Prevent Outlook from Adding Your Name When You Edit Messages

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Replying and Forwarding Emails. pictafolio / Getty Images

Microsoft Outlook supports the use of inline comments to indicate any changes you make to the body of forwarded or replied emails. Although this feature is off by default, when it's turned on, it'll put your name in bold italics, in square brackets, immediately before the material you've inserted.

This name tag does not apply "to the line" so the text you type at the top of the message, before the material you're forwarding or answering, will not receive this tag.

Prevent Outlook from Adding Your Name When You Edit Replies and Forwards

To stop Outlook 2016 from marking any changes you make to the original message when forwarding:

  • Click File | Options to open the Outlook Options dialog box.
  • Click Mail.
  • Scroll down to Replies and forwards
  • Uncheck the box that says Preface comments with.
  • Click OK.

To do the same thing in Outlook 2013:

  • Select Tools | Options from the menu.
  • Go to the Preferences tab.
  • Click E-mail Options under E-mail.
  • Make sure Mark my comments with is not checked.
  • Click OK.
  • Click OK again.

Good Uses for Prefaced Comments

It's common for people to reply to long messages with comments in the original text, often highlighted or colored differently, without explicitly naming themselves before they do it. However, preserving a formal preface makes sense when many people might edit the material, or for legal or compliance reasons a standard disclaimer must appear.

You don't need to use your name to preface a comment; in Outlook settings, you can change the text to be anything, including a regulatory statement.

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