Outlook - Insert elements into the mails (table, graphic, images) Tutorial

In this video, you will learn how to insert elements such as tables, graphics, and images into your emails using Microsoft 365. The video demonstrates the steps to insert a table, apply styles, manage the layout, and insert images or artwork.
It also covers how to copy and paste elements from other Office Suite applications like Word, PowerPoint, or Excel.
By using these techniques, you can enhance your emails and make them more visually appealing.
This tutorial will help you create professional-looking emails and improve your communication skills.

2:56
4259 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to enhance their email messages in Outlook by inserting various elements such as tables, images, and Excel spreadsheets, as well as utilizing copy and paste functionalities effectively.

Chapitres :

Introduction to Inserting Elements in Outlook
In Outlook, when composing a message, users have the option to add attachments and insert various elements directly into the body of the message. This section will guide you through the process of enriching your emails.
Accessing Insertion Options
To begin, create a new message and click on the 'Insert' tab. Initially, only the buttons in the 'Include' group are active. However, clicking in the body area of the message activates all other icons, indicating that this part of the ribbon is designed for inserting various elements into your message.
Inserting Tables
One of the first elements you can insert is a table. Unlike manually aligning rows and columns with spaces or tabs, tables allow for attractive styles and better organization. To insert a table, define the number of rows and columns you need. After inserting the table, several tabs will appear, enabling you to manage it effectively. You can choose from predefined table styles, including colored options, and adjust the layout by inserting or deleting rows and columns.
Inserting Images and Graphics
The 'Illustrations' group within the 'Insert' tab allows you to insert images from your computer or online, as well as predefined shapes, SmartArt graphics, or screenshots. Similar to tables, inserting an image will also bring up new tabs that provide the necessary tools for formatting.
Integrating Text Elements and Symbols
The last two groups of commands in the 'Insert' tab enable you to integrate more specific text elements or symbols into your message. This feature enhances the overall presentation of your emails.
Copying and Pasting from Other Applications
Copying and pasting works seamlessly in the message area, especially when elements are sourced from other Office applications like Word, PowerPoint, or Excel. For example, to copy elements from an Excel table, select the desired content and use the shortcut Ctrl + C. In Outlook, position the cursor where you want to paste the content. It is recommended to use the right-click button instead of Ctrl + V, as this will present several pasting options. You can choose to keep the source formatting or paste only the values, allowing you to visualize the rendering before making a selection.
Conclusion
By utilizing these features, you can significantly enrich your emails with various elements, making them more visually appealing and informative. Now you are equipped with the knowledge to enhance your email communication in Outlook.

FAQ :

How do I insert a table in Outlook?

To insert a table in Outlook, create a new message, click on the Insert tab, and select the Table option. You can then define the number of rows and columns for your table.

Can I insert images into my Outlook emails?

Yes, you can insert images into your Outlook emails by clicking on the Insert tab and selecting the Illustrations group, where you can choose to insert images from your computer or online.

What is the best way to paste content from Excel into Outlook?

The best way to paste content from Excel into Outlook is to use the right-click menu after copying the content with Ctrl + C. This allows you to choose from several paste options, including keeping the source formatting or pasting as a picture.

What are SmartArt graphics?

SmartArt graphics are visual representations of information that you can create in Microsoft Office applications, including Outlook. They help to illustrate concepts and ideas clearly.

How can I format a table in Outlook?

After inserting a table in Outlook, several new tabs will appear that allow you to manage the table's layout, including options to insert or delete rows and columns, as well as apply predefined styles.

Quelques cas d'usages :

Creating Professional Reports

Use Outlook to create and send professional reports that include tables and images. For example, you can insert a table to present data clearly and add relevant images to enhance the report's visual appeal.

Designing Marketing Emails

Incorporate tables and SmartArt graphics in marketing emails to present information attractively. This can help in showcasing product features or statistics effectively.

Collaborating on Projects

When collaborating on projects, you can copy data from Excel and paste it into Outlook emails to share updates with team members. Using the right paste options ensures that the formatting remains consistent.

Creating Newsletters

Design newsletters in Outlook by inserting tables for structured content and images for visual interest. This can improve engagement and readability for your audience.

Enhancing Presentations

When preparing for presentations, use Outlook to send out meeting invites that include tables summarizing agenda items and images that represent key points, ensuring all participants are well-informed.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Insert tab

A section in the Microsoft Office ribbon that provides options to insert various elements into a document or email, such as tables, images, and shapes.

Include group

A group of buttons within the Insert tab in Outlook that allows users to add attachments and other elements to their messages.

Table

A structured arrangement of data made up of rows and columns, which can be formatted and styled for better presentation.

Excel spreadsheet

A file created using Microsoft Excel, which is a spreadsheet program used for data organization, analysis, and visualization.

Illustrations group

A section in the Insert tab that allows users to insert images, shapes, SmartArt graphics, and screenshots into their documents or emails.

SmartArt

A feature in Microsoft Office that allows users to create diagrams and graphics to visually represent information.

Copy and paste

A common computer operation that allows users to duplicate content from one location and place it in another.

Ctrl + C

A keyboard shortcut used to copy selected content to the clipboard.

Ctrl + V

A keyboard shortcut used to paste content from the clipboard into a document or email.

00:00:05

you have the option to add attachments

00:00:07

as seen in the previous video,

00:00:09

as well as to add items

00:00:10

directly into the body of the message.

00:00:13

I create a new message and I click on the Insert tab.

00:00:18

I notice that the buttons in the Include group

00:00:20

are the only ones that are not grayed out,

00:00:23

but if I click in the body area of the message

00:00:26

all other icons are now available.

00:00:28

This means that all this part of the ribbon

00:00:30

is meant to insert various elements

00:00:32

into your message body.

00:00:35

First, I notice it's possible to insert a table.

00:00:39

You may have already tried to manually align rows

00:00:42

and columns using spaces or tabs.

00:00:45

But the tables also allow to apply attractive styles.

00:00:49

Other options are also available,

00:00:51

especially the insertion of an Excel spreadsheet

00:00:54

behind this button.

00:00:56

To insert a table,

00:00:57

I can define the number of rows and columns

00:00:59

that will be contained in my new table.

00:01:03

You may have already noticed after inserting the table

00:01:05

several tabs have appeared to allow me

00:01:07

to manage this table.

00:01:10

There are predefined styles of tables.

00:01:12

Let's take a colored table style.

00:01:16

In the second tab I can manage the layout of the table,

00:01:20

such as inserting or deleting rows or columns.

00:01:24

Then the Illustrations group allows you to insert images

00:01:27

from your computer or online images,

00:01:30

as well as predefined shapes,

00:01:31

Smart Arts, graphics, or a screenshot.

00:01:35

As with the table, when you insert an image or artwork

00:01:39

new tabs appear and allow you to have

00:01:41

the tools you need to format them.

00:01:46

The last two groups of commands

00:01:47

allow you to integrate somewhat more specific

00:01:50

text elements or symbols.

00:01:53

Finally, note that copying and pasting

00:01:56

also works very well in the message area,

00:01:58

especially if the elements come from

00:02:00

other applications of the Office Suite

00:02:02

such as Word, PowerPoint, or Excel.

00:02:06

Here, for example, I will copy

00:02:08

elements of an Excel table.

00:02:10

I select and I use the shortcut ctrl + C.

00:02:14

In Outlook I position myself at the desired location.

00:02:19

On the other hand, I strongly advise you to use

00:02:21

the right click button rather than the ctrl + V,

00:02:24

because in the menu that will appear

00:02:26

I will have several possibilities to paste the elements.

00:02:29

Depending on whether I wanna keep the aspect,

00:02:31

the source formatting, or only the values,

00:02:34

it's very practical because I will be able to

00:02:36

visualize the rendering before choosing one of the options.

00:02:40

Here, for example, I will paste as a picture

00:02:42

the contents of the clipboard.

00:02:44

This guarantees me a perfect fit of the aspect.

00:02:49

Now you now all the possibilities

00:02:50

to enrich your emails with various elements

00:02:53

and to embellish them.

Mandarine AI: WHAT YOU SHOULD KNOW

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