How to Send Email Using Outlook 2019

Sending an email using Microsoft Outlook 2019 is a fundamental skill for professionals in digital fields like web development and server administration. As someone who likely deals with numerous emails daily, mastering Outlook’s email functionalities can significantly enhance your communication efficiency. Here’s an in-depth guide on how to compose and send an email using Outlook 2019.

Opening Outlook 2019

1. Launch Outlook: Start by opening Microsoft Outlook 2019 on your computer. If it’s your first time using Outlook, you might need to set up your email account by entering your email address and password.

Composing a New Email

1. New Email: In the Outlook interface, click on the ‘New Email’ button, usually located in the upper left corner of the Home tab. This action opens a new email window.
2. Enter Recipient Details:
   • To: In the ‘To’ field, enter the email address of the primary recipient(s). If you need to add multiple recipients, separate each email address with a semicolon.
   • Cc (Carbon Copy): Use this field to include recipients who should be aware of the email but are not the primary audience. Recipients in the Cc field can see the other recipients of the email.
   • Bcc (Blind Carbon Copy): If you want to send the email to someone without other recipients knowing, use the Bcc field. Recipients in the Bcc field cannot see the other recipients of the email.
3. Subject Line:
   • Enter a concise and relevant subject line. This helps the recipient understand the email’s purpose at a glance.
4. Compose Your Message:
   • In the large text area, compose your email. Outlook provides various formatting tools, similar to those in Microsoft Word, for styling your text, adding bullet points, changing fonts, etc.
   • For a professional email, use a standard font and format. Keep your paragraphs short and to the point for better readability.
5. Attach Files (If Necessary):
   • To attach a file, click on the ‘Attach File’ icon in the ribbon (it looks like a paperclip) and select the file from your computer.
   • You can also drag and drop files directly into the email body.
6. Add Hyperlinks, Images, or Other Items (Optional):
   • Use the ‘Insert’ tab to add hyperlinks, images, tables, and other items to your email.

Before Sending the Email

1. Proofread and Review:
   • Always proofread your email for spelling, grammar, and clarity. Ensure that all attachments and links are correctly included.
2. Email Signature:
   • If you have set up an email signature, it should automatically appear at the bottom of your email. Ensure it’s correctly formatted and contains up-to-date contact information.

Sending the Email

1. Send the Email: Once you are satisfied with your email, click the ‘Send’ button, located in the upper left corner of the email window.

Additional Tips

• Saving Drafts: If you’re not ready to send the email immediately, you can save it as a draft and return to it later. Outlook automatically saves drafts periodically, but you can also manually save by clicking ‘File’ > ‘Save’.
• Email Tracking: For important emails, consider using read receipts or delivery receipts. These options are available under the ‘Options’ tab in the email composition window.
• Organizing Sent Emails: Use folders and categories in Outlook to organize your sent emails for easy retrieval in the future.

Conclusion

Sending an email with Outlook 2019 is a straightforward process that becomes intuitive with regular use. By following these steps, you can ensure that your emails are professional, clear, and effective. As a website developer and server administrator, efficient email communication is key to maintaining strong professional relationships and managing your digital responsibilities effectively. Remember, the clarity and professionalism of your emails reflect directly on you and your organization, so it’s worth taking the time to get them right.