HTML vs Plain Text Email Formatting Which is Better

The choice between HTML and plain text email formatting changes a lot of things for the users. HTML emails look great because they offer high-quality visuals and tracking. On the other hand plain text emails are simple and reliable, they also provide higher compatibility on different devices.

Here you will look at the differences between HTML and plain text emails and also help you choose the right format for every communication scenario. It does so by explaining when each format works best and how to manage them in Microsoft Outlook, Gmail and marketing platforms. 

Understanding the Basics: HTML vs Plain Text Email Formatting

HTML and plain text emails represent two different philosophies in digital communication.

HTML (HyperText Markup Language): This language allows its users to use colours, images and buttons. It prioritises the use of representation, so when you see a beautiful newsletter from your favourite brand, it’s because of HTML.

Plain Text: It is raw text which contains no bolding, no images and no buttons only URLs. It is prefered it as it feels personal and loads quickly.

Difference Between HTML and Plain Text Email Formatting

1. Visual Impact and Branding: HTML allows you to give life to the visual with logos and colours, while plain text emails are very limited to specific character set.
2. Delivery and Security: Many users prefer plain text for high-security environments as it does not contain anything dangerous, while HTML can hide dangerous elements from the spam filters.
3. Engagement and Tracking: HTML is your only real choice if you want to track opens and clicks. HTML uses tracking pixels to report data and you cannot do this with basic plain text.
4. Device Compatibility: Plain text emails are compatible with all devices but the compatibility in HTML may break if images are broken.
5. Loading Speed: In HTML the loading speed is slow due to images and styling but the speed in plain text emails is instant.
6.  Best Use Case: HTML is best suited for marketing, promotions and newsletters, while plain text emails are better for personal emails, alerts and compliance.

Now that we have seen the difference between HTML and plain text emails, let’s have a look at how to set up these two in popular email clients.

Choose HTML or Plain Text Email in Microsoft Outlook

Managing the HTML or plain text emails in Microsoft Outlook settings is a daily task for many users.

1. Open Microsoft Outlook, go to File and then to Options.
2. Select the Mail option from the left sidebar.
3. Under Compose Messages choose your preferred HTML or plain text email format from the dropdown menu.
4. In order to change the HTML or plain text email formatting for a single message you can go to the Format Text tab while composing and select your desired style.

Managing the HTML or plain text email Microsoft Outlook preferences ensures that your receivers see what you intended.

Note: For Microsoft Outlook users SysTools provides an Outlook recovery tool to help them get back deleted PST files.

Choose HTML or Plain Text Email Formatting in Gmail

In Gmail you can switch between HTML and plain text email formats because it handles these formats with ease. Look at the steps below to understand how it does so:

1. Click on the Compose button.
2. In the bottom right corner of the window click the three dots for more options.
3. Check or uncheck the plain text mode as this allows you to switch between HTML and plain text email instantly.

Note: For Gmail users SysTools provides Gmail backup software to securely back up data and prevent loss. 

Choose HTML or Plain Text Emails for Marketing Platforms

Many marketing platforms such as Mailchimp and HubSpot allow you to send a multi-part messages, meaning that the system can send both HTML and plain text emails, but the receiver’s device defaults to plain text if it cannot process the HTML.

Which One Should You Choose?

HTML is best suited for sales newsletters, product announcements and brand awareness campaigns where the HTML stands out visually.

Plain Text Email Formatting is best for a 1-on-1 outreach, technical support and critical security alerts where the plain text should be readable. 

Conclusion

The choice between HTML vs plain text emails is not easy because the right choice depends on your audience and communication goals. HTML is great for marketing campaigns where visual representation and tracking matter. On the other hand plain text email formatting is better for personal communication and technical support.

If you know the strengths and weaknesses of HTML vs plain text emails, you can ensure that your emails remain easy to read and safe. Choosing the right email format helps in improving the user experience and building trust. If you want to know how to export emails of Outlook PST to HTML, you can try this.