11/11/21, 2:45 PM Outlook 2010: Sending and Receiving Email

Outlook 2010
Sending and Receiving Email

Introduction
Mail view is the default view for Outlook 2010, which
you'll use to manage your email messages.

In this lesson, you'll learn about using Mail view to send

and receive email messages. We'll also explain how to
use the Compose window, add a signature, set an
automatic reply, and more. If you don't have much
experience with email, visit our Email 101 tutorial
before continuing with this lesson.

Mail View
Mail view is selected by default whenever you open Outlook 2010. This is likely where
you'll spend a lot of your time in Outlook, so it's important to become familiar with the
interface.

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Click the buttons in the interactive below to learn more about using Mail
view in Outlook 2010.

Sending emails
When you write an email, you'll be using the Compose window. This is where you'll add
the email address of the recipient(s), the subject, and the body of the email, which is
the message itself. You'll also be able to add various types of text formatting, as well as
attachments.

To send an email:
▶︎ Click the New Email command on the Ribbon. The Compose window will
appear.

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Click the buttons in the interactive below to become familiar with the
Compose window.

Doing more with mail

Once you're familiar with the basics of Mail view, you can start taking advantage of its
most helpful features with these additional tips.

To create an email signature:

A signature is an optional block of text that appears at the end of every email you send.
If you send a lot of email messages, signatures can save you a lot of time. They're also a

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good way to share your title and additional contact information, such as a phone
number, with new contacts.

1 From the Compose window, locate and the select Signature command on
the Ribbon, then select Signatures... from the drop-down menu.

2 The Signatures and Stationery dialog box will appear. Click New.

3 The New Signature dialog box will appear. Enter a name for the signature,
then click OK.

4 Enter the desired signature. A signature typically includes your name and
some contact information, like your phone number or email address. You
can also include basic formatting and hyperlinks.

5 When you're satisfied with the signature, click OK.

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6 The Compose window will appear. Locate and select the Signature
command, then select the newly created signature from the drop-down
menu.

7 The signature will appear in the body of the compose window.

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To set an automatic reply:

If you won't be able to answer your messages for several days, it's easy to set an
automatic reply (also known as a vacation reply), which will automatically reply to
any messages you receive. A vacation reply typically includes the date you plan to
return and contact information while you're unavailable.

1 Click the File tab on the Ribbon.

2 Backstage view will appear. Locate and select Automatic Replies.

3 The Automatic Replies dialog box will appear. From here, you can choose
several options for your reply, including a time range and rules.

4 Include a message for the reply, then click OK.

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5 Your reply will be automatically sent to any messages you receive.

6 To turn off automatic replies, navigate to Backstage view and select Turn
off.

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You will not be able to use this feature without a Microsoft Exchange
Account, which is typically only used in the workplace.

To use Spell Check:

▶︎ Whenever you're composing an email, it's important to make sure your
message is free from spelling and grammatical errors. Some spelling
errors will be detected automatically as you write your message, which
should feel familiar if you've ever used the Spell Check feature in Microsoft
Word. Check out our tutorial on Email Etiquette and Safety to learn more
about best practices when using email to communicate in the workplace.

To print email messages

If you need to reference or document an important message away from your computer,
it's easy to print an email message.

1 Click the File tab on the Ribbon.

2 Backstage view will appear. Locate and select Print.

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3 The Print pane will appear. Choose your settings, then click Print .

Challenge!
1 Use the Compose window to write an email message.

2 Add text formatting to your message.

3 Create an email signature and add it to a message.

4 Print an email message.

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