How To Change Format In Outlook – Email Message Composition Options

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Changing how your emails look starts with adjusting the format settings in Outlook. If you’ve ever wondered how to change format in Outlook, you’re not alone—many users find the default settings confusing. This guide walks you through every step, from plain text to HTML, and everything in between.

Outlook offers three main formats: HTML, Rich Text, and Plain Text. Each has its own use case, and switching between them is simpler than you think. Let’s break it down so you can send emails that look exactly how you want.

How To Change Format In Outlook

Before we get into the nitty-gritty, understand that changing the format affects how recipients see your email. HTML supports images, fonts, and colors. Rich Text works best within Microsoft environments. Plain Text strips all formatting for universal readability.

Here’s the quickest way to switch formats for a single email:

  1. Open a new email message in Outlook.
  2. Click the “Format Text” tab in the ribbon at the top.
  3. Look for the “Format” group—you’ll see three options: HTML, Rich Text, and Plain Text.
  4. Select your desired format. The email body updates immediately.

That’s it for one-off changes. But what if you want to set a default format for all new emails? Keep reading.

Setting A Default Format For All New Emails

To avoid manually switching every time, configure Outlook to use your preferred format by default. Follow these steps:

  1. Go to “File” in the top-left corner.
  2. Select “Options” from the menu.
  3. In the Outlook Options window, click “Mail” on the left sidebar.
  4. Under the “Compose messages” section, find the dropdown for “Compose messages in this format.”
  5. Choose HTML, Rich Text, or Plain Text.
  6. Click “OK” to save.

Now every new email will use that format. But remember, replying to or forwarding an email keeps the original format unless you change it manually.

Changing Format For Replies And Forwards

Sometimes you want to reply in a different format than the original message. Here’s how:

  1. Open the email you want to reply to or forward.
  2. Click “Reply,” “Reply All,” or “Forward.”
  3. In the new message window, go to the “Format Text” tab.
  4. Select your preferred format from the “Format” group.
  5. Type your response and send.

This overrides the default for that specific reply. It’s handy when someone sends you a plain text email but you want to respond with images or styled text.

Understanding The Differences Between Formats

Knowing when to use each format saves time and prevents confusion. Here’s a breakdown:

  • HTML: Supports images, tables, fonts, colors, and hyperlinks. Best for most business and personal emails.
  • Rich Text: Similar to HTML but limited to Microsoft Exchange environments. Works well within a company using Outlook.
  • Plain Text: No formatting at all—just text. Use this for security or when sending to recipients with old email clients.

If you’re unsure, stick with HTML. It’s the most versatile and widely supported.

How To Change Format In Outlook For A Specific Contact

You can set a preferred format for individual contacts. This is useful if someone always sends plain text and you want to reply in HTML. Here’s the process:

  1. Open the contact in Outlook (double-click their name in the People section).
  2. Click the “Email” tab in the contact window.
  3. Find the “Internet format” section.
  4. Choose “Send Plain Text only,” “Send Rich Text only,” or “Let Outlook decide the best format.”
  5. Click “Save & Close.”

Now emails to that contact will follow your preference. This overrides your global default.

Changing The Format Of An Email After It’s Sent

You cannot change the format of an email after it’s sent. However, you can recall or replace it if you act fast. Here’s how to recall a message:

  1. Go to the “Sent Items” folder.
  2. Double-click the email you want to recall.
  3. In the “Message” tab, click “Actions” and select “Recall This Message.”
  4. Choose to delete unread copies or replace with a new message.
  5. Click “OK.”

Recalling only works if both you and the recipient use Microsoft Exchange or Microsoft 365. It’s not guaranteed, but it’s worth trying.

Formatting Tips For Better Emails

Once you’ve changed the format, use these tips to make your emails stand out:

  • Use bullet points for lists—they’re easier to read.
  • Keep font sizes between 10 and 12 points for readability.
  • Avoid too many colors; stick to one or two for emphasis.
  • Add images sparingly—large files may be blocked.
  • Always preview your email before sending.

These small adjustments make a big difference in how your message is recieved.

Troubleshooting Common Format Issues

Sometimes changing the format doesn’t work as expected. Here are fixes for common problems:

  • Format option is grayed out: You might be in a restricted environment. Check with your IT admin.
  • Images don’t appear: The recipient’s email client may block images. Ask them to add you to their safe senders list.
  • Fonts look different: The recipient may not have the same fonts installed. Use standard fonts like Arial or Calibri.
  • Plain text emails look messy: That’s normal—plain text doesn’t support formatting. Consider switching to HTML.

If problems persist, restart Outlook or update to the latest version.

How To Change Format In Outlook For Mac

Outlook for Mac works slightly differently. Here’s how to change formats:

  1. Open a new email message.
  2. Click the “Options” tab in the ribbon.
  3. Look for the “Format” dropdown menu.
  4. Select HTML, Rich Text, or Plain Text.
  5. The email body updates instantly.

To set a default format on Mac:

  1. Go to “Outlook” in the menu bar.
  2. Select “Preferences.”
  3. Click “Composing.”
  4. Under “Message format,” choose your default.
  5. Close the window to save.

Mac users have fewer options than Windows, but the basics are the same.

Using Templates With Different Formats

Outlook templates can save time, but they’re tied to a specific format. To create a template:

  1. Compose a new email with your desired format and content.
  2. Go to “File” > “Save As.”
  3. Choose “Outlook Template (*.oft)” from the dropdown.
  4. Give it a name and save.
  5. To use the template, go to “New Items” > “More Items” > “Choose Form.”
  6. Browse for your template and open it.

Templates retain the format you used when saving. If you need a different format, create a new template.

Keyboard Shortcuts For Quick Format Changes

Speed up your workflow with these shortcuts:

  • Ctrl+Shift+H: Switch to HTML format.
  • Ctrl+Shift+R: Switch to Rich Text format.
  • Ctrl+Shift+P: Switch to Plain Text format.

These shortcuts work in the email composition window. They’re a huge time saver once you memorize them.

Why Your Format Changes Might Not Stick

If Outlook keeps reverting to a different format, check these settings:

  • Global default: Make sure you set it in File > Options > Mail.
  • Contact-specific settings: Override the global default for individual contacts.
  • Add-ins: Some add-ins force a specific format. Disable them temporarily to test.
  • Corrupted profile: Create a new Outlook profile if nothing works.

These steps usually resolve persistent format issues.

Best Practices For Email Formatting

To ensure your emails look professional, follow these guidelines:

  • Use a clear subject line—it’s the first thing people see.
  • Keep paragraphs short—three to four sentences max.
  • Use headings sparingly; bold text works for emphasis.
  • Include a call to action if needed.
  • Test your email on different devices before sending.

Good formatting improves readability and response rates.

How To Change Format In Outlook For Calendar Items

Calendar items also have formats, though less commonly changed. Here’s how:

  1. Open a new calendar event.
  2. Click the “Format Text” tab.
  3. Select HTML, Rich Text, or Plain Text.
  4. Add your description and save.

Most calendar items work fine with HTML, but plain text is simpler for quick notes.

Frequently Asked Questions

Q: Can I change the format of an email I already recieved?
A: No, you can only change the format of emails you compose. Received emails stay in their original format.

Q: Why does Outlook sometimes send in plain text even when I set HTML?
A: This can happen if the recipient’s email server forces plain text conversion. Check your settings or contact your IT team.

Q: Is there a way to change format in Outlook for all sent items at once?
A: No, you must change the default format for future emails. Past sent items remain unchanged.

Q: Does changing format affect attachments?
A: No, attachments are independent of the email format. They remain as-is.

Q: Can I use different formats in the same email?
A: No, an email can only have one format. You cannot mix HTML and plain text in the same message.

Final Thoughts On Format Changes

Mastering how to change format in Outlook gives you control over your email communication. Whether you need professional HTML emails for clients or simple plain text for internal notes, Outlook has you covered.

Experiment with different formats to see what works best for your workflow. And remember, if something goes wrong, you can always revert to the default settings.

With these steps, you’ll never struggle with email formatting again. Happy sending!