How to send an email

Email remains one of the most important ways to communicate at work. Whether you’re applying for a job, confirming a meeting, or sending a client update, knowing how to send an email correctly shows professionalism and attention to detail.

Every major email platform follows the same steps: compose, address, write, and send. Once you learn the process, it becomes second nature, and your communication becomes faster and more reliable.

Here, you’ll learn how to send an email in Gmail, Outlook, Yahoo Mail, Apple Mail, and Proton Mail, with practical examples and etiquette tips to help you write and send messages with confidence.

Why knowing how to send an email matters

Email may feel routine, but it underpins nearly every professional exchange. According to Statista, more than 376 billion emails are sent and received daily in 2025, and that number is projected to rise to 424.2 billion by 2028.

Clear, well-composed emails help you make strong impressions, reduce misunderstandings, and keep projects moving forward. Mastering the basics ensures your messages reach the right people, at the right time, with the right tone.

Related read: How to email someone

How to send an email in Gmail

Gmail is one of the most widely used email services in the world, with more than 1.8 billion active users. Its clean interface makes it easy to compose and send messages in a few steps. Whether you’re writing to a colleague or a client, Gmail’s built-in tools help you stay organized and maintain a professional tone. You can access it from any device, making it a reliable choice for both personal and work communication.

1. Open Gmail and click Compose in the top-left corner.
2. Enter your recipient’s email address in the To field.
3. Add a Subject line that summarizes your message.
4. Type your message in the main body area.
5. (Optional) Click the paperclip icon to attach files or use the toolbar to format text.
6. Review your message, then click Send.

Tips for Gmail users

• Use CC (carbon copy) to include others who should see the message.
• Use BCC (blind carbon copy) to keep recipients hidden from each other.
• Try Schedule Send to deliver emails later — for instance, during work hours in another time zone.
• Turn on Undo Send under Settings → General to recall a message within 30 seconds.
• Add a signature under Settings → General → Signature for a consistent, professional finish.

How to send an email in Outlook

Microsoft Outlook is widely used across workplaces, especially with Microsoft 365 accounts, combining email, calendar, and task tools in one dashboard. Over 400 million people use Outlook around the world, making it the second largest email provider globally. Its seamless integration with Microsoft Teams and OneDrive keeps communication, file sharing, and scheduling all in one place. For professionals managing multiple projects or teams, Outlook offers the structure needed to stay organized and on time.

1. Open Outlook and click New Email (desktop) or New Message (web).
2. Type one or more addresses in the To, CC, or BCC fields.
3. Write a clear Subject line.
4. Compose your message in the main text box.
5. (Optional) Attach files or images using the Attach File option.
6. Click Send when ready.

Tips for Outlook users

• Use Delay Delivery to schedule messages for later.
• Check the From field if you manage multiple mailboxes.
• Use Request a Delivery Receipt or Read Receipt for important messages.
• Format text under the Message tab for a polished layout.

How to send an email in Yahoo Mail

Yahoo Mail remains a trusted option for personal and small-business users, with 227.8 million monthly users (the third largest email provider). Its layout is intuitive, making it ideal for those new to email. The platform offers generous storage space and simple customization options, helping users manage messages efficiently. For anyone who prefers a straightforward, familiar interface, Yahoo Mail delivers reliability without complexity.

1. Log in to Yahoo Mail and click Compose in the upper-left corner.
2. Enter the recipient’s email address in the To field.
3. Add a subject line and write your message.
4. (Optional) Attach files using the paperclip icon.
5. Review your email carefully and click Send.

Tips for Yahoo Mail users

• Try Stationery templates to personalize your emails.
• Use Folders and Filters to organize conversations.
• Run Spell Check before sending.
• Limit embedded images to improve deliverability.

How to send an email in Apple Mail (iCloud Mail)

Apple Mail connects seamlessly with your iPhone, iPad, and Mac, syncing across devices through iCloud. It’s popular with users who value privacy and design simplicity. The app integrates smoothly with native Apple features like Contacts and Calendar, creating a unified workspace. With end-to-end encryption and strong spam filtering, it also keeps your personal and professional messages secure.

1. Open the Mail app on your Apple device.
2. Click the New Message button (square with a pencil icon).
3. Enter your recipient’s email address in the To field.
4. Add a subject line and type your message.
5. (Optional) Attach files with the paperclip icon or drag and drop from Finder.
6. Tap or click Send (blue arrow icon).

Tips for Apple Mail users

• Use Undo Send (available in macOS Ventura or iOS 16 and newer) to retract a message within 10 seconds.
• Add VIP contacts to prioritize key senders.
• Use the Format bar to style your message clearly.
• Enable iCloud syncing to keep messages updated across devices.

How to send an email in Proton Mail

Proton Mail is built for privacy, with 100 million users globally, as of 2023. It encrypts messages end-to-end, making it a great choice for confidential communication. The platform is based in Switzerland, where strong privacy laws protect user data from third-party access. For professionals who handle sensitive information, Proton Mail offers both security and peace of mind.

1. Log in to Proton Mail.
2. Click Compose in the left sidebar.
3. Add the recipient’s address, subject line, and message content.
4. (Optional) Click the lock icon to enable encryption or password-protect your message.
5. (Optional) Set an expiration time for sensitive emails.
6. Click Send.

Tips for Proton Mail users

• Use End-to-End Encryption for Proton-to-Proton emails.
• Send secure links to non-Proton recipients with a shared password.
• Turn on Two-Factor Authentication (2FA) for added security.
• Organize messages using Labels and Folders.

Professional etiquette when sending an email

Once you’ve learned how to send an email technically, the next step is doing it well. A well-written message communicates respect and professionalism. Strong habits here save time for you and your recipient, and they raise the chance of a quick, positive response.

1. Write a clear subject line

The subject line should summarize your message in under 10 words. For example:

• “Meeting request: Q1 budget review”
• “Follow-up on proposal submission”

Avoid vague subjects like “Hi” or “Quick question.” According to Boise State University’s Email Best Practices, clear subject lines increase response rates and help recipients prioritize effectively. Front-load the key noun or action so it shows on mobile screens, and include a date when timing matters.

2. Keep your message concise

Stick to one main purpose per email. If you have several unrelated points, use bullet lists or send separate messages. Aim for short paragraphs and clear calls to action so the recipient knows exactly what you need and by when.

3. Use a professional tone

Match the formality of your recipient. For colleagues, a friendly and polite tone works well. For clients or external contacts, use complete sentences, proper punctuation, and avoid slang. Read your note aloud before sending to check clarity and ensure your intent cannot be misread.

4. Add a professional signature

Include your full name, title, company, and contact details. This builds trust and makes it easy for others to follow up. Add a single link to your calendar or website if it helps the recipient take the next step, and keep the design simple for better readability across devices.

5. Double-check before sending

Confirm that any dates, figures, or links are current, and make sure your subject line matches the body of the email. A final skim on mobile helps catch formatting issues that desktop previews can miss.

Always review:

• The recipient list (especially if you’re using Reply All).
• Attachments are correctly added.
• Spelling and grammar are accurate.

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Sending emails FAQs

How do I send an email with an attachment?

Click the paperclip icon (in Gmail, Outlook, and Yahoo) or choose Attach File. Select the file from your computer and wait for it to upload before clicking Send. Keep attachments under 25 MB or use cloud links like Google Drive or OneDrive for larger files. Always double-check that the correct version of your file is attached before sending, especially when sharing contracts, reports, or visuals with clients.

Read more: How to attach a photo in an email

Can I send an email to multiple people at once?

Yes. Add multiple recipients to the To, CC, or BCC fields. Use BCC if you don’t want recipients to see each other’s addresses. For larger groups, consider using distribution lists or email marketing tools to manage responses more efficiently and maintain privacy.

What’s the difference between CC and BCC?

CC (Carbon Copy): Recipients see each other’s names and addresses.

BCC (Blind Carbon Copy): Recipients are hidden from each other. Use this for newsletters or group messages to protect privacy. CC works best when you want transparency, while BCC helps reduce clutter and keeps personal information confidential.

Read more: What is CC and BCC in email?

How do I format text or add a signature?

Use the toolbar in your email editor to change font, size, or add bullet points. Add a signature under Settings (in Gmail, Outlook, and Yahoo Mail). Apple Mail and Proton Mail also allow signature creation under Preferences. Keep your formatting clean and consistent, and avoid using too many colors or fonts, which can look unprofessional in corporate settings.

Read more: How to add or change your email signature in Gmail and Outlook

Can I schedule emails to send later?

Yes. Gmail, Outlook, and Proton Mail all support scheduling. Gmail users can click the dropdown arrow beside Send → Schedule Send, while Outlook users can go to Options → Delay Delivery. Scheduling helps you reach people in different time zones and keeps communication flowing, even when you’re offline or focused on other work.

Read more: How to schedule an email in Gmail and Outlook