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E-mail Formatting Can Affect Content Delivery

By Judye Carter Reynolds
June 29, 2006

E-mail is a convenient and powerful method of communication with billions of e-mail messages transmitted everyday. As common as e-mail is however, there is still some mystery concerning the use of e-mail programs and the types of corresponding message formats. Why is this worth discussing? Because message formats have a direct effect on how text and text formatting are displayed, the size of the messages, and if the message text is received at all.

Some e-mail systems may not properly translate the format of another. Using Microsoft Outlook, for instance, e-mail messages can be transmitted in one of three formats: Rich Text Format (RTF), HTML or plain text. A preferred message format can be specified for transmitting messages and for receiving messages. Each format affects text formatting, placement of attachments, access to linked objects and message size. Message size impacts the time it takes to send or receive a message and download attachments. Plain text format will yield the smallest message size, while HTML messages will be the largest.

It is quite irritating to have a precisely formatted e-mail received as a mass of text strewn about the screen. This is the result of not choosing a mail format that is compatible with the recipient's e-mail system.

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