Microsoft 365: Outlook Intermediate: Email Options

Name: Microsoft 365: Outlook Intermediate: Email Options
Author: Kiwanna Brackett

Enhance email communication using Outlook 365 features and tools

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Course: On-Demand

Hello. My name is Koana, and in these lessons, you will review various email options for formatting and managing email communication. In this lesson, we will review how to format message content and sensitivity settings. When composing email messages and Outlook, you have the ability to adjust or enhance the formatting using various options and tools that are provided within the application. So, when you begin composing an email message, of course, you would go to the new mail button on the home tab, choose the option mail, begin composing your email message. You will enter the email address of the recipient that you plan to send the message to. You will enter a subject that indicates the information regarding the message, and then enter the body of the message for the recipient to review. The basic text formatting options are available both on the message tab on your ribbon and the format text tab on your ribbon. You can choose either of those two options to gain access to the basic text group that allows you to adjust or change the font by changing the font type, size, applying italics, bold, or any other enhancement to your font, changing the color, adding or adjusting the indentions, and changing the font case size. So, we'll use some of these resources to change the message that we have in our draft. So, I'm going to select the text and make some changes here. So, to change the font type, you can select a font of choice from the dropdown. One of the key things that's helpful in making your selection with Microsoft Outlook is the ability to have a live preview. As I scroll through the different font types, it'll show me what that font would look like and the content that I have already typed in my message. So, I can scroll through the options until I find the font type that's a preference and then click on it to select it. Also, adjust the font size by choosing from the dropdown list, apply bold to any of the font text that I want to highlight or emphasize italics or underline any of those options can be applied. If there's some content in the message that we want to emphasize or enhance. We can also adjust the font case. So, we have an option to change it to uppercase, all lowercase or capitalize each word for a sentence format. So, if I need to fix or change any case formatting for our text and choose any of those options there. Also add subscripts or superscripts with any content that requires that. And I can even apply text highlighting or again change the font color. So, with the text highlighting or font color, I'll just choose from the color grid that's provided. Any font color that I want to adjust for use or go to more colors to choose from additional color options. These options are also available when we go to the format text group. You also have the basic text group here with the same options. In addition, you have the paragraph group that gives you the ability to change the alignment either from left to center to right. Indentions or add bullets or numbering to any text that would utilize that option. So, those are some of the first options that we have for some basic text formatting that's provided in Outlook 365. In addition, we go back to the message tab. We also have our styles groups that provide styles that can provide a consistent or enhanced look for specific areas of our message. So, you can select the text that you want to apply style to. Click on the styles button and choose the style option that you want to apply. So, we have the normal heading options, quote options, and it can be applied to any text I have. Select it and change the look of that text using a style. Styles are great to provide a personalized professional looking email message and again to highlight specific areas within our document formatting in our email messages that we create. One other option that can help in enhancing the look of your email communication and can also help in creating consistency throughout the communications that you send from Outlook is the ability to adjust the default message formatting. To do so, you will go to your Outlook Settings. So, click on the Outlook Settings button. Choose the Option View All Outlook Settings. And choose the Option Compose and Reply, New Mail, and then under the Message Format. Here we have the option to change or adjust some of the default settings. So, we can choose to include the BCC line by default or not to include it by either checking or unchecking the box provided. We could also choose to include or not include the from line for a message by default. We could change the format for our messages by choosing the options here by default. And here again, we could now choose the default font type, size, and any color or enhancement that will be applied to all the messages that we craft. So, there is a particular font type and size that we normally would prefer to use. Instead of changing it each time I send an email message, I can change the default setting here. So, for example, I prefer to use Ariel. I can adjust it. And if I have a preference of color for the font, I can change it here. And then when I click Save, that will be applied anytime I format a new message from my output. So, it gives an option to create that consistent look for all your messages without having to go in each time you craft a message and make those adjustments. Another feature that helps in clarifying for the recipients of your email the level of importance of the content that they're receiving in the message is the ability to add tags. So, on the Message tab in the Tags group, we have the Importance button that will indicate to the recipient the level of importance of the content. So, if they're trying to decide where to focus their attention as far as the email messages they receive, these tags will kind of give them an indication of any messages that are of high or low importance that may require attention more frequently. So, by default, it's set to normal. So, if I choose the option for High, you notice here an exclamation point, a red exclamation point is here, and the subject line, that symbol will appear each time the recipient reviews the message and lets them know the level of importance. Again, we could choose the option low if it's of low importance, and the symbol for that option is a downward arrow, or we can convert it back to normal. And this can alert our recipients of the level of importance of the messages that we're sending. These are just some of the tools that can help you in enhancing the formatting and communicating the level of importance of the information that you're sharing in your email message. Stay tuned for the next lesson where I will show you how to use additional tags, automatic replies, and automatic delivery features and outlook. Thanks for watching.

Intermediate Provider : Kiwanna Brackett 6 Lessons · 36m in English

Course Description

Microsoft 365 Outlook provides ways to enhance the appearance of your email communication. Such features can also track important messages in your account, develop targeted communication, and link to supporting documentation. When communicating using email, there may be times that you want to confirm that your message was delivered and read by the recipient. Outlook 365 provides options for doing this and for soliciting feedback from multiple people using polling features.

In this course, you will learn how to format email communication and use Outlook settings to change the appearance of your message content. You will be able to track important messages in your account and develop targeted communication that can be delivered at the ideal moment for the intended audience to engage with the content. By the end of this course, you will know how to use various Outlook options and settings to manage email communication and personalize your account.

What You'll Learn

Format message content and apply sensitivity settings to email communication
Apply importance levels to messages and use tags, automatic replies, and automatic delivery
Use voting buttons in messages to gather feedback from multiple recipients
Insert hyperlinks into messages to link to supporting documentation
Track email message delivery and receipt to confirm messages were delivered and read
Use Outlook settings to change the appearance of your message content

Key Takeaways

Microsoft 365 Outlook provides features to enhance the appearance of email communication, track important messages, develop targeted communication, and link to supporting documentation.
Outlook 365 offers options to confirm that a message was delivered and read by the recipient.
Polling and voting features let you solicit feedback from multiple people within a message.
Targeted communication can be delivered at the ideal moment for the intended audience to engage with the content.
By the end of the course you will know how to use various Outlook options and settings to manage email communication and personalize your account.

Frequently Asked Questions

What will I learn in this course?

You will learn how to format email communication and use Outlook settings to change the appearance of your message content, track important messages, develop targeted communication, apply importance and sensitivity settings, use voting features, and insert hyperlinks.

How does this course help me confirm a message was received?

Outlook 365 provides options to confirm that your message was delivered and read by the recipient, and the course covers tracking email message delivery and receipt.

What topics do the lessons cover?

The lessons cover formatting message content; using tags, automatic replies, and automatic delivery; using voting buttons in messages; using Outlook settings to change appearance; inserting hyperlinks in messages; and tracking email message delivery and receipt.

What skills does this course build?

It builds skills in Microsoft Outlook, email management, email production, Outlook add-ins, Windows Mail, and supports preparation related to Microsoft Office Specialist (MOS) - Outlook.

How can I gather feedback from multiple people using email?

The course teaches voting features in messages and polling features, which let you solicit feedback from multiple people.