Customize your email message in Outlook on the web

Customize a new email message in Outlook on the web by using the many options Outlook offers. No matter what type of message—business or personal—you're writing, you can always find a way to add your unique style.

To start writing a new message, sign in to Outlook on the web and then choose New. You can add an attachment or an image (a picture, texture, or graphics), change fonts, insert a list, a table, or a signature, and more. You can also assign a level of importance indicator for your message.

Choose your version for instructions

The instructions are slightly different depending on whether you're using the new Outlook on the web. Choose which version of Outlook on the web you're using to see the steps that apply to you.

IF YOUR MAILBOX LOOKS LIKE...

IF YOUR MAILBOX LOOKS LIKE...

Outlook on the Web Beta

See Instructions for the new Outlook on the web.

Outlook on the web

See Instructions for classic Outlook on the web.

Note: If your organization has included its logo in the toolbar, you might see something slightly different than shown above.

Instructions for the new Outlook on the web

You can set the level of importance for a message so that recipients can see the indicator in their Inbox before they open it. Setting the level of importance also lets recipients sort their messages by importance.

To change the importance of your message, select the three dots at the top of the new message you're writing More actions and then select Set importance. You can choose High, Normal, or Low.

  1. Select the Attach icon Attach at the bottom of the email message box.

  2. Select Browse this computer, Browse cloud locations, or Browse email messages.

  3. Depending on your choice, do one of the following:

    • Computer: Navigate to the location of the file, select the file, and then select Open.

    • Cloud file: Choose the file you want to attach, select Next, and then select Share as a link or Attach as a copy.

    • Email message: Choose the message you want to attach and select Next.

If you want to add an image that displays in the body of your email, you can add an inline image.

  1. Select Insert pictures inline Insert pictures inline next to Send at the bottom of the email message box.

  2. Browse to the location of the picture file on your computer, select the file, and then select Open.

Emoticons, also known as emoji, are graphics that convey an emotion. You can add a variety of emoticons to your messages. You can also choose from popular GIFs to add to your messages.

  • To insert an emoticon, select the Emoji icon Choose this icon to add an emoticon in your email message at the bottom of the email message, scroll to Popular emojis, and then choose an emoticon.

  • To insert a GIF, select the Emoji icon Choose this icon to add an emoticon in your email message at the bottom of the email message, scroll to Popular GIFs, and then choose a GIF.

Note: Not all email programs display emoticons the same way. An emoticon that is colorful on one client might be translated into its symbols in another. For example, Choose this icon to add an emoticon in your email message might show up in the recipient's message as :-).

You can give your email message some flair by changing the text font, size, color, and style.

  1. Select Show formatting options Show formatting options next to Send at the bottom of the email message box. The formatting ribbon appears.

  2. Select Font Font and choose the font you prefer to write in. You can also change the font size, font color, make the text bold, or underline, or italicize, or even highlight part of your email message.

You can use bulleted or numbered lists to show steps, action items, or key takeaways in your email message.

  • To add a bulleted list in your email message, select Show formatting options Show formatting options next to Send at the bottom of the email message, and then select Bullets Bullets .

  • To add a numbered list in your email message, select Show formatting options Show formatting options next to Send at the bottom of the email message, and then select Numbering Numbering .

Insert a table to add structured information in rows and columns in your email message.

  1. Create a new message or reply to an existing message.

  2. At the bottom of the compose pane, select OutlookCom_Icon_MoreFormattingOptions > Insert table .

    A screenshot of the Insert table button

  3. Drag the pointer to choose the number of columns and rows you want in your table.

Create an email signature that appears at the end of your email messages.

  1. At the top of the page, select Settings Settings > View all Outlook settings.

  2. Select Mail > Compose and reply.

  3. In the text box, type your email signature. You can change the font, size, color, and the appearance of your signature from the options available in the ribbon on top of the text box.

  4. If you want to include your signature in new messages only, select the check box next to Automatically include my signature on new messages I compose. If you want to add your signature to the messages you forward or reply to, select Automatically include my signature on messages I forward or reply to. If you prefer both options, select both the check boxes.

  5. Choose Save when done. Your email signature will now appear on new messages, or on your replies, or on both depending on your selection.

Instructions for classic Outlook on the web

You can set the level of importance for a message so that recipients can see the indicator in their Inbox before they open it. Setting the level of importance also lets recipients sort their messages by importance.

To change the importance of your message, choose the three dots at the top of the new message you're writing Choose this icon to set the importance level of your message , and then choose Set importance. You can choose High, Normal, or Low.

  1. Choose the Attach icon Click this icon to attach a file to your message at the bottom of the email message box.

  2. Select whether you want to attach a file from your Computer or from Cloud locations.

  3. Navigate to the location of the file, and then choose Open.

  4. If you want to share the file with the recipients of your email so that everyone can work on the file together, click the drop-down arrow next to the file name and select Upload to OneDrive - <your organization name>.

If you want to add an image that displays in the body of your email, you can add an inline image.

  1. Choose Insert pictures inline Choose this icon to add an image to your email message next to Send at the bottom of the email message box.

  2. Navigate to the location of the picture file on your computer or on OneDrive, and then choose Open.

With the image inline in the email message, select the image and right-click to see a menu of other available options. For example, select Size and then choose from Small, Best fit, or Original to adjust the size of the image file.

Emojis, also known as emoticons, are graphics that convey an emotion. You can add a variety of emojis to your messages.

To insert an emoji, choose the Emoji icon Choose this icon to add an emoticon in your email message next to Send at the bottom of the email message and then select an emoji.

Note: Not all email programs display emojis the same way. An emoji that's colorful in one email program might be translated into its symbols in another. For example, Choose this icon to add an emoticon in your email message might show up in the recipient's message as :-).

You can give your email message some flair by changing the text font, size, color, and style.

  1. Choose the Formatting options Choose this icon to change the font, size, color, and do more next to Send at the bottom of the email message box. The formatting choices appear.

  2. Choose Font, and select the font you prefer to use. You can also change the font size, font color, make the text bold, or underline, or italicize, or even highlight part of your email message. Select the text, and then choose the effect you want to use from the formatting choices.

You can use bulleted or numbered lists to show steps, action items, or key takeaways in your email message.

  • To add a bulleted list in your email message, choose Bullets Click this to add a bulleted list in your email message .

  • To add a numbered list in your email message, choose Numbering Click this icon to add a numbered list in your email message .

Insert a table to add structured information in rows and columns in your email message.

  1. Choose More Expand the arrow to see more formatting options at the end of the formatting choices to expand other options.

  2. Choose Insert table. Drag to select the number of rows and columns you want. Or, you can click Insert table and then, instead of dragging, click Insert table, and in the Insert table dialog box, specify the number of columns and rows and then click OK.

Create an email signature that appears at the end of your email messages.

  1. Choose Settings Settings in the top right corner, and then select Options > Mail.

  2. In the Options pane on the left, under Layout, choose Email signature.

  3. If you want to include your signature in new messages only, select the check box next to Automatically include my signature on new messages I compose. If you want to add your signature to the messages you forward or reply to, then select Automatically include my signature on messages I forward or reply to. If you prefer both options, select both check boxes.

  4. In the text box write your email signature. You can change the font, size, color, and the appearance of your signature from the options available in the ribbon on top of the text box. You can also add an image.

  5. Choose Save when done. Your email signature will now appear on new messages, or on your replies, or on both depending on your selection.

See Also

Create, reply to, or forward email messages in Outlook on the web

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