Writing Emails in Outlook 2010

March 16, 2011, By Christian Cawley

Users of Microsoft Outlook might think that they’re “just” using an everyday email client, but the truth is that Outlook is the ultimate desktop email client, combining messaging, calendars, task management and contacts (not to mention RSS) in one easy to use package.

Having covered various other elements of Microsoft Office in these DeviceMAG tutorials, it’s time to turn our attention to Outlook, and the ease with which this solution can help you write and send emails, manage your time and contacts and generally make your life easier.

The chances are that if you’re using Outlook you’re either employed by an organization that has a licence for the software or your PC or laptop came with the software pre-installed. Either way, Outlook is a far more powerful email client than the nearest competitor.

Writing emails in Outlook 2010

Understanding Microsoft Outlook

Microsoft Office Outlook 2010 features the first iteration of the ribbon menu in Outlook; although introduced in Office 2007, the ribbon was omitted from Outlook for various reasons.

As a result, the Outlook menu is split up into various sections, with the Home tab being the most important for basic email writing tasks and providing access to all of the application’s other functions.

The main tools for writing and sending emails at this stage can be found in the New section, where you will find the New Email button, and in the Respond section, where Reply, Reply All and Forward can be found. Each of these can be used to send a message to people.

Writing Emails in Outlook

By now, you should have already setup an email account in Outlook – you won’t be able to send a message until this is done.

To begin a new email message, ensure you have the email inbox view open and press Home > New > New Email or tap CTRL+N on your keyboard.

This will open the new email window, an untitled message with various fields that you will need to complete in order to send it. Begin by entering the email address of the recipient in the To… field; this can be entered manually or you can select an address from your contacts list by pressing the To… button.

(The CC… button and field works in the same way, and is used when you want to “carbon copy” a message to multiple recipients.)

Next, enter a Subject for the message, and then move onto the body of the email. Here you will need to type your message, taking advantage of the Basic Text formatting tools on the Message tab. This will allow you to set the text (or portions of your message) as bold or italic types, alter the font-size, colour and type, set highlighting, apply bullet-point lists or adjust alignment, justification and indentation.

Once your email message is complete, remember to add a sign-off note, such as “Regards, Bill” and then tap Send. The message will then be distributed to your intended recipients

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