How to force email format of replies/forwarded messages

To keep the specific format of messages in your organization (new emails, replies, forwarded emails), you can use the Force email format action and adjust the emails' format despite the original email was sent in a different format.

This feature will be mostly appreciated by users who send their emails from the mobile devices, as such messages are most often sent initially in the plain text format; consequently, after the conversion, the final message will contain HTML signature.

Getting started

To configure the program to force the email format of emails which are replies or forwards, you need to add a new rule in the following configuration:


Add a new rule to the list of rules using the Add button. Name your rule and describe it (Fig. 1.).

Fig. 1. Adding and describing a new rule.

Go to the Conditions tab and select Message type is reply or forward (Fig. 2.).

Fig. 2. Setting Message type to reply or forward.

Move to the Actions tab. Click Add and from the menu, choose the Force email format action. Next, in the action's properties pane, select the format you want the replies and forwarders to be converted to (Fig. 3.) while sending messages outside your company. In the case of converting messages to HTML format, you are able to choose also the font family and size that should be used during the process. 

Fig. 3. Adding the Force email format action.

Add the second action following the steps described above but from the menu choose Insert Signature. Once the action appears on the list of actions, click Edit (Fig. 4.) to enter the Editor and design your signature. Once it's ready, save the template (Fig. 5.).

Fig. 4. Entering the Editor to design the signature template.
Fig. 5. Saving the composed signature template.

Next, save your rule in the Administration Panel using the Submit changes button (Fig. 6.).

Fig. 6. Saving the rule in the Administration Panel.

From now on, each email sent by users in your environment that is a reply or a forward, will have its format forced to the format selected in the Force email format action (Fig. 7.). 

Exchange Rules Pro - force email format example
Fig. 7. A reply message with format forced to the HTML.

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