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Inserting pictures, charts, and screenshots into messages and calendar entries

From: Outlook 2013 Essential Training

Video: Inserting pictures, charts, and screenshots into messages and calendar entries

When creating a new email or calendar entry, the Insert menu in Outlook contains some pretty thorough options. Let's go over the three big ones you'll be using regularly; pictures, charts and screenshots. We'll start up by creating a New Email and I'm going to put the body of the cursor in the body of the email itself. I'm going to go to the Insert tab and choose Pictures. This is going to bring up the Browse dialog where I can browse my file system and choose a picture that I want to put into my email. Once I've chosen one I can select it and choose Insert.

Inserting pictures, charts, and screenshots into messages and calendar entries

When creating a new email or calendar entry, the Insert menu in Outlook contains some pretty thorough options. Let's go over the three big ones you'll be using regularly; pictures, charts and screenshots. We'll start up by creating a New Email and I'm going to put the body of the cursor in the body of the email itself. I'm going to go to the Insert tab and choose Pictures. This is going to bring up the Browse dialog where I can browse my file system and choose a picture that I want to put into my email. Once I've chosen one I can select it and choose Insert.

Now that it's in my Email, I can click and drag on the corners to resize it and I can add artistic effects to it. Now that I'm on the Picture tool's Format Ribbon toolbar, I can choose Picture Styles such as Rounded Corners and Frames. If I hover my mouse over these options I'll get a preview of what it's going to look like. When I've found one that I like I can just select it and I can add even more things by going to the Picture Effects section and choosing things like Shadows, Reflections and glows.

The hover effect works for these too. When I've found one that I like I can select it and if I click off, I can see what my picture is going to look like in the email. At any time and I can do this with any screenshot or chart or picture. If I decide that I don't want it, I can simply click on it and hit the Delete key on my keyboard. So let's put a chart in. I'm going to back to the Insert menu and this time I'm going to select Chart. You can see all the choices that I have and I can go over all of them.

I'll just insert a pie chart, if I hover my mouse over it I can see what it's going to look like. I can even get a 3-D Pie Chart. In this case I'll just stick with the regular one. I select it and hit OK, and instantly I'm brought up with an in-line menu in which I can start putting in my own values. I can just put the cursor in and start typing. If I decide I don't need any of these values I can simply hit the Delete key in those columns.

When I'm all done, I can close out in the top right-hand corner. There are all sorts of things I can do with this chart, for example I can change some Chart Elements, I can add some Labels to it or I can add Callouts so I can see the values and percentages. Let's add something else, let's add a screenshot. I'm going to delete this chart and I'm going to go back to my Insert menu and this time I'm going to choose Screenshot. Now I have two options, I can take the available window I have, which is my inbox and dump the entire contents of it into the email, or I can take a Screen Clipping.

If I take a Screen Clipping, it's going to take me to my inbox where I'll get a crosshair and I can actually click and drag and select the bit that I want to put into the email. I can even come down here and add my own text. This is really useful when you're working with somebody from tech support and you want to show them what it looks like on your screen. Those are the three things that I'm betting that you'll be inserting into emails and calendar entries the most often. But definitely go into this Insert menu and take a look at all the things available to you like Quick Parts, Charts, Smart Art and even Screenshots.

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This video is part of

Image for Outlook 2013 Essential Training
Outlook 2013 Essential Training

58 video lessons · 23434 viewers

Jess Stratton
Author

 
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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