In Outlook, what message formats are available, and how can I change formats?

Microsoft Outlook can send and receive messages in HTML, plain text, and Rich Text Format (RTF).

HTML format

In Outlook, you can create a message in HTML format. This format supports text formatting, numbering, bullets, alignment, horizontal lines, pictures (including backgrounds), HTML styles, stationery, signatures, and web pages. Since most popular email programs use HTML, it's the format to use if you send most of your messages over the Internet, and is also useful if you send most of your messages within an environment that uses Microsoft Exchange Server.

Plain text and RTF

All email programs understand plain text format; however, it doesn't support bold, italic, colored fonts, or other text formatting. It also doesn't support pictures displayed directly in the message body (although you can include them as attachments).

You can use Rich Text Format (RTF) when sending messages within an environment that uses Microsoft Exchange Server; however, UITS recommends that you use HTML. RTF supports text formatting, including bullets, alignment, and linked objects. Outlook automatically creates meeting and task requests and messages with voting buttons in RTF format, regardless of the default format you have set.

Changing message formats

In most cases, you won't need to change the message format. When you send an HTML message to someone whose mail program doesn't understand HTML, the recipient's mail program automatically displays a plain text version in the message body. When you send an RTF formatted message, Outlook converts it to HTML by default. If the outgoing message is a task or meeting request, Outlook automatically converts it to iCal format, a common format for Internet calendar items, so that other email programs can understand the request. When you reply to a message, Outlook automatically uses the format the message was created in (except in the case of an RTF message sent over the Internet, as noted previously).

In some cases, you may prefer to use a different format for a specific message. For example, someone may send you a plain text message, but you want to forward or reply to it using HTML format and the features it supports. Or, you may always want to use a certain format for a specific contact (e.g., if you frequently send mail that contains linked objects, which only RTF supports). Outlook offers you the flexibility you need for such situations, as follows:

• Change the default message format for all new messages. In Outlook 2010:
  
  
  1. In the File tab, click Options.
  2. In the Mail tab, under "Compose messages", from the drop-down menu, choose the format you want (e.g., HTML, Rich Text, or Plain Text).

  In earlier versions:

  1. From the Tools menu, click Options... . Then click the Mail Format tab.
  2. From the "Compose in this message format:" drop-down list, click the format you wish to use.
  
  
• Specify the default message format for one new message:

  In Outlook 2010, in the Ribbon, click New Items. Click E-mail Message Using, and then select the format you want to use.

  In earlier versions, from the main Microsoft Outlook window, from the Actions menu, select New Mail Message Using, and then select the format you wish to use (e.g., Plain Text).

• Change the format of a message you received or already created (Outlook 2007 and earlier):

  With the message open, from the Format menu, select the format you wish to use.

• Change the format for all messages sent to a particular contact:
  
  
  1. Open the contact. In the "Email" box, double-click the contact's email address.
  2. From the Internet Format list, select the format you wish to use for messages to this recipient.

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