The Enduring Value of Plain Text Emails

In today’s world of flashy graphics and fancy designs, you might wonder why anyone would choose to send a plain text email. But believe it or not, these simple messages still have a place in our digital lives.

Let’s explore why plain text emails continue to be useful, even when compared to their more colorful HTML cousins.

Simplicity is Key

Plain text emails are like a clear, straightforward conversation. There’s no fancy formatting, no images, and no bells and whistles. Just words. This simplicity can be refreshing in a world full of visual clutter. It’s like getting a handwritten letter in a sea of glossy magazines.

They Work Everywhere

Imagine trying to read a colorful magazine on an old black-and-white TV. It wouldn’t work well, right? Plain text emails are like basic TV shows – they work on any device, old or new. Whether you’re checking email on the latest smartphone or an ancient computer, plain text will display correctly.

Speed Demons

Plain text emails are small and simple, so they load quickly. It’s like the difference between downloading a photo and downloading a whole movie. If you’re in an area with slow internet, you’ll appreciate how fast plain text emails pop up.

Safety First

HTML emails can sometimes hide nasty surprises, like viruses or phishing attempts, and tracking pixels. Plain text emails are like clear water – you can see exactly what’s in them. This makes them safer and less likely to cause security problems.

Friendly to All Readers

Some people use special software to read their emails out loud. These screen readers work best with plain text. It’s like providing a clear, simple script for a voice actor, instead of asking them to describe a complex painting.

Less Likely to be Marked as Spam

Email systems are always on the lookout for spam. Sometimes, fancy HTML emails can look suspicious to these systems. Plain text emails are like familiar faces – they’re less likely to be mistaken for unwanted junk mail.

Getting Down to Business

In professional settings, plain text can convey seriousness. It’s like wearing a simple, elegant suit to a business meeting instead of a flashy costume. The focus is on the content, not the presentation.

Easy to Write and Edit

Writing a plain text email is straightforward. You don’t need to worry about choosing fonts, aligning images, or making sure your design looks good on different screens. It’s like jotting down a note on paper – quick and easy.

Let us look at how to enable plain text mode in two of the most widely used web-based email services: Gmail and Outlook Web

Gmail

To compose a plain text email in Gmail:

1. Start a new message or reply to an existing one.

2. Look for the formatting toolbar at the bottom of the compose window.

3. Click on the three-dot menu icon (â‹®) on the right side of this toolbar.

4. Select Plain text mode from the dropdown menu.

The compose window will now switch to plain text, removing all formatting options.

Outlook

Outlook Web too allows you to choose your default email format:

1. Go to Settings (gear icon) >Mail> Compose and Reply.

2. Select Plain Text from the Compose messages in this format dropdown.

Wrapping Up

While HTML emails have their place, plain text emails continue to be valuable in many situations. They’re simple, compatible, fast, secure, accessible, professional, and easy to create.

So next time you’re composing an email, consider whether a plain text message might be the best way to get your point across clearly and effectively.