Rules can change format automatically. For example, you can create a rule that converts all emails from a specific sender to plain text.

  1. Go to File > Manage Rules & Alerts.
  2. Click New Rule.
  3. Select Apply rule on messages I receive.
  4. Set conditions (e.g., from a specific sender).
  5. Under actions, choose forward it or redirect it—but not format change directly.

Unfortunately, Outlook rules don’t have a “change format” action. You’d need a third-party tool for that.

How To Change Email Format In Outlook For Templates

Templates save formatting. If you create a template in HTML, it stays HTML. To change the format of a template, you need to recreate it.

  1. Open the template.
  2. Change the format using the Format Text tab.
  3. Save the template again.

This overwrites the old template with the new format.

How To Change Email Format In Outlook For Quick Steps

Quick Steps can include format changes. For example, you can create a Quick Step that replies in plain text.

  1. Go to Home > Quick Steps > Create New.
  2. Choose an action like Reply.
  3. Under options, you can set the format. But it’s limited.

Quick Steps don’t have a direct format toggle. You might need to use a workaround like creating a new message in the desired format.

How To Change Email Format In Outlook For Voting Buttons

Voting buttons require HTML. They don’t work in plain text. If you need to poll recipients, use HTML.

To add voting buttons: go to Options > Use Voting Buttons. This only works in HTML.

How To Change Email Format In Outlook For Stationery

Stationery is only available in HTML. If you switch to plain text, stationery is removed. To use stationery, stay in HTML.

To apply stationery: go to Options > Stationery and Fonts. This only works with HTML.

How To Change Email Format In Outlook For Fonts And Colors

Fonts and colors are part of HTML formatting. In plain text, you can’t change them. If you want custom fonts, use HTML.

To change fonts: go to Format Text &