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Outlook - Send an Email and Create a Draft in Outlook Tutorial

Discover the efficient and easy steps to send an email and create a draft in Microsoft Outlook. Learn how to work in a dedicated window, customize your email, add attachments, save drafts, and manage recipients and multiple accounts. Take your Outlook communication to the next level with these valuable insights!

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Available in Microsoft365

Description

Objectifs :

This tutorial aims to guide users through the process of sending an email and creating a draft in Microsoft Outlook, ensuring efficiency and ease of use.

Chapitres :

Introduction to Email Creation in Outlook
In this tutorial, we will explore the steps necessary to send an email and create a draft in Microsoft Outlook. This guide is designed to enhance your efficiency and ease of use while navigating the email functionalities of Outlook.
Creating a New Email
To initiate a new email, follow these steps: - Click on the 'New Email' button located at the top left corner of the screen. - A new message window will appear on the right side of your screen. - If you prefer a dedicated workspace, click on the 'Open in New Window' button to view your email in full screen, minimizing distractions.
Filling in Recipient Information
In the new email window, you will need to fill in the recipient addresses: - Use the 'To' field for primary recipients and the 'CC' field for those you wish to copy. - Separate multiple addresses with a semicolon. - By clicking on the 'To' or 'CC' buttons, the 'Add Recipients' window will appear, allowing you to select contacts from the default global address list or your personal contacts. - Once you identify a contact, click on it and then click the plus sign to add it. After selecting all desired contacts, click 'Save'.
Composing Your Email
Next, you will need to compose your email: - Type the subject of your email in the 'Subject' field. - Compose your message in the body of the email. - Utilize the formatting tools available in the 'Format Text' tab to customize your text. - You can also insert links, images, or tables via the 'Insert' tab.
Adding Attachments
To add attachments to your email: - Click on 'Attach File' and select files from your computer or online storage.
Saving and Retrieving Drafts
To save your email as a draft: - Simply close the message window; Outlook will automatically save the message in the 'Drafts' folder. - To retrieve your drafts, look at the folder pane on the left side of the screen and click on the 'Drafts' folder. This folder contains all emails you have started but not yet sent. - Click on the draft you wish to open, and it will appear on the right side of the screen for further editing.
Modifying Your Draft
Once the draft is open, you can modify it as needed: - Add or change recipients, the subject, body content, or attachments. - In the 'Options' tab, you can spell check your email and add BCC to send a copy without other recipients seeing their addresses. - You can also enable the 'From' field if you manage multiple accounts in Outlook, set importance indicators, and encrypt the message.
Sending Your Email
When you are ready to send your email: - Click the 'Send' button. The message will move to the 'Sent Items' folder, passing through the 'Outbox' first.
Quick Tips for Email Creation
For a quick way to create a new email: - Hold down the 'Control' key on your keyboard and press the 'End' key. Release both keys, and a new message will appear on the right side of the screen, allowing you to start composing immediately.
Conclusion
You now know how to send an email and create a draft in Microsoft Outlook. This knowledge will enhance your email management skills and improve your overall productivity.

FAQ :

How do I create a new email in Microsoft Outlook?

To create a new email in Microsoft Outlook, click on the 'New Email' button located at the top left corner of the screen. A new message window will appear for you to compose your email.

What is the difference between 'CC' and 'BCC' in emails?

'CC' (Carbon Copy) allows you to send a copy of the email to additional recipients, and they can see each other's addresses. 'BCC' (Blind Carbon Copy) also sends copies to additional recipients, but their addresses remain hidden from each other.

How can I save an email as a draft in Outlook?

To save an email as a draft in Outlook, simply close the message window after composing your email. Outlook will automatically save it in the Drafts folder.

How do I retrieve my drafts in Outlook?

To retrieve your drafts, look at the folder pane on the left side of the screen and click on the 'Drafts' folder. This folder contains all the emails you have started but not yet sent.

Can I attach files to my email in Outlook?

Yes, you can attach files to your email by clicking on 'Attach File' and selecting files from your computer or online storage.

How do I send an email in Outlook?

When you are ready to send your email, click the 'Send' button. The message will move to the Sent Items folder after passing through the Outbox.

Quelques cas d'usages :

Sending Professional Emails

In a corporate environment, employees can use Microsoft Outlook to send professional emails to clients and colleagues. By utilizing the CC and BCC features, they can keep relevant parties informed without cluttering the primary recipient's inbox.

Managing Email Drafts

Professionals can draft emails and save them for later review. This is particularly useful for complex communications that require additional information or approvals before sending.

Collaborating with Teams

Teams can collaborate by sharing drafts via email. By using the formatting tools and attachments, team members can provide feedback and make necessary adjustments before finalizing the message.

Organizing Email Communication

Using the Drafts and Sent Items folders, professionals can keep track of their email communications, ensuring that important messages are not lost and follow-ups can be managed effectively.

Email Marketing Campaigns

Marketers can draft and save multiple email campaigns in Outlook, allowing them to review and edit content before sending to their mailing lists, ensuring a polished and professional presentation.

Glossaire :

Microsoft 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.

Draft

An email that has been composed but not yet sent. Drafts are saved for later editing and sending.

Recipient

The person or entity to whom an email is addressed. Recipients can be primary (in the 'To' field) or secondary (in the 'CC' field).

CC

Stands for 'Carbon Copy.' It allows the sender to send a copy of the email to additional recipients without the primary recipient knowing.

BCC

Stands for 'Blind Carbon Copy.' It allows the sender to send a copy of the email to additional recipients without any of the recipients seeing the others' addresses.

Formatting tools

Features in the email composition window that allow users to change the appearance of text, such as font style, size, color, and alignment.

Attachments

Files that are sent along with an email message. Attachments can include documents, images, and other file types.

Sent Items folder

A folder in Microsoft Outlook where all sent emails are stored.

Outbox

A temporary storage area in Microsoft Outlook for emails that are in the process of being sent.

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