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Webucator's Free Introduction to Microsoft Outlook Tutorial

Lesson: Working with Messages

Welcome to our free Introduction to Microsoft Outlook tutorial. This tutorial is based on Webucator's Introduction to Microsoft Outlook 2019 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

  • Learn how to compose a message.
  • Learn how to add an attachment to a message.
  • Learn how to add voting options to a message.
  • Learn how to check the spelling and grammar in a message.
  • Learn how to format text.
  • Learn how to use Microsoft Word to edit email messages.
  • Learn how to insert a hyperlink in a message.
  • Learn how to send a message.

Compose a Message

It is simple to compose a new message in Outlook 2019.

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 Command
  2. Select E-mail Message. E-mail Message Command
  3. A new, blank message opens. 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. Type Message

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, in the Tags group, select the High or Low Importance level. Priority Level
  2. When received by the recipient, the message will indicate the priority level. Priority Level Indicated

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. Dialog Box Launcher
  2. In the Properties dialog box, from the Settings section, select the Sensitivity drop-down arrow. Sensitivity Drop-Down
  3. Select Private and click Close. Select Private
  4. When received by the recipient, the message will indicate that it should be treated as private. Private Indicated

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. Select Text
  2. From the Message Ribbon, select Insert, and then from the Text group, select Quick Parts. Quick Parts Command
  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 Quick Part
  6. It is now inserted in your message. Quick Part Inserted

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 Menu Tab
  2. Select Options. Options Command
  3. Select Mail on the left in the Outlook Options dialog box. Outlook Options Dialog Box
  4. In the Compose messages section, select an option from the Compose messages in this format: drop-down list. Compose in this format Drop-Down List
  5. Click OK. Click OK

Set a Font for New Messages

To set a font for new messages:

  1. Select the File menu tab to go to Backstage view. File Menu Tab
  2. Select Options. Options Command
  3. Select Mail on the left in the Outlook Options dialog box. Mail Command
  4. Under Compose Messages, select Stationery and Fonts. Compose Message Command
  5. Under New mail messages, click Font to select a font, and click OK twice to save your selection. Select Font

Add Visuals

You can add images to email messages, including icons. Icons are a new feature of Outlook 2019. To add an icon:

  1. From within the message from the Insert tab, in the Illustrations group, click Icons. Icons Command
  2. Select an icon from the available categories and click Insert to add it. Select Icon
  3. The icon is now inserted in the message.Icon in Message

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 Command
  2. From the drop-down list, you can select a recently accessed file, or choose to Browse Web Locations or Browse this PC to add a different file. Select Where File is Located
  3. To choose a file on your machine, select Browse this PC.
  4. In the Insert File dialog box, select the file by clicking it. Its name will now appear in the File Name text box. Select File
  5. Select Insert. Insert Command
  6. The file now appears in the message, and is visible in the Attached field. Attached Field

Delete an Attachment

When you receive a message with an attachment and want to delete it, click the attachment and from the Attachment Tools Attachment tab, click Remove Attachment.

Delete Attachment

Set an Attachment Reminder

One of the features that was new to Outlook 2013 is the Attachment Reminder feature. Outlook 2013 and 2016 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

Improvements to Attachments

One of the major new features availabile beginning in Outlook 2016 is the ability to quickly attach recently accessed items to an email message.

While in the message, from the Message Ribbon, select Attach File from the Include group.

You will see the documents and other files you recently accessed appear in the drop-down. Attachments Drop-Down List

Also, if you attach a file from OneDrive or SharePoint, you can limit your recipients' access to just read only, or allow them the ability to edit the files.

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 Command
  3. From the drop-down list, select the style of buttons you want to use. Select Voting Style
  4. You will now see a note that voting options have been added to your message. Note About Voting Added
  5. When recipients receive the message, they can use the buttons to answer your poll question. Recipients Answer Poll
  6. You will receive the responses in your Inbox. Response in Inbox

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 Command
  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. Select Options
  5. When the completed check message appears, click OK. Click OK in 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. Select Options

Use the Format Painter

Use the Format Painter to quickly copy a format in an email:

  1. Highlight the formatted text that you want to copy. Select Text
  2. From the Clipboard group on the Message tab, click Format Painter. Select Text
  3. Highlight the text you want to be formatted to apply the format.

To apply the formatting to multiple items, double-click Format Painter.

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
  4. Select a style to apply it to the text. Select a Style

Check Accessibility

In Outlok 2019, after you compose your message, you can check it for accessibility to make sure people with different abilities can read it.

  1. When your message is composed, from the Review tab of the Message Ribbon, click Check Accessibility. Select a Style
  2. Any issues that are found will be displayed on the right. Accessibility Results

Listen to and Dictate Your Email

A new feature ouf Outlook 2019 are the Read Aloud and Dictate features. Outlook can read your messages to you, and allow you to compose messages with your voice. To turn on Read Aloud:

  1. Click the File menu tab, and then select Options.w-oul
  2. Click Ease of Access on the left. Ease of Access
  3. Select the Show Read Aloud check box. Read Aloud Check Box
  4. When in a message you want read aloud, from within the message, click Read Aloud from the Speech group of the Message tab.Read Aloud Command

To compose messages by dicating, you must have Office 365. If so, you can use the Dictate command on the Home tab.

Use Microsoft Word to Edit Messages

Outlook 2019 uses Microsoft Word as its default editor (as does Outlook 2013 and 2016). 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 2019, 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 Link (in Outlook 2013 and 2016 the option is called Hyperlink. Link Option
  3. In the Address text box, type the URL of the link. Address Text 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. Text to Display
  5. Click OK. The link is now inserted in your message. Link in Message

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 Command
  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. Inserted

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. Read Receipt

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 a friend or colleague, asking a question.
  2. Apply bold to a word and use Format Painter to copy it to another word.
  3. Check your message's spelling and grammar.
  4. When your message is complete, send it to the recipient.

Solution:

  1. On the Mail Ribbon, on the Home tab, from the New group, click the New Items drop-down arrow. New Items Drop-Down
  2. Select E-mail Message. E-mail Message Option
  3. In the To field, enter your recipient's email address. To Field
  4. Press Tab twice to move your cursor to the Subject field.
  5. Enter a subject. Subject Field
  6. Bold a word by clicking Ctrl+B and then highlight the text and click Format Painter and click another word. Message Body
  7. Press Tab to move the cursor to the message body area, and type your message. Message Body
  8. On the Message Ribbon, select the Review tab.
  9. In the Proofing group, select Spelling and Grammar.
  10. The Spelling and Grammar dialog box launches. Spelling and Grammar Dialog Box
  11. Using the Spelling and Grammar dialog box, check for spelling and grammar issues by selecting the options on the right. Check Spelling and Grammar
  12. When the Spelling check is complete. message box appears, click OK. Click OK
  13. Click Send in the message header. Click Send