How to Switch between HTML & Plain Text in Outlook
This guide shows you how to switch between HTML and Plain text when writing emails in the outlook-on-windows-11/" class="sal-link" rel="noopener" target="_blank" data-sal-id="26295">new Outlook app for Windows 11.
Applies to
This guide covers Classic Outlook, New Outlook for Windows, and Outlook on the Web (OWA). Understanding how to manage your Outlook message format settings ensures your emails look exactly how you intend, whether you are sending professional newsletters or simple text messages.
Why change the email format?
HTML is the standard for modern email. It allows for rich formatting, including bold text, colors, tables, and embedded images. Plain Text removes all formatting, leaving only raw text. This is often preferred for technical mailing lists or to ensure compatibility with older email systems. Rich Text Format (RTF) is a middle ground, primarily used within Microsoft Exchange environments to preserve specific formatting features.
What happens when you are done?
Once you update your Outlook default compose format, all future emails will use your selected style. Changing this does not affect previously sent emails, but it will change how your signature appears if it contains images or complex formatting.
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 Settings gear icon in the top right.
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
If you do not want to change your global settings, you can toggle the format while drafting a specific email. In the message window, click the Format Text tab in the top ribbon. Select HTML, Plain Text, or Rich Text from the Format group.
Summary
Managing your Outlook formatting options is essential for professional communication. Whether you need the visual power of HTML or the reliability of Plain Text, you can easily toggle these settings in the Compose and reply menu. For more help, see our guides on managing email signatures and troubleshooting email delivery.
Why does my Outlook automatically convert HTML to Plain Text?
This usually happens due to security settings or an active policy in your organization. If you are using a work account, your IT department may force Plain Text to prevent malicious scripts or tracking pixels from executing within your email client. Check your security settings or contact your administrator.
Why do some recipients see my email as a winmail.dat attachment?
This occurs when you send a Rich Text Format (RTF) email to a recipient who uses a non-Microsoft email client. The recipient’s software cannot interpret the proprietary Microsoft formatting, so it displays the data as a generic winmail.dat file. Always use HTML or Plain Text to avoid this issue.
Was this guide helpful?
Leave a Reply Cancel reply