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How to use smileys in Outlook

Digital communication has become an indispensable part of our everyday life. In private life, many people use Facebook and WhatsApp to quickly send their friends messages, and communication with business contacts is now largely via e-mails, which are also often used privately. The electronic messages, which are mostly sent and received with the help of clients such as Outlook, are far from perfect: Since e-mails only transmit information in writing, there is a risk that the recipient will be damaged Misunderstanding or misinterpreting tonality and context. This is especially true for e-mails that deal with emotional topics: after all, feelings are sometimes difficult to put into words. That you can't get through feelings or irony facial expressions and gesturing can make things even more complicated.

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The simple and practical solution to this problem is this Use of smileys. These character strings or pictograms, the most diverse Facial expressions represent the perfect way to represent emotions in text messages. In this guide we explain the different options for using smileys in Outlook.

Using smileys in Outlook: what are the options?

Originally, electronic smileys were simply represented by ASCII characters, which is why they can be used in all message formats - and thus also in e-mails. A characteristic of this original type of smileys is that they constructed from punctuation marks be: A laughing smiley results from the combination :-)while a sad expression by the combination :-( is reproduced. Outlook automatically replaces some of these character string smileys, which are known as emoticons, with suitable ones when you write your mail Pictograms (graphic representations) - this type of smileys are most commonly referred to as Emojis known.

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You can of course also use emoticon smileys other than the two mentioned in Outlook. To do this, simply include the appropriate strings in your message. Alternatively, you can add the desired emoticons to your e-mails using individually defined Character combinations (Letters, numbers, special characters).

It also enables Outlook to use the function "Symbols" insert various emojis - including numerous very specific smileys. Users who use Outlook 2016 and Windows 8.1 or newer versions even have the colorful emoji versions to choose from, which they know from various social media. You also have the option of adding smileys to Outlook, which you can access via the Bing image search have found and implemented them using the appropriate function.

The display of vector-based, colorful emojis is only possible with Windows operating systems from 8.1 (only partially supported) and from Microsoft Outlook 2016, as the font required for this is only available from these versions Segoe UI Emoji is implemented. The new generation of emoji has been fully supported since Windows 10 - through support for Unicode 9.0. If the addressee does not meet the requirements mentioned, only their simple black and white counterparts are displayed instead of the more elaborately designed emoji.

How do you insert smileys in Outlook?

As the previous section has made clear, there are different ways of using Outlook smileys. How exactly the options work in detail depends on the version of the email client used - the revised fonts and emoji models in particular play a decisive role. As part of this tutorial, the use of smileys in Outlook 2016 and Outlook 2013 as well as in the web app Outlook on the web (formerly OWA). The differences are also highlighted.

How to use smileys in Outlook 2016

Thanks to the already mentioned support of Unicode 9.0, Microsoft Outlook 2016 offers an extremely extensive range of emojis that around 60 different smileys offers. You can integrate these into your e-mail in three ways:

Option 1: Type in common smiley emoticons

If you are a little familiar with smiley emoticons, you can simply choose one of the many well known ones Type in combinations of characters, whereupon Outlook automatically replaces it with a modern, colorful smiley image. The Microsoft software simply uses the "AutoCorrect" function for this, in which the corresponding replacement mechanisms are defined. So enter the string anywhere in your message :) the smiling smiley emoji will appear automatically in Outlook:

Even if there is no equivalent for an emoticon in Outlook's "AutoCorrect" function, you can still use it without any problems. In this case, however, you must be aware that the addressee will only see the classic character string.

Option 2: Insert smileys using the "symbol" function

If you are less familiar with emoticons and therefore do not know the usual character combinations, you can alternatively include the smileys available in Outlook 2016 as symbols in your e-mails. To do this, first switch to the "Insert"And look in the menu bar for the entry"Symbols". Then click on the button "symbol"And then on"More symbols"To open the menu of the same name:

Now select "Segoe UI Emoji"As the desired font and switch to the subset"Extended characters - code range 1“To go directly to the font's numerous emoji symbols. If you then scroll down a little further, you will find a list of the available smileys, which are still displayed in black and white at this point. However, as soon as you add one of these Outlook smileys to your message, you will see the colored version. For this purpose it is necessary to select the desired emoji and then click on "Insert“To press.

Option 3: insert smileys via self-defined shortcode

You can also combine the possibilities of the "AutoCorrect" function mentioned in step 1 and the symbol method presented in option 2 to include smileys in your Outlook e-mails using shortcodes. You can replace predefined shortcodes with your own shortcodes as well as create completely new ones.

First open the "symbol”Menu (“ Insert ”à“ Symbol ”à“ Additional symbols ”) and select the Outlook smiley for which you want to create a keyboard shortcut. Then click on the button "AutoCorrect"And enter in the field"Replace"Enter the desired shortcode (here in the example" 1234 ", but letters or special characters are also possible). Save the desired abbreviation by clicking on "Replace"And finally on"OK" to press.

If you now use the saved shortcode in an email, the corresponding smiley will appear automatically.

How to import your own smileys into Outlook 2016

If you're not happy with the selection or appearance of the Outlook smileys available, you can too from other usersimport published or self-created smileys and use it in your emails.

Outlook 2016 offers an interface to Bing that you can use to search for any Online images that have been indexed by the search engine. To use the implemented Bing search, go to the first step on the "Insert"And click there on"Online images". Then enter "Smiley face“In the search bar and start the search with the magnifying glass symbol. Select the desired picture with a left click and then import it into your message via "Insert".

To import specially created smileys into Outlook, select the option “images". In the menu that opens, enter the storage location of the smiley file before you integrate it into your e-mail by pressing the "Insert" button:

Smileys that you have imported into Outlook using the "Pictures" or "Online Pictures" functions continue to work in e-mails as they do Image files. In terms of size and arrangement, they do not automatically adapt to the text, as is the case with the Outlook smileys that are integrated as standard. Hence, you need the Adjust dimensions and position manually.

How to use smileys in Outlook 2013

The use of smileys in Outlook 2013 basically works in a similar way to Outlook 2016. The around 40 available emojis, which are exclusively black and white, can be integrated in the three ways already mentioned, with only minor differences compared to the successor version:

Option 1: Enter classic smiley emoticons

You can also use smileys in Outlook 2013 by typing the respective emoticon. However, the number of emoticons using the "AutoCorrect" function automatically converted to emojis are comparatively low. Specifically, there are the following six emoticons:

Option 2: insert smiley emojis as symbols

Like its younger 2016 counterpart, Microsoft Outlook 2013 also allows specific characters and symbols and thus also smiley emojis to be integrated into your own e-mails using the “symbol” function. To use this option, open the tab "INSERT"And then select the menu items"symbol" and "More symbols“:

Outlook shortcuts you should know can be found in our overview article!

In the following menu select the font "Segoe UI symbol"And the subset" Extended characters - Code range 1 ", whereupon Outlook automatically jumps to the extended character set of this font. Scroll down this listing a little to see the smiley emojis available in Outlook 2013. To use these smileys in a message, click on the desired emoji and then press "Insert“.

Option 3: Create your own keyboard shortcuts for inserting smileys

If you want to save yourself having to use the "Symbol" menu in the long term, simply create your own keyboard shortcuts for adding your favorite Outlook smileys. The first step is to open the menu again ("INSERT" à "Symbol" à "Additional symbols"). Then select the smiley of your choice and press the button "AutoCorrect". In the field "Replace:"Now type in the desired shortcode, which you can find with a click on the button"Replace" take. Then repeat this step for all smiley emojis that you would like to mark with an individual keyboard shortcut.

Outlook 2013: This is how the smiley face import works

You can expand the smiley arsenal of Outlook 2013 as you wish by importing files. A conversion of the files does not take place, however, so that the smileys remain even after the import as pictures be embedded. In contrast to the character-based emoticons and emojis, they do not automatically fit into the text image. Therefore, adjustments in terms of height, width and positioning are sometimes necessary. You can embed the smiley files either from your local hard drive or from the Bing image search, for which an appropriate interface has been implemented.

In both cases, the first step is to open the "INSERT" tab. Then click on "images"For importing a locally saved file or"Online graphics"For using the Bing search:

To import locally saved images, simply enter the Storage location of the respective file and finally click on "Insert". You start the web search by entering the term "smiley" in the field "Search in Bing“And then click on the magnifying glass symbol. Then select one or more images and import them via "Insert“.

Do you want to print an Outlook mail? We'll give you tips on how to print out emails quickly and easily in Microsoft Outlook and how to set up icons for quick printing.

How to use smileys in Outlook on the web

Even as a user of the Outlook web app you can use smileys in your emails. In contrast to the desktop versions, however, the app offers neither a “symbol” nor an “AutoCorrect” function - so you cannot create your own shortcodes in Outlook on the web. Nevertheless, the web application also offers various options for using the around 40 available smiley emojis.

Option 1: Type in smiley emoticons

Of course, you can also enter emoticons in Outlook on the web, some of which the web application automatically converts into corresponding emojis despite the lack of a correction function. As you type, the Outlook app will even submit it to you Suggestions for possible emojis or other symbols that you can add to your text with a click:

If the suggestions do not meet your expectations, you can of course also reject them: To do this, first press the space bar. The e-mail software then adopts the first suggestion, but you can do this by pressing Backspace key cancel. If you then use the space or enter key again, the emoticon remains unchanged.

Option 2: Add smileys using the "Emoticon (Emoji)" button

In contrast to the desktop editions, Outlook on the web is basically much less functional - with the button However, the web app offers an exclusive “Emoticon (Emoji)” feature that makes inserting smileys child's play. This button, which you will find in the form of a smiling smiley emojis directly below the message window, opens a quick menu that you can use to integrate various emojis into your email with a single click. You can find the smileys under the heading "People and faces“:

You can also import your own smileys as images in Outlook on the web. The Bing image search, however, does not exist in the web app.

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