Cannot edit message format in Outlook

Lana Johnston (Hunter New England LHD) 0 Reputation points
2026-11-06T00:01:49.17+00:00

How can I fix this?

I have tried correcting all formatting and settings for messages in email system

Outlook | Windows | Classic Outlook for Windows | For business
0 comments

2 answers

Sort by: Newest
Most helpful Newest Oldest
  1. Kai-Ex 2,480 Reputation points Microsoft External Staff Moderator
    2026-11-06T00:38:54.5666667+00:00

    Dear @Lana Johnston (Hunter New England LHD) ,

    Since you’ve already checked Outlook’s settings, I’d start with a new blank email and see whether you can apply bold formatting. If that works but formatting is unavailable when replying to a message, the reply may be using plain text. I’d check the format of the affected message itself, since a reply to a plain-text email can still use plain text even when new messages are set to HTML.

    Open the draft or click Reply. If you’re composing in the Reading Pane, select Pop Out.

    In the message window, select Format Text > HTML, then try applying bold to a word in the message body.

    If this also affects new emails, go to File > Options > Mail and set Compose messages in this format to HTML. Then test with a new blank email. Please refer to this document: Change the message format to HTML, Rich Text Format, or plain text in Outlook

    If it still doesn’t work, could you tell me whether HTML is missing or greyed out, or whether you can select it, but the formatting buttons still don’t work? Also, when did the issue start?

    Was this answer helpful?

    0 comments

  2. AI answer

    2026-11-06T00:05:39.52+00:00

    Pop out the message and select Format Text > HTML; classic Outlook disables text-formatting controls when the message is in Plain Text, while HTML enables fonts, colors, lists, and pictures.^1^

    Enable formatting for new messages and replies

    Since the general formatting settings have already been corrected, test the format directly in a message:

    1. Select New Email.
    2. In the separate message window, open Format Text.
    3. Select HTML.
    4. Confirm that font, bold, color, bullets, and related controls become available.
    5. For a reply or forward composed in the Reading Pane, select Pop Out first, then choose Format Text > HTML.

    To make HTML the default for future new messages:

    1. Go to File > Options > Mail.
    2. Under Compose messages, set Compose messages in this format to HTML.
    3. Select OK.^1^

    HTML is preferable here; Rich Text Format is a legacy Outlook format and can cause conversion problems, particularly outside Exchange-based environments.

    Check whether “Read as Plain Text” is affecting replies

    Classic Outlook can be configured to open all received mail as plain text. When enabled, replies are also composed in plain text by default, although individual messages can still be switched to HTML.^1^

    1. Go to File > Options > Trust Center.
    2. Select Trust Center Settings > Email Security.
    3. Under Read as Plain Text, clear:
      • Read all standard mail in plain text
      • Read all digitally signed mail in plain text, if selected
    4. Select OK to close each dialog, then restart Outlook.^2^

    Test both a new message and a popped-out reply afterward.

    If HTML is selected but controls remain greyed out

    Test whether an add-in is interfering:

    1. Close Outlook.
    2. Press Windows key + R.
    3. Enter:
    outlook.exe /safe
    1. Create a new message, select Format Text > HTML, and test the controls.
    2. If they work in Safe Mode, go to File > Options > Add-ins.
    3. Beside Manage: COM Add-ins, select Go.
    4. Record the enabled add-ins, then clear their check boxes—do not remove them.
    5. Restart Outlook normally and re-enable add-ins one at a time until the issue returns.^3^

    If Safe Mode makes no difference, test a new Outlook profile:

    1. Close Outlook.
    2. Create a new Outlook profile.
    3. Hold Shift while starting Outlook.
    4. Select the new profile and test message formatting.
    5. If formatting works there, the original profile is damaged.^3^

    As the final local repair, in Windows 11 open Start > Installed apps, locate Microsoft 365 or Office, select … > Modify, and run Online Repair. On Windows 10, use Start > Apps and Features > Microsoft 365 or Office > Modify. Online Repair repairs the entire Office installation and may require a restart.^4^

    If the format selector itself is disabled even in Safe Mode and a new profile, contact the organization’s Microsoft 365 administrator to check whether a managed Outlook policy is enforcing the message format.

    References

    1. [Classic Outlook](https://support.microsoft.com/outlook/change-the-message-format-to-html-rich-text-format-or-plain-text-in-outlook)
    2. Read email messages in plain text in classic Outlook | Microsoft Support
    3. [Classic Outlook](https://support.microsoft.com/outlook/getstarted/outlook-for-windows-not-responding-hangs-freezes-or-stops-working)
    4. Repair an Office application
    AI-generated content may be incorrect. Read our transparency notes for more information.

    Was this answer helpful?

Your answer

Answers can be marked as 'Accepted' by the question author and 'Recommended' by moderators, which helps users know the answer solved the author's problem.