How to Strikethrough in Outlook: A Comprehensive Guide

Strikethrough, also known as strikeout, is a typographical feature that draws a horizontal line through text. It’s a simple yet powerful tool that can be used in various ways within Microsoft Outlook to indicate deleted text, mark completed tasks, show edits, or simply add visual emphasis. Whether you’re composing an email, managing your calendar, or organizing tasks, knowing how to strikethrough text in Outlook can significantly enhance your communication and productivity. This comprehensive guide will walk you through various methods of applying strikethrough in Outlook, covering both desktop and web versions, and offering tips on using it effectively.

Why Use Strikethrough in Outlook?

Before diving into the how-to, let’s understand why you might want to use strikethrough in Outlook. Here are a few common scenarios:

* **Indicating Deleted Text in Emails:** When collaborating on documents or reviewing text within an email thread, strikethrough is an excellent way to show what text has been removed without completely deleting it. This allows recipients to see the original content and understand the changes made.
* **Marking Completed Tasks:** In task lists or to-do lists within emails or notes, strikethrough can visually represent completed tasks. This provides a clear and satisfying way to track progress.
* **Showing Edits and Revisions:** When suggesting edits to a colleague’s work, strikethrough can be used to indicate proposed deletions, while additions can be highlighted using other formatting options like bold or italics. This makes the editing process transparent and easy to follow.
* **Adding Emphasis or Humor:** In some cases, strikethrough can be used for emphasis or humorous effect. For example, you might strikethrough a word to indicate that you don’t really mean it or to create a playful tone.
* **Cross-referencing in documentation:** Strikethrough might point to a term that has been superseded or is no longer valid, but is kept for historical or cross-referencing purposes.

Methods to Strikethrough in Outlook (Desktop Version)

The desktop version of Outlook offers several ways to apply strikethrough formatting. Here’s a detailed look at each method:

1. Using the Font Dialog Box

The Font dialog box provides the most comprehensive set of formatting options, including strikethrough. Here’s how to use it:

1. Open a New Email or Reply to an Existing Email: Start by opening a new email message or replying to an existing one. This will open the message composition window where you can format your text.
2. Select the Text You Want to Strikethrough: Use your mouse or keyboard to select the specific text you want to apply the strikethrough formatting to. This could be a single word, a phrase, a sentence, or even an entire paragraph.
3. Access the Font Dialog Box: There are a couple of ways to open the Font dialog box:
   • Using the Ribbon: In the message composition window, look for the “Format Text” tab in the ribbon. Click on it. Within the “Font” group, you’ll see a small arrow in the bottom right corner. Click this arrow to open the Font dialog box.
   • Using the Right-Click Menu: Alternatively, right-click on the selected text. A context menu will appear. Look for the “Font” option in the menu and click it to open the Font dialog box.
4. Apply Strikethrough: In the Font dialog box, you’ll see a section labeled “Effects.” Within this section, find the checkbox labeled “Strikethrough.” Click the checkbox to select it. You should see a preview of the strikethrough effect on the text in the preview area of the dialog box.
5. Confirm and Apply: Once you’ve selected the “Strikethrough” checkbox, click the “OK” button at the bottom of the Font dialog box. This will close the dialog box and apply the strikethrough formatting to the selected text in your email message.

2. Using the Mini Toolbar

The Mini Toolbar is a convenient floating toolbar that appears when you select text. It provides quick access to common formatting options, including strikethrough. Here’s how to use it:

1. Select the Text: Start by selecting the text you want to format with strikethrough. Use your mouse to highlight the desired text within your email message.
2. Access the Mini Toolbar: After selecting the text, the Mini Toolbar should automatically appear near the selected text. If it doesn’t appear, you may need to enable it in Outlook’s settings (File > Options > General > Show Mini Toolbar on selection).
3. Find the Strikethrough Icon: Look for the strikethrough icon in the Mini Toolbar. The icon typically resembles the letter “A” with a horizontal line through it.
4. Apply Strikethrough: Click the strikethrough icon in the Mini Toolbar. This will instantly apply the strikethrough formatting to the selected text.

3. Using Keyboard Shortcuts

For those who prefer using keyboard shortcuts, Outlook offers a quick and efficient way to apply strikethrough. While there isn’t a default dedicated keyboard shortcut for strikethrough in Outlook, you can create a custom shortcut. Creating a custom shortcut involves modifying the Word options within Outlook, as Outlook’s formatting features are based on Word’s engine.

1. Open Outlook Options: Go to File > Options. This will open the Outlook Options dialog box.
2. Customize the Ribbon: In the Outlook Options dialog box, select “Customize Ribbon”.
3. Click Customize: At the bottom of the Customize Ribbon section, find and click the “Customize…” button next to “Keyboard shortcuts”. This opens the Customize Keyboard dialog.
4. Select Categories: In the Categories list, select “All Commands”.
5. Select Commands: In the Commands list, scroll down and select “Strikethrough”. Note: there might be a slight variation in the command name depending on your version of Outlook, but it should clearly indicate “Strikethrough”.
6. Assign a New Shortcut: Click in the “Press new shortcut key” box and enter your desired keyboard shortcut. A good choice would be something like “Alt + Shift + S”, as it is unlikely to conflict with existing shortcuts. Outlook will tell you if the shortcut is already assigned to another command.
7. Assign and Close: Click the “Assign” button to assign the shortcut, then click “Close” in the Customize Keyboard dialog. Click “OK” in the Customize Ribbon section and again in the Outlook Options dialog to save the changes.
8. Apply Strikethrough: Select the text you want to strikethrough and then press your newly assigned keyboard shortcut. The strikethrough formatting will be applied instantly.

Methods to Strikethrough in Outlook (Web Version)

The web version of Outlook, also known as Outlook Web App (OWA), offers a slightly different interface but still provides the ability to apply strikethrough formatting. Here’s how:

1. Open a New Email or Reply: As with the desktop version, start by opening a new email message or replying to an existing one.
2. Select the Text: Use your mouse or keyboard to select the text you want to strikethrough.
3. Access the Formatting Options: In the message composition window, look for the formatting toolbar at the bottom of the message area. If the strikethrough icon is not immediately visible, click on the “…” (ellipsis) icon to reveal more formatting options.
4. Find the Strikethrough Icon: In the expanded formatting options, look for the strikethrough icon. It usually resembles the letter “A” with a horizontal line through it. In some versions, the strikethrough option may be nested under a “More formatting” or similar menu.
5. Apply Strikethrough: Click the strikethrough icon. The selected text will now have a horizontal line through it, indicating that the strikethrough formatting has been applied.

Troubleshooting Strikethrough Issues

While applying strikethrough is generally straightforward, you might encounter some issues. Here are a few common problems and their solutions:

* **Strikethrough Not Appearing:**
* **Check Font Settings:** Ensure that the font you’re using supports strikethrough formatting. Some decorative or unusual fonts may not properly display strikethrough.
* **Clear Formatting:** Sometimes, conflicting formatting can prevent strikethrough from appearing. Try clearing all formatting from the selected text (using the “Clear Formatting” option in the ribbon or toolbar) and then re-apply the strikethrough.
* **Check Email Client Settings:** Verify that your email client is configured to display formatting correctly. In some cases, email clients may strip out certain formatting for compatibility reasons.
* **Strikethrough Applying Incorrectly:**
* **Check Selection:** Make sure you’ve accurately selected the text you want to strikethrough. Sometimes, stray spaces or characters can be included in the selection, causing unexpected results.
* **Re-apply Formatting:** If the strikethrough is applying to the wrong text, try deselecting the strikethrough option, re-selecting the correct text, and then re-applying the strikethrough.
* **Mini Toolbar Not Appearing:**
* **Enable Mini Toolbar:** If the Mini Toolbar is not appearing when you select text, check your Outlook settings. Go to File > Options > General and make sure the “Show Mini Toolbar on selection” checkbox is selected.
* **Keyboard Shortcut Not Working:**
* **Verify Shortcut Assignment:** Double-check that the keyboard shortcut is correctly assigned to the strikethrough command. Go back to the Customize Keyboard dialog (File > Options > Customize Ribbon > Customize… next to Keyboard shortcuts) and verify the assignment.
* **Check for Conflicts:** Ensure that the keyboard shortcut you’re using is not already assigned to another command. If there’s a conflict, choose a different shortcut.

Tips for Using Strikethrough Effectively

Here are some tips to help you use strikethrough effectively in Outlook:

* **Be Consistent:** Use strikethrough consistently throughout your emails and documents. If you’re using it to indicate deleted text, stick to that convention. Consistency makes your communication clearer and easier to understand.
* **Combine with Other Formatting:** Use strikethrough in combination with other formatting options like bold, italics, and color to add emphasis and clarity. For example, you might strikethrough deleted text and highlight added text in bold to clearly show the changes.
* **Use Sparingly:** While strikethrough can be useful, avoid overusing it. Too much strikethrough can make your text look cluttered and difficult to read. Use it judiciously to highlight important changes or indicate completed tasks.
* **Consider Your Audience:** Be mindful of your audience when using strikethrough. Some people may not be familiar with the convention or may find it distracting. If you’re communicating with a diverse audience, consider adding a brief explanation of how you’re using strikethrough.
* **Provide Context:** Always provide context when using strikethrough, especially when indicating deleted text or suggesting edits. Explain why you’re making the changes and how they improve the document or email.
* **Accessibility Considerations:** Be aware that strikethrough may not be accessible to all users, particularly those who use screen readers. Consider providing alternative text or descriptions to ensure that your message is accessible to everyone.
* **Use in Conjunction with Track Changes:** For more formal document collaboration, consider using the Track Changes feature in Microsoft Word. Track Changes provides a more robust and detailed way to track edits, including insertions, deletions, and formatting changes.

Beyond Basic Strikethrough: Advanced Techniques

While the basic strikethrough is useful, there are some advanced techniques to enhance its utility. Consider these options:

* **Double Strikethrough:** While Outlook doesn’t natively support double strikethrough, you can simulate this effect by combining strikethrough with underline. Select the text, apply strikethrough, and then apply underline. This creates a visual effect similar to a double strikethrough.
* **Customizing Strikethrough Color:** Unfortunately, Outlook doesn’t allow you to customize the color of the strikethrough line directly. However, you can achieve a similar effect by using colored highlighting in conjunction with strikethrough. Select the text, apply strikethrough, and then apply a colored highlight to the text. This will create a colored background around the strikethrough text, making it stand out.
* **Strikethrough in Tables:** You can use strikethrough in tables within Outlook to indicate deleted rows or columns, completed tasks, or revised data. This is a useful way to track changes in tabular data.
* **Strikethrough in Calendar Events:** While less common, you can use strikethrough in calendar event descriptions to indicate cancelled events or revised schedules. This can help keep attendees informed of changes.

Strikethrough Alternatives

While strikethrough is a valuable tool, it’s not always the best option. Here are some alternatives to consider:

* **Track Changes (in Word):** For formal document collaboration, Track Changes in Microsoft Word is a superior alternative. It provides a more detailed and comprehensive way to track edits, including insertions, deletions, and formatting changes. Track Changes allows multiple users to collaborate on a document and easily review and accept or reject changes.
* **Comments:** Instead of using strikethrough to indicate deleted text, you can use comments to provide explanations or suggestions. Comments allow you to add notes to specific parts of the document without altering the original text. This can be particularly useful when providing feedback or asking questions.
* **Highlighting:** Use highlighting to draw attention to specific parts of the text. Highlighting can be used to emphasize important information, identify areas that need attention, or indicate proposed changes. Combine highlighting with comments or strikethrough to provide context and explanations.
* **Revision Marks:** Use revision marks (e.g., brackets, carets) to indicate insertions and deletions. Revision marks are commonly used in legal and technical documents to clearly show changes without altering the original text.
* **Color-Coding:** Use color-coding to categorize different types of changes or information. For example, you might use one color for insertions, another color for deletions, and a third color for comments. This can help readers quickly understand the different types of changes made to the document.

Conclusion

Mastering the use of strikethrough in Outlook can significantly enhance your communication and productivity. Whether you’re using it to indicate deleted text, mark completed tasks, show edits, or add emphasis, strikethrough is a versatile tool that can help you communicate more effectively. By following the methods and tips outlined in this comprehensive guide, you can confidently use strikethrough in Outlook to improve your emails, documents, and overall workflow. Remember to use it consistently, combine it with other formatting options, and provide context to ensure that your message is clear and easily understood.