Hello, welcome to this guide! Let's get quickly and easily a general
and complete overview on everything you need to start using Microsoft
Outlook 2019!
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tutorials dedicated to Microsoft Office.
Microsoft Outlook is a great product contained inside the Office suite. It
is used to receive and reply to all your emails, organize and save your
contacts and manage your appointments, meetings and daily tasks. For this
reason this software is widely used in either a personal or a business
environment.
When opening Outlook for the first time, a welcome screen shows up, in
order to connect Outlook with a first email address. Just insert your
email address, insert your password and Outlook will set everything
automatically. In case you get problems, you can configure your email
account by going to Advanced options.
Check out our link inside the video description to get more help and
information about how to connect email accounts with Outlook!
Once an email account is connected, Outlook opens with its workspace,
and synchronizes with the server provider to get all the read and unread
emails from it.
To add other email accounts, go to File above and then to Add Account.
The Outlook workspace is made by several main panels. On the left you have
the Folder Pane, where you can browse through all your email accounts and
select any interested folder; on the center you have the Mailbox, showing
all the emails contained inside the selected folder, complete with senders
name, subject, date and description; on the right you have the Reading Pane,
showing the full content of the email selected from the Mailbox. You can
also change the position of these panels by going to the View tab and then
to Layout.
Let's understand how to work and manage each of these Panes.
The Folder Pane shows all your connected email accounts with their folders
inside, that you can manage and customize as you like.
To manage your email accounts, go to File and then to Account Settings
twice. At this point, choose the email account you're interested in and choose
Change... to adjust its settings. Use Remove to unlink the email account
and remove it from Outlook.
Once connected, each email account gets its own folders according to the
respective email providers, but several of these are common.
Inbox collects all the emails received; Drafts all your responses not sent
yet; Sent the emails you have sent; and Outbox your emails that are going
to be sent. A blue number next to any folder indicates how many unread
emails are contained inside.
In addition, the Trash folder collects all the emails you have deleted.
Whereas Spam or Junk contains all the emails recognized as spam or malicious
by Outlook. To empty these folders definitely, just right-click on these
and go to Empty Folder.
You can also stop receiving emails from someone by right-clicking on any
of his emails and then choosing Junk, Block Sender.
Besides these folders, you can also create your own ones by going to Folder
on top and then to New Folder. These folders do not group emails
automatically like the default ones, so you have to drag and drop an email
from the Mailbox to your own folder to add it.
You can rename, move, or delete the selected folder by right-clicking on it
or using the Folder tab on top. To empty a folder without deleting it, just
use Delete All.
You can also change the order of the folders by clicking and dragging one
up or down.
The Mailbox lists all the emails (or items) contained inside the folder you
have selected from the Folder Pane, showing all unread emails with bold
and blue subjects. All the items are ordered chronologically, starting from
the most recent ones by default. You can adjust their order and sort these
by going to the View tab and then to the Arrangement section.
In addition, you can click on All to show both read and unread emails, and
on Unread to check just the one you have not read yet.
In case you start having lots of items, you can either use the Categories
or the Search tools to look for your email easily.
To add an email to a category, just click on it to select it and then use
the Categorize button to choose the proper category for it. This also
allows to recognize the email from the others through its colored rectangle
on the right side, which has the same color of the category chosen. To
manage all your categories, just go to Categorize and then to All
Categories....
You use the Search bar on top to find an email from your Mailbox by
providing keywords. Type any name, subject, or use the Search tab above to
add constraints, such as considering the sender name with From, if the
email has files with Has Attachments, or adding any category or importance.
When hovering an email on the Mailbox, two icons appear on the right side.
Use the cross button to move the email to the Trash folder and click on the
grey flag to turn this on and mark the item as a Task to be done.
When you select any email from the Mailbox, its full content appears on
the Reading Pane. This is divided in several parts: on top you have the
Header, collecting the date of receipt, the photo, name or email address
of the sender, the Subject in bold and the list of all the recipients.
At the bottom you have the email content, also called Body. You can zoom in
and out on it by using the Zoom bar in the bottom right corner.
Between the Header and the Body you have the space used for any attachment,
complete with file name and size.
Now, let's see how to receive and send emails with Microsoft Outlook!
To synchronize your email accounts and receive new emails, use the
Send/Receive button in the top left corner. Once you read an email, you can
use the Unread/Read button under the Home tab to mark the selected email as
new or read.
To reply to an email, open it on the Reading Pane and use the buttons above
the Header: click on Reply to reply just to the sender; use Reply All to
send the email to the sender and all the people in copy from the To or Cc
fields. Use Forward to send the email as it is to new recipients.
On the Header, specify the recipients under To..., all the people copy
under Cc..., and the Subject more below. You can write the email addresses
directly, separated by a semicolon mark, or click on the To...or Cc...
buttons to open the Address Book to retrieve people from your contact list
saved inside Outlook. To save any contact, just right-click on the email
address and go to Add to Outlook Contacts.
From the Message tab, enable Bcc to show the Bcc... field, used to send
your email to people without showing these in the list of the recipients.
Whereas enable From to choose the email account to use directly from the
Header.
Once the recipients are defined, type your response above the email content
in copy. From the Message tab above adjust the text properties, such as
font family, size, style, color and distribution, and use Attach File to
add attachments to your email. You can also add files by dragging and
dropping these on your email directly.
Use High Importance to insert a red exclamation mark to the email and mark
as it important.
To obtain the full list of options to manage and edit your email, just
click on Pop Out. This opens the current email on a new window with the
Message and other tabs on top.
Use the Insert tab to add Tables, Shapes and website or document links with
Hyperlink. You can also use Pictures to open and show any picture directly
on the email. Use Equation to type math expressions and Symbol to add
special characters. Under the Format Text tab, you have the complete
option to format your text selected.
To send your email, click on the Send button. A small icon appears on the
current email, according to the Reply or the Forward button used to send
your email.
Whereas to send a new email, use the New Email button inside the Home tab.
As you receive emails and attachments, the size of your Mailbox increases,
and this can slow down your computer or make searches complicated. To
reduce the size, you can empty the Trash and the Spam folders, or use the
Cleanup Tools and the Outlook Archives.
The Cleanup Tools reduce the Mailbox size by removing redundant email
conversations, leaving just the most recent chains. To apply these,
right-click on the interested folder and go to Clean Up Folder.
Another way to reduce your Mailbox is to save and export your items onto
.pst files called Archives. To create one, go to File, Tools, and then to
Clean Up Old Items.... Select the account and the folder interested and set
from which date the older items should be exported into the archive. Below,
use Browse to set the archive name and where to save it.
You can import and recover an archive any time by going to File, Open &
Export and then to Open Outlook Data File. Once you browse and open your
archive this is shown on the Folder Pane among your email accounts.
Once an archive is imported, you can directly move and export an item from
the Mailbox to the archive by dragging and dropping it directly.
Outlook is also used as a contact list and agenda through its several
workspaces you can open the buttons below the Folder Pane. The
first button opens the Mailbox and the Folders; the second button your
Calendar; the third button your Outlook Contacts; and the forth button
all your Task to be done.
The Outlook calendar shows all your daily events with time and location
fixed, in order to stay organized. You can use the Arrange section on top
to change the way to see your calendar.
Outlook manages your events in two main items. The appointments are
personal duties you fix on your own to remember and organize these easier;
the meetings are appointments shared with other people.
To create an appointment, just double-click on a date or hour. On top,
fix the Subject, the Location, and the date and hour if these are not
correct. At the bottom you can write other details and manage it as you
do with the emails, adding objects and correcting format with the tabs
on top.
Under the Event tab, you can use Reminder to enable pop-up notifications
before the event starts, and Recurrence to make the event repetitive.
To save the appointment, use Save & Close. This appears on the calendar
with its hour, Subject name and Location. You can click and drag the item
to change its date and right-click on it and use Delete to remove the event.
Moreover, if you click on Invite Attendees under the Event tab, you
transform your appointment into a meeting. On top, click on To... to invite
all the people as you do with email recipients. You can invite these as
Required, Optional or as Resources.
Whereas, when receiving Outlook invitations on meetings, these come as new
emails, with a meeting icon on the right side and usually a bell icon
indicating that the meeting has a reminder.
On top of the invitation, you can Accept, Decline it or mark your presence
undefined with Tentative. Use Propose a New Time to reply by proposing a
new time for the meeting.
As you choose Accept or Tentative, the meeting will appear on your
calendar with a solid color or stripe lines on the left.
The Contacts page collects all the contacts saved in Outlook, in order to
manage their information and retrieve these fast, organizing and grouping
these into custom folders if you need.
The Task page list all the emails you have marked as task to be done,
by enabling their red flag. These task are very useful to keep track of
all the actions to be done or any additional work to complete.
Each Task shows its complete information directly, but you can reopen the
original email by double-clicking on it. To mark it is completed
just click on its red flag from this page or from the
Mailbox directly.
You can also create a new empty task by using the New Task button on top,
defining Subject, time, priority and reminders.
This is everything you can do with Microsoft Outlook! Visit our channel
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