One of the core functions in Outlook is writing and managing e-mails. To write a new e-mail, go to the E-mail module and select the tab Start and click on the button New e-mail message.
Compose a new message
You do not have to be in the e-mail module to compose a new message. No matter which module you are currently in, z.B. Calendar or tasks, via the button New elements you always have the option of writing a new e-mail.
Specify recipient and sender address
In the message window, divide the recipients into different fields.
- field To: These are the official recipients of e-mail.
- Box Cc: These recipients receive the e-mail as a copy. All recipients see that they have received the e-mail as a copy.
- Field Bcc: Recipients in the Bcc field are not visible to other recipients. Nobody knows that they have received the e-mail.
Enter e-mail recipient
In practice one could use the fields organizationally meaningfully. The To field could be used to enter recipients who are involved in a task in the e-mail or are otherwise the official recipients of the e-mail.
In the Cc field, you could enter the people who receive the e-mail for information only. For example, a customer has complained about something and the supervisor wants to be kept informed about the further process. In that case, you could use the Cc field.
The Bcc field is always used when no one should know that the people have received the e-mail. This can have different reasons. For example, the supervisor wants to admonish some employees with an e-mail, but does not want to expose them at the same time. In that case you could enter all recipients into the Bcc field and nobody knows about them.
The Sender of the e-mail is done via the From selected. You can only use this if you have set up multiple e-mail accounts or have been appointed as a deputy for another employee. Let’s assume that you are allowed to write private e-mails at work and have set up a private e-mail address in Outlook in addition to the e-mail account for the company. Private emails could then be sent from the private email account and business emails from the company email account. Another scenario would be if z.B. the secretary was given the right to write e-mails on behalf of the supervisor. She could then use the manager’s email address as the sender instead of hers. Also deputies could write emails in the name of the colleague in this way. This requires setting up the "Send As" permission necessary. The setup is usually done by an administrator of the company network.
The fields From and Bcc are not visible by default. They are activated in the message window in the tab Options.
Select recipients from the address book or contacts
One can either enter the email addresses into the fields by hand or click on the To, Cc or Bcc buttons and select the recipients either from the global address book or from contacts. This simplifies the process of entering recipients by eliminating the tedious typing of email addresses.
A global address book is only available if an Exchange server is in use in the company network. A global address book usually lists all internal employees, so you don’t have to maintain them in Contacts. They are maintained centrally via the Exchange server. If via Outlook also resources like z.B. Meeting rooms, notebooks, company cars, etc. are posted, they are also available in the global address book.
Select recipients from the address book
As long as an e-mail address is not valid, it is not underlined in the recipient fields. An invalid e-mail address can z.B. if it is entered with spaces. Since e-mail addresses never contain spaces, they are bound to be incorrect.
You can reduce the source of errors by clicking z.B. enter the first letters of the name and click on the button Check names click. The system automatically checks the address book for the name and completes it. If several people have the same name, z.B. Meier, Muller, then a selection list of persons with the name is displayed and the correct person can be selected. With this method, e-mail addresses can be entered very quickly. If the person does not exist in the address book, the letters remain as entered.
Write, format and send e-mail
After all recipients have been entered, the subject line can be filled, the e-mail can be written and sent. The format of the e-mail also determines whether and how the e-mail can be formatted. By default, e-mails are sent in HTML format and can be used in the same way as with the Rich text, formatted (font size, font color, bold, italic, etc.).). Has as format Text only is selected, the formatting buttons are disabled and the text cannot be formatted. The format is set in the Format text selected. For formatting you can either use the buttons in the ribbon or the Mini toolbar which appears as soon as text is selected.
Write and send e-mail