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I'm having a serious issues with message formatting when…

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I'm having a serious...

I'm having a serious issues with message formatting when using Microsoft365 Outlook. Often my messages are sent with extra spaces between paragraphs and on some occasions the font size will change for part of the message. The message will appear perfectly formatted and clean when I send it but the recipient gets an unprofessional looking message with the issues mentioned above. I only notice it when they reply back.

Technician's Assistant: Have you checked for the lost email in your Trash and Spam folders?

In fact, their messages back will also include extra spaces between paragraphs at times so the whole string looks terrible. I've tried highlighting my entire message and switching font/size a few times before sending with my desired font/size in the hopes the message would be delivered perfectly. It sometimes works but usually not. This has happened on multiple computers. Any suggestions on how to fix this? Thanks!

Technician's Assistant: The Email Technician will be able to walk you through that. Have you tried the "Recover deleted items" option under the Deleted Items folder?

Your answers are unrelated to my questions.

Submitted: 6 months ago.Category: Email
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Answered in 2 hours by:
1/3/2018
Email technician: bbao, IT Consultant replied 6 months ago
bbao
bbao, IT Consultant
Category: Email
Satisfied Customers: 1,843
Experience: CISM / CISSP / MCSD - Azure Solutions Architect / MCSE - Cloud Platform and Infrastructure / MS MVP
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> on some occasions the font size will change for part of the message

Does this happen to only specific recipients or randomly for all incoming emails? Can you please upload a screenshot for this? Thanks.

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Customer reply replied 6 months ago
Done. The formatting issue I'm referring to can be found when looking at the highlighted email. The response looks fine but my original message is wacky and includes a lot of additional spaces. That's the primary issue I'm having. The font size changes mainly happen when I include bullets.
Email technician: bbao, IT Consultant replied 6 months ago

Thanks sharing the screenshot.

Can I ask you do two more things?

1. A screenshot of your original email in the format you expect.

2. The email header of the email shown in your first screenshot. See here to lean how to get email header with Outlook 365.

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Email technician: bbao, IT Consultant replied 6 months ago

Thanks

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Email technician: bbao, IT Consultant replied 6 months ago

Basically it was caused by the recipient's email system (Microsoft Exchange server based) and the person's email client program, as in the process, your HTML format (actually tags) were removed due to security scanning and content filtering.

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Customer reply replied 6 months ago
This happens all the time though with many different recipients. Also, when I cut and paste the original email that appears to be formatted properly into another web program, the spaces appear. It seems to be something on my side.
Email technician: bbao, IT Consultant replied 6 months ago

You mean the space between your name, title, company name and phone numbers. Correct?

Technically they are just New Line tags re-generated or re-converted.

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Customer reply replied 6 months ago
While I appreciate the explanation as to why it's happening, how can I fix it? Thanks!
Email technician: bbao, IT Consultant replied 6 months ago

Long story short, use plaint-text only signature or a well-tagged HTML signature.

If do preferred a HTML based signature, use post the email source plus header of your email with preferred signature, let me figure out why your version is that different. Thanks.

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Customer reply replied 6 months ago
I completely eliminated my signature in the hopes that would solve the problem but it didn't. I'm uploading an example from today. Same issue even though signature isn't enabled. I tried to change the format to plain text. Unfortunately when I do that it removes my ability to choose different fonts or add bullets which I need to do. Plus when I sent a test message using a plain text message, the font size changed when I went back to review the sent message. Ugh! Any other ideas? Ideally, I want the ability to choose the font/font size of my messages and use bullets so I have to have to enable HTML format correct? How can I do this effectively and not experience all of the weird formatting problems I'm having??
Email technician: bbao, IT Consultant replied 6 months ago
Okay, please upload an email source of your origins, outgoing email. Thanks.
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Customer reply replied 6 months ago
I don't know what that means. Please provide more specific direction.
Email technician: bbao, IT Consultant replied 6 months ago
Just like what you did for that replied message with incorrect space. This time I need the Internet header and source file for your outgoing email with correct spaces. I will compare them.
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Email technician: bbao, IT Consultant replied 6 months ago
Do you have any Outlook installed locally? I notice my signature created by local Outlook never had this issue.You may try use local Outlook create the signature, send it with an outgoing email, then copy and paste the signature to Outlook Online.Moreover, again, if poosble, please send a source file of one of your outgoing email with original well spaced signature.Thanks.
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