With a lot of technological development all around, even the the application of basics of computer have changed. The current non-technical jobs that require basic computer course knowledge are not just microsoft office expertise but also include latest tools, techniques, methodologies or even technologies like AI. Microsoft Outlook is one of such wonderful tool that is a must have skill for anyone who learns basic computer in 2023.
MS Outlook: What is it?
Microsoft Outlook is a personal data management software programme created by Microsoft. Although its primary use is email, it also has other useful functions including a calendar, task organiser, contact manager, note-taking, diary, and web surfing.
What is the purpose of Microsoft Outlook?
Microsoft Outlook’s major goal is to assist users in managing their communication and productivity requirements for both their personal and professional lives. It acts as a personal information manager and is useful for several things, including:
Email Management
Users can send and receive emails, organise their email folders, define the parameters to automatically sort mail, manage numerous email accounts from a single platform, and more using Outlook’s feature-rich email management system.
Calendar Management
An integrated calendar in Outlook enables users to make reminders, plan appointments, and share their calendars with others.
Contact Management
Users can save and organise their contact information, including email addresses, phone numbers, and mailing addresses, using Outlook’s built-in contact management system.
Task Management
The task management system offered by Outlook enables users to make and manage to-do lists, set reminders, and monitor task progress.
Note-Making
Users can take notes and preserve them in a diary or as electronic sticky notes.
How To Get Started With Microsoft Outlook?
Setting up your Outlook account should be your initial step. You’ll then be able to send and receive an email, access the calendar, make contacts, and work with Outlook tasks.
If you have used Outlook on the same computer, the setup is automatic. If you didn’t, the Auto Account Setup will begin when Outlook launches for the first time and guide you through the setup procedure.
Your name, email address, and password will be required. Normally, that’s plenty, but if automated setup fails, Outlook may need a few extra details, such as the name of your mail server. You can get the specifics from your email provider if you don’t already have them.
After you’re finished, select File > Add Account to activate Auto Account Setup if you wish to subsequently add another email account.
A Step-by-Step Tutorial to Using MS Outlook’s Different Functions
Managing Mails
Create an Email
Step1. Choose New Email from any mail folder (such as your Inbox). Or, use Keyboard Shortcut: Ctrl+Shift+M.
Step2. Enter the email address, topic, and message for the recipient.
Step3. Select Send once you’ve finished writing your email.
Choose Reply, Reply All, or Forward from the ribbon or reading pane to reply or forward emails.
Creating Personalized Signatures for Email
Make your signatures to add to your messages’ bottom lines. Your Electronic Business Card, a logo, text, photos, and even a digital copy of your handwritten signature are all acceptable forms of signing.
Step1. Choose Signature >Signatures to add a signature to a new message.
Step2. Enter a name, then click OK.
Step3. Do the following under Select Default Signature:
- Choose an email account from the E-mail account list to be associated with the signature.
- Choose the signature that you wish to be automatically applied to all new email messages in the New messages list. If you do not want your email messages to be automatically signed, you can disregard this option since (none) is the default setting.
- Choose the signature you want to be appended automatically (auto sign) when you respond to or forward messages from the Replies/forwards list. Otherwise, accept the default choice of (none).
Step5. Add the signature under Edit signature, then click OK.
Managing Calendars
Creating an Appointment
In Outlook, appointments aren’t the same as meetings. Appointments are activities that you schedule in your calendar that don’t involve inviting other people or reserving resources, such as a conference room or equipment.
- Choose New Appointment from a Calendar folder. You can also create a new appointment by right-clicking a time block in your calendar grid and selecting New Appointment. Or you can just use the shortcut, Ctrl+Shift+A.
- Input the appointment information, such as the date, time, and place, and then click Save & Close.
Scheduling a Meeting
A meeting in Outlook comprises additional individuals and can include resources such as conference rooms. The inbox will be where you get answers to your meeting requests.
To start a new meeting, select New Meeting or Press Ctrl+Shift+Q to add a new meeting request in Outlook from any folder.
Setting up a Reminder
To ensure that you don’t forget an important deadline, reminders appear in an alert window. In Outlook, you can add or delete reminders for a multitude of things, including emails, appointments, and contacts.
- Open an Appointment or Meeting, and then select the length of time before the appointment or meeting that you want the reminder to appear in the Reminder list box. To disable a reminder, choose None.
- Go for Follow Up > Add Reminder for emails, contacts, and tasks.
- With reminders, you can instantly mark email communications as tasks. These reminders do not immediately create a reminder; instead, they make the message visible on the To-Do List and in the Tasks folder. To add a reminder, right-click the flag in the message list. Alternatively, select Follow Up > Add Reminder if the message is open.
Managing People
Creating a Contact
Choose New Contact from the People menu or press Ctrl+Shift+C.
Locate the contacts in your Outlook contacts list
Step1. Select File > Open & Export > Import/Export.
Step2. Choose Export to a file > Next in the Import and Export Wizard.
Step3. Choose Contacts as the folder to export from for your account after selecting Comma Separated Values on the Export to a File screen.
Step4. Choose Next > Browse, then navigate to the folder where you wish to keep the comma-separated values (.csv) file.
Step5. After specifying a file name, select OK > Proceed.
Step6. Select Finish to begin the export process.
Opening your .csv file
- Open the.csv file by navigating to the spot where you stored it.
- Ensure the file has a list of your contacts.
- To prevent any issues when importing the file on a different device with an identical version of Outlook or a different email service, close the file without making any modifications.
Managing Tasks
Creating a Task
Step1. Open Outlook and select New Items from the New group under the Home menu.
Step2. Choose Task, complete the task form as necessary, then select Save & Close.
To Assign Task
Step1. Choose the Tasks option from the navigation bar or the Tasks symbol on the Outlook quick access bar.
Step2. Decide on one of these:
- To create a task, select the New task icon from the ribbon or press Ctrl+Shift+K.
- Open a current project.
Step3. Decide to Assign Task.
In the task form:
- Enter a name or email address in the “To” field.
- Create a Subject matter, select a Start date and a Deadline date, and then set the appropriate Priority and Status values.
- Accept or reject the two check boxes’ default selections: Maintain a current version of this item on my to-do list and send me a status update after it is finished.
- In the content area below the checkboxes, provide a message if necessary.
Step4. To have the job repeat itself, click Recurrence from the ribbon, make your selections in the Task Recurrence dialogue box, and then press OK.
Step5. Choose Send.
MS Outlook v/s Gmail
Popular email programmes for sending, receiving, and managing emails include Microsoft Outlook and Google. Although they both have the same fundamental function, there are several significant variations between the two:
- Gmail is accessible from any device that has access to the internet and a web browser because it is a web-based email service. The desktop email programme Outlook, on the other hand, has to be installed on your pc.
- It is simple to share files and set up events using Gmail because it is connected with other Google services like Google Drive and Google Calendar. Conversely, Outlook is connected with Microsoft Office, making it simple to use other Microsoft programmes.
- Even novice users can easily operate Gmail thanks to its straightforward and intuitive user interface. Outlook offers a more complicated user interface and a large number of capabilities, which some users may find overwhelming.
- Rather than using folders as Outlook does, Gmail employs labels, which may be a more flexible method. Nonetheless, some people like the structure and familiarity of folders.
- Although Gmail and Outlook both feature effective spam filters, Gmail is widely thought to be more effective at identifying and filtering spam.
The Wrap Up
These are merely a few of Microsoft Outlook’s fundamental features. As you get more comfortable with the programme, you can explore a variety of other sophisticated features and options.
And in the end, the decision between Microsoft Outlook and Gmail boils down to preferences and requirements. Gmail could be a better option for you if you value accessibility and connection with other Google services. Outlook could be a better choice if you want a more feature-rich email client with integration with other Microsoft programmes.
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