How to Set Up Email Options in Microsoft Word

By Ashley Poland

You can send the contents of your Word documents as an email message. When you compose your message in Word you can format it with more control than in Outlook itself; Outlook converts the formatting to HTML when it sends. In order to send an email from Word you'll need have your email set up in Microsoft Outlook; you'll also need to add the email button manually to the Word ribbon. Once Outlook is set up, you only have to press the "Send to Mail Recipient" button to send email from Word.

Things You'll Need

  • Microsoft Word
  • Microsoft Outlook

Setting Up Outlook

Step 1

Go to "File" and then "Account Information," and click "Add Account" to add a new email account to Microsoft Outlook. You cannot create a new email address in Outlook, only link to an existing email address.

Step 2

Add your name, e-mail address and password for your email address. Click "Next." If your email address is one from Hotmail or MSN ( or, you will need to install Microsoft Outlook Connector (see Resources).

Step 3

Ensure that it connects properly; you may prompted to set up the server details manually if automatic setup fails. Check your provider's documentation to ensure that your email address supports the use of POP3 or IMAP.

Step 4

Click "Finish."

Add EMail Button to Word

Step 1

Go to "File" and then "Options" in Microsoft Word. Go to the "Quick Access Toolbar."

Step 2

Go to the "Choose Commands From" list, and select "All Commands."

Step 3

Choose "Send to Mail Recipient." Click "Add" to add this option to your ribbon. You can click this button when you want to send a document as an email.

Tips & Warnings

  • You have to be using Outlook and Word from the same Office release; you cannot use the email option if you have Word 2007 and Outlook 2010.