Strikeout Text in Emails

In the digital age, clear and precise communication is paramount, especially when exchanging information via email. Whether you're proofreading a document, suggesting revisions, or simply want to indicate that a piece of information is no longer valid, striking out text is an invaluable tool. This guide will walk you through the straightforward process of striking out text, specifically within Microsoft Outlook, a widely used email client. By mastering this simple formatting technique, you can enhance the clarity and professionalism of your digital correspondence.

Why Strikeout Text?

The ability to strikeout text serves several practical purposes in email communication:

• Indicating Revisions: When collaborating on documents or proposals, striking out old text and then adding new text (often in a different colour or bold) clearly shows the changes made.
• Showing Deletions: If you're removing an item from a list or a sentence that is no longer relevant, striking it out visually communicates this without completely removing it from the record. This can be useful for tracking the evolution of an idea or a project.
• Highlighting Obsolete Information: In situations where you need to convey that certain details previously shared are no longer accurate or applicable, strikeout is an effective method.
• Professionalism: Using strikeout correctly demonstrates attention to detail and a structured approach to communication, lending an air of professionalism to your messages.

How to Strikeout Text in Outlook

Microsoft Outlook offers a user-friendly way to apply the strikethrough formatting. Follow these steps:

1. Select the Text: First, open your Outlook email and navigate to the text you wish to strikeout. Highlight this text using your mouse cursor. Click and drag the cursor over the text from the beginning to the end.

   For example, let's say you want to strike out the phrase "This is the old text". You would highlight these words.

2. Access Text Formatting Options: Once the text is highlighted, you need to access the formatting tools. In the Outlook email composition window, locate the menu bar at the top. Click on the "Format Text" tab. This tab contains various options for styling your email content.

   If you are using the modern ribbon interface in Outlook, the "Format Text" tab is usually visible by default when you are composing or replying to an email.
3. Open the Font Dialog Box: Within the "Format Text" tab, you'll find a group of options related to font styling. Look for the Font group. In the lower-right corner of the Font group, there is a small arrow or diagonal line. Click this small arrow. This action will open the Font dialog box, which provides more advanced formatting controls.

   This dialog box is a central hub for all text formatting in Outlook.

4. Apply the Strikethrough Effect: In the Font dialog box, you will see a section labelled "Effects". Within this section, there is a checkbox labelled "Strikethrough". Click on this checkbox to select it. You should see a preview of the selected text with a line through it in the preview window at the bottom of the dialog box.

   Ensure the checkbox is ticked.

5. Confirm and Apply: After selecting the Strikethrough option, click the "OK" button at the bottom of the Font dialog box. Your highlighted text will now appear with a line struck through it in the email composition window.

   The change is immediate.

Keyboard Shortcut for Strikethrough (If Available)

While Outlook doesn't have a universally recognised, single keyboard shortcut for strikethrough like Ctrl+B for bold, you can often access it more quickly via the Ribbon. After selecting the text, you can sometimes navigate the ribbon using Alt keys. For instance, pressing Alt might reveal key tips for accessing tabs. However, the most reliable method remains using the Font dialog box as described above.

Alternative Methods and Considerations

While the Font dialog box is the standard method, here are a few other points to consider:

• Different Email Clients: The exact steps may vary slightly if you are using a different email client (e.g., Gmail, Apple Mail). However, most email clients offer similar text formatting capabilities, usually accessible through a formatting toolbar or a "Format" menu.
• Rich Text vs. Plain Text: Ensure your email is set to compose in Rich Text format. If you are composing in Plain Text, formatting options like strikethrough will not be available. You can usually change this in Outlook's options or by selecting "Rich Text" from the format menu in the email window.
• Copying and Pasting: If you copy text that already has strikethrough formatting from another source (like a webpage or document), Outlook will typically preserve this formatting when you paste it into your email.
• Readability: Use strikethrough judiciously. Overusing it can make your email look messy and difficult to read. It's best reserved for specific instances where indicating a change or deletion is necessary.

When to Use Strikethrough Effectively

To make the most of this formatting feature, consider these best practices:

• Be Consistent: If you are marking up a document with changes, be consistent in how you apply the strikethrough and how you indicate additions (e.g., using a different colour, bolding, or italics for new text).
• Provide Context: Sometimes, it's helpful to add a brief note explaining why the text has been struck out, especially if the reason isn't immediately obvious. For example, "~~Please ignore the previous price, the correct one is detailed below.~~".
• Combine with Other Formatting: Pairing strikethrough with bolding or a different text colour for the replacement text can significantly improve clarity.

Frequently Asked Questions (FAQ)

Q1: Can I use strikethrough in the subject line of an email?
A1: No, formatting options like strikethrough are generally not supported in the email subject line. They are intended for the body of the email content.

Q2: How do I remove strikethrough formatting from text?
A2: To remove strikethrough, simply re-select the struck-through text, open the Font dialog box again, and uncheck the "Strikethrough" box. Then click "OK".

Q3: Is strikethrough the same as underlining?
A3: No, underlining places a line below the text, while strikethrough places a line through the middle of the text. They serve different visual and communicative purposes.

Q4: What if I want to strikeout text with a double line?
A4: The standard strikethrough option in Outlook applies a single line. For a double strikethrough, you might need to use a more advanced text editor or a workaround, though it's not a common feature in basic email formatting.

By following these steps, you can effectively utilise the strikethrough formatting in your Outlook emails, leading to clearer, more organised, and professional communication. Remember to use this tool wisely to enhance, rather than detract from, the readability of your messages.