The shift from plain text to HTML format in Outlook can enhance the visual appeal and functionality of your email messages. This article delves into the process of transforming the email format within Outlook, providing a step-by-step guide to help you seamlessly transition from plain text to HTML - a more dynamic and expressive format.
To change email to HTML in Outlook, follow these steps:
Go to Outlook.live.com (if you are using the Web Version aka OWA) or simply open your Outlook Desktop Application.
Sign in to your account.
Now, there are two ways to do this:
1. Change an individual email’s format to HTML
For this,
From your Outlook account:
Go to ‘New Email’ to compose a new message.
On the top ribbon - you will find a meatball menu icon (three horizontal dots). Click on it.
A dropdown menu will appear - from where you can select the option of ‘Switch To HTML’ (refer Figure 1).
[Important: The default email format in Outlook is HTML. From here, you can switch between Plain Text to HTML easily]
Figure 1
2. Change your message compose setting
From your Outlook account’s main page, click on the ‘Settings’ icon on the top menu (refer Figure 2).
Figure 2
The below pop-up window will appear. From here, go to the Mail >> Compose and Reply (refer Figure 3).
Figure 3
Go to the ‘Compose and Reply’ tab (refer Figure 3). Here, you can find multiple settings options for your email messages.
Figure 4
Scroll to the ‘Message Format’ setting (refer Figure 4). Select HTML from the dropdown option in the Compose messages in the format section.
That’s it, you’re done.
Important Note: The UI might differ based on your Outlook version and whether you are using it on a desktop or web. The above steps will help you out in either case. The above screenshots are from the latest Outlook app. If you are using the older app - you will find the settings to change email format under the ‘File’ Menu.
Here’s a quick guide:
From the File tab, choose Options > Mail.
Under the Compose messages section, you will find Compose messages in this format list, click HTML or Plain Text from here.
Additional Info:
Understanding your Email Message Formats in Outlook:
HTML:
The default message format in Outlook is HTML, which is considered optimal when aiming to craft messages resembling traditional documents. This format allows for the inclusion of various fonts, colors, bulleted and numbered lists, and the embedding of pictures within the message.
Plain Text:
While compatible with all email programs, the plain text format lacks support for bold or italic text, colored fonts, and other text formatting features. Additionally, it does not facilitate the display of pictures within the message; however, attachments can be used to include images.
Rich Text Format:
Please note that HTML is the current default compose format in Outlook, and Rich Text Format (RTF) is considered a legacy format without planned improvements. It is advised against using RTF in encrypted messages, as it may encounter conversion issues.
Notably, when sending an RTF message to someone external to your organization, Outlook automatically converts it to HTML, preserving the message's formatting and attachments.