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Presentation is everything. Right? Just as we want our food to look great, so should our emails. After all, if the email doesn't catch their attention, they may not read it. Email is a quick medium and people have a tendency to skim and look for parts that catch their eye. In this video, I'll show you five ways to use formatting to your advantage when composing an email. The first is to use bullets. In this example here, we're giving directions on how to get to their company picnic. No one likes reading long paragraphs, especially when there are a bunch of steps. We'll replace this with a bulleted list instead.
By selecting the text, I'll click on the bullet icon and this is now much easier to read. We can also use color and bold to make different things stand out. At the top of my email, I might select our name or Company Picnic and use the Bold or larger font buttons or color to make it stand out. For longer emails, we may want to take our headings and make them stand out as well. Note that we can also separate sections by including a horizontal line.
I'll place my cursor at the location where I want the line to appear, click Insert, and on the far- right click Horizontal Line. Finally, you can bring some life and emotion to your emails by the occasional use of clip art, photo, or other graphics. Thankfully, the use of the insert photo or clip art tool is exactly as it is in Microsoft Word. So I can add a few images with ease. I'll place my cursor here, click Insert > Picture, select the graphic I want, Insert, and there is my graphic.
To let text wrap around it, I'll select the picture and from the Format tab I'll pull down Text Wrapping > Square and then I'll drag the photo to the right. Here I can also resize it. And finally don't forget the use of hyperlinks discussed earlier. I can select text, hit Ctrl+K, and use that to create a hyperlink to a web site. This reduces the clutter normally associated with ugly long Internet addresses. But what about those special emails that you really want to stand out? Our next video discusses a few tricks to get maximum attention.
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