How to Professionally Draft and Send Emails

Objective: Effective emailing is an essential skill used throughout the workplace for effective
communication. As a student, you will need to draft, send and perform various other
functions through email platforms such as Outlook, as featured below.
Items needed: Laptop, and user.

1. Open an Outlook Account

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b. The next screen will then ask you to create a desired email address, as well as a
password.

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2. Drafting a new Email
a. To begin writing a new email, click the “New Message” button that looks like
the following;

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b. After which, you should have a blank email template, ready to write.

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3. Subject
a. The subject is the single most important part of the email drafting process as it is
the first few words to catch the eye of the person receiving the email. It can also
help distinguish the importance of emails in a crowded inbox.
b. The Subject text box is featured below and should explain what the email is
about in a few words;
i. “Submission for 3.10.21 Assignment” “Questions over…” “Letter of
Recommendation Request”
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4. Professional Greeting
a. Introduction
i. The introduction holds much value as well, since it can set the mood for
how the rest of the email is received. Showing appropriate respect for the
person by spelling their name correctly as well as using the appropriate
pronouns.
1. Hello/Dear/Good Morning.. Mx. [name],
2. Friendly statement. ie: ”Hope you had a good weekend”, “Hope
you’re staying safe and warm”, etc
5. Body
i. The body of an email can vary from being brief to lengthy, and formal or
informal as well. The most important thing to remember is to be cordial!
Be respectful of the reader by being concise and if you have various
questions, feel free to list them out to help the reader better understand.
1. “I noticed...and would like to ask whether so and so” “I am
hoping that so and so” “As I was reviewing the articles, I found
myself having questions or 1)... 2)...3)...”
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6. Thank you
i. Placing a sincere thank you at the end of an email is the best way to tie a
bow.
ii. Make sure to remind the reader of anything you can do for them, and
mention something towards the future.
1. “Thank you for your time and support, and I hope to see you
soon!” “I appreciate all your hard work, and am enthused to see
how the project ends up!” etc.
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7. How to Set-Up a Professional Automatic Signature
a. An automatic signature is a greeting that, once set up, is placed at the end of
each new email draft. It can be customized to include a company or school logo
as well and can include a
b. Click on the “Setting” button on the top right corner that looks like this.

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c. Then insert “Signature” into the search box and click on the “Email Signature”
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d. Add the desired signature into the text box and click save to have a customized
automatic signature.

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8. Email Recipetent
a. Pro-tip for Laptop users: Only place the email address of the recipient when you
are ready to send the email, because if the “Tab” button on the keyboard is
pressed while the recipient’s email is entered, there is a possibility the email can
be sent unfinished.
b. When the user is ready to email, click the “Send” button on the bottom right
button to automatically send.

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9. Additional Functions to Take Note Of
a. Sending a Scheduled Email
b. A scheduled email is beneficial to send an email at an exact time or day at
a later date.
 c. After reviewing and finishing the email, select the arrow next to the
“Send” button as featured below.

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ii. Then, select the date and time desired.
b How to Forward
d. Forwarding an email is the act of re-sending an electronic email to
another recipient. It can be sent to the same person, sometimes as a
reminder, or reference if needed.
e. Click on the email you would like to forward and click in the “Forward”
button featured below
i. Forwarding allows recipient see time and date it was originally
sent

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c Difference between BCC and CC
 f. When sending an email, you will have the option to tag other email
recipients through BCC and CC. It is important to note the difference
between both, as both can help in distinct situations.
i. CC - carbon copy, sends copy to the person, all parties see
recipients
ii. BCC - blind carbon copy, sends copy of email to the person
without recipient seeing

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Note: If there are any problems the user may run into, contact the Microsoft customer service
number; 1 (800) 642 - 7676

Thank you for choosing Outlook!