Formatting Issues

How to Paste Spreadsheet Content into Email with Original Formatting

Elise Williams Oct 15, 2026 870 views

Question details

The user wants to copy data from a spreadsheet and paste it into an email without losing the original formatting, including colors, borders, and fonts.

How to Paste Spreadsheet Content into an Email with Original Formatting

Product: Spreadsheet, Email Client
Device & OS: not provided
Scenario: Copying data from a spreadsheet application and pasting it into an email composer.
Observed behavior: The pasted spreadsheet content appears as plain text, stripping away all original cell formatting, colors, and borders.

Before you start

Ensure your email client is set to compose messages in HTML or Rich Text format, as Plain Text mode will automatically strip all formatting and borders from pasted content.

Solution 1Recommended

Use the Keep Source Formatting Paste Option

Select the specific paste option in your email client to retain the spreadsheet's original layout and styles.

Most modern desktop email clients offer advanced paste options that allow you to define exactly how copied data is handled. Choosing 'Keep Source Formatting' ensures the tables look exactly as they did in your spreadsheet.

Copy the spreadsheet data

Highlight the desired cell range in your spreadsheet, right-click, and select Copy (or press Ctrl+C).

Navigate to the email composer

Open your email message draft and click the exact spot in the body where you want to insert the data.

Select Keep Source Formatting

Right-click the destination area. Under the 'Paste Options' menu, click the icon for 'Keep Source Formatting'.

Use the Keep Source Formatting Paste Option

Formatting Retained: Your table should now appear in the email exactly as it was formatted in your spreadsheet, complete with borders and background colors.

Solution 2

Change Email Message Format to HTML

If only the plain-text paste option is available, you need to change your email composer's format settings to support rich formatting.

Solution 3

Paste the Spreadsheet Range as an Image

If you do not need the recipient to edit the data, pasting as an image guarantees 100% visual fidelity across all devices.

Seamless Spreadsheet Editing

Easily Copy and Paste Formatted Data with WPS Spreadsheet

WPS Office provides a powerful, highly compatible Spreadsheet tool that effortlessly copies cell formatting, colors, and borders to standard email clients without losing quality.

1. Select your data: Open your document in WPS Spreadsheet and highlight the cells you want to share.
2. Copy the formatted cells: Press Ctrl+C or right-click and select Copy to save the data and its formatting to your clipboard.
3. Paste into your email: Open your email client, right-click the text area, and choose Keep Source Formatting to insert the table seamlessly.

Retains original cell formatting and borders when copying to emailsFully compatible with Microsoft Excel (.xlsx) file formatsLightweight software with a familiar, user-friendly interfaceCompletely free to download and use for basic office tasks

microsoft office alternative - wps office

Frequently Asked Questions

Why does my copied spreadsheet data look messy in webmail clients like Gmail?

Webmail clients sometimes struggle to interpret complex spreadsheet structures directly from the clipboard. To fix this, try pasting the data into a desktop email client like Outlook first, or paste it as an image if the recipient doesn't need to edit the numbers.

How do I set my Outlook emails to default to HTML format?

In Outlook, go to File > Options > Mail. Under the 'Compose messages' section, change the 'Compose messages in this format' dropdown to HTML, then click OK. This ensures all future emails natively support formatted tables.

Can I paste just the spreadsheet values without the formatting if I change my mind?

Yes. If you intentionally want to remove formatting to match the email body, right-click the destination in your email and select 'Keep Text Only' or 'Paste as Plain Text' from the Paste Options menu.

Why is the 'Keep Source Formatting' option missing when I try to paste?

This usually happens if the email you are replying to was originally sent in Plain Text format, restricting your reply to Plain Text. You must manually change the format to HTML in your email editor's settings to restore formatting paste options.

Document & File Issues