How to Switch between HTML & Plain Text in Outlook
Changing the message format in Outlook (the email program by Microsoft) lets you send messages as HTML, Plain Text, or Rich Text depending on what you need. HTML supports pictures and formatting, while Plain Text uses basic text without any styling and works with every email app.
You can change this setting for a single message while you write it, or update the default format for every email you send in Outlook 2016, 2019, 2021, and Microsoft 365.
In New Outlook, click the Settings gear, go to Mail Compose and reply, and choose your message format. In Classic Outlook, go to File Options Mail, then select your format from the dropdown. You can also change the format for a single email via the Format Text tab.
Applies to
This guide covers Classic Outlook, New Outlook for Windows, and Outlook on the Web (OWA). Knowing how to adjust your Outlook message format settings ensures your emails appear properly formatted. Professional newsletters and basic text notes benefit equally from this control.
Why change the email format?
Switching formats keeps design elements intact or strips away unnecessary styling for maximum compatibility.
What happens when you are done?
New messages use your updated format by default, but past messages stay the same. Signatures with images or custom styling might need minor adjustments after you switch.
Quick Summary Table
| Format | Best For | Pros | Cons |
|---|---|---|---|
| HTML | Marketing & Business | Visual appeal, branding | Can trigger spam filters |
| Plain Text | Technical & Accessibility | High deliverability, fast | No styling options |
| Rich Text | Internal Exchange | Advanced layout control | Not compatible with all apps |
How to change format in New Outlook for Windows
1. Open the New Outlook app.
2. Click the gear icon for Settings, usually found in the top right corner.
3. Navigate to Mail > Compose and reply.
4. Scroll to Message format and select your preference.
5. Click Save.
How to change format in Classic Outlook
1. Open Classic Outlook.
2. Go to File > Options > Mail.
3. Under 'Compose messages,' use the dropdown menu to select HTML, Plain Text, or Rich Text.
4. Click OK.
How to change format for a single email
Individual messages require format changes on the fly when global defaults remain unchanged. Message windows feature the Format Text tab in the top ribbon for this exact purpose. Selecting HTML, Plain Text, or Rich Text from the Format group applies the change to that specific draft.
Summary
HTML offers full visual styling, while Plain Text guarantees compatibility with older email clients. Choose the option that fits your message. Additional assistance appears within our guides covering managing email signatures and troubleshooting email delivery.
Why does my Outlook automatically convert HTML to Plain Text?
IT department security rules frequently force Outlook to convert HTML emails into Plain Text automatically.
Why do some recipients see my email as a winmail.dat attachment?
Recipients occasionally encounter winmail.dat attachments when messages use Outlook's Rich Text Format (RTF) alongside alternative email software.
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About the Author
Richard
Tech Writer, IT Professional
Richard, a writer for Geek Rewind, is a tech enthusiast who loves breaking down complex IT topics into simple, easy-to-understand ideas. With years of hands-on experience in system administration and enterprise IT operations, he’s developed a knack for offering practical tips and solutions. Richard aims to make technology more accessible and actionable. He's deeply committed to the Geek Rewind community, always ready to answer questions and engage in discussions.
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