Guide to Modifying Compose and Reply Settings in Outlook for Windows 10 and 11

• To modify the preferences for composing and sending emails in the Outlook application, navigate to Settings > Mail > Compose and reply to fine-tune options related to message format, paste options from other applications, replies, link previews, undo send, and additional features.

The updated Outlook application on Windows 10 and 11 boasts a contemporary design and enhanced capabilities aimed at improving your email management experience, despite some unfavorable feedback from users. One important feature you might want to personalize is the “Compose and Reply” settings, which this guide will walk you through.

This segment houses various customization options that allow you to adjust the default format and behavior when drafting new messages. Within this area, you can change the text format, font preferences, manage cut, copy, and paste functions, specify undo send timing, and other settings.

Given that the user interface of the new Outlook app closely resembles its web counterpart, the instructions provided here can also be applied when using the web-based email platform.

In the following sections, I will outline the procedure to tailor your email creation and sending settings within the Outlook app for both Windows 10 and 11.

Modify Default Formats and Features in Outlook

Use these steps to adjust the compose and reply settings in the Outlook application:

1. Launch the Outlook application.
2. Click the Settings (gear icon) located at the top-right corner.

   

3. Select Mail from the left-hand sidebar.
4. Navigate to the Compose and reply option.
5. In the “Message format” section, pick the email account for which you want these new settings to apply.
   Quick note: The application allows personalization for both Outlook and other email services, including Gmail.
6. Decide whether to display the “Bcc” and “From” fields when creating a new message.
7. Select whether to compose emails in HTML or plain text format.
   Quick note: Choosing plain text will result in simple text without formatting, whereas HTML allows for rich formatting options (like fonts, colors, images, and links), making your emails visually appealing. While HTML is the most common choice, it may lead to some compatibility issues.
8. Specify the font family, size, and other style aspects, such as style and default color.

   

   Quick note: The settings you choose here will be the defaults, but you can modify the font during message composition.
9. Under the “Cut, copy, and paste” section, select “Keep text only” for both “Pasting from emails and calendar” and “Pasting from other apps” options.

   

   Quick note: Usually, it’s best to paste text without any formatting, but Outlook also offers options to maintain the original format, or to blend the source format with your own.
10. Under the “Pop-out settings” section, choose if you would like to “Write inline” (compose within the reading pane) or “Pop-out to a new window” for drafting emails and replies.
11. In the “Reply or Reply all” section, set your default reply option, choosing between Reply (sending to the original sender only) or Reply All (responding to all recipients).

    

12. In the “Link preview” area, determine whether to enable or disable link previews. Unchecking this option will prevent Outlook from generating previews upon inserting links.
13. In the “Undo send” section, adjust the “Undo Send” slider to determine the delay (up to 10 seconds) for canceling a sent email. This feature is useful for rectifying mistakes or reconsidering your decision.
14. In the “Joyful animations” area, choose whether you want colorful animations to display when you receive a Happy Birthday or Congratulations message.
15. Under the “Microsoft Edge Autofill” section, toggle the “Make flight information from Outlook available in Microsoft Edge” option on or off.
    Quick note: Activating this feature allows Microsoft Edge to automatically fill your online travel form based on flight details from incoming Outlook emails.
16. Finally, click the Save button.

After completing these steps, your new configuration will be applied to the Outlook application.

The optimal settings may differ based on personal preferences and workflow requirements. Feel free to adjust and discover what fits your needs best.

Tweaking these settings aids in refining your email management approach. Whether you prefer a certain font, wish to keep the option of undoing sent emails, or aim for uniformity in your replies, these preferences grant substantial control over your email composition process.

The updated Outlook app delivers a variety of customization features to optimize your email experience.