1. ® ®
Microsoft Outlook 2010 Training
Formatting Options
NaveenKumar Namachivayam
Founder - testTalk Academy
http://naveenkumarn.in

2. Course contents
• Change a Theme’s Color, Font and Effects
• Create and Save a Custom Theme
• Format Message Text with Styles
• Insert Tab Options
• Differences between HTML, Plain Text and Rich Text
• Summary

3. Change a Theme’s Color, Font and
• Effects
A theme is a set of unified design elements and color schemes. A theme helps you easily create
professional and well-designed messages.
• On the Options tab, in the Themes group, click Themes.
• Change Default font styles & settings
• For changing default font size, color and family, under New mail message section, click Font.

4. Change a Theme’s Color, Font and
Effects
Applying default theme
• For changing theme, move to Signatures and Stationary dialog. Click Theme to open up Theme or
Stationary dialog, under Choose a Theme list, select the theme for email message. You can also
enable/disable different theme styles; Vivid Colors, Active Graphics and Background Image. Click OK and
close Outlook Options dialog.

5. Create and Save a Custom Theme
1. On the Options tab, in the Themes group, click Themes.
2. Click Create New Theme Colors.
3. Under Theme colors, click the button of the theme color element that you
want to change, and then select the colors that you want to use.
4. Repeat steps 3 and 4 for all of the theme color elements that you want to
change.
5. Tip Under Sample, you can see the effect of the changes that you make.
6. In the Name box, type an appropriate name for the new theme colors, and
then click Save.

6. Format Message Text with Styles
Add a background color, gradient, texture, pattern, or picture
1. On the Options tab, in the Themes group, click Page Color.
2. Click a color on the Theme Colors or Standard Colors palette. Click More Colors to get a more detailed
palette. To remove the color, click No Color.
3. If you want to add a gradient, texture, pattern, or picture, click Fill Effects.
4. Select the fill options that you want.
5. Tip The color of the gradient, texture, or pattern is based on the color that you select in step 2.

7. Format Message Text with Styles
Change the font
• On the Message tab, in the Basic Text group, you can select the font, font size, font style (bold, italic, and
underline), font color, and text highlighting.
• On the Format Text tab, in the Font group, you can select the font and font size; increase or reduce the
size by one increment; change the font style (bold, italic, underline, strikethrough, subscript, superscript);
change the case, the font color, and the text highlighting; and remove all font formatting.
• On the Mini toolbar that appears when you select text, you can select the font, increase or reduce the size
by one increment, select a theme, use the Format Painter, select the font style (bold, italic, and
underline), and highlight text.
• On the Format Text tab, in the Styles group, you can select styles.

8. Format Message Text with Styles
Add graphics
• On the Insert tab, in the Illustrations group, click one of the following:
• Picture Browse to the folder where the picture that you want is saved, select the picture, and then click Insert.
You can resize or rotate the picture with the picture drag handles. For additional picture options, right-click the
picture, and then click a command.
• Clip Art Type a description for the art you want to search for, and then click Go. Select the Include Office.com
content check box to include clip art available from Office.com. Click the image that you want to insert.
• Shapes Click a shape. For additional shape options, right-click the shape, and then click a command.
• SmartArt Choose a layout for a SmartArt graphic, and then click OK. Click the SmartArt graphic to add text. For
additional options, right-click the SmartArt graphic, and then click a command.
• Chart Choose a chart type, and then click OK. In the Microsoft Excel 2010 worksheet that appears, enter the
data for your chart. To close the spreadsheet, click the Excel button, and then click Close. For additional chart
options, right-click the chart, and then click a command.
• Screenshot Click one of the previewed images or click Screen Clipping. Select the area of your screen that you
want to capture.
• To insert WordArt, on the Insert menu, in the Text group, click WordArt.

9. Format Message Text with Styles
Add a numbered or bulleted list
• On the Message tab, in the Basic Text group, click the Bullets or Numbering command.
• Press ENTER to add the next list item.
• Outlook automatically inserts the next bullet or number.
• To finish the list, press ENTER two times, or press BACKSPACE to delete the last bullet or number in the list.
• Keyboard shortcut Type * (asterik) to start a bulleted list or 1. to start a numbered list, and then press SPACEBAR or the TAB
key.

10. Format Message Text with Styles
Add a table
• A table consists of rows and columns of cells that you can fill with text and graphics. Tables are often used to organize and
present information.
• You can also use tables to create interesting page layouts, or to create text, graphics, and advanced table layouts.
• Click where you want to insert a table.
• On the Insert tab, in the Tables group, click Table.
• Do one of the following:
• Point to Quick Tables, and then click the table that you want. Replace the data in the table with the data that you
want.
• Click the table grid to determine the number of rows and columns to create in a new empty table.

11. Format Message Text with Styles
• Select Draw Table to get a pointer that allows you to vary the sizes of the table cells that you add.
• Select Excel Spreadsheet to have a new spreadsheet open on your message. You can use the handle points
on the bottom and right edges to change the size.
• Note When you select Excel Spreadsheet, a dialog box might appear asking if you trust the source of the
Excel workbook. In most cases, especially if the document comes from the Excel loaded in your own
computer, you can click Yes. If Excel is running from another source or network, contact your network
administrator if you aren’t sure.

12. Format Message Text with Styles
Add a signature
• Insert a signature automatically
• On the Message tab, in the Include group, click Signature, and then click Signatures.
• Note You can also access the signature options that are available on the Message tab after you click Reply, Reply to All, or
Forward in an open message.
• In the Signatures and Stationery dialog box, on the E-mail Signature tab, in the Select signature to edit list, select the
signature that you want. Or click the New button to create a signature.
• Under Choose default signature at the upper-right of the dialog box, in the New messages list, select the signature that you
want.
• If you want to include a signature in messages that you reply to and in messages that you forward, in the Replies/forwards
list, select the signature. If you don't want a signature in these messages, select none.
• Click OK.
• To add the default signature to a current message, on the Message tab, in the Include group, click Signature, and then select
the signature.

13. Format Message Text with Styles
Insert a signature manually
• On the Message tab, in the Include group, click Signature, and then select the signature that
you want.
• Note You can also access the signature options that are available on the Message tab after
you click Reply, Reply to All, or Forward in an open message.

14. Format Message Text with Styles
Add symbols, equations, and horizontal lines
• You can use the Symbol command to enter the following:
• Symbols that aren’t on the keyboard, such as ¼ and ©
• Special characters that aren’t on the keyboard, such as an em dash (—) or ellipsis (…)
• Unicode characters
• If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears.
From this list, you can choose from an extended list of language characters. This includes
Greek and Russian (Cyrillic), if available.
• On the Insert tab, in the Symbols group, the Equation command lets you enter complex
equations quickly.
• The Horizontal Line command lets you break apart sections of your message.
• On the Insert tab, in the Symbols group, click Equation, Symbol, or Horizontal Line.

15. Format Message Text with Styles
Include an Electronic Business Card
• Electronic Business Cards make sharing contact information easier. Electronic Business Cards can quickly be inserted into
messages that you send and are immediately recognizable by the recipient. You can send your corporate Electronic Business
Card or a personal one that you have customized. Alternately, you can send someone else's contact information as an
Electronic Business Card. You can also forward the cards.
• On the Message tab, in the Include group, click Attach Item and select Business Cards, and then click a name in the list.
• If you don't see the name that you want, click Other Business Cards, click the name in the Filed As list, and then click OK.
Notes
• The Business Card menu shows the last 10 contact names that were inserted as Electronic Business Cards in messages.
• You can insert more than one Electronic Business Card in a message.
• To help differentiate between duplicate names on the Business Card menu, click Other Business Cards. You see more
information, such as a card preview, in the Insert Business Card dialog box.
• If you drag a business card from Business Cards view into a new message, only a .vcf file is included when the message is sent.
This attached .vcf file opens the contact form with all the information that the recipients can save to their Contacts lists. If a
recipient is using Microsoft Office Outlook 2007 or Outlook 2010, the Electronic Business Card is visible in the contact form.

16. Differences between HTML, Plain
Text and Rich Text
• Plain text This is a format that all email applications support. Plain text messages don’t support
bold, italic, colored fonts, or other text formatting. It also doesn't support pictures that are displayed within
the message body, although you can include the pictures as attachments.
• Outlook Rich Text format (RTF) This is a Microsoft format that only the following email applications
support:
• Microsoft Exchange Client versions 4.0 and 5.0
• All versions of Microsoft Outlook
• Note Attachments in an RTF message appear as icons within the message body. For HTML
messages, attachments appear beneath the sender, recipient, and subject headers of a message.
• HTML This is the default message format in Outlook. It is also the best format to use when you want to
create messages that are similar to traditional documents, with various fonts, colors, and bullet lists. By
default, when you select either of the options that allow formatting (HTML or Rich Text), the message is
sent in HTML format. So when you use HTML, you know that what you send is what the recipient will see.

17. Summary
•Change a Theme’s Color, Font and Effects
•Create and Save a Custom Theme
•Format Message Text with Styles
•Insert Tab Options
•Differences between HTML, Plain Text and Rich Text