Make “Keep Source Formatting” the default paste option in Outlook (for your Redline in Outlook workflow)

As part of the new Redline in Outlook feature, when you copy Draftable redlined content into a new email, pasting as plain text removes the coloured insertions, deletions, and comments, making it impossible for recipients to see your changes.

Follow the steps below to set Keep Source Formatting (also called Paste with Source Formatting) as the default paste behaviour in Outlook, so your redline markup is always preserved.

1. Outlook for Windows (classic)

1. Open a blank message and click File, and then Options.

   
2. Select Mail, and then under the section Compose messages, select Editor Options. 

   

   Once the Editor options page opens, navigate to the Advanced tab. 

   
3. Scroll to Cut, copy, and paste.

4. For each scenario, choose Keep Source Formatting from the drop-down list:

   • Within the same email
   • Pasting between emails
   • Pasting between emails when style definitions conflict
   • Pasting from other programs
     
5. Make sure Show Paste Options button when content is pasted remains ticked (this lets you override the default if needed).

6. Click OK on all windows to save.

Outlook will now retain all Draftable markup whenever you paste.

2. Outlook for Windows (New Outlook)

1. Navigate to the top of New Outlook to the settings icon, which is depicted as a gear below, and click it. 

   
2. This will open your settings menu as depicted below 

   
3. Select the Mail option on the left-hand side, and then select the Compose and reply option. The below window should match what your seeing:

   
4. In the Compose and reply section, scroll down to the Cut, copy and paste section and ensure that Keep source formatting is selected for both drop-down menu options. 

   
5. Click Save on all windows to save.

6. New Outlook will now retain all Draftable markup whenever you paste.

3. Administrator options to enforce via Group Policy 

If your organisation manages Office settings centrally:

• Deploy the Office ADMX templates.
• Navigate to User Configuration ► Administrative Templates ► Microsoft Outlook ► Outlook Options ► Editor Options ► Advanced ► Cut, copy, and paste.
• Pre-set each dropdown to Keep Source Formatting (like seen above but for Group Policy), then deploy the policy or configuration profile.

This ensures every user inherits the correct setting without manual steps.

Need more help?

If you still can’t retain Draftable markup when emailing, contact [e-mail] with screenshots of your Outlook settings section as shown above, included in the email, and we’ll be happy to assist.