How to insert HTML into Outlook email

The tutorial shows how to add HTML to email messages in any version of Outlook 365, 2021, 2019, 2016 and lower.

Embedding HTML into Outlook can enhance the visual appeal and functionality of your messages enormously. Imagine transforming your emails from plain text to visually stunning, professional communications that capture your audience's attention from the very first line. Whether you're sending a newsletter, a promotional email, or a custom-designed message, HTML code can make all the difference.

Here's a step-by-step guide on how to add HTML into Outlook, ensuring your messages stand out in a crowded inbox.

Note. This article focuses on classic desktop Outlook for Windows. Unfortunately, in the new Outlook app and Outlook on the web, there is no way to embed HTML into emails.

Problems with inserting HTML in Outlook 365 – 2016

When it comes to adding HTML into modern versions of Outlook 365 – 2016, users may encounter a few challenges.

After crafting an awesome HTML design in your chosen editor, the next step is to integrate it into an Outlook message. Unfortunately, the straightforward method of copy-pasting is not viable, as it tends to distort the HTML structure, leading to a less than desirable outcome.

In Outlook 2013 and earlier versions, there was a convenient Insert as Text option within the Attach File dialog, making it easy to include HTML content in emails. Insert HTML into Outlook email.

However, in modern versions of Outlook 365, 2021, 2019 and 2016, this option no longer exists. Currently, the Insert File dialog (accessible via Message tab > Attach File) only allows attaching a file or inserting a link to shared files from cloud storage locations like OneDrive. The option to insert html as text is missing in modern versions of Outlook.

Fortunately, you can still bring back the classic Attach File feature to your Outlook. This will enable you to embed HTML content directly into a message, retaining all intended formatting and visual flair. The next sections show how you can do it.

Inserting HTML into Outlook

Embedding HTML into Outlook emails is essentially a two-step process:

  • Add the Attach File button with the Insert as Text option to either your Outlook ribbon or Quick Access Toolbar (one-time setup).
  • Use that button to insert HTML content into your messages.

Add Attach File button to Outlook ribbon

To customize the Outlook ribbon with the Attach File button, follow these steps:

  1. Create a new message. You need to access the ribbon commands for the Message Compose window, which are different from the main Outlook window. So, start by clicking New Email on the Home tab or using the Ctrl + N shortcut.
  2. Customize the ribbon. In the new message window, right click the ribbon and choose Customize the Ribbon… from the context menu. Customize the Outlook ribbon.
  3. Add a custom group. Since custom commands can only be added to custom groups, create a new group on the New Mail Message tab or any other tab you prefer. Add a custom group to the Outlook ribbon.
  4. Rename the custom group. Select your new group and click the Rename button to give it a suitable name, for example "Insert HTML". Rename the custom group.
  5. Add the Attach File command.
    • From the Choose commands from dropdown list, select All Commands.
    • Scroll down and find Attach File. You will see two similar options – with and without an ellipsis (…). Be sure to choose the second one without the three dots.
    • Ensure your custom group is selected in the list of tabs on the right side.
    • Click the Add button to place the Attach File command in your custom group.
    Add the Attach File command.
  6. Save the changes. With the Attach File button successfully added, click OK to save the changes and close the dialog. Save the changes.

With these steps, you should now have the custom Attach File button available in your Outlook ribbon, making it possible to insert HTML directly into your emails.

Add Attach File button to Quick Access Toolbar (optional)

In addition to customizing the ribbon, you can also add the custom Attach File button to the Quick Access Toolbar (QAT) to see which option is more convenient for you. Here's a brief outline of the steps:

  1. Create a new email. As with the ribbon, the QAT differs between the main Outlook window and the Message Compose window. Therefore, begin by creating a new email to access the appropriate QAT commands.
  2. Customize the QAT. At the upper-left corner of the message compose window, right-click the QAT and choose Customize Quick Access Toolbar… from the context menu. Customize Outlook's Quick Access Toolbar.
  3. Add the Attach File button to QAT:
    • Choose All Commands from the Choose commands from dropdown list.
    • In the list of commands, find and select Attach File with the paperclip icon and without the ellipsis.
    • Click Add to include the Attach File command in the QAT.
    Add the Attach File button to the Outlook Quick Access Toolbar.
  4. Save changes. Click OK to save your customizations and close the dialog box.

Now, you'll have the Attach File button readily accessible on your Outlook Quick Access Toolbar. The Attach File button is accessible on the Outlook Quick Access Toolbar.

Remember, customizing the Quick Access Toolbar is a matter of personal preference. Experiment with both the ribbon and QAT placements to find which one works better for you.

Insert HTML into email

With your custom Attach File button ready, you can now insert HTML into your Outlook messages effortlessly.

  1. Create an email. Start composing a new message or reply to an existing one.
  2. Set HTML format. Switch to the Format Text tab, and in the Format group, select HTML. This ensures your email is formatted to support HTML code.
  3. Use custom Attach File button. Click the Attach File (paperclip) icon on the Quick Access Toolbar or go to the ribbon group where you've added your custom button and click on it. Remember, it's crucial to use the custom button, not the native Attach File button on the Message tab, as the latter lacks the Insert as Text option. Use the custom Attach File button to add HTML content to Outlook.
  4. Insert HTML file. In the dialog box that opens, select your HTML file. At the bottom-right corner, click the down arrow next to Insert and choose the Insert as Text option. Insert HTML into Outlook email.

And that's it! Your HTML content is now inserted into the message body, preserving its original formatting and structure. Always review your email to ensure the HTML appears as expected before sending it to your recipients. HTML content is inserted into the message body.

Add HTML email template to Outlook

If you've downloaded a nice HTML email template from an online resource or want to save your own HTML as a template in Outlook, you can do that in this way:

  1. Add HTML to email. Use the custom Attach File button as described previously to embed your HTML content into a message.
  2. Save email as .oft template. Follow the guide on How to create Outlook email templates to save your message as an .oft template.

However, accessing .oft templates in Outlook is quite a tedious multi-step process. This can be cumbersome, especially if you send HTML emails frequently. Luckily, there is a faster and more user-friendly approach.

Create a shared HTML email template in Outlook

With our Shared Email Templates added to your Outlook, creating an html-based email template is a matter of a few clicks and seconds:

  1. Create a new template. In the Shared Email Templates pane, select the folder where you want the template to reside and click the New Template button. Create a new email template in Outlook.
  2. Access HTML Editor. In the template editor, click the View HTML icon. Access the HTML Editor in Outlook.
  3. Paste HTML code. Copy the HTML code of your email template from Notepad or your preferred editor. Then, paste it into the View HTML window and save the template. Paste HTML code into the Outlook email template.

Your beautiful HTML email template is all set! Whenever you need to use it, simply click the Paste button. The template will be inserted into a message instantly, ready to be sent and impress your recipients with its professional and polished look. Create an HTML email in Outlook.

Tip. Additionally, you'll get a collection of professionally designed customizable HTML-based templates (8 layouts and 14 color themes), perfectly suited for newsletters and captivating promos.

Wish to give it a try? Download a free evaluation version from Microsoft AppStore and enjoy its versatility across all Outlook apps and platforms: Windows and Mac, classic and new, desktop and web.

Tips for creating HTML emails in Outlook

When sending HTML messages in Outlook, it's essential to consider compatibility and presentation across various email clients. Here are some tips to ensure your HTML displays correctly:

  • Use inline CSS. For better compatibility across various email clients, especially different versions of Outlook, use inline CSS rather than external stylesheets. Outlook's limited support for certain CSS properties means that modern web layout techniques like the Flexbox, CSS Grid, and some properties of the DIV box model often don't render correctly.
  • Use tables. Although using tables for text layout is considered outdated in modern web design, it remains the most reliable method in the email world, particularly in Outlook.
  • Be mindful of OFTs. Creating responsive Outlook File Templates (.oft) that adapt to various screen sizes, from desktop to smartphones, can be very hard. It's often easier to use fixed sizes. To ensure responsiveness, consider using CSS media queries, but be aware of their limited support.
  • Simplify your HTML. Avoid overly complex HTML and styles, as they might not be supported by all email clients. Additionally, a very large portion of HTML with relatively small text could increase the likelihood of your message being marked as spam.
  • Test your email. Send a test message to yourself or a colleague to verify that the HTML renders correctly in Outlook and other email clients.

By following these tips, you can create effective HTML emails for Outlook that look great and function properly.

In conclusion, creating HTML messages in Outlook is a bit tricky, but with the right approach, it can be done efficiently. So, take the leap, experiment, and watch as your emails leave a lasting impression on your recipients 😊

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