Platform Banner

Outlook - Attach a message, a contact, a file, or a task Tutorial

In this video, you will learn how to attach a message, a contact, a file, or a task using Microsoft 365. The video covers the different options available in the Insert tab, including attaching files, Outlook items like email messages, tasks, contacts, and calendar items.
You can choose to insert these elements as attachments or copy the text only.
Additionally, you can insert a business card by selecting the contact or contacts.
The business card will appear in the body of the message and as an attachment.
You can also attach a snapshot of your calendar with selected dates and details.
The recipient will receive the message with all the attached elements.
By clicking on the message, calendar, contact, or task, you can view them in the reading pane.
The video concludes by showing how to display the complete map of a business card and save it to your contact list.
This tutorial will help you effectively attach various elements to your messages in Microsoft 365.

2:22
4408 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively attach various elements such as files, contacts, calendar items, and tasks to an email message in Outlook, enhancing their email communication skills.

Chapitres :

Introduction to Email Attachments
In today's digital communication, attaching relevant files and information to emails is crucial for effective correspondence. This video will guide you through the process of attaching different types of elements in Outlook, ensuring your messages are comprehensive and informative.
Creating a New Message
To begin, let's create a new email message. Click on the 'Insert' tab in the Outlook ribbon. Here, you will find several commands available under the 'Include' section.
Attaching Files
The first option in the 'Include' tab allows you to attach a file. A list of the most recent documents you have worked on will appear. You can also browse your PC to find the file you wish to insert.
Attaching Outlook Items
The second option enables you to attach an Outlook item, such as other email messages, tasks, contacts, or calendar items. When you click on this option, a window will open, allowing you to choose the specific element to insert. You can decide whether to attach it as a file or to copy the text only.
Inserting Business Cards
For this example, we will insert several types of elements, starting with a business card. Click on 'Other Business Cards' and select the contact or contacts whose business card you want to insert. This will appear in the body of the message and also as an attachment.
Inserting Calendar Items
Next, you can insert a calendar item. By selecting the calendar option, you can choose the range of dates and details to include. This function will add a snapshot of your calendar in the body of the message, as well as an attachment, similar to the business card.
Viewing the Message
Once you have added the different elements, the recipient will receive a message containing all the attachments. An 'Open This Calendar' button will be available at the top, just above the recipient's name. By clicking on the message, you can view it in the reading pane, along with the calendar element, contact, and task.
Accessing Business Card Details
Finally, by clicking on the business card, you can display its complete details, which you can save and add to your contact list. This feature enhances your ability to manage contacts directly from your email.
Conclusion
In summary, this video has demonstrated how to attach various elements to an email in Outlook, including files, business cards, and calendar items. Mastering these skills will improve your email communication and ensure that your messages are informative and well-organized.

FAQ :

How do I attach a file to an email in Outlook?

To attach a file in Outlook, click on the 'Insert' tab and select the option to attach a file. You can choose from recent documents or browse your PC to find the file you want to attach.

What types of Outlook items can I attach to an email?

You can attach various Outlook items such as other email messages, tasks, contacts, and calendar items by selecting the appropriate option in the 'Insert' tab.

Can I insert a business card into my email?

Yes, you can insert a business card by clicking on 'Other Business Cards' in the 'Insert' tab and selecting the contact you wish to include.

What is a calendar snapshot in an email?

A calendar snapshot is a visual representation of your calendar events for a specific date range that can be included in the body of the email as well as an attachment.

How can I view the attached elements in an email?

You can view attached elements such as contacts, tasks, and calendar items in the reading pane of the email. Clicking on these elements will display their details.

Quelques cas d'usages :

Sending a Project Update

When sending a project update to team members, you can attach relevant documents, tasks, and calendar events to keep everyone informed. This ensures that all necessary information is in one email, improving communication and efficiency.

Networking with Business Contacts

When reaching out to new business contacts, you can include your business card in the email. This allows recipients to easily save your contact information and enhances professional networking opportunities.

Scheduling Meetings

When proposing a meeting, you can attach a calendar snapshot showing your availability. This helps recipients quickly see when you are free, facilitating easier scheduling.

Task Delegation

When delegating tasks to team members, you can attach the task details directly in the email. This provides clarity on responsibilities and deadlines, improving task management.

Follow-Up Emails

In follow-up emails, you can attach previous email threads or relevant tasks to provide context. This helps recipients recall past discussions and understand the current status of projects.

Glossaire :

Attachment

A file or item that is sent along with an email message, such as documents, images, or calendar items.

Outlook Item

Any element created in Microsoft Outlook, including emails, tasks, contacts, and calendar events.

Business Card

A digital representation of a contact's information, which can be inserted into an email message.

Calendar Snapshot

A visual representation of calendar events for a specified date range, included in an email message.

Reading Pane

A section in an email client where the content of the selected email is displayed for viewing.

Insert Tab

A section in Microsoft Outlook that provides options to add various elements to an email message.

00:00:05

that can be added to an email message as an attachment,

00:00:08

you have the option of attaching a message,

00:00:11

contact, calendar item, or task.

00:00:15

First let's create a new message.

00:00:18

By clicking on the Insert tab

00:00:20

several commands are available in the Include tab.

00:00:23

The first option allows you to attach a file.

00:00:27

A list of the last documents you've worked on appears,

00:00:30

but you can also browse the websites on your PC

00:00:33

to insert your file.

00:00:36

The second option allows you to attach an Outlook item,

00:00:39

such as other email messages,

00:00:41

tasks, contacts, or Calendar items.

00:00:44

By clicking on it a window opens

00:00:46

allowing you to choose the element to insert.

00:00:50

By selecting an item you can also choose

00:00:52

whether to insert it as an attachment,

00:00:54

or to copy the text only.

00:00:57

For this example I will insert several types of elements.

00:01:11

Then you can insert a business card.

00:01:13

Click on Other Business Cards

00:01:15

and select the contact or contacts

00:01:18

to insert their business card.

00:01:20

This appears in the body of the message,

00:01:22

but also as an attachment.

00:01:25

By selecting Calendar you select the range of dates

00:01:29

and details to include.

00:01:32

This function will add a snapshot of your calendar

00:01:35

in the body of the message and also as an attachment,

00:01:38

like with the business card.

00:01:44

This is the message that the person receives

00:01:46

with the different elements attached.

00:01:48

An Open This Calendar button is available at the top

00:01:51

just above the person's name.

00:01:59

By clicking on the message you will see it

00:02:02

in the reading pane.

00:02:03

The same for the Calendar element,

00:02:05

the contact, and the task.

00:02:09

Click Back to message to return to the original one.

00:02:12

Finally by clicking on the business card

00:02:15

you display its complete map,

00:02:17

which you can save and add to your contact list.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2531 Views

Training Video Business Uses – Assistants

To write a last-minute document, optimize communication or quickly format documents, Office 365 provides a range of features that will meet ...

2610 Views

Microsoft Outlook Video Training – Discovery

Learn through a logical progression of video tutorials, the basic features of Microsoft Outlook: Discover email and calendar, Outlook on mob...

ALL COURSES