Top 6 Ways to Retain Formatting When Copying From Excel Web

Microsoft Outlook and Excel are two of the popular software solutions in the enterprise and business sectors. Apart from native apps, Microsoft also offers feature-rich web versions to complete your job on a Linux desktop or a Chromebook. However, many have complained about formatting issues when copying a table or other data from Excel Web to Outlook. If you face the same, here are the best ways to retain the original formatting when copying something from the Excel web.

You are up for a surprise when your Excel table appears as plain text on Outlook desktop or web. Many users simply copy the sales data, analysis, or other databases and paste them into Outlook to send to the team. However, Excel losing formatting can waste your productivity hours. Let’s fix the issue once and for all.

1. Paste the Table From Microsoft Word

This trick worked wonders for one of the Microsoft community members. It’s worth trying using the steps below.

Step 1: Open a sheet in Excel Web.

Step 2: Copy the table you want to send on Outlook.

Step 3: Visit Microsoft Word on the web and open a new document.

Step 4: Paste the Excel table. Copy the same from Microsoft Word.

Step 5: Open Outlook web or the desktop app, compose an email, and try pasting the Excel table as it is.

Continue reading if you are still losing formatting while pasting an Excel table in Outlook.

2. Switch Outlook Editor to HTML

When we faced issues with pasting an Excel table in Outlook, we simply switch the Outlook editor from plain text to HTML to fix the issue. Here’s what you need to do.

Step 1: Visit Outlook web and sign in with your Microsoft account details.

Step 2: Compose an email. Before you paste an Excel tablet, click the three-dot menu in the top-right corner and select Switch to HTML. Once you select the option, the toolbar at the top becomes active to tweak text style and size.

Step 3: Now copy an Excel table from another tab and use Ctrl + V keys to paste the same on Outlook without losing formatting.

Hit Send once you are satisfied with the table formatting.  

Change the Default Outlook Editor

Does Outlook Web use plain text as default for your account? Instead of switching to HTML format all the time, use the steps below change the default editor. Follow the steps below.

Step 1: Navigate to the Outlook web and click the Settings gear in the top-right corner.

Step 2: Go to Mail > Compose and Reply menu.

Step 3: Scroll down and select HTML in the ‘Compose messages in’ menu.

Step 4: Click Save.

From now on, whenever you compose an email in Outlook, the service uses the HTML format to retain the original look from the Excel web.

3. Use Excel Native Apps

Outlook losing formatting when copying from Excel is present on the web version only. You should try copying the table from Excel native app and paste it into Outlook web or the desktop app. Excel has native apps on Windows and Mac. If Excel isn’t responding on Windows, check our dedicated guide to fix the issue.

4. Disable Clipboard Sync

It’s yet another trick that worked for many to retain the formatting when copying a table on the Excel web. You can disable clipboard sync on your PC to avoid such issues.

Step 1: Press the Windows + I keys to open Settings.

Step 2: Go to System > Clipboard menu.

Step 3: Disable the ‘Sync across your devices’ toggle.  

5. Share Excel Table as an Image

You can temporarily share your Excel table as an image on Outlook. While it’s not a permanent solution, it’s a handy trick to get the job done.

Step 1: Copy a table from the Excel web.

Step 2: Paste the same into a Word document.

Step 3: Right-click on a table and save it as an image on the desktop.

Step 4: Launch Outlook and compose an email. You can drag and drop the saved image to the compose screen or click the pin icon to attach the image from the computer.

Check the Excel table preview and press Send.

6. Don’t Paste Excel Data as Plain Text

Are you trying to paste the Excel data as plain text in Outlook? You should right-click on the Outlook compose screen and paste the Excel table as usual.

Share Your Excel Data Over Outlook

Outlook losing formatting when copying from Excel web can disrupt your workflow. Instead of using unorthodox methods to do the same, use the tricks above to send your Excel tables in the original format. Which troubleshooting tip worked for you? Share it in the comments below.

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Parth Shah

Parth previously worked at EOTO.tech covering tech news. He is currently freelancing at WindowsPrime, Android Police, and GuidingTech writing about apps comparisons, tutorials, software tips and tricks, and diving deep into iOS, Android, macOS, and Windows platforms.

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