Line breaks are removed from the signature when viewed in Outlook

Relevant Products: Signature Manager Outlook Edition

Scenario

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

Reason

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

Resolution

For new messages, you can use any one of the methods described below to ensure that line breaks are not removed from messages (and therefore signatures):

• Method 1: Disable the feature that removes extra line breaks
  or
• Method 2: Use HTML or Rich Text format

Method 1: Disable the feature that removes extra line breaks

To disable the feature for all plain text items:

Caution: These steps are valid for Outlook 2013 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.

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:

Caution: These steps are valid for Outlook 2013 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, from the Compose messages in this format drop-down list, select either HTML or Rich Text.
   
   
5. Click OK.

Individual messages

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

Caution: These steps are valid for Outlook 2013 and later versions.

1. Open Outlook.
   
   
2. On the Home tab, from the New Items drop-down list, select More Items then click Post in This Folder.
   
   
3. Select the Format Text tab (in the Format section), select As HTML or As Rich Text.