Write & send email

In both Outlook and Gmail, controls are available on the new message window. And you can right-click messages in your inbox to view options. Gmail automatically saves draft emails.

On this page

• Open your email
• Write & format email
• Forward or attach email messages to other messages
• Choose delivery options
• Undo send

Note: The instructions in this guide are primarily web only. Get switching information for mobile devices. 

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Open your email

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• In Outlook: Open Outlook on your computer.
• In Gmail: Go to gmail.com in any browser.

 

Learn how

Open Gmail

Open Gmail from…

• Any web browser – Go to mail.google.com.
• Most Google pages – At the top right, click the App Launcher  and choose Gmail.
• Android devices – Install and open the Android app.
• iOS devices – Install and open the iOS app.

Tip: Create a browser bookmark for Gmail

1. In Chrome Browser, go to the site you want to visit again in the future. For example:
   • mail.google.com for Gmail
   • calendar.google.com for Google Calendar
2. To the right of the address bar, click Star Add Bookmark .
3. Choose an option:
   • To exit, click Close .
   • To rename your bookmark or access it from a different folder, choose an option and click Done.

Tip: Add a Gmail shortcut to your desktop

1. Go to your desktop and right-click. 
2. Choose NewShortcut. 
3. Type the web address as the location. For example:
   • https://mail.google.com for Gmail
   • https://calendar.google.com for Calendar
4. (Optional) Name your shortcut.

Learn more at the Gmail Help Center

Write & format email

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Draft email

• In Outlook: Click HomeNew Email, then click Save.
• In Gmail: Click Compose. Drafts are saved automatically.

 

Learn how

Compose in a Gmail popup 

1. On your computer, go to Gmail.
2. In the top left, click  Compose.
3. In the 'To' field, add recipients. You can also add recipients:
   • In the 'Cc' and 'Bcc' fields.
   • When you compose a message, with a '+' sign or '@' mention and the contact's name in the text field.
4. Add a subject.
5. Write your message.
6. At the bottom of the page, click Send.

Tip: To add individual recipients and groups of contacts that you created with labels, click To:. 

Compose in a Gmail new window

1. In the left sidebar, click  Compose.
2. (Optional) Choose a window size with the buttons at the top right:

   • Full-screen
   • Exit full-screen
   • Open in a new window Shift + 

3. Add a subject and recipients (To, Cc or Bcc).

Learn more at the Gmail Help Center

Get writing suggestions with Smart Compose

1. On your computer, open Gmail.
2. In the top right corner,  click Settings   See all settings.
3. Under “General,” scroll down to "Smart Compose."
4. Select Writing suggestions on or Writing suggestions off. 

Note: Smart Compose is available in English, Spanish, French, Italian, and Portuguese. Smart Compose is not designed to provide answers and may not always predict factually correct information.

Learn more at the Gmail Help Center 

 

Get writing tips

• In Outlook: Use grammar and spelling checkers.
• In Gmail: Get grammar, spelling, and personalized writing suggestions.

Learn how

Turn grammar and spelling tools on or off

1. On your computer, open Google Gmail. 
2. Click Settings   Settings.
3. At the top, click General.
4. Turn the following tools on or off:

• Grammar
• Spelling 
• Auto-correct

Learn more at the Gmail Help Center

Turn writing suggestions on or off

1. On your computer, open Gmail.
2. In the top right corner,  click Settings   See all settings.
3. Under “General,” scroll down to "Smart Compose."
4. Select Writing suggestions on or Writing suggestions off. 

Note: Smart Compose is available in English, Spanish, French, Italian, and Portuguese. Smart Compose is not designed to provide answers and may not always predict factually correct information.

Learn more at the Gmail Help Center 

Format email

• In Outlook: Apply text formats in the message window.
• In Gmail: Apply commonly used text formats in the message window. For advanced formatting options or tables, edit and send email from Google Docs.

Learn how

Format your email

1. On your computer, open Gmail.
2. Click Compose.
3. At the bottom of the message, click Formatting options .

Change your default text style

You can create a text style that will be applied to all new emails you write.

1. On your computer, open Gmail.
2. In the top right, click Settings   See all settings.
3. Scroll down to the "Default text style" section.
4. Change the text in the box to be the style you want for your emails.
5. At the bottom of the page, click Save Changes.

Draft email in Google Docs

1. On your computer, open a Google Doc.
2. At the top left, click Insert > Building blocks > Email draft.
   • You can also type "@email" in the doc and press Enter.
3. To add recipients in the "To" field, type "@" and search your contacts, or type out email addresses.
4. You can add a subject line, write text in the email body, and format your draft.
   • Tip: You can collaborate with others in your doc to write an email draft. Learn more about how to share access to your doc.

Learn more at the Gmail Help Center

Set up email signatures

• In Outlook: In the message window, click MessageSignature.
• In Gmail. In the message window, click Insert signature .

Learn how

1. At the top right, click Settings Settings.
2. In the General tab, scroll to Signature.
3. Add text, such as your name and contact information.
4. Use the format bar to add text colours, links and images.
5. At the bottom, click Save changes.

Learn more at the Gmail Help Center 

Forward or attach email messages to other messages 

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• In Outlook: In the message window, insert an Outlook item, or drag an item into a message.
• In Gmail: Forward a message as an attachment, or drag a message into another message.

Learn how

Forward one email as an attachment

1. On your computer, go to Gmail.
2. Select the emails that you want.
3. Click More  Forward as attachment.
4. In the 'To' field, add recipients. You can also add recipients in the 'Cc' and 'Bcc' fields.
5. Add a subject.
6. Write your message.
7. At the bottom, click Send.

Note: To forward as an attachment, you can also right-click on a message or drag and drop the file into the body of your message.

Forward multiple emails as attachments

1. Open Gmail.
2. Click Compose.
3. Check the boxes next to the messages that you want to attach and drag them to the new message window.
4. Enter a recipient, subject, and any message text.
5. Click Send.

Reply to an email with an attached mail

1. On your computer, go to Gmail.
2. Open the email  click Reply. 
3. In the top right of the email, click on the Pop out icon .
4. From your inbox, select the email that you want to attach. 
5. Drag the email into your message. 
6. At the bottom, click Send.

Learn more at the Gmail Help Center

Choose delivery options

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Send now

• In Outlook: In the message window, click Send. Then click Send/ReceiveSend All.
• In Gmail: In the message window, click Send.

Learn how

1. On your computer, go to Gmail.
2. In the top left, click  Compose.
3. In the 'To' field, add recipients. You can also add recipients:
   • In the 'Cc' and 'Bcc' fields.
   • When you compose a message, with a '+' sign or '@' mention and the contact's name in the text field.
4. Add a subject.
5. Write your message.
6. At the bottom of the page, click Send.

Tip: To add individual recipients and groups of contacts that you created with labels, click To:. 

Learn more at the Gmail Help Center

Send later

• In Outlook: In the message window, select OptionsDelay Delivery.  
• In Gmail: In the message window, click the Down arrow next to the Send, then click Schedule send.

Learn how

1. On your computer, go to Gmail .
2. In the top left, click  Compose.
3. Create your email.
4. In the bottom left next to 'Send', click the Down arrow .
5. Click Schedule send.

Note: You can have up to 100 scheduled emails.

 Learn more at the Gmail Help Center

Send email to a group

• In Outlook: Use contact lists or mail merge.
• In Gmail: Use contact lists, groups, or multi-send mode.

 

Learn how

Email a contact or contact group from Gmail

1. In Gmail, click  Compose.
2. In the To field, start typing the address of the person or contact group. A list of matching addresses appears as you type.

   Note: To see a group mailing list address in the auto-complete list, you might have to send a mail to the list once.

3. Click the address you want. For contact groups, each group member is added to the To list. If you don’t want to send the message to everyone in the contact group, click Remove  next to their name.

Turn on multi-send mode

1. On your computer, go to Gmail. 
2. In the top left, click  Compose. 
3. From the toolbar at the bottom, click Turn multi-send mode on/off .

Learn more at the Gmail Help Center 

Enhance message security

• In Outlook: In the message window, select OptionsEncrypt.
• In Gmail: In the message window, turn on confidential mode.

Learn how

Important: If you're using Gmail with a work or school account, contact your admin to make sure you can use confidential mode.

1. On your computer, go to Gmail.
2. Click Compose.
3. In the bottom right of the window, click Turn on confidential mode .
   Tip: If you've already turned on confidential mode for an email, go to the bottom of the email, then click Edit.
4. Set an expiration date and passcode. These settings impact both the message text and any attachments. 
   • If you choose "No SMS passcode," recipients using the Gmail app will be able to open it directly. Recipients who don't use Gmail will get emailed a passcode.
   • If you choose "SMS passcode," recipients will get a passcode by text message. Make sure you enter the recipient's phone number, not your own.
5. Click Save.

Learn more at the Gmail Help Center

Know when someone opens your email

• In Outlook: In the message window, click OptionsDelivery receipt.
• In Gmail: At the bottom of the message window, request a read receipt.

Learn how

1. On your computer, open Gmail.
2. Click Compose.
3. Compose your email as you normally would. 
4. At the bottom right, click More options   Request read receipt. 
5. Send your message.

Learn more at the Gmail Help Center 

Undo send

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• In Outlook: In the message window, go to FileMessage Resend and Recall.
• In Gmail: In the Message sent notification, click Undo within the cancellation period.

Learn how

 Recall an email with Undo Send

1. In the bottom left, you'll see 'Message sent' and the option to 'Undo' or 'View message'.
2. Click Undo.

Choose an amount of time to recall a message

1. On your computer, go to Gmail.
2. In the top right, click Settings See all settings.
3. Next to 'Undo send', select a Send cancellation period of 5, 10, 20 or 30 seconds.
4. At the bottom, click Save changes.

Learn more at the Gmail Help Center

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