Outlook can look different depending on where you use it. On Windows, you may have new Outlook or classic Outlook; in a browser, you may be using Outlook.com or Outlook on the web. The button for starting a message is not always named the same, but the basic process is: create a message, choose recipients, add a subject and message, attach files if needed, then send it.
Use the section that matches your version. If you are unsure, check whether your Windows app has a Settings gear in the upper-right corner or a File tab.
Identify your Outlook version first
| Version | How to identify it | Button used to start an email |
|---|---|---|
| New Outlook for Windows | Has a Settings gear in the upper-right corner and ribbon tabs such as Home, View, and Help. | New > Mail |
| Classic Outlook for Windows | Has a File tab. Account information and Outlook Options are accessed through that tab. | New Email |
| Outlook.com | Microsoft’s personal webmail service, opened in a browser. | New message |
| Outlook on the web | Outlook accessed through a Microsoft 365 work or school account in a browser. | New > Mail or New message, depending on the web interface |
| Outlook for Mac | The macOS version of Outlook. | Home > New Email |
In new Outlook for Windows, you can verify the installation by opening Settings > General > About Outlook. Do not follow classic-Outlook instructions in new Outlook: names such as New Email, File, and From can appear in different places.
How to compose an email in new Outlook for Windows
- Open Outlook and select New > Mail on the ribbon. You can also press Ctrl + N.
- If you have more than one account, check the From field at the top of the draft. Open its drop-down menu and select the account that should send the email.
- Enter one or more recipients in the To field. Type a person’s name or complete email address, then select the matching suggestion. Use Cc for people who should receive a visible copy and Bcc for recipients whose addresses should be hidden from the other recipients.
- Type a short description in the Subject field.
- Click in the message area and write your email. Select the formatting controls if you need to change the font, size, emphasis, alignment, or list style.
- When the message is ready, select Send.
To send the email later, select the arrow next to Send, choose Schedule send, and select the date and time. Keep Outlook connected if your organization’s setup requires the message to be sent through the service at that time.
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Save or reuse a message template in new Outlook
While composing a message, select File > Save as template. To start a new message from a saved template later, select New > Mail from template. This is the current template workflow in new Outlook; it is not limited to the older template add-in process.
How to compose an email in classic Outlook for Windows
- Select New Email on the ribbon, or press Ctrl + N.
- If the From field is not visible, select From in the message window. Choose the account or address that should send the email.
- Enter the recipient in To. Add addresses to Cc or Bcc when appropriate. When entering multiple recipients, separate their addresses with a semicolon, for example: alex@example.com; priya@example.com.
- Type the subject in the Subject box.
- Write the message in the body. Classic Outlook may display previously used contacts under Recent People or Other Suggestions as you type a recipient.
- Select Send.
How to compose an email in Outlook.com or Outlook on the web
Outlook.com
- Open Outlook.com and sign in.
- Select New message.
- Enter the recipient on the To line. Add Cc or Bcc if necessary.
- Enter a subject in Add a subject.
- Type the email in the message area.
- Select Send.
Outlook on the web
- Sign in to your work or school Microsoft 365 account and open Outlook.
- Select New > Mail or the displayed New message button.
- Add recipients and a subject, then type the message.
- To include a file, select Attach or choose Insert > Attach file.
- Select Send.
Outlook on the web and Outlook.com can show Suggested contacts as you type. You can also select the To, Cc, or Bcc button to open the recipient picker, select the plus sign beside a contact, and choose Save.
How to add To, Cc, and Bcc recipients
| Field | Use it for | Who can see the address? |
|---|---|---|
| To | The main recipient or recipients expected to act on the email. | All recipients can normally see the To addresses. |
| Cc | People who need visibility but are not the primary audience. | All recipients can normally see Cc addresses. |
| Bcc | Private copies, mailing lists, or messages where recipients should not see one another’s addresses. | Bcc addresses are hidden from To and Cc recipients. |
If Bcc is not shown, select Bcc near the right side of the To line. Use Bcc carefully: it hides recipient addresses, but it does not prevent a recipient from forwarding or copying the message.
In Outlook.com, selecting To or Cc may occasionally fail to display the contact list. The documented workaround is to type directly on the To or Cc line; matching contacts should then appear.
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How to attach a file
In Outlook on the web or Outlook.com, select Insert > Attach file. Depending on the interface, you may see choices such as a suggested attachment, Browse this computer, or Browse cloud locations.
In new Outlook for Windows, you can also drag multiple files into the draft. In File Explorer, hold Ctrl while clicking each file to select it, then drag the selection into the email. Before sending, check that each file appears as an attachment and that you have not accidentally inserted a cloud link when the recipient needs an actual file.
Use meaningful filenames and mention the attachment in the message, for example: “I attached the signed quote as Quote-1042-signed.pdf.” If a file is too large, upload it to an approved cloud location and share the link instead of repeatedly trying to attach it.
Add a signature and format the message
Formatting is available directly in the message body. You can use bold or italic text, bullets, headings, links, and other controls supported by your Outlook version. Keep formatting simple when sending to many recipients because unusual fonts, large images, and complex layouts may not display consistently in every mail app.
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In the current new Outlook for Windows, signature management is under Settings > Accounts > Signatures. Create a signature there and configure whether it is automatically inserted into new messages, replies, or forwards. Review the inserted signature before sending, especially when switching between personal and work accounts.
Apply a sensitivity label when required
If your organization uses Microsoft Purview sensitivity labels, new Outlook may show Sensitivity on the Message tab in the Tags group. Select the control and choose the label required by your organization’s policy. Selecting the label again can remove it unless the organization requires a label on every message.
Protection features can impose restrictions. A message already signed or encrypted with S/MIME cannot have Information Rights Management (IRM) applied, and an IRM-protected message cannot subsequently be signed or encrypted with S/MIME. If a protection option is unavailable, your organization’s policy or an existing protection method may be the reason.
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- Verify the From account. This matters when personal, work, or shared accounts are configured.
- Check every recipient. Auto-complete can select a similarly named person or an old address.
- Confirm Cc and Bcc. Do not put private recipients in Cc.
- Read the subject. A specific subject helps the recipient find and understand the message.
- Look for the attachment. If you wrote “attached” but no file is visible, add it before sending.
- Check links, numbers, dates, and names. These are easy to misread after copying text.
- Review sensitive information. Confirm that the recipients, label, and protection method match your organization’s rules.
What to do if Outlook will not send the email
| Symptom | Likely check |
|---|---|
| The message remains in Drafts | Look for a missing recipient, subject, attachment upload, or an account that has not finished synchronizing. |
| The message is stuck in Outbox | Check your internet connection, account status, and whether Outlook is working offline. Avoid repeatedly pressing Send, which can create duplicates. |
| The wrong address appears | Remove the auto-completed suggestion and type the full address manually. Verify the selected contact before sending. |
| The From option is missing | There may be only one configured account, or your account may not have permission to send from the requested address. |
| The attachment cannot be added | Check the file path, file size, permissions, and your organization’s blocked-file policy. Try an approved cloud link if appropriate. |
| A button or menu is missing | Confirm whether you are using new Outlook, classic Outlook, Outlook.com, or Outlook on the web. Their commands are not identical. |
New Outlook supports Microsoft accounts, Outlook.com and Hotmail, work or school Microsoft 365 accounts, Gmail, Yahoo, iCloud, and other accounts connected through IMAP. However, it does not have complete feature parity with classic Outlook. Users who need to create, modify, or delete public folders should continue using classic Outlook because new Outlook has limited public-folder support.
Compose an email on Outlook for Mac
- Open Outlook for Microsoft 365 on your Mac.
- Select Home > New Email.
- Add the recipient, subject, and message body.
- Add an attachment or format the message if needed.
- Select Send.
FAQ
What is the keyboard shortcut for a new Outlook email?
In new Outlook for Windows and classic Outlook for Windows, press Ctrl + N to create a new message. The exact result can depend on which Outlook window currently has focus.
Why does my Outlook look different from the instructions?
Microsoft has separate new and classic Outlook apps for Windows, and Outlook.com and Outlook on the web can also use different labels. A Windows app with a Settings gear is generally new Outlook; an app with a File tab and no Settings button is classic Outlook.
How do I show Bcc in Outlook?
In the message window, select Bcc beside or near the To field. You can then enter addresses whose identities should be hidden from the other recipients.
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- Reliable Plug and Play: The USB receiver provides a reliable wireless connection up to 33 ft (1), so you can forget about drop-outs and delays and you can take it wherever you use your computer
- Type in Comfort: The design of this keyboard creates a comfortable typing experience thanks to the low-profile, quiet keys and standard layout with full-size F-keys, number pad, and arrow keys
- Durable and Resilient: This full-size wireless keyboard features a spill-resistant design (2), durable keys and sturdy tilt legs with adjustable height
- Long Battery Life: MK270 combo features a 36-month keyboard and 12-month mouse battery life (3), along with on/off switches allowing you to go months without the hassle of changing batteries
- Easy to Use: This wireless keyboard and mouse combo features 8 multimedia hotkeys for instant access to the Internet, email, play/pause, and volume so you can easily check out your favorite sites
Can I send an Outlook email later?
In new Outlook for Windows, select the arrow next to Send and choose Schedule send. The available scheduling behavior can depend on the account and service connection.
How do I create an email template in new Outlook?
While composing, select File > Save as template. To use it later, select New > Mail from template.
Why can I not select a contact in Outlook.com?
Outlook.com has a documented issue where the To or Cc contact picker may not open correctly. Start typing the name or email address directly on the To or Cc line; matching contacts should appear.
The Bottom Line
To compose an Outlook email, start a new message using the command for your version, choose the correct sending account, fill in To/Cc/Bcc, add a subject and message, attach any required files, and select Send. The most important beginner habit is identifying the Outlook edition first—New > Mail belongs to new Outlook, while New Email belongs to classic Outlook and Mac.
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