Force email format

CodeTwo Exchange Rules PRO can be used to change the format of messages while they are being processed by the Exchange Server. This feature will unify the format of all messages in the company, even if they are sent from mobile devices that frequently cannot send new mail in HTML. If you combine this action with the Insert signature and Insert disclaimer actions, you can make sure the messages are always stamped with the signature in the same format type. 

How to configure this action 

To use it click Add in the Actions tab and select Force email format from the menu (Fig. 1.). 

Fig. 1. Choosing Force email format in the Actions tab.

The List of actions will show a new action named Force email format while the right pane will display its properties (Fig. 2.). 

Fig. 2. Properties pane for Force email format.

In the properties pane, select the target format for messages. You can choose to convert messages to Plain Text or HTML. Furthermore, as the Plain Text format does not support any text formatting, you may choose which particular font family and size should be used during the conversion to the HTML format. At the very top of the list you may find several Web Safe fonts (Arial, Calibri, Tahoma, Times New Roman, Verdana), that should render properly in various email clients. However, if you do not set the target font, your mail application will use its default one and those may vary significantly between email clients. 


Conversion from and to RTF is not supported. Also, setting email body's font face and size is possible only when email body is converted from Plaint Text to HTML. Currently, it is not possible to force email body's font properties for emails that are already in HTML format.

After configuring the action, the format of messages that match the defined Conditions will be converted to the new format.


When using Force email format action, make sure it is positioned at the top of the list of actions. You should convert Plain Text emails to HTML first and only after that apply signature adding action. If you do this the other way around (add signature to Plain Text email and convert to HTML after that) such processed email will most likely not look as you intended.

See next

How to force the email format of emails while sending replies or forwarding messages outside your company

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