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3 min fix 3 min read Recently reviewedBeginner

By , IT support technician

Quick Answer

Open the email you are composing, click the Format Text tab at the top of the ribbon, and select HTML to re-enable colors, fonts, and images.

How to Fix Email Formatting Issues — HTML, Plain Text, and Broken Layouts ​

Estimated Time to Fix: 3 minutes

Applies to: Microsoft Outlook (Classic and New)
Article Type: Troubleshooting
Last Updated: 2026-07-20

Summary ​

This article guides you through fixing issues where Outlook emails lose their formatting, send as plain text without images, or display with broken layouts.

Symptoms ​

  • When you compose an email, all text formatting buttons (bold, colors, fonts) are greyed out.
  • Emails you send or receive strip out all images, logos, and links.
  • The email looks like a wall of plain text with no structure.

Prerequisites ​

  • None required.

Instructions ​

1. Change the Message Format to HTML (Classic Outlook) ​

  1. Open Outlook and click New Email.
  2. In the new message window, click the Format Text tab at the top.
  3. Look for the Format section and click HTML.
  4. The text formatting options should immediately become available, allowing you to use bold text, colors, and insert images.

2. Set HTML as the Default Format ​

  1. From the main Outlook window, click File in the top left corner, then click Options.
  2. Click Mail on the left side of the Options menu.
  3. Look for the section titled Compose messages.
  4. Ensure the dropdown for Compose messages in this format is set to HTML.
  5. Click OK to save the changes.

3. Check for Plain Text Reply Settings ​

  1. While still in File > Options > Mail, scroll down to the Replies and forwards section.
  2. Uncheck the box that says Read all standard mail in plain text (if you were having trouble viewing incoming emails).
  3. Click OK.

4. Verify Success ​

  1. Click New Email and verify that your signature images appear correctly and that you can use the text formatting tools.

Troubleshooting ​

WARNING

If your emails look fine on your computer but the recipient complains about broken formatting, the issue might be on their end (their email client is forcing plain text).

Symptom / ErrorPotential CauseSolution
Pasting text changes the font unexpectedlyPaste optionsWhen pasting into Outlook, click the small clipboard icon that appears and select Keep Source Formatting or Merge Formatting.
All incoming emails look like plain textTrust Center settingsGo to File > Options > Trust Center > Trust Center Settings > Email Security and uncheck "Read all standard mail in plain text".