Have you ever sent an email only to realize there was a mistake in the text? Or perhaps you wanted to emphasize certain information by crossing it out? Microsoft Outlook, the widely used email client, provides a convenient way to cross out text without resorting to complex formatting or third-party tools. This feature allows you to convey corrections, emphasize key points, or highlight specific sections of your emails effectively.
Crossing out text in Outlook is a simple yet impactful way to communicate your intentions clearly. Whether you’re exchanging emails with colleagues, clients, or friends, this technique can help you convey your message with precision. Additionally, it can be a valuable tool for creating visually appealing and well-organized emails that are easy to read and understand.
In this article, we will provide a step-by-step guide on how to cross out text in Outlook. We’ll cover the different methods available, including using the Strikethrough formatting option and keyboard shortcuts. Additionally, we’ll discuss best practices for using crossed-out text and provide tips to ensure your emails remain professional and visually pleasing.
Essential Guide to Crossing Out Text in Outlook
Microsoft Outlook, a widely used email client, lacks a dedicated button for strikethrough formatting. However, users can achieve the effect of crossed-out text using various methods.
The most straightforward approach is to utilize the keyboard shortcut **Ctrl + Shift + 7** (Windows) or **Command + Shift + X** (Mac) while the text cursor is positioned within the message body. This keystroke toggles strikethrough formatting on or off.
Additionally, the Font menu provides strikethrough formatting options. To access this menu, users can either click the Format Text tab in the Ribbon or press **Ctrl + D** (Windows) or **Command + D** (Mac) to open the Font dialog box. Within the Font menu, the “Strikethrough” checkbox can be used to apply or remove strikethrough formatting to the selected text.
Finally, Outlook’s HTML editor allows users to manually apply strikethrough formatting using HTML tags. By enclosing the desired text within tags, users can achieve crossed-out text. For example:
| HTML Code | Result |
|---|---|
Crossed-out Text |
Crossed-out Text |
Formatting Text with Strikethrough in Outlook
Strikethrough is a text formatting option that draws a line through the text, indicating that it is no longer valid or relevant. You can use strikethrough in Outlook to cross out text in emails, notes, and other documents.
Using the Strikethrough Button
The easiest way to add strikethrough formatting to text in Outlook is to use the Strikethrough button on the Home tab. Here’s how:
1. Select the text you want to cross out
2. Click the Strikethrough button (the button with the letter “S” with a line through it)
3. The selected text will now be formatted with strikethrough
Using the Shortcut Key
You can also use a keyboard shortcut to add strikethrough formatting. The shortcut key for strikethrough is Ctrl + 5 (Windows) or Command + Shift + X (Mac). To use the shortcut key:
1. Select the text you want to cross out
2. Press the Ctrl + 5 or Command + Shift + X shortcut key
3. The selected text will now be formatted with strikethrough
Note: The strikethrough formatting will only be visible to you and other users who have access to the document. If you send an email with strikethrough formatting to someone who does not have access to the document, the strikethrough formatting will not be visible to them.
Utilizing the Strikethrough Keyboard Shortcut
Harnessing the power of keyboard shortcuts can expedite your workflow and enhance productivity in Outlook. To swiftly strikethrough text, employ the following keyboard combination:
Windows: Ctrl + Shift + ~ (tilde)
Mac: Command + Shift + X
1. Position the cursor within the text you wish to strikethrough.
2. Press the designated keyboard shortcut.
3. The selected text will be transformed into a strikethrough format. This visual cue indicates that the content is no longer active or relevant.
Additional Details on the Strikethrough Keyboard Shortcut:
Platform Compatibility:
The strikethrough keyboard shortcut is accessible on both Windows and Mac operating systems.
Multiple Selections:
You can apply the strikethrough effect to multiple text selections simultaneously. Simply highlight the desired text segments and press the keyboard shortcut.
Undoing the Strikethrough:
If you wish to revert the strikethrough formatting, simply employ the following keyboard shortcut:
Windows: Ctrl + Shift + ~ (tilde)
Mac: Command + Shift + X
Alternatively, you can access the strikethrough option from the Outlook ribbon menu under the “Font” group.
| Platform | Keyboard Shortcut |
|---|---|
| Windows | Ctrl + Shift + ~ (tilde) |
| Mac | Command + Shift + X |
Applying Strikethrough to a Range of Characters
Applying strikethrough to a range of characters in Microsoft Outlook requires a few simple steps. To get started, follow these instructions:
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Select the Text: Use your mouse to highlight the range of characters you want to strikethrough.
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Open the Font Dialogue Box: Click on the "Format Text" tab within the Outlook ribbon. Then, locate the "Font" button and click on it. Alternatively, you can use the keyboard shortcut "Ctrl+Shift+F" to open the "Font" dialogue box.
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Apply Strikethrough: Within the "Font" dialogue box, navigate to the "Effects" section. There, you’ll find a checkbox labeled "Strikethrough." Check this box to apply the strikethrough styling to your selected text.
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Additional Options: The "Font" dialogue box provides additional options for customizing the strikethrough formatting:
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Strikethrough Color: You can choose a custom color for the strikethrough line. Click on the "Font Color" drop-down menu and select "More Colors" to access a wider color palette.
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Strikethrough Style: Outlook offers different strikethrough styles, including single, double, and dashed lines. Use the "Strikethrough Style" drop-down menu to select the desired style.
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Strikethrough Width: You can adjust the thickness of the strikethrough line by using the "Strikethrough Width" drop-down menu. Options range from "Thin" to "Extra Thick."
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| Strikethrough Style | Example |
|---|---|
| Single | X |
| Double | |
| Dashed |
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Confirm Changes: After customizing the strikethrough formatting as desired, click the "OK" button to confirm changes and apply the styling to your selected text.
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Undo/Redo: If you make a mistake or change your mind, you can undo or redo the strikethrough formatting using the "Undo" and "Redo" buttons in the Quick Access Toolbar.
Combining Strikethrough with Other Text Formats
While strikethrough is a useful formatting option, it can be combined with other text formats to create more visually appealing and effective emails. Here are a few ways to combine strikethrough with other text formats:
Bold and Italicize Strikethrough Text
To bold and italicize strikethrough text, select the text you want to format and click on the “Bold” and “Italic” buttons in the formatting toolbar. The text will be formatted as bold and italicized, and the strikethrough line will remain visible.
Change the Font Color of Strikethrough Text
To change the font color of strikethrough text, select the text you want to format and click on the “Font Color” button in the formatting toolbar. A color picker will appear, and you can select the desired color for the text. The strikethrough line will remain visible, but it will be in the selected color.
Highlight Strikethrough Text
To highlight strikethrough text, select the text you want to format and click on the “Highlight” button in the formatting toolbar. A color picker will appear, and you can select the desired color for the highlight. The strikethrough line will remain visible, and the text will be highlighted in the selected color.
Change the Font Size of Strikethrough Text
To change the font size of strikethrough text, select the text you want to format and click on the “Font Size” button in the formatting toolbar. A drop-down menu will appear, and you can select the desired font size for the text. The strikethrough line will remain visible, but the text will be in the selected font size.
Font Styling for Strikethrough Text
In addition to the text formatting options mentioned above, you can also apply font styling to strikethrough text. Here are some of the font styling options that you can use:
| Font Styling Option | Description |
|---|---|
| Superscript | Makes the text appear raised above the baseline. |
| Subscript | Makes the text appear lowered below the baseline. |
| Underline | Adds an underline to the text. |
| Double Underline | Adds a double underline to the text. |
| All Caps | Converts the text to uppercase letters. |
| Small Caps | Converts the text to small capital letters. |
You can apply multiple font styling options to strikethrough text to create a unique and visually appealing effect.
Troubleshooting Strikethrough Effects in Outlook
If you encounter issues when applying strikethrough to text in Outlook, try the following troubleshooting tips:
Incorrect Font or Character Set
Ensure you are using a font that supports strikethrough effects. Some fonts, particularly non-Latin fonts, may not support this formatting option.
HTML Editing
If you are working in HTML mode, check the HTML code for formatting errors. The strikethrough tag is …. Incorrect or missing tags can cause the strikethrough effect to fail.
Disabled Formatting Options
Verify that strikethrough formatting is enabled in Outlook’s settings. Navigate to File > Options > Mail > Editor Options > Proofing > AutoCorrect Options… Ensure that the box beside “Substitute strikethrough for deleted text” is ticked.
Outlook Compatibility Mode
If you are using Outlook in Compatibility Mode, some formatting options may be disabled. Exiting Compatibility Mode may resolve the issue.
Third-Party Plugins or Add-Ins
Disable any third-party plugins or add-ins that may interfere with Outlook’s formatting capabilities. Restart Outlook after disabling these add-ins.
Outdated Outlook Version
Ensure you have the latest version of Outlook installed. Outdated versions may not support certain formatting features, including strikethrough.
Additional Troubleshooting Tips
| Issue | Solution |
|---|---|
| Strikethrough effect is applied to spaces between words | Use a non-breaking space (Ctrl+Shift+Space) instead of a regular space. |
| Strikethrough appears as a thin line above or below the text | Adjust the text size or change the font to a larger or smaller size. |
| Strikethrough is not visible when replying to an email | Use the “Reply All” option instead of “Reply” to retain the formatting. |
Accessibility Considerations for Strikethrough Text
Strikethrough text can impact accessibility for individuals with visual impairments or cognitive disabilities. Here’s how to ensure accessibility:
Use Semantics
Use semantic markup to denote text that’s meant to be marked as deleted or irrelevant. For example:
| Proper Semantics | Improper Semantics |
|---|---|
Avoid Color-Only Cues
Don’t rely solely on color to indicate strikethrough. Use a dashed line under the text or a different font style to enhance readability.
Provide Context
If you’re using strikethrough to indicate a correction, provide additional context or an explanation in plain text.
Use Caution with Screen Readers
Screen readers may announce strikethrough text as “deleted.” Ensure the meaning is clear to users who may not be familiar with this convention.
Consider Different Cognitive Abilities
Individuals with cognitive impairments may have difficulty understanding the purpose of strikethrough text. Provide clear visual cues or alternative text descriptions.
Test the Accessibility
Test your email with different assistive technologies to ensure that the strikethrough text is accessible for all users.
Avoiding Strikethrough for Emphasis
While strikethrough formatting can bring attention to text, it should not be used for emphasis in formal documents or professional correspondence. Use more appropriate methods like bolding, underlining, or italics instead.
Effective Alternatives to Strikethrough
Consider the following alternatives for emphasizing text in Outlook:
1. Bolding – Adds weight to text, enhancing its visibility and importance.
2. Underlining – Draws attention to text by placing a line beneath it.
3. Italics – Slants text slightly, indicating emphasis or highlighting specific words.
4. Font Colouring – Use contrasting colours to make text stand out.
5. Font Size – Increase font size for selected text to emphasize its importance.
6. Headings and Subheadings – Use formatting options like headings and subheadings to create visual hierarchy and highlight important sections.
7. Bullets and Numbered Lists – Organize information into structured lists, drawing attention to specific items.
Exceptions: When Strikethrough Is Appropriate
| Application | Example |
|---|---|
| To-Do List | |
| Task Manager |
Advanced Customization of Strikethrough Appearance
Beyond the basic strikethrough formatting, Outlook offers various options to customize the appearance of crossed-out text. These advanced settings allow you to match your strikethrough style with the specific needs of your document.
Strikethrough Color
You can specify a custom color for the strikethrough line. This allows you to color-code different sections of text based on their priority or meaning. To change the color:
- Select the text you want to strikethrough.
- Right-click and choose "Font".
- Select the "Font" tab in the dialog box.
- Under "Effects," click the "Strikethrough" checkbox.
- Click the "Color" button and choose a color from the palette.
Strikethrough Thickness
You can adjust the thickness of the strikethrough line. This can be useful for making certain sections of text more prominent or subtle. To change the thickness:
- Select the text you want to strikethrough.
- Right-click and choose "Font".
- Select the "Font" tab in the dialog box.
- Under "Effects," click the "Strikethrough" checkbox.
- Click the "Options" button next to "Strikethrough."
- Adjust the "Width" setting to your desired thickness.
Strikethrough Pattern
Outlook allows you to customize the pattern of the strikethrough line. This can add a decorative or functional touch to your document. To change the pattern:
- Select the text you want to strikethrough.
- Right-click and choose "Font".
- Select the "Font" tab in the dialog box.
- Under "Effects," click the "Strikethrough" checkbox.
- Click the "Options" button next to "Strikethrough."
- Select a pattern from the "Pattern" dropdown menu.
| Pattern | Appearance |
|---|---|
| Single | A single, straight line through the text. |
| Double | Two parallel lines through the text. |
| Triple | Three parallel lines through the text. |
| Dotted | A line of evenly spaced dots through the text. |
| Dashed | A line of evenly spaced dashes through the text. |
| Wavy | A line that alternates between high and low points through the text. |
Best Practices for Using Strikethrough Effectively
1. Use sparingly
Strikethrough can be visually distracting if overused. Limit its use to important or emphasized text.
2. Avoid using on large blocks of text
Striking through large paragraphs can make text difficult to read and understand. Use it for short phrases or individual words instead.
3. Use for completed or outdated information
Strikethrough is an effective way to indicate that information is no longer relevant or has been completed.
4. Use consistently
Establish clear guidelines for using strikethrough throughout your organization or team to ensure consistency in communication.
5. Respect others’ preferences
Some readers may find strikethrough visually jarring or difficult to read. Be considerate of their preferences by using it sparingly.
6. Use in combination with other formatting
Combine strikethrough with other formatting options, such as bold or color, to enhance its visual impact.
7. Avoid using as a substitute for deleting text
If you want to remove text permanently, delete it instead of striking through it. Strikethrough is meant to indicate emphasis or modification, not deletion.
8. Consider readability
Choose a font color for strikethrough that contrasts well with the background color to ensure readability.
9. Test your formatting
Preview your email or document before sending it to ensure that the strikethrough formatting is displayed as intended.
10. Additional tips for using strikethrough with sensitivity and professionalism
| Situation | Best Practice |
|---|---|
| When indicating a change in a collaborative document | Use strikethrough sparingly and include a brief note explaining the change. |
| When referencing a previous email or document | Strike through the subject line or file name to indicate that it has been superseded by a newer version. |
| When apologizing for a mistake | Strike through the incorrect word or phrase and insert the correct one. Avoid using strikethrough for the entire email to avoid conveying a negative tone. |
How to Cross Out Text in Outlook
Microsoft Outlook does not have a direct option to cross out text like other word processors such as Microsoft Word. However, there is a workaround that can be used to achieve a similar effect.
- Highlight the text you want to cross out.
- Go to the “Font” group on the “Home” tab.
- Click on the “Strikethrough” button (<>).
This will add a line through the selected text, creating the effect of crossed-out text. Note that this method is only supported in HTML-formatted emails, so it may not work in plain text emails.
People Also Ask
Can I use the Strikethrough shortcut in Outlook?
No, the Strikethrough shortcut (Ctrl + 5) is not supported in Outlook.
Is there a way to cross out text in the subject line of an email?
No, there is no way to cross out text in the subject line of an email in Outlook.
Can I cross out text in Outlook on Mac?
Yes, you can cross out text in Outlook on Mac using the same method described above.
