How to Use Outlook for First-Time Users
Do you want to learn how to use Outlook? Microsoft Outlook is a helpful office tool not only for sending and receiving emails but also for creating a to-do list and organizing your calendar. What’s great is, you don’t have to open a Web browser just to read your emails. With Outlook, you can sync your email account and access it on your computer. It can be tricky to use for first-time users so check out our Outlook 2016 tips on how to use Microsoft Outlook email to get you started.
How to Use Outlook for Beginners
1. Add email account
When using Microsoft Outlook for the first time, you must add your email account/s first. Users can add more than one email account in Outlook. To add an email account, follow these steps:
- As you open Outlook, a welcome screen will appear, click Next.
- You will be asked if you want to set up Outlook to connect to an email account, click Yes and then Next.
- Choose Email account and then type your name, email address, password, and then re-type the password. Select Next once you’re done typing in all the information.
- If you don’t have other email accounts to add, you can stop here. If you do, click Add Another Account and then follow the instructions above in adding an email account.
- Once you’re done adding email accounts, click Finish.
2. Add Gmail Account
If you’re using a Gmail account as your primary email, then you can use Outlook to manage your emails altogether. But first, you must learn how to connect Gmail to Outlook first. Here’s how:
- Sign in to your Gmail account and go to My Account.
- Go to Sign-in & Security and then look for Connected Apps & Sites.
- Select Allow Less Secure Apps.
After doing the steps above, you can now sync Gmail with Outlook. Here’s how to do it:
- Open Outlook and then click File.
- Select Add Account and then type in your name, Gmail address, and password.
- Once done, just click Next and Finish.
3. How to Send Emails
If you’ve already linked all your email accounts, then it’s time to learn how to send emails. There are various ways to send an email. Check out these steps on how to use Outlook email effectively:
a. Sending a New Email
- Go to Home and then click New Email.
- Enter the email address of the recipient in To, Cc, or the Bcc fields. Note that if your recipient is already in your Contact list, a suggest email addresses prompt will appear so you don’t have to type out the entire email address. You can also choose the contact from your Address Book. When sending to multiple recipients, separate each address with a semi-colon.
- Type in the Subject, Body and click Save (for saving the draft) or Send (if you’re ready to send the email).
b. Sending Emails with Attachments
- Create New Email, Reply, or Forward an email to be able to attach a file.
- Go to Home and then Attach File.
- Choose from these options: Recent Items, Browse Web Locations, Browse This PC, Outlook Item, Business Card, Calendar, Signature and then select Attach Item.
- If you want to remove an attachment, click on the down arrow and then click on Remove Attachment.
c. Delete and Recover Emails
- To delete an email, just click on the email and then click Delete on the Outlook Ribbon. The email will go to your trash.
- To recover a deleted email, just go to the Deleted Items folder located on the left side of your screen. Select the mail you want to recover and then right-click, select Move to Inbox.
- To permanently delete an email, click the email and then type Shift + Delete.
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4. How to Use Outlook Calendar 2016
One of the most helpful features of Microsoft Outlook is the Calendar. With the Calendar, you can set your appointments, meetings, events, and reminders. You have various options to customize your calendar just the way you want it. Here’s how to use Outlook calendar:
a. Customize Calendar Views
- Go to the Navigation bar and click Calendar.
- Once there, click Home and select the calendar view you prefer. You can choose among Day, Work Week, Week, Month and Schedule View.
- If you want to go back to the current day, just select Today.
b. Customizing the Calendar
- When in Calendar, select View and then click Time Scale or click Change Time Zone to set the calendar to the time zone you are in.
- If you want to change the color of your calendar, go to View and then Color.
- If you want to set the weather, locate the down arrow beside the Current City and then type in your zip code or location in the Add Location box.
5. How to Use Outlook To-Do Lists
Apart from sending emails and organizing your calendar, Outlook will also help you with organizing your tasks. Follow these steps to be able to make your own to-do list:
a. Creating a New Task
- Go to Tasks and then select New Task.
- Type in the Subject of the task.
- Fill up information under Start Date, Due Date, Status, Priority, and % Complete.
- If you need to be reminded of the task, select Reminder and set. Save and close the task once done.
b. Assigning a Task to Someone
- If you need to delegate a task to someone else, follow the steps above.
- Instead of saving and closing, select Assign Task then select To and add the contact you are assigning the task to.
- You can add Notes to the task if you need to. Once done, click Send and OK to confirm.
c. Editing or Completing a Task
- To edit a task, just double-click on the task to open it and edit accordingly.
- If you’ve complete a task, just select the task from the list and select Mark Complete. Also, you can just check the box next to the task to mark it.
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Email has been a fundamental part of our personal and professional lives that you have to do what it takes to simplify the process of using it. If you want to make life easier, get your emails all in one place for easy management. We hope that you’ve found these tips on how to use Outlook helpful especially if you’re a newbie to this program. Perhaps in the coming days, Outlook won’t look as confusing as it was when you started!
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