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How To Apply Message Formatting in Microsoft Teams

Message Formatting in Microsoft Teams: Microsoft offers the best collaboration tool in the form of Teams featuring audio and video conferencing, file-sharing, quick messaging, end-to-end encryption, and also real-time editing.  Just like any collaboration tool, the frequently used feature on Teams will be none other than the quick messaging tool having its own set of highlights. It includes repetitive push notifications, priority texts and message tagging.

If you want to make the most of quick messaging on Microsoft Teams. Then you can advantage from learning some of the basic ways to edit and add text effects while composing messages.

Enable advanced text editor using Format Menu

The following article will help you to apply text effects while composing messages on Microsoft Teams.

Note: Before you begin applying text effects on Microsoft Teams. You’ll just want to create a new chat or tap on an already existing chat or group thread. After choosing the chat you like to share a message to, tap on the Format icon below the text box to expand it.

Otherwise, you can also use the required keyboard shortcut to expand the compose box.

Ctrl/Command + Shift + X

However, your text box now expands using more formatting options. You can now begin applying text effects to your message on Teams.

Applying Text Effect On Microsoft Team:

Here are the following ways to apply message formatting in Microsoft teams:

Text Formatting

Formatting on Microsoft works in the same ways as to how to format documents on Google Docs or Microsoft Office. Also, you can italicize, bold, or underline the text by choosing the required text and tapping B, I, or U buttons respectively, as required.

It can be done by using the keyboard shortcuts that you can use when editing documents.

Bold: Ctrl/Command + B
Italics: Ctrl/Command + I
Underline: Ctrl/Command + U

Strikethrough Text

You can also format texts using strikethrough to symbolize recently removed information. You can use this tool that can be used inside Microsoft Teams to mark text that is mistaken or deleted. When messaging on Microsoft Team can be applied by choosing the required text and tapping the striked-S icon.

Highlight Text

You can highlight texts of an important part while sending messages on Microsoft Teams. You can do so by choosing the text you like to indicate and tapping the ‘Text highlight color” button from the text toolbar. Once you tap on the ‘Text highlight color’ button, you can select from ten different colors to highlight the required text.

If you by mistake highlighted a text, then undo it by choosing the marked text. Also, tapping the Text highlight color’ button and choosing ‘No highlight’.

Change Font Size

Teams enable you to select between three font sizes while sending text messages to your colleagues i.e large, medium, and small. Simply tap on the Font size button and choose from the three font sizes before input text or by choosing the required text.

Modify Font Color

Rather than highlighting, you can modify the color of your texts by tapping the Font Color button in the formatting toolbar and choosing the required color. You can also choose from 10 different color options. Not just this but also revert back to the default choice by choosing the ‘Automatic’ option.

Use Rich Style: Heading 1/2/3

Mostly we use basic formatting (Bold, Italics, and Underline) to send documents and messages. But you can also add rich formatted text to create story-like sections in your message.

You can do so by tapping the Rich style option in the formatting toolbar. Also, choosing any one of the following options for various parts of your message. These are Heading 1, Heading 2, Heading 3, Paragraph, and Monospaced.

Use Indents

You can also add intents to differentiate between paragraphs on Teams by tapping the ‘Increase indent’ and ‘Decrease indent’ buttons inside the formatting toolbar.

Add Lists

You can also create lists on Microsoft Teams. To add list, tap on either the ‘Numbered list’ or ‘Bulleted list’ buttons and then add items in the form of a list.

Insert Quotes

You can also lay stress on the section of text by adding the Quote format to your texts on Teams. However, these can be used to bring attention to the important parts of your message. Also, you can use the Quote button to add quotes from external sources to your story.

Insert Link

You can also insert links to the required texts by choosing the required text. Pressing the ‘Insert link’ option, assigning the link and tapping the ‘Insert’ button.

Insert Horizontal Line

If you want to separate areas of your message, simply add horizontal lines. Also, tap on the More options button in the formatting toolbar and choose ‘Insert horizontal rule’.

Add Table

You can also add tables using any number of rows and columns inside Microsoft Teams. If you want to add a table, tap on the More options button and choose ‘Insert table’. A prompt appears asking you how many rows and columns you want on the table and you can choose it from the grid available on the screen.

Clear Formatting

If you want to wipe the format of the whole text. Just tap the ‘Clear all formatting button’ from the formatting toolbar.


Here’s a complete guide on message formatting on Microsoft Team. Did you like the above-mentioned ways to apply a message formatting on Microsoft Teams? Let us know your thoughts and suggestion in the comments section below!

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Alex Joshua

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