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ToggleWhen you send attachments or files in an email message, how they appear depends on the message format you are using in Microsoft Outlook. Sometimes, you might notice that attachments appear as icons in the body of the message, while at other times, they appear in a separate “Attachments” line below the subject. This can be confusing for users who frequently send or receive emails with attachments such as documents, spreadsheets, or images.
Understanding how Outlook handles message formats helps ensure that your email content looks professional and your attachments are easy for recipients to access.
Outlook supports three types of message formats: HTML, Plain Text, and Rich Text Format (RTF). Each of these formats handles attachments differently.
HTML Format:
This is the most common and widely used format. It supports text formatting options such as colors, fonts, and images. When you use the HTML format, attachments appear on a separate line below the message subject in the “Attached” field. HTML is compatible with most email clients and devices, making it the preferred choice for business communication.
Plain Text Format:
Plain Text format supports only basic text. You cannot use colors, images, or special fonts. In this format, attachments appear as icons in a separate “Attachments” field, similar to HTML. However, since Plain Text does not support embedding files or images within the message body, all attachments appear outside the message text area.
Rich Text Format (RTF):
RTF allows text formatting and the inclusion of embedded objects. When you use Rich Text, attachments often appear within the body of the email instead of in a separate attachment line. For example, if you attach a Word document, it might appear as an icon right inside the message text. This can sometimes confuse recipients, especially if they use non-Outlook email programs, as those clients may not display embedded attachments correctly.
The main reason attachments sometimes appear in the body of your email is that the Rich Text Format (RTF) is being used. Outlook uses RTF to allow embedded items and formatted text, which causes attachments to appear inside the message body.
If you notice attachments appearing this way, you can easily change the format of your email message. By switching to HTML or Plain Text, attachments will automatically move to the separate “Attachments” field.
When replying to or composing an email, Outlook automatically uses the same format as the original message. For example, if the sender’s email was in Rich Text Format, your reply will also use RTF. However, you can manually change the message format at any time.
Here’s how:
Open the email you want to reply to or compose a new one.
On the Format Text tab, in the Format group, click HTML, Plain Text, or Rich Text.
Choose your desired format. If you want your attachments to appear below the subject line and not in the message body, select HTML.
By switching formats, you control how attachments are displayed, ensuring your message looks consistent and professional.
You can also set a default message format so that all your outgoing emails use a specific format. For example, if you prefer that all attachments appear separately and your emails maintain consistent formatting, you can set HTML as your default format.
To do this:
Go to File > Options.
Select Mail.
Under Compose messages, choose your desired format from the “Compose messages in this format” dropdown list.
Click OK to save changes.
This ensures that every new email you create uses the same format, avoiding confusion with attachments appearing in different places.
Outlook also allows you to specify that emails sent to certain contacts always use a particular format. This is helpful if some of your contacts use older email systems that don’t support HTML or Rich Text.
To set this:
Open a contact from your address book.
Double-click the contact’s email address.
In the E-mail Properties window, choose Send Using Outlook Rich Text Format, HTML format, or Plain Text format.
Click OK to save.
Now, every time you email that contact, Outlook will use the chosen format automatically.
For most users, HTML is the best choice because it ensures compatibility across different email clients (Gmail, Yahoo, Apple Mail, etc.) and devices (desktop, tablet, mobile). It allows for clear text formatting, hyperlinks, and images without embedding attachments inside the body.
Rich Text can be useful for internal communications within organizations that use Outlook exclusively, but for external communication, HTML provides a cleaner and more universal appearance.
If you’re unsure about which format to use or how to change your email settings in Outlook, our support team can guide you through the process. Whether it’s optimizing your Outlook setup, troubleshooting attachment issues, or improving your email communication workflow — we’re here to help.
Contact us to know more details.
