Outlook Emoji Shortcuts Tutorial

This comprehensive tutorial guides you through using emoji shortcuts in Microsoft Outlook to enhance your emails with expressive symbols. Whether you’re using Outlook on Windows, Mac, or exploring advanced customization, this guide covers the steps to insert emojis quickly using keyboard shortcuts, text emoticons, and custom AutoCorrect settings. Emojis can make emails more engaging, but they should be used thoughtfully, especially in professional contexts. The methods described work for Outlook versions including 2016, 2019, 2021, 2024, and Outlook for Microsoft 365, with minor variations depending on your system.

Why Use Emojis in Outlook?

Emojis add visual appeal and emotional clarity to emails, helping convey tone and reduce misunderstandings. For example:

• Engagement: Emojis like 😊 or 👍 can make emails friendlier and more approachable.
• Clarity: A ✅ can emphasize agreement or completion without extra words.
• Personalization: Emojis allow you to inject personality into routine correspondence.

However, overuse or inappropriate emojis in professional settings may seem unprofessional. This guide focuses on efficient ways to insert emojis using shortcuts, ensuring you can balance expressiveness with professionalism.

1. Using Basic Emoji Shortcuts

Outlook leverages your operating system’s built-in emoji pickers, accessible via keyboard shortcuts. Below are the steps for Windows and Mac.

On Windows

Windows 10 and 11 include an emoji picker that works seamlessly in Outlook’s desktop app.

1. Open Outlook: Launch Microsoft Outlook on your Windows computer.
2. Compose a New Email: Click New Email in the top-left corner to start a new message.
3. Place Your Cursor: Click in the email body or subject line where you want the emoji.
4. Open the Emoji Picker: Press Windows key + . (period) or Windows key + ; (semicolon). This opens the Windows Emoji picker.
5. Select an Emoji: Browse categories (e.g., smileys, animals) or type a keyword (e.g., “heart”) in the search bar to find an emoji. Click the emoji to insert it.
6. Close the Picker: Click the X in the top-right corner or press the shortcut again to close.

Note: The emoji picker requires the Windows 10 or 11 English language pack for full functionality. Non-English systems may have limited emoji support.

On Mac

Mac’s Character Viewer provides access to emojis in Outlook.

1. Open Outlook: Launch Microsoft Outlook on your Mac.
2. Compose a New Email: Click New Email to start a new message.
3. Place Your Cursor: Position the cursor in the email body or subject line.
4. Open the Character Viewer: Press Control + Command + Space to open the Character Viewer.
5. Select an Emoji: Click the emoji category on the left (e.g., “Smileys & People”) or use the search bar to find a specific emoji. Double-click the emoji to insert it.
6. Close the Viewer: Click outside the viewer or press the shortcut again to close.

Note: The Character Viewer is available on all macOS versions and supports a wide range of emojis.

2. Using Text Emoticons

Outlook automatically converts certain text emoticons into emojis when typed in the email body. Common examples include:

Text Emoticon	Emoji
🙂 or 🙂	😊
🙁 or 🙁	😟
😉 or 😉	😉

Steps:

1. While composing an email, type a text emoticon (e.g., 🙂) in the email body.
2. Press Space or Enter, and Outlook may convert it to the corresponding emoji.
3. To revert to the text emoticon, press Ctrl + Z (Windows) or Command + Z (Mac) immediately after conversion.

Limitations:

• This feature is inconsistent in the subject line, where text emoticons may not convert.
• Only a limited set of emoticons are supported, so the emoji picker is more reliable for diverse symbols.

3. Creating Custom Emoji Shortcuts (Advanced)

For users who frequently insert specific emojis, Outlook’s AutoCorrect feature allows you to create custom text shortcuts that automatically convert to emojis. This is particularly useful for repetitive tasks, such as adding a ✅ to confirm tasks.

Steps:

1. Open Outlook: Launch Microsoft Outlook.
2. Access Options: Click File in the top-left corner, then select Options.
3. Select Proofing: In the Outlook Options window, click Proofing on the left.
4. Open AutoCorrect: Under “AutoCorrect options,” click AutoCorrect Options.
5. Go to AutoCorrect Tab: Ensure the “AutoCorrect” tab is selected in the dialog box.
6. Add a New Entry:
   • In the Replace field, type your custom shortcut (e.g., “(y)” for 👍). Avoid common words or reserved shortcuts.
   • In the With field, paste the emoji (copy it from the emoji picker or another source).
7. Click Add: Add the new entry to the AutoCorrect list.
8. Click OK: Close all dialog boxes to save changes.

Example:

• Set “(y)” to insert 👍.
• Set “LOL” to insert 😂.
• Set “SMH” to insert 🤦.

Usage:

• Type your shortcut (e.g., “(y)”) in the email body and press Space or Enter. It will convert to the emoji.
• To undo, press Ctrl + Z (Windows) or Command + Z (Mac).

Note: Ensure your shortcuts are unique to avoid conflicts with existing AutoCorrect entries. This feature works only in the email body, not the subject line.

4. Adding Emojis to the Subject Line

Inserting emojis in the subject line follows the same process as the email body, using the system’s emoji picker.

Steps:

• Windows: Place the cursor in the subject line, press Windows key + . (period), select an emoji, and insert it.
• Mac: Place the cursor in the subject line, press Control + Command + Space, double-click an emoji to insert.

Note: Some email clients or servers may not display emojis in subject lines correctly, so test with your recipients if it’s critical.

5. Additional Methods for Inserting Emojis

Beyond shortcuts, Outlook offers alternative ways to add emojis, though these are less efficient:

• Insert Symbol: Go to Insert > Symbol > More Symbols, select an emoji (if available), and insert. This is limited compared to the emoji picker.
• Online Pictures: Click Insert > Online Pictures, search for “emoji,” and insert an image. This is not a true emoji but a graphic.
• Copy-Paste: Copy emojis from websites or other apps and paste them into Outlook. This is useful for rare emojis not in the picker.
• Add-ins: Install emoji add-ins via Home > Get Add-ins, search for “Emoji,” and follow the setup instructions. Add-ins may offer additional emoji libraries.

Table: Summary of Emoji Insertion Methods

Method	Platform	Shortcut/Action	Best For	Limitations
Emoji Picker	Windows	Windows key + . (period)	Quick, diverse emoji access	Requires English language pack
Emoji Picker	Mac	Control + Command + Space	Broad emoji selection	None
Text Emoticons	Windows/Mac	Type 🙂 or 😉	Simple, no picker needed	Limited to specific emoticons; body only
AutoCorrect Shortcuts	Windows/Mac	Custom text (e.g., (y) → 👍)	Frequent emoji users	Setup required; body only
Insert Symbol	Windows/Mac	Insert > Symbol > More Symbols	Rare cases	Limited emoji availability
Online Pictures	Windows/Mac	Insert > Online Pictures	Graphic emojis	Not true emojis; slower
Copy-Paste	Windows/Mac	Copy from web/app	Rare or unsupported emojis	Manual process
Add-ins	Windows/Mac	Home > Get Add-ins	Expanded emoji libraries	Requires installation

Tips for Success

• Test Emoji Display: Some recipients’ email clients may not support emojis, displaying them as boxes or symbols. Send test emails to confirm compatibility.
• Use Sparingly in Professional Emails: Emojis like 😊 or ✅ are generally safe, but avoid overly casual ones (e.g., 🤪) in formal correspondence.
• Update Outlook: Ensure you’re using a recent version of Outlook (e.g., 2019, 2021, or Microsoft 365) for the best emoji support. Check for updates via File > Office Account > Update Options.
• Explore Add-ins: For advanced emoji needs, consider add-ins from the Microsoft Store to expand your emoji library.
• Subject Line Caution: Emojis in subject lines may increase open rates but can also trigger spam filters if overused. Use one or two at most.

Conclusion

Emoji shortcuts in Outlook make it easy to add personality and clarity to your emails. The Windows (Windows key + .) and Mac (Control + Command + Space) shortcuts provide quick access to emoji pickers, while text emoticons and custom AutoCorrect shortcuts offer additional flexibility. By following the steps in this guide, you can efficiently insert emojis in both the email body and subject line, enhancing your communication. Always consider your audience and context to ensure emojis enhance rather than detract from your message’s professionalism.