Outlook - Create an e-mail message Tutorial

In this video, you will learn how to create an e-mail message using Microsoft 365. The video covers the steps to compose and send an e-mail, as well as how to add attachments and format the message.
This tutorial will help you become proficient in using Microsoft 365 for e-mail communication, enhancing your productivity and efficiency.

2:46
4053 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to create and send an email using Outlook, detailing the steps involved, the features available, and tips for efficient email management.

Chapitres :

Creating a New Email
To create a new email in Outlook, you can either click the 'New Email' button available in the ribbon or use the keyboard shortcut Control + N. This will open a new email window where you can compose your message.
Entering Email Details
In the new email window, you will find several fields to fill out: - **Subject Field**: Type the subject of your message here. - **Recipient Fields**: Enter the names or email addresses of the recipients in the 'To', 'CC', and 'BCC' fields, separating different recipients with semicolons.
Using the Address Book
If you want to find recipients from your address book, click on the address book button located in the ribbon or within the recipient fields. This will allow you to select people to add to your email. You can access both the global address list of your organization and your personal contact list. To add recipients, select them and click 'To' to open the address box.
Recipient History and Search
As you use Outlook, a history is created that allows you to simply type the first letter of a name to display previously used correspondents. Alternatively, if you prefer not to enter the global address list, you can use the keyboard shortcut Control + K to have Outlook search your contact lists and provide results.
Choosing the Sending Address
If you have multiple email accounts configured in Outlook, the 'From' field will be available for you to choose which address you want to send the message from.
Composing Your Message
In the main area of the email window, you can enter your message. You have various formatting tools available to enhance your text. Additionally, you can include attachments stored on your computer or in online storage, add Outlook items such as business cards, include your signature (if configured), or mark your message as high priority.
Inserting Elements
The 'Insert' tab provides options to include various elements directly in the body of the message, such as links, pictures, or tables.
Email Options
The 'Options' tab allows you to display or hide the BCC and From fields. You will also find options for confirming receipt and playback of the email.
Formatting and Review Tools
You can find more formatting tools in the 'Format Text' tab. The 'Review' tab allows you to set a verification language and enable automated text correction.
Sending Your Email
Once you have completed your email, you can send it by clicking the 'Send' button. Your message will spend a few moments in the Outbox folder before moving to the Sent Items folder.

FAQ :

How do I create a new email in Outlook?

To create a new email in Outlook, you can click the 'New Email' button in the ribbon or use the keyboard shortcut Control N.

What is the difference between To, CC, and BCC fields?

The 'To' field is for primary recipients, the 'CC' field is for secondary recipients who should see the email, and the 'BCC' field is for recipients who should receive the email without others knowing their addresses.

How can I find contacts in my address book?

You can find contacts by clicking on the address book button in the ribbon or in the To, CC, or BCC fields, then selecting the people you want to add.

What should I do if I want to attach a file to my email?

To attach a file, you can use the attachment option in the email composition window to select files from your computer or online storage.

How can I format my email message?

You can format your email message using the various formatting tools available in the Format Text tab of the ribbon.

What happens to my email after I send it?

After you send your email, it will spend a few moments in the Outbox folder before moving to the Sent Items folder.

Can I choose which email address to send from?

Yes, if you have multiple email accounts configured in Outlook, you can select the desired address in the From field before sending your message.

Quelques cas d'usages :

Sending Professional Emails

In a corporate environment, employees can use Outlook to send professional emails to clients and colleagues. By utilizing the To, CC, and BCC fields effectively, they can ensure that the right people receive the necessary information while maintaining confidentiality where needed.

Organizing Team Communication

Project managers can use the address book feature to quickly find and include team members in email communications. This helps streamline communication and ensures that all relevant parties are kept in the loop regarding project updates.

Email Marketing Campaigns

Marketing professionals can use Outlook to send bulk emails to clients. By using the BCC field, they can protect recipients' privacy while still reaching a large audience. Additionally, they can attach promotional materials directly to the email.

Scheduling Meetings

Administrative assistants can use the calendar integration in Outlook to schedule meetings and send invites. By including the meeting details in the email body and attaching relevant documents, they can ensure all participants are well-informed.

Managing Multiple Accounts

Users with multiple email accounts can efficiently manage their communications by selecting the appropriate From address in Outlook. This allows them to maintain professionalism and clarity in their correspondence.

Glossaire :

Ribbon

A user interface element in Microsoft Outlook that contains tabs with various tools and options for composing and managing emails.

Control N

A keyboard shortcut used in Outlook to create a new email message.

Subject Field

The area in an email where the sender types the main topic or purpose of the message.

To, CC, and BCC Fields

Fields in an email where recipients' email addresses are entered. 'To' is for primary recipients, 'CC' (Carbon Copy) is for secondary recipients, and 'BCC' (Blind Carbon Copy) is for recipients who should not see each other's addresses.

Address Book

A feature in Outlook that allows users to access and select contacts stored in their personal or global address lists.

Global Address List

A directory of all email addresses within an organization, accessible to all users.

Control K

A keyboard shortcut in Outlook that allows users to search their contact lists for email addresses.

From Field

The area in an email where the sender can choose which email address to send the message from, especially when multiple accounts are configured.

Attachments

Files or documents that can be included with an email message, which can be stored on a computer or in online storage.

Insert Tab

A section in the Outlook ribbon that allows users to add various elements to the body of an email, such as links, pictures, or tables.

Options Tab

A section in the Outlook ribbon that provides settings for displaying or hiding fields like BCC and From, as well as options for message confirmation.

Format Text Tab

A section in the Outlook ribbon that offers additional formatting tools for text in an email.

Review Tab

A section in the Outlook ribbon that allows users to set a verification language and enable automated text correction.

Outbox Folder

A temporary storage area in Outlook where emails are held before they are sent.

Sent Items Folder

A folder in Outlook where copies of sent emails are stored.

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a button is available in the ribbon.

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You can also use the control + N keyboard shortcut.

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In the subject field you type in the subject

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of the message.

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Enter the names or email addresses of the recipients

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in the To, CC and BCC fields

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by separating the different recipients with semicolons.

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And if you want to find the name of the recipients

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in your address book, click on the address book button

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located in the ribbon or on one of these fields.

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Then select the people to add.

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Click To to open the address box.

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You will have access to the global address list

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of your organization,

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but also to your personal contact list.

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You can select the recipients by selecting them

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and clicking on one of the fields

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to add them as a recipient.

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As you use Outlook a history is created

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which allows you to simply specify

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the first letter of a name

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to display the different correspondents already used.

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Another method if you do not want to enter

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the global address list, you can use the keyboard

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shortcut control + K, to have Outlook

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search your contact lists and offer you a result.

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If multiple email accounts are configured in Outlook

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the From field will be available so that you can choose

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with which address you want to send this message.

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In this area, you enter your message

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that you can format using the various tools present here.

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You can also include different items in your message,

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such as attachments that can be stored on your computer

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or in online storage.

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Outlook items such as business card,

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add your signature if you have configured one,

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or signal your message as having a high priority.

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The insert tab gives you the possibility

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to include various elements directly in

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the body of the message, such as links, pictures or tables.

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The options tab will allow you to constantly display

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or hide the BCC and From fields.

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You'll also find the confirmation options

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for reception and playback.

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You will find more formatting tools

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in the format text tab.

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And finally the review tab will allow you to define

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a verification language for example,

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and to enable automated correction of the text.

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When you are finished you can send your message

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by clicking here.

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Your message spends a few moments in the outbox folder

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then finds itself in the sent items folder.

Mandarine AI: WHAT YOU SHOULD KNOW

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