Prevent Outlook From Adding Your Name When You Edit Messages

Keep your email edits tidy

Illustration of mail being sent

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Microsoft Outlook supports the use of inline comments to indicate changes you make to the body of forwarded or replied emails. Although this feature is off by default, when it's turned on, it puts your name in bold italics and inside square brackets before the inserted text. This name tag is not applied to text you type at the top of the message that appears before the material you're forwarding or answering.

Instructions in this article apply to Outlook 2019, 2016, 2013, 2010, 2007; and Outlook for Microsoft 365.

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

To stop Outlook 2019, 2016, 2013, and 2010 from marking changes you make to the original message when forwarding:

  1. Go to File and select Options.

    Outlook file menu options.
  2. In the Outlook Options dialog box, select Mail.

  3. In the Replies and forwards section, clear the Preface comments with check box.

    Outlook options menu.
  4. Select OK.

Stop Outlook 2007 From Marking Changes

To prevent Outlook 2007 from marking changes you make to replies and forwarded emails:

  1. Select Tools > Options.

  2. Go to the Preferences tab.

  3. In the E-mail section, click E-mail Options.

  4. Clear the Mark my comments with check box.

  5. Click OK.

  6. 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 naming themselves. However, preserving a formal preface makes sense when many people edit the material, or for legal or compliance reasons when a standard disclaimer must appear.

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

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