Outlook Email Formatting Changes When Forwarded: How to Preserve Layout

Your carefully formatted email can look broken when forwarded. This happens because Outlook and other email clients interpret HTML and CSS code differently. This article explains why formatting changes and provides steps to maintain your original layout.

Why Email Formatting Gets Altered During Forwarding

Email formatting relies on HTML code and Cascading Style Sheets. When you forward a message, Outlook must reprocess this code into a new email. The recipient’s email application then interprets this code again. Differences in how clients handle CSS, fonts, and HTML tags cause the layout to shift.

A common issue is the removal of embedded styles. Some email clients strip out style information for security or compatibility. Complex elements like custom tables, precise spacing, and certain fonts are often lost. Using plain text or Rich Text Format will almost always break formatting when forwarded.

The Role of Message Format Settings

Your default message format in Outlook is critical. If set to plain text, all formatting is removed when you create a new forward. The Rich Text Format is proprietary to Microsoft and does not render correctly in web clients like Gmail. HTML format offers the broadest support for maintaining visual design across different systems.

Steps to Preserve Original Email Layout

Method 1: Set the Correct Default Message Format

Configure Outlook to use HTML format by default. This ensures any new message you forward starts with the best foundation for keeping style.

1. Open Outlook Options
   Go to File > Options to open the Outlook Options dialog box.
2. Navigate to Mail Settings
   Select the Mail category from the left-hand sidebar.
3. Set the Compose Format
   Scroll to the “Compose messages” section. Click the dropdown next to “Compose messages in this format” and select HTML. Click OK to save.

Method 2: Forward the Email as an Attachment

This method encapsulates the original email, protecting its code from being rewritten by the forwarding process.

1. Select the Email to Forward
   In your mailbox, click once on the email you want to forward to select it. Do not open it in a new window.
2. Use the Forward as Attachment Command
   Go to the Home tab on the ribbon. In the Respond group, click the dropdown arrow next to “Forward.” Select “Forward as Attachment” from the menu. A new message will open with the original email as an .msg file attached.
3. Send the New Message
   Add your recipient and any new text in the body. The attached email will remain in its original formatted state for the recipient to open.

Method 3: Copy and Paste with Formatting Intact

When you need to forward only part of an email, use Paste Special to keep the HTML formatting.

1. Copy the Formatted Content
   Open the original email. Select and copy the text, images, and tables you wish to forward. Use Ctrl+C.
2. Create a New Email in HTML Format
   Click New Email. On the Format Text tab, ensure HTML is selected in the Format group.
3. Paste Using Special Paste
   Click the Paste dropdown in the Clipboard group on the Message tab. Select Paste Special. In the dialog box, choose HTML and click OK. The content will appear with its original styling.

Common Formatting Mistakes and How to Avoid Them

Forwarding in Plain Text or Rich Text Format

If your forwarded email shows as plain text, check the format of the new message. On the Format Text tab, look for the HTML, Plain Text, and Rich Text buttons. If Plain Text or Rich Text is highlighted, click HTML. Any formatting added before switching will be lost, so set the format first.

Images and Logos Not Appearing for Recipients

Images stored on your local computer or company server will break when forwarded. To prevent this, always insert pictures inline using the Pictures command on the Insert tab. For corporate logos, use a publicly accessible URL or an image hosting service that permits hotlinking in emails.

Using Complex CSS and Div Tags

Advanced web design techniques often fail in email. Avoid using div tags, float properties, or external style sheets. For reliable layout, use simple HTML tables for structure and inline CSS styles for fonts and colors. Test your email by sending it to a Gmail or Yahoo account before wide distribution.

Message Format Comparison for Forwarding

Item	HTML Format	Rich Text Format	Plain Text
Best for preserving layout	Yes	Partial, in Outlook only	No
Cross-client compatibility	High	Low	Universal
Supports images and tables	Yes	Yes	No
Recommended for forwarding	Yes	No	No

You can now forward emails while keeping their original design. Set your default format to HTML in File > Options > Mail. For maximum fidelity, use the Forward as Attachment option. Remember that simple table-based layouts with inline styles have the highest chance of looking correct in any inbox.