How to Send Text Messages From Microsoft Outlook - Yes, It's Possible!

You look at the calendar, and then the time.

“Oh no! We forgot to send a reminder about tonight’s event!”

Your message must go out ASAP.

You could email, but drafting it out, sending it, and waiting for recipients to read it, collectively takes a long time, and by the time all that happens, it may be too late.?

Many people don't realize this, but you can actually send text messages (SMS) directly from your Outlook inbox. It’s often overlooked, but it works for anyone who needs to communicate quickly and efficiently. Confirmations, reminders, updates - learning how to send a text message from Outlook streamlines your communication workflow.

Here’s how.

6 Easy Steps to Send Your First SMS in Outlook

Whether you’re trying to do as much as possible in Microsoft or simply prefer texting from Outlook on your device, Outlook makes it convenient to send SMS messages. Yes, there are a handful of steps, but they’re simple to navigate.?

1. Open Microsoft Outlook on your computer.
2. Click on “New Email.”?
3. Type your message in the email body as you would for a regular email.?
4. Find the recipient’s 10-digit phone number, and make sure you also know their wireless carrier. There are reputable websites that can help with identifying this information.?
5. Format the recipient’s phone number by adding the carrier’s gateway domain after the phone number. For example, if it’s a Verizon phone number, you’d use the phone number (no spaces or characters) and vtext.com. In this case, vtext.com is a gateway domain. This information goes in the “To” section.
6. Click Send as usual, and Outlook will convert the message to SMS and deliver to the phone number you provided.?

And a friendly reminder, SMS messages are limited to 160 characters, so if your message is too long, Outlook will split it up into more than one text. While this may not be the most intuitive process, it offers a convenient way to send quick messages. If you’re curious, try sending an Outlook text message, and see if it fits your needs.?

Troubleshooting Tips for Sending a Text from Outlook

Recipient Not Getting Your Text

Double-Check the Number: Are you sure you entered the recipient’s phone number correctly, including the carrier gateway address? A small typo can lead to delivery failure.

Verify the Carrier Gateway: Different carriers have different gateways. Search online if you’re not sure. Remember our example from earlier? Verizon’s is vtext.com.

Character Limits

Automatic Splitting: If you’ve written a really long message, Outlook will probably split the text into multiple SMS. In that case, the recipient will receive them separately, so either keep it concise or break it up intentionally.

Message Continuity: If you know the messages are limited to 160 characters, then be mindful of where the message will be split. Alternatively, you could intentionally label your messages to indicate there is more than one.?

Blocked Numbers or Spam Filters

Blocking: First, is it possible the recipient blocked your number or email, even accidentally? A blocked contact won’t receive your SMS.?

Avoid Spam: Filters are often sensitive and will easily recognize overly promotional or spammy language.

Network Connectivity

Internet Connection: Maybe obvious, but have you checked your computer’s internet connection? SMS messages are sent via the internet.

Outlook Sync: If you’re switching devices, make sure they’re synced.

Is There an Easier Way to Send Text Messages??

Of course. The reason people or businesses like to text from Outlook is because of the convenience. Who wants to go from app to app to app? But there is an alternative.

Clerk Chat is a conversational messaging platform used by a variety of industries for sales, marketing, and support teams to send SMS to clients and customers either directly from the app or within platforms like Microsoft Teams or Webex, often used daily.?

It’s set up specifically for the purpose of sending SMS, so everything is faster, more reliable, and efficient. Additionally, you can send group messages or campaigns, share inboxes with teammates, schedule messages, automate via workflows, share files - there are so many use cases. Plus, you just need your client or customer’s phone number - and can skip worrying about having the right carrier information readily available.

While learning how to send text messages from Outlook offers a solution, it might not be the most efficient option for everyone.?

Beyond the Basics: Why Use Clerk Chat for Business Messaging Instead of Outlook?

While Outlook offers a way to send text messages, it might not be the ideal solution for businesses that need more robust communication features. Clerk Chat steps in as your one-stop shop for seamless business messaging.

Here's why it surpasses Outlook for your texting needs:

• Clerk Chat makes it easy to be where your customers are: Reach them on their preferred platforms, whether it be WhatsApp, SMS, Slack, Microsoft Teams, Webex, or more.
• Flexibility: You can either use your existing business number or activate a new one.
• Integrations: Including your Microsoft Teams ecosystem, which includes a Microsoft Outlook SMS integration.

Here are a handful of our features that our existing customers love:

• Scheduling: Create a message and schedule for a specific date and time.
• Threads: Need to discuss a customer issue internally? Use threaded conversations.?
• Team Management: Add or remove team members and assign inboxes and roles.
• Workflows: Automate communication like out-of-office or welcome messages.
• AI: Enable a sales or support agent to respond to incoming messages.
• Integrations: Import contacts with a CSV file or connect to popular CRM systems like Hubspot or Salesforce.?

The takeaway? While Outlook offers a basic texting option, Clerk Chat is a feature-rich platform, specifically designed for powerful business text messaging.

Streamline Your Text Messaging with Clerk Chat

If you want to send SMS from Outlook, it offers basic texting functionality, but it's important to acknowledge that the process might not be the most efficient or effective solution for everyone.

If you text message frequently or have a heavy load of customer communication, Clerk Chat offers a centralized platform for all your messaging needs. Schedule texts, collaborate with your team, and integrate with some of your other favorite tools, like Microsoft Teams.

Skip the basic texting. Instead, explore an SMS messaging service for business-focused communication.?