Ever found yourself wondering how long your Outlook email is? Maybe you’re trying to be concise or you have a maximum word count to stick to. Whatever the reason, knowing how to find the word count of an Outlook message is a handy skill to have up your sleeve. Lucky for you, it’s a pretty straightforward process and after reading this quick overview, you’ll be ready to go.
Step by Step Tutorial on How to Find the Word Count of an Outlook Message
Before we dive into the step-by-step process, let’s establish what we’re aiming for here. Knowing the word count of your Outlook message can help you stay within professional email etiquette, especially when you’re crafting business or formal emails where brevity is appreciated.
Step 1: Compose your email
Simply start by writing your email as you normally would in Outlook.
After you have composed your email, you may want to check the word count before sending it off. This is particularly useful if you’re required to write within a certain limit or you’re aiming to keep your message succinct.
Step 2: Use the ‘Review’ Tab
Next, go to the ‘Review’ tab in the Outlook ribbon at the top of your message window.
The ‘Review’ tab is typically where you’ll find tools for proofing and editing your message, such as spell check. It’s also where the handy word count feature is located.
Step 3: Click on ‘Word Count’
Once you’re in the ‘Review’ tab, look for the ‘Word Count’ button and click on it.
A small dialog box will pop up, showing you the number of words, characters, paragraphs, and lines in your email. This tool doesn’t just count words; it gives you a full breakdown of your text, which can be very insightful.
After completing these steps, you’ll have a clear idea of how long your email is, ensuring that you’re sending out messages that are appropriate in length for your intended audience.
Tips for Finding the Word Count of an Outlook Message
- Keep an eye on the character count if you’re writing an email that will be viewed on mobile devices; lengthy emails can be cumbersome to read on smaller screens.
- Use the word count tool to help edit down lengthy emails, ensuring that your communication is clear and concise.
- Remember that certain formatting elements, like tables or images, won’t affect the word count.
- If you’re consistently writing emails that need to meet word count requirements, consider creating a template in Outlook with a pre-determined structure to save time.
- Understanding the length of your emails can also help improve readability for the recipient, making your communication more effective.
Frequently Asked Questions
Can I find the word count of an Outlook message on the mobile app?
Unfortunately, the Outlook mobile app does not currently provide a word count feature. You’ll need to use the desktop version to access this feature.
Does the word count feature in Outlook include the subject line?
No, the word count feature only counts the words in the body of your email. If you need to include the subject line in your count, you’ll have to do so manually.
Can I see the word count as I type?
Outlook does not display the word count dynamically as you type. You’ll need to click on the ‘Word Count’ button each time you want an updated word count.
Is the word count feature available in all versions of Outlook?
The word count feature is available in most versions of Outlook, including Outlook for Microsoft 365, Outlook 2019, Outlook 2016, and Outlook 2013.
Does copying text from another program into Outlook affect the word count?
Copying and pasting text from another program into Outlook will still give you an accurate word count in the ‘Word Count’ dialog box.
Summary
- Compose your email.
- Use the ‘Review’ tab.
- Click on ‘Word Count’.
Conclusion
There you have it—a simple, quick way to find out how many words are in your Outlook message. Whether you’re a professional keeping tabs on your email length for clarity and conciseness, or just curious about your word usage, this guide should have you covered. With the step-by-step tutorial and additional tips, you’re all set to navigate through Outlook with ease. Plus, the frequently asked questions section addresses potential queries you might have along the way. Remember, effective communication is key in the digital age, and sometimes less is more. Keep that in mind next time you draft an email in Outlook, and happy writing!
Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.
His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.