Always forward Emails in a fixed format (such as html, plain text) automatically in Outlook

Author: Xiaoyang Last Modified: 2025-04-11

Kutools for Outlook

Normally, when you forward the message to other recipients, Outlook always forwards in the same format ("Plain Text", "Rich Text" or "HTML") of the original message. Is there any way to make Outlook always use a specific email format, such as "HTML" format when forwarding messages regardless of the format sent to you? In this case, I will introduce a handy tool – Fixed Forward Formatting of Kutools for Outlook, by applying this feature, you can quickly set a specific email format for forwarding messages without setting the format each time manually.

Always forward messages in a fixed format automatically in Outlook

Always forward messages in a fixed format automatically in Outlook

To set a specific email format, such as "HTML", "Plain Text", or "RTF" when forwarding messages, please do as follows:

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1. Click "Kutools Plus" > "Utilities" > "Fixed Forward Formatting" > "Set Forward Formatting", see screenshot:

Set Forward Formatting option on the ribbon

2. In the "Set Forward Formatting" dialog box, select one forward formatting ("Default", "HTML", "Plain Text", "RTF") that you need, and then click the "OK" button to close this dialog.

Set Forward Formatting dialog box

3. Then, go on clicking "Kutools Plus" > "Utilities" > "Fixed Forward Formatting" > "Enable Fixed Forward Formatting" to make this feature take effect, see screenshot:

Enable Fixed Forward Formatting option on the ribbon

4. And then, in the popped-out "Kutools for Outlook" prompt box, click the "OK" button to activate this feature, see screenshot:

Kutools for Outlook prompt box

5. From now on, the message format will always be the specific format you have specified in step 2 when forwarding emails.

Notes:

1. To disable this feature, you just need to click "Kutools Plus" > "Utilities" > "Fixed Forward Formatting" > "Enable Fixed Forward Formatting" again, and in the popped-out "Kutools for Outlook" prompt box, click the "OK" button.

Kutools for Outlook prompt box

2. If you choose the "Plain Text" option in the "Set Forward Formatting" dialog box, when you forward emails, a warning message box pops out, please click the "Continue" button directly, see screenshot:

Warning message box when choosing Plain Text in the Set Forward Formatting dialog

Demo: Always forward Emails in a fixed format (such as html, plain text) automatically

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