What is Outlook? A brief introduction to Microsoft's email tool

Regardless of whether it is private or business: If it does not already happen automatically, Outlook is usually one of the first applications that the user starts after the computer has started up. The Microsoft tool tool combines the functions of email client, calendar and task planner It is not for nothing that under one of the most important programs for the Daily Business. In this post you will learn What Microsoft Outlook is exactly And with which features it makes it easier for you to work.

1. Manage appointments, send emails: Information management with MS Outlook

Microsoft Outlook is an email clientwith which you can primarily send and receive messages via an email server. The tool is a further developed one Successor of the Microsoft Exchange Clientthe functions of which was combined with that by Microsoft Schedule Plus.

In addition, Outlook offers Numerous other functionssuch as the integrated calendarwith which you can manage and organize appointments or tasks, or RSS-ABONNESto guide new interesting content directly to your mailbox.

Die Individual applications are “interlinked” with each otherThis enables you to enter birth dates directly from the emails into the calendar. For this reason, companies in particular like to use Outlook as organizer software for their employees.

This also says that Outlook is groupware-capable. That means that All functions of the program optimized for working together in teams are. Based on a corresponding groupware system (e.g. the Microsoft Exchange Server), you create a central storage and Administration for all emails, appointments, contacts or tasks within a working group or the company.

1.1. A tool for all challenges of the Daily Business

With Microsoft Outlook you can among other things Execute the following activities:

• Send and receive messages: This primarily applies to emails, but you can also transfer faxes directly from Outlook or use the Voicemail function.
• Create and manage appointments and tasks: Outlook takes care of the coordination of your appointments and tasks and reminds you in good time of upcoming appointments.
• Create and manage contacts: Here you store address and telephone information for your colleagues, customers and business partners and enter them directly in your email messages if necessary.
• Manage resources: In combination with an Exchange server, a reservation or Booking system for resources (e.g. rooms or devices).
• Manage documents: Outlook offers various functions with which you can create folders and office documents, copy, delete, rename or relocate.

Good to know: Outlook convinces with numerous program functions, emoticons are not one of his strengths. Here we will show you how you can still help your emails with suitable facial expressions.

2. Outlook Mobile: This is how you always keep an eye on your messages on the go

In addition to the «full version», which you can only buy with the Office package, Outlook is also available as a mobile version for Android, iOS and Windows 10 devices. The apps are available free of charge in the respective storehave the disadvantage compared to the (paid) desktop version that they only have a limited range of functions. However, the apps are still great as a supplement with which you can synchronize your messages, appointments and contacts and also access it on the go.

Particularly practical: You can also use the Outlook app Open documents from Word, Excel or PowerPoint directly on the smartphone – For example, to briefly check the agenda before the meeting.

3. perfect interaction thanks to office integration

As already mentioned, Outlook is part of Microsoft Office and thus mostly integrated into the other products. This allows you, for example Protect work processes in Outlook Journal Or send emails from all other office applications. In addition, series letters can also be created in Word, which are based on address addresses or provided individual documents with certain sender addresses.

4. Outlook with extensions even better adapt to your needs

Microsoft Outlook already offers an impressive one Functional scope, With different add-ons and plugins you can do this Expand again properly. Many of the extensions are free, but there are also some paid offers.

Before you install it wildly, you should keep in mind that every additional tool is wearing your client, which means that it may react more slowly or need to start longer. Therefore, only install sensible pluginsthat you really benefit from in your everyday work.

Also note that Not all extensions compatible with every Outlook version and the installation can lead to misconduct. You can always find the relevant information in the detailed description of the respective add-on/plugin.

Tipp: You can view the extensions already installed in your client under «File -> Options -> Add -ins».

5. Outlook.com – the free alternative

If you Send and receive exclusively emails And for this reason, don't want to buy the entire office package, Microsoft also offers Outlook.com with the Hotmail successor Outlook.com Free mailbox on, which is leaner in design, but can still come up with a large range of functions.

With 15 GB the service offers plenty of storage space. The integrated spam folder ensures that only content ends up in your inbox that you really want to have there. Through the Connection to Office Online and OneDrive Also conveniently switch between the web versions of Excel, Word and Co., and can also simply share documents with the other applications with a click of the mouse. Unfortunately, an import of *.pst files in the Outlook.com folder is not possible.

Please note: Since Outlook.com is not a software, but only a cloud service, it takes place Storage of emails outside of Germany (primarily on servers in the USA). Sending, receiving and reading e-mails takes place via the browser, the web interface or the apps for iOS and Android. Alternatively, you can also integrate the Outlook.com mailbox into your existing email client via IMAP or POP3.

A Basic course for the use of Microsoft Outlook You can find in the following video:

Good to know: If you want to do without a Microsoft solution, you can use the Mozilla Thunderbird another (also free) Outlook alternative with a similar range of functions.

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