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Convert RTF Messages to Plain Text Format

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› Developer › Convert RTF Messages to Plain Text Format

Last reviewed on August 29, 2018     No Comments

A security update disabled the Run a script option in the rules wizard in Outlook 2010 and all newer Outlook versions. See Run-a-Script Rules Missing in Outlook for more information and the registry key to fix restore it.

One of the suggested solutions to the potential RTF vulnerability described in Microsoft released Security Advisory (2953095): Vulnerability in Microsoft Word Could Allow Remote Code Execution is to set Outlook to read all mail in plain text format.

Rather than setting all messages to plain text format, you can use an ItemAdd macro to convert only RTF messages to plain text or HTML format as they arrive in your Inbox. If you prefer to use a Run a Script rule, the same basic code will work but you'll need to create a rule to run it.

In addition to changing the message format, I'm adding a category called "Was RTF" so I know the message was converted from RTF format by the macro.

Macro to Convert RTF Messages to Plain Text Format

Option Explicit
Private WithEvents Items As Outlook.Items
 
Private Sub Application_Startup()
  Dim Ns As Outlook.NameSpace
  Set Ns = Application.GetNamespace("MAPI")
  Set Items = Ns.GetDefaultFolder(olFolderInbox).Items
End Sub
 

Private Sub Items_ItemAdd(ByVal Item As Object)

If Item.MessageClass <> "IPM.Note" Then
  Exit Sub
End If

  If Item.BodyFormat = olFormatRichText Then

    Item.BodyFormat = olFormatPlain ' or olFormatHTML
    Item.Categories = "Was RTF"
    Item.Save
  Else
 End If
End Sub

Run a Script rule

For a run a script rule, change the first line of the macro then create a rule to check every message that arrives. As one of the conditions, choose Uses the From name, and select Note from the Applications Forms list.

Sub CovertRTFtoPlain(Item As Outlook.MailItem)

  If Item.BodyFormat = olFormatRichText Then

    Item.BodyFormat = olFormatPlain ' or olFormatHTML
    Item.Categories = "Was RTF"
    Item.Save
  Else
 End If
End Sub

More information on configuring a run a script rule is here: Outlook's Rules and Alerts: Run a Script

How to use Macros

First: You will need macro security set to low during testing.

To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To use the macro code in ThisOutlookSession:

  1. Expand Project1 and double click on ThisOutlookSession.
  2. Copy then paste the macro into ThisOutlookSession. (Click within the code, Select All using Ctrl+A, Ctrl+C to copy, Ctrl+V to paste.)

More information as well as screenshots are at How to use the VBA Editor

More Information

Read Outlook Messages using Plain Text

More Run a Script Samples:

  • Outlook's Rules and Alerts: Run a Script
  • Autoaccept a Meeting Request using Rules
  • Automatically Add a Category to Accepted Meetings
  • Blocking Mail From New Top-Level Domains
  • Create a rule to delete mail after a number of days
  • Create a Task from an Email using a Rule
  • Create an Outlook Appointment from a Message
  • Create Appointment From Email Automatically
  • Delegates, Meeting Requests, and Rules
  • Delete attachments from messages
  • Forward meeting details to another address
  • How to Change the Font used for Outlook's RSS Feeds
  • How to Process Mail After Business Hours
  • Keep Canceled Meetings on Outlook's Calendar
  • Macro to Print Outlook email attachments as they arrive
  • Move messages CC'd to an address
  • Open All Hyperlinks in an Outlook Email Message
  • Outlook AutoReplies: One Script, Many Responses
  • Process messages received on a day of the week
  • Read Outlook Messages using Plain Text
  • Receive a Reminder When a Message Doesn't Arrive?
  • Run a script rule: Autoreply using a template
  • Run a Script Rule: Change Subject then Forward Message
  • Run a script rule: Reply to a message
  • Run a Script Rule: Send a New Message when a Message Arrives
  • Run Rules Now using a Macro
  • Run-a-Script Rules Missing in Outlook
  • Save all incoming messages to the hard drive
  • Save and Rename Outlook Email Attachments
  • Save Attachments to the Hard Drive
  • Save Outlook Email as a PDF
  • Sort messages by Sender domain
  • Talking Reminders
  • To create a rule with wildcards
  • Use a Macro to Copy Data in an Email to Excel
  • Use a Rule to delete older messages as new ones arrive
  • Use a run a script rule to mark messages read
  • Use VBA to move messages with attachments

Convert RTF Messages to Plain Text Format was last modified: August 29th, 2018 by Diane Poremsky
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Related Posts:

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  • Read Outlook Messages using Plain Text
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    Use a run a script rule to mark messages read
  • Selectively change message format when replying

About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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