Outlook 2010 Home > Outlook 2010 Help and How-To
Office.comPowered by Bing

Email messages

Topics

Add a return email (mailto:) link in an email message

ArticleAdd a hyperlink that when clicked opens a new message addressed to the recipient that you specify.

Add alternative text to a shape, picture, chart, table, SmartArt graphic, or other object

ArticleCreate alternative that appears when the pointer is moved over a picture, chart, or SmartArt graphic in most browsers or used by accessibility screen readers.

Add links that contain spaces to an email message

ArticlePrevent links that contain spaces from being truncated in email messages.

Add or remove a reminder for an email message or contact

ArticleReminders can be added to messages and contacts not only for yourself, but for email message recipients.

Add tracking to email messages

ArticleUse Outlook 2010 to conduct a poll, ask for read and delivery receipts, or flag messages for action.

Apply stationery or backgrounds to email messages

ArticleChange the background of your email messages or apply stationery for a consistent look.

Assign a color category to an email message

ArticleColor categories can be assigned to e-mail messages in Outlook 2010, enabling you to quickly identify them and associate them with related items.

Automate common or repetitive tasks with Quick Steps

ArticleApply multiple actions to email messages with one click.

Change send and receive settings when you work offline

ArticleChange the polling interval of how often to check for new items when you work offline.

Change the default font or text color for email messages

ArticleChange the default font for e-mail messages that you send or use a different font for messages that you forward or reply to.

Change what happens when you receive a read receipt request

ArticleChoose whether to review each read receipt request in Outlook 2010 or to automatically send or not send receipts.

Check spelling and grammar, perform research, and translate your email message

ArticleSpell check, find grammar errors, translate text, or research terms in your email message. Configure spell check to run automatically before a message is sent.

Connect and send/receive email messages

ArticleBy default, email messages are sent automatically when you click Send in a new message window. You can also manually send and receive messages at any time.

Create an email message

ArticleCompose a new e-mail message to one or more recipients.

Create and add an email message signature

ArticleCreate an email signature that appears at the end of your Outlook 2010 messages automatically or can be added to individual messages.

Customize your email message

ArticleChange the appearance of your email messages, including colors, backgrounds, graphics, tables, lists, and more.

Delay or schedule sending email messages

ArticleCompose a message now, but schedule it to be sent later.

Delete a name from the Auto-Complete list

ArticleRemove unwanted suggested names and email addresses from the Auto-Complete list when you type in to To, Cc, and Bcc boxes.

Display the three-line AutoPreview for email messages

ArticleQuickly scan the beginning of messages without opening them. AutoPreview includes the first three lines of a message.

Empty the Junk E-mail Folder

ArticleSave space by emptying the Junk E-mail folder.

Get delivery and read receipt confirmations

ArticleGet a delivery or read receipt in Outlook 2010 to know when a message that you’ve sent is delivered or opened by the recipient.

I can't find the Send button

ArticleWhen the Send button does not appear, it usually indicates that an e-mail account is not configured.

Ignore all email messages in a conversation

ArticleStop unwanted conversations from cluttering your Inbox.

Include a reminder in an email message

ArticleInclude reminders with a flag message other people.

Include an Electronic Business Card in your email signature

ArticleInclude an Electronic Business Card as a signature in your email messages.

Insert a picture or clip art

ArticleInsert pictures or clip art into an email message.

Insert a screenshot or screen clipping

ArticleCapture and print screen images in your Office 2010 file without leaving the program that you are working in.

Insert a symbol or special character

ArticleInsert characters or symbols, such as ¼ and ©, or special characters, such as an em dash (—) or ellipsis (…) that aren't on your keyboard.

Introduction to IRM for email messages

ArticleRestrict e-mail messages to help prevent sensitive information from being read, printed, forwarded, or copied by unauthorized people.

Learn more about SmartArt graphics

ArticleDiscover how you can quickly create visual representations of your information and ideas.

Manage email messages by using rules

ArticleStay organized in the Outlook desktop program by creating rules that automatically act on an arriving or sent message that meets the conditions you specify.

Mark an email message as important, private, or sensitive

ArticleBefore you send a message, you can mark it as private, personal, or confidential, or tag it with a high or low importance indicator.

Mark an email message as not junk

ArticleWhen an email message is incorrectly identified as a junk message, you can mark the item as Not Junk.

Mark email messages as read or unread

ArticleChange messages between read and unread which also changes whether the message header appears bold in the message list.

Open and save attachments

ArticleOpen attachments with the program associated with the attachment file type or save attachments to your computer.

Prevent recipient names from showing by using Bcc

ArticleInclude recipients on an Outlook 2010 email message without those names appearing to other recipients.

Preview attachments

ArticleInstantly view received attachments in the Reading Pane without opening the attachment.

Print email messages

ArticlePrint messages when you want a paper copy of your message.

Read email messages in plain text

ArticleHTML-formatted email messages can be automatically converted to plain text.

Recall or replace an email message that you sent

ArticleUse the Outlook 2010 recall feature to undo or retract an email message, or to replace a message that you’ve already sent (requires an Exchange Server account).

Reduce the size of pictures and attachments

ArticleOptimize the size of pictures and attachments for e-mail to avoid exceeding the maximum message size limits associated with most e-mail accounts.

Resend an email message

ArticleAfter an email message has been sent, you can resend the same message to the original recipients or other people.

Restore deleted messages when using an IMAP account

ArticleRestore or undo messages that are marked for deletion or have been deleted in IMAP email accounts in Outlook 2010.

Review email messages moved to the Junk Email folder

ArticleEmail messages considered spam are moved to the Junk E-mail folder where you can review, delete, or mark as not spam.

Review flagged email messages

ArticleFind and review messages that are flagged for review.

Save or don't save drafts of unsent messages

ArticleDrafts can be kept of incomplete e-mail messages that you are not ready to send.

Send an email message that has a reminder

ArticleAdd a reminder to email messages for recipients or yourself.

Send Out of Office notices with POP3, IMAP, and Outlook.com accounts

ArticleLet people know you're unavailable or out of the office with an automatic email response by combining rules and an email template in Outlook 2010.

The text of my email messages is larger or smaller than usual

ArticleChange the display size of messages.

Track email messages that require follow up

ArticleTrack responses to messages that you send and follow up on messages that you receive. Use reminder alerts for important items.

Turn on or off Auto-Complete List name suggestions

ArticleThe Auto-Complete List is a feature which displays suggestions for names and e-mail addresses as you begin to type them. These suggestions are possible matches ...

Verify the digital signature on a signed email message

ArticleDigitally signed email messages can be verified for digital ID authenticity and validity.

View messages sent with restricted permissions

ArticleMessages sent with IRM can be viewed in Outlook if you have the correct credentials and permissions.

Why use Send/Receive groups?

ArticleSend/Receive groups enable greater control over each email account and enables you to specify how often to check for new messages.

Empty the Deleted Items folder

ArticleRemove items from the Delete Items folder automatically or manually.

Format email messages with Quick Styles

ArticleQuick Style sets are groups of formatting options designed to help you quickly create professional messages or meeting requests in Outlook 2010.

Encrypt email messages

ArticleAdd additional privacy protection to email messages with encryption.

Respond to an email message with a meeting request

ArticleSchedule a meeting quickly by responding to an email message with a meeting request.

Save a message

ArticleEmail messages that you receive can be saved as a file on your computer, or a message that you are composing can be saved as a draft and finished later.

Change the size or formatting of text

ArticleApply a format to selected text or a theme the entire message to give it a professional and modern look.

Respond to polls in email messages

ArticleWhen you receive an Outlook poll, cast your vote and send your response to the sender.

Send an email message with an S/MIME receipt request

ArticleAn S/MIME receipt is an e-mail security feature used to request confirmation that a message was received unaltered, as well as who opened the message and when.

View the Internet header information for an email message

ArticleMessage header information includes details, such as who created the message, the software used to compose it, and the email servers it passed through.

What happened to the Organize feature?

ArticleIn Outlook 2010, the Organize feature is gone, but you can still create conditional text formatting rules for email messages and create rules to move items.

Find WordArt Tools

ArticleIn Office 2010, create and change WordArt and shapes using the Ribbon, which replaces the Drawing Toolbar found in Office 2003.

Turn on or off Conversations arrangement in the message list

ArticleInbox and other mail folders can arranged by Conversation -- messages that share the same subject.

Delete a rule

ArticleOutlook 2010 rules that are no longer needed can be deleted. You can also temporarily turn off a rule that you want to save for later use.

Download POP3 email account headers and messages

ArticleChoose to download either message headers or complete messages, including attachments.

Video: Ignore a Conversation in Outlook 2010

LinkInstructional video to demonstrate the ignore conversation feature in Outlook 2010.

Video: Introduction to Conversations

VideoThe new Date (Conversations) arrangement can help you review and work with your messages more quickly and efficiently. This video shows you how to use the Date ...

Video: Clean up Conversations and folders in Outlook 2010

LinkInstructional video to illustrate the new feature in Outlook 2010 to manage inbox by cleaning up conversation and folders.

Video: Simplify repetitive actions with Quick Steps

VideoCommon or multiple-step e-mail tasks can be done with one click, using Quick Steps.

Add inline comments with identifying text to message replies

ArticleAdd text that identifies your inline comments in email message replies.

Send an email message based on a template

ArticleSend email messages based upon a template.

Turn on or off MailTips

ArticleMicrosoft Outlook 2010 includes MailTips, which help you avoid common, but potentially costly or embarrassing mistakes. MailTips alerts can be triggered by acti...

Change the sound played when an email message arrives

ArticleChange the sound that alerts you that new Outlook 2010 messages are in the Inbox.

Create an email message template

ArticleCreate a template for e-mail messages that you frequently send with similar contents.

Turn on or off sound effects

ArticleHear sounds when actions occur in Outlook 2010.

Use Conversation Clean Up to eliminate redundant messages

ArticleConversation Clean Up evaluates each message in a Conversation or message thread. Messages that are duplicated within a later message are deleted.

Save a picture as a .jpg, .gif, or .png

ArticleSave a picture, SmartArt graphic, or PowerPoint slide as a separate image file, like a JPEG (.jpg) or Graphics Interchange Format (.gif).

View Bcc recipients of an email message

ArticleYou can view Bcc recipients for messages that you sent in Outlook 2010.

Video: Create charts and graphics with SmartArt

ArticleSee how to create different types of charts and other SmartArt graphics, including organizational charts.

Automatically add contacts for everyone that you send an email message

ArticleSuggested Contacts automatically keeps track of everyone you send a message to, but isn’t in your Outlook 2010 contacts.

Change the message format to HTML, Rich Text, or plain text

ArticleSwitch the format of Outlook 2010 e-mail messages, which controls formatting options that are available such as colors, fonts, and tables.

Why do some attachments appear in the message body?

ArticleThe message format -- HTML, plain text, or Rich Text Format -- determines how attachments appear in Outlook messages.

Remove a flag or mark flag complete

ArticleTo remove a flag, you can either mark the item complete, as in a task you have performed, or you can clear the flag. Mark Complete     The item remains mark...

Create a folder

ArticleCreate folders to organize email messages, contacts, and tasks in Outlook 2010.

Import email messages from Windows Live Mail

ArticleExport email messages from Windows Live Mail, and then import them in Microsoft Outlook 2010.

Maximize the available space for viewing email messages

ArticleChange the Outlook window to maximize the Reading Pane space so that you can see more of your email messages.

Change the font or font size of the message list

ArticleIncrease or decrease the font size or choose a different font for items that appear in the message list.

Automatically change incoming message colors and fonts based on sender, subject, or recipients

ArticleConditional formatting is a way to make messages that meet defined conditions stand out in the message list through the use of color, fonts, and styles.

Turn on or off the ruler when composing an email message

ArticleShow a horizontal ruler across the top of the Outlook message body in Outlook to align text, graphics, tables, and other elements.

Turn on or off photos of message senders and recipients

ArticleBy default, when you open an email message or view it in the Reading Pane, a photo appears of the sender, if available. Photos of the sender and all recipients ...

Switch from working offline to online

ArticleIf the bar at the bottom of Outlook shows "Working Offline," Outlook is disconnected from your mail server. Learn how to troubleshoot and reconnect.

View only unread messages

ArticleThe Inbox or any mail folder can be filtered to display only unread messages. By default, unread messages appear in bold in the message list.

Find all messages with attachments

ArticleLocate Outlook 2010 email messages that contain file attachments.

Change how the original message appears in replies and forwards

ArticleMessage replies and forwards can include the original message or include the original message as an attachment.

Create an Add to calendar link in an email message

ArticleAdd a image within your email message that when clicked adds a meeting or event to the recipient's calendar.

Video: Switching email signatures in Outlook

VideoOutlook makes it simple to customize and change email signatures, so you can send the right signature to the right group of contacts. Dou g Thomas shows you how...

Count the number of words in an email message

ArticleDetermine the word count or number of characters in the message body when composing an Outlook 2010 email message.

Change text color as you compose an email message

ArticleChange the color of text in a message that you are composing in Outlook 2010.

The Auto-Complete list doesn’t remember names or email addresses

ArticleIf names and email addresses you enter in the To, Cc, or Bcc boxes aren't remembered by the Auto-Complete list, this fix might solve the problem.

Forward multiple messages as a combined single message

ArticleSave time by forwarding multiple messages as a set in a single message with the Forward as Attachment command on the ribbon.

Remove stationery and themes from messages you receive

ArticleIf you prefer your messages in plain text, you can configure Outlook 2010 to open all messages in plan text. This removes backgrounds and all formatting.

Remove or change backgrounds and stationery on replies and forwards

ArticleYou don't have to keep someone else's choice of backgrounds or stationery when you forward or reply to a message.

Create stationery for email messages

ArticleCreate custom stationery to use with your Outlook 2010 email messages.

Create new items when Outlook is minimized or not running

ArticleUse Jump Lists in Windows 7 to create new messages, appointments, meetings, contacts, and tasks when Outlook is minimized to the taskbar or not running.

Insert comments similar to Word review comment callouts

ArticleAdd inline comments to Outlook 2010 email messages that are similar to review comments in Word.

Insert copyright and trademark symbols

ArticleThree ways to add copyright or trademark symbols to your Outlook messages.

Use the Spike to move text and graphics from nonadjacent locations

ArticleMove multiple nonadjacent selections within an Outlook message that you are composing.

View two sections of a long message at the same time

ArticleWhen you need to see and work with parts of a long message that you can't see on the screen at the same time, use a split window.

Group the message list by color categories

ArticleChange the message list view so that messages are grouped by the color category assigned to each message.

Add lorem ipsum or placeholder text in an email message

ArticleAdd fake text to a message to test text layout or formatting. Also use placeholder text when composing drafts and you plan to enter real information later.

Clear formatting from text

ArticleGet rid of unwanted text formatting by using the Clear Formatting command on the ribbon.