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Create and send email

Working on the desktop version of Outlook lets you easily read and answer email, whether you're connected to the web or not. As you switch from Gmail to Outlook, it's good to be aware of a few differences, like Outlook's Focused inbox or how to share files stored in OneDrive. Read below to learn more.

Compose an email

  1. Select New Email.

  2. Add recipients, a subject, and type your message.

  3. If you want to send a file, select Attach File.

  4. Select Send.

Create and send an email

Focused Inbox

Focused Inbox helps you focus on the emails that matter most. It separates your inbox into two tabs—Focused and Other.

If messages aren't sorted the way you like, you can move them and set where to deliver future messages from that sender.

  1. Select the Focused or Other tab.

  2. Right-click the message you want to move and select Move to Other or Move to Focused.

To turn the Focused Inbox on or off:

  • Select View > Show Focused Inbox.

Focused Inbox in Outlook

Reply to email

  1. Select the email or thread you want to respond to.

  2. Within the reading pane, select Reply, Reply All, or Forward.

  3. Type your response and select Send.

Replying to an email in Outlook

Use @mentions to get someone's attention

  1. In the body of the email message or calendar invite, enter the @ symbol and the first few letters of the contact's first or last name.

  2. When Outlook offers you one or more suggestions, choose the contact you want to mention.

    By default, their full name is included. You can delete a portion of the mention, for example, everything other than the person's first name.

  3. The mentioned contact is added to the To line of the email or the meeting invite.

@Mention feature in Outlook

Share a file as an attachment

Outlook gives you the option to attach files from your computer or your cloud locations like OneDrive and SharePoint.

  1. Select Attach File and choose a file.

  2. If the file has a small cloud icon, it's already saved to the cloud, which lets you share and work on it with others.

    If it does not, select the drop-down arrow and select Upload to OneDrive.

  3. Type a message and select Send.

Share a file as an attachment

Note: Features and information in this guide apply to Outlook Mail as available through Microsoft 365.

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