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Webucator's Free Introduction to Microsoft Outlook 2013 Tutorial

Lesson: Working with Messages

Welcome to our free Introduction to Microsoft Outlook 2013 tutorial. This tutorial is based on Webucator's Introduction to Microsoft Outlook 2013 course.

You can enhance your email messages and improve their quality by editing and spell checking them, as well as adding attachments and hyperlinks.

Lesson Goals

  • Compose a message.
  • Add an attachment to a message.
  • Add voting options to a message.
  • Check the spelling and grammar in a message.
  • Format text.
  • Use Microsoft Word to edit email messages.
  • Insert a hyperlink in a message.
  • Send a message.

Compose a Message

It is simple to compose a new message in Outlook 2013.

To compose a message:

  1. On the Mail Ribbon, on the HOME tab, from the New group, click the New Items drop-down arrow. New Items from New Group on Home Tab
  2. Select E-mail Message. E-mail Message
  3. A new, blank message opens. New Blank Message
  4. In the To field, enter the recipient's email address. To Field
  5. Press Tab to move the cursor to the next line.
  6. If necessary, enter recipient addresses in the CC field. Cc Field
  7. Press Tab to move the cursor to the next line.
  8. Enter a subject in the Subject field. Subject Field
  9. Press Tab to move the cursor to the message body area, and type your message. Message Body

Set a Priority

You can set a priority to a message of High, Low, or Normal, to let your recipient know its importance. By default, priority level of messages is set to Normal. However, you can change priority to High or Low.

To set a priority:

  1. From the Message Ribbon of the message, select the Tags group Dialog Box Launcher. Tags Group Dialog Box Launcher
  2. In the Properties dialog box, from the Settings section, select the Importance drop-down arrow. Properties Dialog Box
  3. Select an option from the drop-down list and click Close. Close Icon
  4. When received by the recipient, the message will indicate the priority level. Priority Level

Mark as Private

You may want to send a message that you want the recipient to understand is private information.

To mark a message as private:

  1. From the Message Ribbon of the message, select the Tags group Dialog Box Launcher. Tags Group Dialog Box Launcher
  2. In the Properties dialog box, from the Settings section, select the Sensitivity drop-down arrow. Properties Dialog Box
  3. Select Private and click Close. Settings Section Sensitivity
  4. When received by the recipient, the message will indicate that it should be treated as private. Private Message

Quick Parts

Quick Parts is a feature of Outlook that saves snippets of text or images for quick reuse in future messages. If you find yourself typing the same phrase over and over, for example, creating a Quick Part can help automate your message-writing process.

To create a Quick Part for text:

  1. Select the text you would like to save as a Quick Part. Selected Text
  2. From the Message Ribbon, select INSERT, and then from the Text group, select Quick Parts. Quick Parts
  3. Select Save Selection to Quick Part Gallery. Save Selection to Quick Part Gallery
  4. In the Create New Building Block dialog box, name the Quick Part and add a brief description and click OK. Create New Building Block Dialog Box
  5. Now, when composing a message, to quickly add this text, select the INSERT tab, select Quick Parts from the Text group, and select the Quick Part you created. Select Created Quick Part
  6. It is now inserted in your message. Inserted Text

Change Text Formats

You can set the text format of outgoing messages in Outlook.

To change text formats:

  1. Select the FILE menu tab to go to Backstage view. File Tab
  2. Select Options. Options
  3. Select Mail on the left in the Outlook Options dialog box. Outlook Options Mail/li>
  4. In the Compose messages section, select an option from the Compose messages in this format: drop-down list. Compose Messages Section
  5. Click OK. Compose Messages Section

Add an Attachment

You may want to attach a file to a message that you have created.

To add an attachment to a message:

  1. While in the new message window, on the Message Ribbon, in the Include group, select Attach File. Attach File
  2. In the Insert File dialog box that appears, navigate to the location of the file. Insert File Dialog Box
  3. Select the file by clicking it. Its name will now appear in the File Name text box. Insert File Dialog Box
  4. Select Insert. Insert File Dialog Box
  5. The file now appears in the message, and is visible in the Attached field. Attached Field
  6. Set an Attachment Reminder

    One of the new features in Outlook 2013 is the Attachment Reminder feature. Outlook 2013 can detect if you intend to attach a document and, if you do not, it will alert you.

    In the following email, you will notice an attachment is mentioned, and then Send was selected; however, no attachment was added to the message.

    Attachment Reminder

Add Voting Options

Outlook makes it easy for you to take a poll amongst your email message recipients using voting options.

To set voting options in a message:

  1. In the new message, from the Message Ribbon, select the OPTIONS tab.
  2. From the Tracking group, select Use Voting Buttons. Use Voting Buttons in Tracking Group
  3. From the drop-down list, select the style of buttons you want to use. Use Voting Buttons Drop-Down List
  4. You will now see a note that voting options have been added to your message. Voting Buttons Message
  5. When recipients receive the message, they can use the buttons to answer your poll question. Vote Message
  6. You will receive the responses in your Inbox. Email Responses

Check Spelling and Grammar

It is a good idea to check the spelling and grammar of your messages before you send them.

To check the spelling and grammar in a message:

  1. When your message is composed, on the Message Ribbon, select the REVIEW tab. Review Tab
  2. In the Proofing group, select Spelling & Grammar. Spelling and Grammar in Proofing Group
  3. The Spelling and Grammar dialog box launches. Spelling and Grammar Dialog Box
  4. Move through the spelling and grammar issues by selecting the options on the right. Spelling and Grammar Dialog Box
  5. When the completed check message appears, click OK. Completed Check Message

Format Text

You can format the text in your messages in a variety of ways.

To format text:

  1. Highlight the text that you want to format in your message.
  2. Select the Message Ribbon FORMAT TEXT tab. Format Text Tab
  3. Use the options here to format text. This includes changing font style, color, and size, adding color and highlighting, and changing spacing options. Format Options

Apply a Style

One way to format text is to apply a style.

To apply a style to the text in your message:

  1. Highlight the text to which you want to apply the style.
  2. Select the Message Ribbon FORMAT TEXT tab. Format Text Tab
  3. In the Styles group, select the More arrow to view the styles. Styles Group More Arrow
  4. Select a style to apply it to the text. Style Options

Use Microsoft Word to Edit Messages

Outlook 2013 uses Microsoft Word as its default editor. As such, Word features are available to you as you compose and edit Outlook messages. You will notice that the Message Ribbon resembles the Ribbon within Word.

You can utilize features of Word 2013, including:

  1. WordArt
  2. SmartArt
  3. ClipArt
  4. Symbols
  5. Screenshots
  6. Text styles
  7. Charts

Watch and follow along as your instructor walks you through the various tabs on the Message Ribbon.

Insert a Hyperlink or Image in a Message

To insert a hyperlink in an email message:

  1. In the message, with your cursor at the location where you want to add the link, on the Message Ribbon, select the INSERT tab. Insert Tab
  2. From the Links group, select Hyperlink. Hyperlink in Links Group
  3. In the Address text box, type the URL of the link. Insert Hyperlink Dialog Box
  4. Notice that as you type the link, the Text to display text box autopopulates with the same address. If you would like to change this text, type different text here. Insert Hyperlink Dialog Box
  5. Click OK. The link is now inserted in your message. Link Inserted in Image

To insert an image in an email message:

  1. In the message, with your cursor at the location where you want to add the image, on the Message Ribbon, select the INSERT tab. Insert Tab
  2. From the Illustrations group, select Pictures (Picture, in Outlook 2010). Pictures in Illustrations Group
  3. In the Insert Picture dialog box, navigate to the image and click it to select it. Insert Picture Dialog Box
  4. Click Insert. The image is now inserted in your message. Insert Picture Dialog Box

Send a Message

Now that you have composed and edited your message, you are ready to send it.

To send a message:

  1. Click Send in the message header. Send Button
  2. Your message has now been sent to its recipient.

Request a Read Receipt

When sending a message, if you want to add a read receipt to the message, select the OPTIONS tab, and in the Tracking group, check the Request a Read Receipt check box. Request a Read Receipt Check Box

Creating and Sending a New Message

Duration: 15 to 25 minutes.

In this exercise, you will create and send a new Outlook message.

  1. Create a new message to your instructor, asking a question about class.
  2. Check your message's spelling and grammar.
  3. When your message is complete, send it to your instructor.

Solution:

  1. On the Mail Ribbon, on the HOME tab, from the New group, click the New Items drop-down arrow. New Items
  2. Select E-mail Message. E-mail Message
  3. In the To field, enter your instructor's email address. To Field
  4. Press Tab twice to move your cursor to the Subject field.
  5. Enter a subject. Subject Field
  6. Press Tab to move the cursor to the message body area, and type your message. Message Body
  7. On the Message Ribbon, select the REVIEW tab.
  8. In the Proofing group, select Spelling and Grammar.
  9. The Spelling and Grammar dialog box launches. Spelling and Grammar Dialog Box
  10. Using the Spelling and Grammar dialog box, check for spelling and grammar issues by selecting the options on the right. Spelling and Grammar Dialog Box
  11. When the Spelling check is complete. message box appears, click OK. Spelling Check Complete Message
  12. Click Send in the message header. Send Button