Faculty & Staff: How do I send an email?

Creating and sending an email in Microsoft Outlook is a straightforward process. This guide provides step-by-step instructions for composing and sending a new email using both the Outlook desktop application and the web version.

Using Outlook Desktop Application

Step 1: Open Outlook

• Launch the Microsoft Outlook application on your computer.

Step 2: Start a New Email

• Click on the New Email button located in the upper-left corner of the Home tab.

Step 3: Address Your Email

• To: Enter the recipient’s email address in the To field. You can:

  • Type the email address manually.

  • Click To to open the address book and select contacts.

• CC/BCC: Click on CC or BCC to add additional recipients if needed.

  • CC (Carbon Copy) will send a copy to others and all recipients can see each other’s email addresses.

  • BCC (Blind Carbon Copy) hides the email addresses from other recipients.

Step 4: Insert a Subject

• Enter a concise and descriptive subject in the Subject field to let the recipient know the purpose of your email.

Step 5: Compose Your Message

• Write your email in the main body section. Use the formatting toolbar to style your text, add bullet points, or insert images if necessary.

Step 6: Review and Send Your Email

• Double-check the recipient’s email address, subject line, and message content for accuracy.

• Click the Send button in the upper-left corner to dispatch your email.

Using Outlook on the Web

Step 1: Access Outlook Web

• Open your web browser and navigate to Outlook Web.

• Log in with your email credentials if prompted.

Step 2: Start a New Email

• Click on the New Message button located at the top left of the page.

Step 3: Address Your Email

• To: Enter the recipient’s email address in the To field.

  • You can type the email address manually or use the contact list that appears as you type.

• CC/BCC: Click on CC or BCC to add additional recipients if needed.

Step 4: Add a Subject

• Enter a brief and informative subject in the Add a Subject field.

Step 5: Write Your Message

• Compose your email message in the main body area. Use the formatting options to enhance your email, such as adding hyperlinks or adjusting font styles.

Step 6: Send Your Email

• Review the email for any errors or missing information.

• Click the Send button at the bottom of the email pane to send your message.

Additional Tips

• Auto-Complete Feature: Outlook will suggest contacts as you type in the To, CC, and BCC fields based on your frequently emailed contacts.

• Attachments: You can attach files by clicking the paper clip icon, which is especially useful for sharing documents or images.

• Email Signatures: Set up an email signature in Outlook to automatically append your contact information at the end of every email you send.

Troubleshooting

• Email Not Sending: Check your internet connection, verify that email addresses are correct, and ensure there are no issues with the Outlook server.

• Drafts: If you’re not ready to send your email, click Save to keep a draft, which you can access and edit later from the Drafts folder.

Additional Information

• If you encounter any issues or need further assistance, please contact the Technical Service Desk by submitting a ticket at help.fscj.edu