Outlook 2016: Microsoft Quick Start

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Add an email account

  1. Open Outlook. If you haven’t launched Outlook before, you’ll see a welcome screen. Choose NextYes, and Next again. Otherwise, choose File > Add Account.
  2. Enter your NameEmail Address, and Password, and then enter your password again in the Retype Password box.
  3. Choose Next > Finish.

NOTE: If automatic setup failed, see Automatic setup didn’t work or I have a POP or IMAP account.

 Add an email Account picture
Create and send email

  1. Choose New Email to start a new message.
  2.  Enter a name or email address in the To…Cc, or Bcc field.
    NOTE: If you don’t see Bcc, see Show, hide, and view the Bcc box.
  3. In Subject, type the subject of the email message.
  4. Place the cursor in the body of the email message, and then start typing.
  5. After typing your message, choose Send.
 Create and Send email picture
Schedule an appointment

  1. In Calendar, choose New Appointment.
  2. In the Subject box, type a description.
  3. In the Location box, type the location.
  4. Enter the start and end times.
  5. Choose Invite Attendees to turn the appointment into a meeting.
  6. Chose Save & Close to finish or Send if it’s a meeting.
 Schedule an appointment picture
Add a contact

  1. Choose People.
  2. Choose Home > New Contact or press Ctrl+N.
  3. Enter a name and any other information that you want to include for the contact.
  4. Choose Save & New if you want to create another contact or Save & Close if you are done.
 Add a Contact image
Focused Inbox

Focused Inbox helps you focus on the emails that matter most. It separates your inbox into two tabs—Focused and Other.

If messages aren’t organized the way you want, you can move them and specify where all future messages from that sender should be delivered.

  1. From your inbox, choose the Focused or Other tab, and then right-click the message you want to move.
  2. If moving from Focused to Other, choose Move to Other if you want only the selected message moved. Choose Always Move to Other if you want all future messages from the sender to be delivered to the Other tab.

If moving from Other to Focused, choose Move to Focused if you want only the selected message moved. Choose Always Move to Focused if you want all future messages from the sender to be delivered to the Focused tab.

 Focused Inbox image
Use the Scheduling Assistant

The Scheduling Assistant tool appears after you create a meeting and helps you find the best time for your meeting by analyzing when recipients and meeting resources, such as rooms, are available.

  • From a new meeting request, choose Scheduling Assistant.
  • Vertical bars surrounding a shaded area represent the current time of the meeting. You can drag the bars to adjust the meeting time.
  • The grid shows attendee availability. Along the right side of the meeting request, Outlook shows you suggested times to meet, along with the number of conflicts your attendees have.
 Use the Scheduling Assistant image
Share a file instead of sending an attachment

  1. Create a message or Reply ToReply All or Forward an existing message.
  2. Choose Attach File.
  3. Choose a file from the list of recent files you have worked with.
  4. If the file shows a small cloud icon, the file is saved online and you will share the file.
  5. If the file does not show a cloud, choose the small arrow and choose Upload to OneDrive.

NOTE: To change edit permissions for shared files, see Manage the items attached to an email.

 Share a file instead of sending an attachment image
Use @mentions to get someone’s attention

  1. In the body of the email message or calendar invite, enter the @ symbol and the first few letters of the contact’s first or last name.
  2. When Outlook offers you one or more suggestions, choose the contact you want to mention.
    By default, their full name is included. You can delete a portion of the mention, for example, everything other than the person’s first name.
  3. The mentioned contact is added to the To line of the email or the meeting invite.
 Use @mentions to get someones attention image


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