Microsoft Office Tutorials and References
In Depth Information
Which format should you use? There’s rarely a reason to use plain text unless you believe that your
message will be going to people who are using out-of-date software, for example in some
RTF is desirable because of its powerful formatting capabilities. There are just some things you can
do in RTF that you cannot do in HTML, although to be honest they are all pretty specialized and
the majority of users are unlikely to ever use them.
However, the limitations for reading RTF messages are an important consideration. Unless you
know that all recipients will have a compatible email client you should avoid using RTF. If, for
example, your company has standardized on Outlook for its email client, it is probably safe to use
RTF for your internal company messages.
HTML is generally the best choice of message formats for most users. It provides all the formatting
capability that most people will ever need, and it can be read by most email clients. For this reason,
HTML is Outlook’s default message type.
When you are composing a new message, you can change its type by clicking the Plain Text, HTML,
or Rich Text button on the Options ribbon (see Figure 5.1). The highlighted button shows the
message’s current format — which is HTML in the figure.
Changing the format of an email message.