Received email format is incorrect compared to when compiling

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Received email format is incorrect compared to when compiling

Mark Grace 0

Why does the format my email change, like the Tables all get smaller and large, when I open the email in full screen?

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Answer 1

Matthew-P 11,985 Microsoft External Staff Moderator

Hi Mark Grace,

I understand how frustrating it can be to see an email display differently depending on how it’s opened. Thank you for raising this formatting differences like table resizing can definitely impact readability and workflow.

To better understand what’s happening in your specific case, could you please share a screenshot showing the difference between the two views (normal window vs full screen)? You can send the screenshots via the private message I sent you earlier, which will help provide more insight into the behavior you’re seeing.

In the meantime, I also wanted to ask a few clarifying questions that can help narrow things down:

Have you had a chance to check how the same email appears in Outlook on the web? If so, does the layout there look closer to what you would normally expect?
How was the table originally created?
Was it copied and pasted from Word or another application, or created directly within Outlook?
When creating the table, do you recall whether AutoFit Window or similar sizing options were used?

At this stage, my initial response may not resolve the issue immediately. However, with a bit more information especially the screenshots and details above. We should be able to gain better insight, further narrow down the possible causes, and suggest more appropriate troubleshooting steps tailored to your scenario.

I look forward to your reply and appreciate your cooperation. Please feel free to share the details whenever you’re ready.

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Mark Grace 0 Reputation points

2026-03-20T00:46:21.9466667+00:00
Hi Matthew

Thank you for answering my issue. See below for my response:

See attached screenprints.

2 are of the email in my sent items, with preview on.

The issue was when I double clicked on the email to open it in full screen mode. That it when all the truncation was displayed.

How was the table originally created?

Outlook does not make it easy to format tables etc, too cumbersome I find.

Was it copied and pasted from Word or another application, or created directly within Outlook?

The table was originally created in MS Excel, as I find Outlook (classic) does not provide the functions I require (well easy to find for formatting tables, colours I want etc.)

When creating the table, do you recall whether AutoFit Window or similar sizing options were used?

No sorry, I don’t recall using AutoFit Wiemail maximised 3.pngndows.email format in sent items full screen.png
Mark Grace 0 Reputation points

2026-03-20T00:50:09.84+00:00

PII Removed
Matthew-P 11,985 Reputation points Microsoft External Staff Moderator

2026-03-20T01:52:59.7366667+00:00

Please note that our forum is a public platform, and we will modify your question to hide your personal information in the description. Kindly ensure that you hide any personal or organizational information the next time you post an error or other details to protect personal data.

Hi Mark Grace,

Thank you for the screenshots; they pinpoint the issue exactly.

The distortion happens because when the Excel table is pasted, it retains a "dynamic" width. In the Preview Pane, the limited space forces the table to stay compact. However, when you open it in Full Screen, Outlook tries to stretch the columns to fill the wider monitor, which causes the spacing and text to shift or appear truncated.

Since you prefer working in Excel (which is completely understandable), you can fix this by "locking" the table width immediately after pasting. Here is the quick step to stop the table from resizing:

1. Paste your table from Excel into the email body.

2. Click anywhere inside the table (or click the cross icon ✢ at the top-left corner of the table to select it entirely).

3. Look at the Outlook ribbon at the top: Click on the Layout tab (under Table Tools).

4. Click on AutoFit and select Fixed Column Width.

This setting tells Outlook to keep the columns exactly as they are (in pixels) and prevents it from automatically stretching the table to fit the screen when you maximize the window.

Please give this a try and let me know if the layout remains stable in full screen.

Hope this helps.
Mark Grace 0 Reputation points

2026-03-20T05:19:30.3066667+00:00

Thank you so much for this information Matthew, I will try it on my next report and let you know, cheers.
Matthew-P 11,985 Reputation points Microsoft External Staff Moderator

2026-03-20T06:18:18.8833333+00:00

Hi Mark Grace,

Thanks for your response. If there’s any update, please don’t hesitate to let me know.
Mark Grace 0 Reputation points

2026-03-23T00:19:43.61+00:00

Hi Matthew, that didn't work for me, see the attachment, when I click on Fixed Column width. it seems to go back to a default setting?

PII Removed
Matthew-P 11,985 Reputation points Microsoft External Staff Moderator

2026-03-23T02:02:15.06+00:00
Hi Mark Grace,

Thanks for the update. It looks like when you selected "Fixed Column Width," Outlook reset the column sizes to a default minimum value (snapping them back to a tiny size).

Since preserving the exact layout is your priority, please try one of these two solutions:

Option 1: Manually Fix the "Squashed" Columns: If you need the text to remain editable and the table collapses after you click "Fixed Column Width," you can manually force the columns open:

Highlight/Select the specific columns that have been squashed (the narrow ones).

Go to the Layout tab on the top ribbon (under Table Tools).

In the Width box (see the screenshot below), manually type a larger number until the text is readable again.

You can also click the small arrow in the bottom-right corner of the "Cell Size" group to open more detailed properties if needed.

Option 2: The "Snapshot" Method: If the recipient does not need to edit the data, this is the fastest way to keep the format to your Excel view.

While looking at your table in Excel, press Windows Key + Shift + S on your keyboard. Draw a box around your table to capture it, then go to Outlook and Paste (Ctrl + V).

Alternative: Copy normally in Excel, but in Outlook choose Paste as Picture.

Result: The layout is treated as an image, so it will never shift or collapse.

Hope this helps.
Mark Grace 0 Reputation points

2026-03-24T01:04:18.3233333+00:00

Thanks again Matthew, I will try option 1.

cheers

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Received email format is incorrect compared to when compiling

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