You Are Invited

Microsoft Outlook: Using Tables to Format a Message

The first objective of an email campaign is to create brand awareness: “Who sent this message?” The design tools in Microsoft Outlook can generate effective messages. For example, your message can include pictures of products and Word documents that explain the features and benefits. The second objective is to invite the recipient to act: “Click here to get started! “

This lesson will show how to create an email message that invites someone to take an online course.

Before You Begin: Microsoft Outlook is open

The steps show Microsoft Outlook 2016. The steps are the same in Outlook 2010 and 2013.

1. Try it: Create a New E-mail
Go to Home-> New-> New Email.
Enter your E-mail Address.
Enter the Subject: You Are Invited

Try This, Too: Confirm the Format
Go to Format Text ->Format->HTML.

Keep going…

Insert a Table

Tables are used to organize web page layout and content. It is a basic design concept. In Microsoft Word we have several lessons that demonstrate how to insert and format Tables.

You can use the same Table Tools to create an E-mail in Outlook. Here we go.

2. Try it: Insert a Table
The Email Message is open.
Go to Insert ->Tables->Table.
Select the Cells: 3 Columns by 2 Rows.

Keep going…

Hello, Table Tools

Tables are used to organize web page layout and content. It is a basic design concept. Microsoft Word has a good set of web page design tools. You can use the same Table Tools in Outlook. Here is a simple example.

3. Try it: Edit the Table Layout
Select the first row of the Table.
Go to Table Tools ->Layout->Merge.
Click on Merge Cells.

What Do You See? Cells A1:A3 were merged (combined) into one Cell.
Keep going…

Insert SmartArt
The Table can hold illustrations, text and links. This example will use SmartArt.

4. Try it: Insert SmartArt
The cursor is in Cell A1 of the table.
Go to Insert ->Illustrations->SmartArt.

What Do You See? You will be prompted to choose a SmartArt Graphic. On the left side is a list of categories.

Go to the Picture category.
Select Titled Picture Accent List.
Click OK.

Keep going…

Hello, SmartArt

The SmartArt Graphic will be placed in Cell A1 of the table. There are two SmartArt Tools: Design and Format. There are also two Table Tools: Design and Layout.

5. Try it: Edit the SmartArt
Enter the following text in the SmartArt:
Shape 1: Welcome to Microsoft Excel
Shape 2: Watch Online
Shape 3: Download the Book (PDF)

Keep going…

Add a Picture to the SmartArt

6. Try it: Add a Picture to the SmartArt
Click on Picture Placeholder 1.
Browse to the Documents folder.
Select a picture: phone
Click Insert.
The picture should fill the Shape.

Click on Picture Placeholder 2.
Browse to the Documents folder.
Select a picture: excel_course
Click Insert.
The picture should fill the second Shape.

This is getting interesting. Keep going…

Choose a Message Theme

7. Try it: Choose a Message Theme
Go to Options ->Themes.
Select a Theme: Slice.

What Do You See? The Theme formatted everything in the message including the Colors, Fonts and Effects of the Table and the SmartArt.

Not done, yet. Keep going…

Change the SmartArt Colors

In addition to the message Theme Colors, you can edit the SmartArt Colors as well.

Before You Begin: Find the SmartArt Tools

Select the SmartArt. The SmartArt Tools should be available.
The Design Ribbon has:
Create Graphic
Layouts
SmartArt Styles
Reset

8. Try it: Edit the SmartArt Design
Go to SmartArt Tools ->Design.
Go to SmartArt Styles->Change Colors.
Select: Colorful Range-Accent Colors 5-6

Try This, Too: Edit the SmartArt Style
Go to SmartArt Tools ->Design->SmartArt Styles.
Select a SmartArt Style: Cartoon.

Keep going…

Edit the Table Layout

Please edit the Table layout as follows.

9. Try it: Merge Table Cells
Select Cells B2:C2
Go to Table Tools ->Layout->Merge.
Click on Merge Cells.

What Do You See? The two cells were merged. This “super cell” will hold a picture and our marketing message.

Keep going…

Edit the Table Design

10. Try it: Format the Borders
Select the Table.
Go to Table Tools ->Design->Table Styles.
Go to Borders->No Border.

What Do You See? The Table is still there–holding the pictures, text and graphics–however the Table is hidden.

Add a Hyperlink

Try it: Select the SmartArt
Go to Insert->Links->Hyperlink
Enter the Address: www.thecomputermama.com
Click OK.

So, Did it Work? Send the email to yourself and see.

The email arrived in the Inbox. The message is colorful and inviting. The hyperlink takes someone to your website.

This email can be saved as Template and used as part of a Mail Merge with Microsoft Word. You can also program the Rules in Outlook to send this email automatically based on your key words or criteria.

I hope that I answered your question. I had fun writing this post.

eBeth

Elizabeth Nofs, the Computer Mama