This issue may occur if the mail is not sent in proper format. 

sending an email in plain text format can result in unexpected extra text or formatting issues, depending on how the message is processed.

  • Plain text format does not support HTML tags, fonts, styles, or embedded elements.

  • If your signature or message uses HTML formatting, it gets stripped down, and sometimes:

    • Raw URLs appear in full

    • HTML tags (like <div>, <br>, or CSS) may show as plain text

    • Unintended line breaks or characters may appear

  • A signature designed for HTML format may appear as a long string of text in plain format.

  • Some clients like Outlook or Baya may auto-convert certain characters or links when switching between HTML ↔ Plain text.
  • This may result in extra headers, inline metadata, or long plain URLs.


How to check

  • Send the same email in both:

    • HTML format

    • Plain text format

  • Compare the received versions to see the differences.

  • If the issue disappears in HTML, it confirms formatting issues in plain text mode.


Recommendation

  • Use HTML format for formal or styled messages (especially if using signatures, templates, or branding).

  • Use plain text only when required (e.g., secure systems, minimal content, or scripts).


To set mail format

  • Go to File → Options.

  • Click Mail on the left pane.

  • Under Compose messages, choose:

    • HTML (recommended)

    • Plain Text

    • Rich Text

  • Click OK to save.