are a big part of most of our personal and professional lives. According to
statistics from market research firm the Radicati Group, there
are over 2.6 billion email users in the world. You’re probably one of them.
You’ve got many choices for email services. One popular email software is Microsoft Outlook. If you’re
just getting started with Outlook and you’ve never used it before, you may
wonder how to send an email.
Whether you’re new to using Outlook or just need a
refresher, this tutorial can help. In it you’ll learn how to compose an email
and send it. We’ll also cover some email basics like message formatting and how
to attach files to an email.
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Before going further in learning how to use Microsoft Outlook, be sure to grab our Free eBook: The Ultimate Guide to Inbox Zero Mastery. It’s packed wth inbox
organization strategies and killer tips for managing all your incoming email
Now let’s dig into the material on how to compose an email with Outlook.
How to Compose an Email With Outlook (Video)
In the screencast above learn how to compose an email in MS Outlook and send it. Or, read on for comprehensive written
instructions to help you create your first email message.
Step 1. Open Microsoft Outlook
Before you can learn how to send an email using Outlook, you first need to open it.
So, open Microsoft Outlook on your desktop. In most
cases, this means clicking on the Outlook
icon. Microsoft Outlook opens:
Microsoft has several current versions of Outlook available. Your screen
appearance and functionality could very slightly depending on which version you
are using and how it is configured.
You’ll notice that Outlook automatically opens to your
Inbox. Since this is a new Outlook account, we don’t have many incoming email
Also note that the main portion of the menu options below
the tab options is called the Ribbon.
Step 2. Create a New Outlook Message
The next step in sending your first message with MS Outlook is to learn how to create a new email.
create a new Microsoft Outlook email message, click the New Email option on the far left of the Microsoft Outlook Ribbon under the Home tab. The New Messages
window appears in the MS Outlook Message
3. Fill Out the Header Information
The first thing you’ll need to fill out on the New Messages window is the email header
information. This consists of the following fields:
Drop-down. This field contains the email address you’re sending the email
message from. (Note: If your Outlook
account is only attached to one email account, this field won’t appear.)
The To field contains the email address or addresses you’re sending the email
In this field you can include additional email recipients.
- Subject. The Subject field contains a brief description of your email topic.
1. How to Fill Out the Email Header Info (To, From, and Subject)
To start, make sure the information in the From
field is correct. This field defaults to the current email address you’re
using with Microsoft Outlook. If you use more than one email address with
Microsoft Outlook, you’ll see a down arrow to the right of the word From. This arrow allows you to switch the From field to
another email address if you click on it. Here’s what happens when you click the down arrow:
Next, you want to identify who you’re sending the email
message to using the To field. You
can do this is one of two ways:
- Type the email address in the field. If there’s
more than one email address, use a comma to separate them.
- Click the To
field to search your email contacts. Select the contacts you want to send
the message to from the Select Names:
Contacts dialog box.
Here’s a look at the Select Names: Contacts dialog box:
You also need to complete the Subject field before you send your email message. In this field,
type a short description of what the email is about. The tutorial below
discusses email subject lines, but many of the principles apply to other emails
2. How to Copy Someone on MS Outlook (Cc, Bcc)
You don’t have to copy anyone on your email message to send it, but MS Outlook gives you the
option to copy or blind copy additional recipients if you want to.
Contacts who are copied (Cc) on an email message are
typically not expected to respond. They’re receiving the message for
informational purposes only. For example, you may copy your boss on an
Contacts who are blind-copied (Bcc) on an email message aren’t visible to others who receive the message. They’re also not expected to
respond. You may want to use this option if you need to keep a recipient’s
email information private.
To copy recipients on your email, either type
their email addresses in the Cc field
or click the Cc field to select the
contacts from the Select Names: Contacts
Also, you can use the Select Names: Contacts dialog box to specify the recipients
are being blind-copied on the message. Instead of clicking the To or Cc field on the dialog box, use the Bcc field.
Step 4. Compose a New Message With MS Outlook
Once you’ve filled out the email header information, you’re
ready to learn how to compose an email. This is the content of your message.
Simply type the message in the box below the header
For advice on how to write an effective email, review these
How to Properly Write a Formal Email (That Gets Results)
How to Write a More Effective Email (15+ Best Tips & Tricks)
How to Master Proper Business Email Format – and Avoid Professional Disaster
Once you’ve written your message, you’re not done. To
maximize its effectiveness, you should use some of Outlook’s formatting features.
Let’s take a closer look at those:
1. How to Format Your Message.
Microsoft Outlook supports basic text formatting tools
common to other Microsoft products. You can find them on the Ribbon in the Format Text tab:
Here’s a summary of some of the Microsoft Outlook formatting features
- font color
- align font
- numbered list
- bulleted list
- indent less
- indent more
- remove formatting
- strike through
- double strike through
- small caps
- all caps
Note: You can also find
many of these formatting options on the Message
tab in the Formatting section of
To use one of the formatting tools, highlight the text you
want to format with your cursor. Then, click the formatting option in the
ribbon that you want to apply to the text.
In the example below, I’ve applied italics and a numbered
list to the text:
Caution: Outlook uses
HTML to produce most text formatting options. If the person receiving the
message is using an email system that only supports Plain Text, they won’t
be able to see the formatting you applied.
How to Remove Text Formatting in Microsoft Outlook
MS Outlook also allows you to remove text formatting quickly
and easily. You might want to do this if you need to send a message in Plain Text format. Here’s an example:
To remove text formatting, highlight the text you want to
unformat and click the Clear All
Formatting icon in the Ribbon. The formatting is gone.
3. How to Attach a File or Item to a MS Outlook Email Message
You can easily attach a file or item to your message using
the Attach File icon or the Attach Item icon. These icons are found on
the Message tab:
Or on the Insert
tab you’ll find the Attach File icon and the Outlook icon:
To attach a file or item to your message, place your cursor
in the message. Click the icon and
select the item to be attached from your PC or from the list that appears. The item is attached below the Subject line:
4. How to Insert a Link Into an MS Outlook Email Message
You can also insert a link into your email message from the Insert tab using the Link icon.
Place your cursor in the message where you want to add the
link. Click the Link icon. The Insert Hyperlink dialog box displays:
Type the URL of the link you want to include in the Address field. If the text you want to
display is different from the URL, type it in the Text to display field. Click OK.
The link is inserted into the body of your message:
HTML to insert a link. If the person receiving the message is using an
email system that only supports Plain Text, they won’t be able to see the
link you applied.
5. How to Add a Photo to an Outlook Message
You can also add a photo or graphic image into the body of
your message from the Insert tab
using the Pictures or Online Picture icons. Here’s the Insert Picture dialog box:
Another way to insert an image into your Outlook message is through the Online icon (next to the Pictures icon). This icon
lets you choose a picture from your computer to insert into your email. The Online icon opens up a Bing image search.
Warning: Many online
images are copyrighted. Be sure to check the copyright information on any image
before using it.
To add an image, place your cursor in the message where you
want the picture to appear. Click the icon and select the image. The selected
image appears in your email message:
Caution: Outlook uses
HTML to display images in messages. If the person receiving the message is
using an email system that only supports Plain Text, they won’t be able to
see the picture in your message.
Note: The image appears in its original size. Drag the edges of the image to resize it.
Format tab may automatically open
and you can format the image you just added.
6. How to Add a Signature Image
To add a professional signature image from a template, click
on the Signature icon from the Message tab. From the drop-down menu,
click Signatures. The Signatures and Stationery dialog box appears:
If you’ve got more than one email account attached to your
Microsoft Outlook email, you’ll have to use the Select signature to edit field to choose which signature you’re
Click in the box below Edit
signature and click the Insert
Picture icon. Select your picture from the Insert Picture dialog box and click the OK button. The signature will automatically be added to all
The article below contains some additional information about
Step 5. Review Your Message
you’ve finished your message, check it over carefully to make sure there are no
mistakes or typos. Mistakes in a business or personal email can make a bad
impression. Here are some of the areas you should check:
Does the email say everything it’s supposed to? If an action is required, will
the recipient understand what to do? Is the purpose of the message clear and
easy to understand?
It’s easy for a reader to misunderstand the tone of your message. If you can,
it’s a good idea to have a friend or colleague read over the message. Ask them
whether the message makes you seem angry or upset. If they feel it does, revise
and Grammar. Under the Review tab,
there’s a Spelling and Grammar icon.
Use this checker to look for mistakes, but be aware that checkers sometimes
miss word usage mistakes. So, it’s a good idea to read over your email as well.
Are the details in your information correct? Doublecheck the spelling of names
of people and things. If there is a phone number or street address, make sure
it is right. Pay particular attention to the decimal points in numbers,
especially if they involve dollar figures.
Proper formatting can make your email easier to read. Make sure to take
advantage of formatting features like bold, italics, numbered or bulleted lists.
If your message is supposed to include attached files, are the files actually
attached to the message? If not, attach them now.
Step 6. Send Your Outlook Email Message
Once you’ve carefully reviewed your message, you’re ready to
send it. Click the Send button in the upper left of the New Message window. Your message is sent.
If you decide not to send your message, you do have other
options. You can:
- Discard a message.
- Save a message as a draft.
Here’s instructions on how to do both:
1. How to Save a Message a Draft
To save a message as a draft, go to the File tab. Click the Save option.
The unsent message is saved to your Drafts
The next time you open your email, click the Drafts folder.
Double-click on your message to open it.
2. How to Discard an Microsoft Outlook Email Message
If you really dislike your unsent message, you can choose
not to save it. Simply click the X at
the upper right corner of the New
Message window to close it. The system prompts: Want to save your changes? Click the No button.
The New Message
window closes and your email message draft is discarded.
More Helpful Email Tips and Strategies
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Now that you’ve learned how to send an email with Microsoft Outlook you’re ready to start using Outlook. You’ve also learned some
Outlook basics like how to format a message, how to save a message to send later, and how to attach a
file to an email message. So, go ahead. Send that first Outlook message today!