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Line breaks are removed from the signature when viewed in Outlook

Scenario:

Outlook removes line breaks in signatures for messages sent in plain text format. For the sender, the message looks normal but when displayed for the recipient, line breaks are removed so formatting of the signature is compromised.

Reason:

By default, the Remove extra line breaks in plain text messages option in Outlook is enabled. So, if a line break is found, it is removed (if there are two or more successive line breaks, they are not removed).

Solution:

The following methods can be used as a workaround for new messages:


Recipients can use the following methods as a workaround for existing messages:


New messages

To ensure that line breaks are not removed from messages (and therefore signatures), you can use methods detailed below:

Method 1: Disable the feature that removes extra line breaks

This method disables the feature for all plain text items. To do this, follow these steps:


For Outlook 2010 and later versions:

  1. Open Outlook.
  2. On the File tab, select Options.
  3. In the Options window, select Mail.
  4. In the Message format section, clear the Remove extra line breaks in plain text messages check box.
  5. Click OK.

For Outlook 2007 or earlier versions:

  1. Open Outlook.
  2. On the Tools menu, select Options.
  3. On the Preferences tab, select the E-mail Options button.
  4. Clear the Remove extra line breaks in plain text messages check box.
  5. Click OK twice.

Method 2: Use HTML or Rich Text format

Use HTML or Rich Text format when composing/sending new messages - you can do this for all messages or for individual messages.


All messages

To change the format for all messages, follow the steps below.


For Outlook 2010 and later versions:

  1. Open Outlook.
  2. On the File tab, select Options.
  3. In the Options dialog, select Mail.
  4. In the Compose messages section, select either HTML or Rich Text from the Compose messages in this format drop-down list.
  5. Click OK.

For Outlook 2007 or earlier versions:

  1. Open Outlook.
  2. On the Tools menu, click Options.
  3. Click the Mail Format tab.
  4. Click either HTML or Rich Text in the Message Format section.
  5. Click OK.

Individual messages

To change the format for an individual message, follow the steps below.

For Outlook 2010 and later versions:

  1. Open Outlook.
  2. On the Home tab, select New Items, then under More Items select Post in This Folder.
  3. On the Format Text tab (in the Format section), select As HTML or As Rich Text.

For Outlook 2007 or earlier versions:

  1. Open Outlook.
  2. On the File menu, select New, then select Post in This Folder.
  3. In Outlook 2007, access the Options tab and select HTML or Rich Text in the Format group.

    -or-

    In Outlook 2003, or Outlook 2002, select Plain Text, then select HTML or Rich Text.

Existing messages

If you have received a plain text message with line breaks removed, you can use methods detailed below to reinstate the formatting:


Method 3: Convert message to HTML or Rich Text format

This method allows you to change the format of an existing plain text message to either HTML or Rich Text format.


Outlook 2007

  1. Open the message.
  2. Access the Discussion tab.
  3. From the Actions Group, select Other Actions.
  4. Select Revise Contents and change the format.

Outlook 2003

  1. Open the message.
  2. Select Edit
  3. Select Revise Contents and change the format.

Method 4: Restore line breaks (Outlook 2003 or Outlook 2002 Only)

This method allows you to keep the message in plain text format but restore line breaks which have been removed. To do this, follow these steps:


  1. Open Outlook.
  2. Open the message.
  3. Select Format.
  4. Clear the Unwrap Text checkbox.

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