How to send HTML emails in Outlook and stop converting to plain text

This comprehensive guide explains how to send HTML emails in Outlook and set HTML as the default format. Troubleshooting tips are included to resolve formatting issues and prevent email conversion to plain text.

Sending HTML emails in Outlook lets you create visually appealing messages with custom designs, colors, and layouts. This is ideal for newsletters, marketing, and adding style to personal or business emails.

Understanding Outlook Email Formats

Outlook offers three email formats: HTML, Plain Text, and Rich Text Format (RTF).

• HTML: The most versatile format, supporting images, links, colors, fonts, and layouts. It sends both HTML and plain text versions; the recipient's client chooses which to display.

• Plain Text: The simplest format, only displaying unformatted text. Highly compatible but lacks visual appeal.

• RTF: A compromise between HTML and Plain Text, offering basic formatting but limited compatibility with non-Microsoft clients. Generally less useful for external communication.

Sending HTML Emails in Classic Outlook (Older Versions)

1. Create a new message or reply/forward.
2. If using the Reading Pane, click "Pop Out."
3. Go to the "Format Text" tab and select "HTML."
4. Format your email using the available options.
5. Send the email.

Changing to HTML in New Outlook and Web App

1. Create a new message or reply/forward.
2. If using the Reading Pane, click "Pop Out."
3. Go to the "Options" tab and click "Switch to HTML."
4. Format your email.

To switch to plain text, click the "T" button.

Setting HTML as the Default Format

(Classic Outlook):

1. Go to File > Options.
2. Select Mail.
3. In "Compose messages," choose "HTML" from the dropdown.
4. Click OK.

(New Outlook and Web App):

1. Click Settings (gear icon).
2. Select Mail > Compose and reply.
3. Choose "HTML" from the "Compose message in" dropdown.
4. Click Save. Note: This is set at the account level.

Stopping Emails from Converting to Plain Text

If Outlook converts incoming emails to plain text, check your Trust Center settings:

1. Go to File > Options > Trust Center > Trust Center Settings.
2. Select Email Security.
3. Uncheck "Read all standard mail in plain text."
4. Click OK.

Why Emails Convert to Plain Text

Several factors can cause this: email security settings, compatibility issues, user preferences, email policies, Exchange Server settings, third-party add-ins, antivirus software, or a corrupted Outlook profile. Troubleshooting involves checking these areas.

In short, mastering HTML emails in Outlook enhances communication. Use this guide to optimize your email settings and enjoy consistently well-formatted messages.

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