Microsoft Outlook remains the cornerstone of professional communication, serving as the primary hub for millions of corporate users, entrepreneurs, and students. As digital workflows become increasingly complex, the ability to manage tasks and edit drafts directly within your email client is essential.
One of the most effective yet frequently overlooked formatting tools is the strikethrough effect. This feature allows users to visually signal that a task is completed, a thought is retracted, or a specific piece of information is no longer relevant without deleting the history of the conversation. Mastering this simple formatting command can significantly enhance your productivity and the clarity of your professional correspondence.
Understanding how to apply strikethrough across the various versions of Outlook is crucial because the interface changes depending on whether you are using the classic desktop application, the “New Outlook” for Windows, the web-based Outlook.com interface, or the mobile apps for iOS and Android. While it might seem like a minor detail, the speed with which you can apply formatting reflects your overall proficiency with the software. This comprehensive guide will walk you through every possible method to strike through text, including keyboard shortcuts, ribbon customizations, and hidden menu options that many power users are unaware of.
In a professional setting, the strikethrough function serves more than just an aesthetic purpose. It is a vital tool for collaborative editing and project management. When multiple stakeholders are reviewing a draft or a set of requirements, using strikethrough instead of the “Backspace” key preserves the context of what was originally proposed while clearly indicating the shift in direction. This guide is designed to provide you with the technical knowledge to execute this command flawlessly, ensuring that your digital communication remains precise, organized, and professional across all platforms.
Using Strikethrough in Outlook Desktop for Windows
The desktop version of Microsoft Outlook is the most feature-rich iteration of the software, offering deep integration with the Microsoft 365 suite. Because the email composition window in Outlook is essentially a powered-down version of Microsoft Word, you have access to advanced font formatting options. To apply a strikethrough in the classic desktop version, you first need to highlight the text you wish to modify. Once the text is selected, look at the Message tab on the top ribbon. Within the Basic Text group, you will see icons for Bold, Italic, and Underline. In many default configurations, the strikethrough icon—represented by an “ab” with a line through it—is visible here. Clicking it will instantly apply the effect.
If the icon is not immediately visible on your ribbon, you can access the deeper Font dialog box. With your text highlighted, you can right-click and select “Font” from the context menu, or you can click the small diagonal arrow in the bottom-right corner of the Basic Text group on the ribbon. This opens a comprehensive menu where you can check the box labeled Strikethrough. This menu also offers a Double Strikethrough option, which is particularly useful for legal or highly technical documents where a more prominent visual indicator of deletion is required. Using the Font dialog box is often the most reliable way to ensure the formatting is applied exactly as intended.
For those who prefer a more streamlined workflow, the “New Outlook” for Windows—which mirrors the web interface—places these options in the simplified ribbon. In this version, if you do not see the strikethrough icon, you may need to click the three dots (ellipsis) at the end of the formatting toolbar to reveal hidden options. Microsoft often hides secondary formatting tools in these sub-menus to keep the interface clean, so knowing where to look is half the battle. Regardless of which desktop version you use, the core principle remains the same: highlight first, then apply the formatting via the ribbon or the context menu.
The Power of Keyboard Shortcuts
Efficiency in Microsoft Outlook is often defined by how little a user has to rely on their mouse. Keyboard shortcuts are the preferred method for power users to apply formatting without breaking their typing rhythm. Interestingly, unlike Microsoft Word, which uses Ctrl + D followed by Alt + K to trigger the strikethrough, the classic Outlook desktop client relies on a specific sequence. After highlighting your text, you can press Alt + H, 4 in rapid succession. This sequence navigates the ribbon’s “Home” or “Message” tab and selects the strikethrough command directly. It may take a few tries to commit this to muscle memory, but it is significantly faster than navigating through menus.
Another method to quickly access the strikethrough command via the keyboard is by using the Font Dialog Box shortcut. By pressing Ctrl + Shift + F or Ctrl + D while in the composition window, you bring up the Font settings. Once the window is open, you can simply press Alt + K to toggle the strikethrough checkbox and then hit Enter to apply it. While this involves a two-step process, it provides a consistent experience across all Microsoft Office applications, making it a valuable skill for those who frequently move between Outlook, Word, and PowerPoint.
For users who find these multi-key combinations cumbersome, there is the option to create a custom shortcut or use the Quick Access Toolbar. By right-clicking the strikethrough icon in the ribbon and selecting “Add to Quick Access Toolbar,” you can place the command at the very top of your Outlook window. Once added, you can trigger it by pressing Alt followed by the number corresponding to its position on the toolbar (e.g., Alt + 4). This customization allows you to tailor the software to your specific editing needs, ensuring that your most-used tools are always a single keystroke away.
Applying Strikethrough in Outlook for Mac
The macOS version of Outlook has a distinct user interface that follows Apple’s design philosophy while maintaining the functionality of the Microsoft 365 ecosystem. To apply strikethrough on a Mac, the process starts with selecting the desired text in your email draft. On the Message tab of the ribbon, you will find the formatting icons. If the strikethrough icon is not visible, you may need to expand the ribbon or click on the Format menu in the top macOS menu bar. From there, select Font and then check the Strikethrough option. This consistency with other Mac applications makes it intuitive for long-time Apple users.
Mac users also have access to a very specific system-wide shortcut that often works within Outlook. By highlighting text and pressing Command + Shift + X, many versions of Outlook for Mac will toggle the strikethrough effect immediately. This is one of the most efficient ways to manage text on macOS, though its availability can sometimes depend on whether you are using the “New Outlook” for Mac or the legacy version. If the shortcut does not work, you can always rely on the Format menu or the floating formatting bar that appears when you highlight text in modern versions of the app.
Another helpful tip for Mac users is the use of the Touch Bar on compatible MacBook Pro models. Microsoft Outlook supports Touch Bar customization, allowing you to add a strikethrough button directly to the keyboard’s touch interface. This provides a tactile and visual way to apply formatting without ever having to remember a complex key combination or search through the ribbon. To set this up, go to View > Customize Touch Bar while in a new message window and drag the strikethrough icon into your active set. This level of hardware integration is one of the standout features of using Outlook on the Mac platform.
Strikethrough in Outlook Web (Outlook.com)
The web-based version of Outlook, accessible via Outlook.com or through an organization’s Microsoft 365 portal, has become increasingly powerful, often rivaling the desktop application in speed and ease of use. To apply strikethrough in the web interface, begin by drafting a new message or replying to an existing thread. Highlight the text you want to strike through. Look at the bottom of the compose window for the formatting toolbar. If you do not see the strikethrough icon (an “S” with a line through it), click on the More Formatting Options icon, which is represented by three horizontal dots. This will reveal a sub-menu containing the strikethrough command.
One of the advantages of the Outlook Web interface is its responsiveness. When you highlight text, a small “mini-toolbar” often appears near your cursor, providing quick access to bold, italics, and sometimes strikethrough. If it’s not there, the bottom toolbar is your most reliable bet. Interestingly, the web version of Outlook is very friendly to browser-based shortcuts. In many browsers, pressing Alt + Shift + 5 will apply a strikethrough to the selected text. This is a standard shortcut for Google Docs and other web editors, and Microsoft has adopted similar logic to ensure a smooth transition for users who work primarily in the cloud.
For those who find themselves using strikethrough frequently in the web app, you can customize the toolbar to ensure the icon is always visible. Click on the Settings (gear icon) in the top right, go to View all Outlook settings, and navigate to Mail > Compose and reply. Under the Message format section, you can choose which icons appear on your formatting toolbar. By checking the box for strikethrough, you ensure that the tool is always just one click away, eliminating the need to dig through sub-menus every time you want to mark a task as complete or edit a draft.
Strikethrough on Outlook Mobile (iOS and Android)
Managing emails on the go requires a different set of skills, as the mobile interface is optimized for touch rather than keyboard and mouse navigation. In the Outlook app for iOS and Android, applying strikethrough is slightly more hidden than on desktop versions. To begin, tap and hold on a word in your draft to select it, then drag the handles to cover the entire phrase you wish to format. Once the text is selected, a context menu will appear with options like “Copy,” “Paste,” and “Format.” Tap on Format to open the styling drawer at the bottom of the screen.
Inside the formatting drawer, you will see the standard bold, italic, and underline buttons. To find the strikethrough option, you may need to swipe across the formatting bar or tap an arrow to reveal more tools. The strikethrough icon is consistent across platforms, so look for the “abc” or “S” with a line through it. Tapping this will apply the effect to your selected text. It is important to note that while you can apply strikethrough in the mobile app, the visibility of this formatting can sometimes depend on the recipient’s email client. However, within the Microsoft ecosystem, the formatting remains perfectly intact.
Mobile users should also be aware of the “Select All” function to quickly format large blocks of text. If you are revising a long list of items in an email, tapping Select All and then applying the strikethrough can save significant time. Furthermore, if you are using an external Bluetooth keyboard with your iPad or Android tablet, the Ctrl + Shift + X (or Command + Shift + X on iPad) shortcut often works within the Outlook mobile app, providing a desktop-like experience on a mobile device. This versatility ensures that you can maintain your professional formatting standards regardless of where you are working.
Pro Tips for Advanced Outlook Users
To truly master Microsoft Outlook, you should look beyond the basic menu commands and explore how formatting can enhance your overall communication strategy. Here are expert-level tips for using strikethrough effectively:
- Visual Task Management: Use strikethrough in your “Sticky Notes” or “Tasks” within Outlook to visually separate what has been finished from what still requires your attention. This provides a psychological sense of accomplishment that simply deleting the text does not offer.
- Collaborative Editing: When replying to an email with suggestions, use strikethrough for words you recommend removing and bold red text for words you recommend adding. This “track changes” style makes it easy for the recipient to see your edits at a glance.
- Automating with Quick Parts: If you frequently use strikethrough for specific phrases (like “COMPLETED” or “VOID”), highlight the formatted text and save it as a Quick Part. In the desktop app, go to Insert > Quick Parts > Save Selection to Quick Part Gallery. Now you can insert that formatted text with just a few clicks.
- Customizing the Ribbon: If you use strikethrough dozens of times a day, create a custom “Editing” group on your Home tab. Right-click the ribbon, select “Customize the Ribbon,” and move the strikethrough command to a prominent position so you never have to search for it again.
- Search and Replace Formatting: In the desktop version, you can use the Find and Replace (Ctrl + H) tool to find specific text and replace it with strikethrough versions. Click More > Format > Font in the “Replace with” field to set the strikethrough attribute for the replacement text.
- Formatting in Calendar Invites: Don’t forget that strikethrough works in the description field of Calendar invites. Use it to show updated meeting agendas or to indicate that certain discussion points are no longer necessary before the meeting begins.
Frequently Asked Questions
Why is the strikethrough icon missing from my Outlook ribbon?
In many modern versions of Outlook, the ribbon is simplified to save space. You can often find hidden formatting tools by clicking the three dots (…) at the end of the toolbar. Alternatively, you can switch from the “Simplified Ribbon” to the “Classic Ribbon” by clicking the caret icon on the far right of the ribbon area. This will restore the full array of formatting icons, including strikethrough.
Can I use a keyboard shortcut for strikethrough in the Outlook web app?
Yes, most modern browsers support the Alt + Shift + 5 shortcut to apply strikethrough in web editors like Outlook.com. If you are on a Mac using a browser, try Command + Shift + X. These shortcuts are standardized across many cloud-based platforms to ensure a consistent user experience.
Does strikethrough text appear correctly for recipients using Gmail or Yahoo?
Generally, yes. Strikethrough is a standard HTML formatting tag (either <strike>, <s>, or a CSS text-decoration: line-through style). Since almost all modern email clients render HTML, the strikethrough will appear correctly for your recipient, regardless of the platform they use to read the email.
Is there a way to “Double Strikethrough” in Outlook?
Double strikethrough is available in the Font dialog box of the Outlook desktop application. Highlight your text, press Ctrl + D to open the Font menu, and check the Double Strikethrough box. This feature is not currently available in the Outlook mobile app or the standard web interface without using custom HTML code.
How do I remove strikethrough from text I’ve received?
To remove strikethrough, highlight the affected text and click the strikethrough icon again to toggle it off. Alternatively, you can highlight the text and press Ctrl + Spacebar on Windows (or Command + Spacebar on Mac) to “Clear All Formatting,” which will return the text to the default plain style of your email.
Conclusion
Mastering the strikethrough feature in Microsoft Outlook is a simple yet powerful way to elevate your professional communication. Whether you are using the robust desktop application, the streamlined web interface, or the mobile app on the go, knowing how to quickly apply this formatting ensures that your emails are clear, concise, and easy to navigate.
By utilizing keyboard shortcuts like Alt + H, 4 or Alt + Shift + 5, and customizing your ribbon to suit your workflow, you can save valuable seconds on every email you draft. Beyond the technical execution, using strikethrough effectively allows for better collaboration, clearer task management, and more transparent editing processes.
As we continue to rely on digital communication to drive our professional lives, these small technical proficiencies combine to create a more efficient and effective workspace. Now that you have the tools and knowledge to use strikethrough across all Outlook platforms, you can communicate with greater precision and professional flair.
