Microsoft Outlook

As a Giant tree Microsoft has different branches including Development software, Digital media authority, Internet, office and many mores which has their sub-branches.
For each and every branches lots of KC (knowledge center) and prototype created but still we have issue while accessing them, I do not know but over this software I think Microsoft should stop providing KC because 95% people think it of as no use because they do not want to make it use for their efficiency.
Last summer I was in Jaipur(INDIA) in Global technology summit and I meet some highly-experienced tech Advance people and they were discussing over fancy and cool tech software’s so after long I asked one of the tech old charming gentleman named Billy Walkson that from where you get all these knowledgeAnswer was very simple:
I could never understand that how someone can be so stupid to spend their entire life over one single thing it may related to software or any other thing but when I come in picture about Office 365 then I must say I need that ‘Research’ part here.
I should be very focused over the topics because it is huge and if I miss out something then I have to pay for that and I do not want my readers to go for different links, blogs or articles when they are reading same thing here.
1.Why Outlook.  
2.How to set up outlook
3.Application of Outlook.
4.Outlook Shortcuts.
5.Contact us. 
Microsoft Outlook is a sophisticated communication-management program that helps you quickly and efficiently manage messages, schedules, address books, and other information. Microsoft Outlook offers a comprehensive look at the features of Outlook that most people will use most frequently.When I start working on Outlook, I want to share you my first experience with that I found a very similar thing between Outlook my lucky iPhone that when you have no idea how to use these products effectively it sucks but mark my words when you will get your hands on outlook, you will start used to it. I found that I can do multiple work over mail ID’s in same time, at least I could get mails in proper format: 

According to wiki:
It can be used as a stand-alone application, or can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization, such as shared mailboxes and calendars, Exchange public folders, SharePoint lists, and meeting schedules. Microsoft has also released mobile applications for most mobile platforms, including iOS and Android. Developers can also create their own custom software that works with Outlook and Office components using Microsoft Visual Studio.In addition, mobile devices can synchronize almost all Outlook data to Outlook Mobile.

Outlook is basically categorized in two parts:
1. Web Outlook (OWA)2.  System outlook.

     Web Outlook: Accessing mailbox using supported browsers. It spans over  office 365,, Exchange Server, and Exchange Online. It  Compatible with any platform with same functionality.

 System Outlook: Accessing mailbox using PC or Tablets. It spans over office  365,, Exchange Server, and Exchange Online. It Compatible with  any platform with different functionality.

     Outlook mobile is almost part of OWA. It is use to access outlook over phone devices.

2. Set up outlook:

  • OS: Windows, MAC.
  • System Requirement: Basic
  • Internet connectivity: Require
Best thing that once outlook connected to exchange server and folders are updated it works on slow internet connectivity also.Outlook configuration consist of three protocols :  

SMTP is a relatively simple, text-based protocol, in which one or more recipients of a message are specified (and in most cases verified to exist) along with the message text and possibly other encoded objects. The message is then transferred to a remote server using a procedure of queries and responses between the client and server. 

POP is a very simple protocol that only allows downloading of messages from your Inbox to your local computer. Generally, once transferred, the email is then on your local computer and is removed from FastMail.FM. 

IMAP is a much more advanced protocol that allows you to see all your folders on FastMail.FM, and quickly view subjects and message bodies of emails, but delay downloading of larger emails (such as those with attachments) to a later time if you want. IMAP also allows you to synchronise mail folders between your home machine and FastMail.FM on the web, so that you see the same folders and messages wherever and however you access your email. 
For Windows:
A profile consists of accounts, data files, and settings that specify where your   

email messages are saved1.Exit Outlook.2.In Control Panel, click or double-click Mail.

Where is Mail in Control Panel?
Mail appears in different Control Panel locations depending on the version of the Microsoft Windows operating system, Control Panel view selected, and whether a 32- or 64-bit operating system or version of Microsoft Outlook is installed.
The easiest way to locate Mail is to open Control Panel in Windows, and then in the Search box at the top of window, type Mail. In Control Panel for Windows XP, type Mail in the Address box.
The Mail icon appears after Outlook starts for the first time.
The title bar of the Mail Setup dialog box contains the name of the current profile. To select a different existing profile. Show Profiles. the profile name.
3.Type a name for the profile, and then click OK. 

You can add additional (non-Exchange) mail accounts to your profile, like Gmail or, or change options for your account’s data files. See Edit an Outlook profile to learn how.

For MAC:

Use this link for setting up outlook in MAC:

Once you will configure outlook, it will take some time to update, basically it depends on your mailbox size.

 3.Application of Outlook:

 1. Integration across email, calendar and contacts — Email is the primary mode of communication at work today. People look at Outlook as one place to effectively communicate at work to get things done. Whether it is to setup meetings, find more information about a contact, dial into conference calls or jump onto online meetings, Outlook is their hub. They tell us how they love the consistent experience of the inbox since it gets them going on their task without much thinking. As they start Outlook each morning, this consistent look gets them going every day with minimal to no training. Gmail on the other hand frequently tries a new experience e.g. new compose or new inbox.
2. Offline access to email —  A big topic in all our discussions is being able to work on email without worrying whether they are connected to Internet. When traveling on an airplane, their favorite work-related activity is to clear up their email backlog. Most of them work in Outlook during their journey. They can read and respond to email just like they would when they are at their desk connected to the Internet. As the Internet connection is re-established, the email is automatically sent. With Gmail offline, users have access to only past month’s email when there’s no Internet connection. Also, users can access their email offline on Chrome and Safari browsers only. By contrast, Outlook does not have these restrictions.
3. Organize email your way — Not all users work the same way. Some sort their folders alphabetically; others don’t. Some like to simply search for their email while others need the ability to look for their email in specific “bins”. As a result, they relate to folders in Outlook better. Users have limited ways to organize their email in Gmail. They are limited to only use labels to organize their email. Asking users to relearn their way of organizing email is simply unacceptable to them. As one user said, “it felt like trying to get work done with workarounds.”
 4. Categorize email items to stay organized — With Outlook, users have the ability to assign categories to various items (e.g. message, calendar appointment, task etc.) An item can be assigned multiple categories to classify it in more than one way. And those who need visual cues have the ability to color-code the categories. At a glance, users can see how they spend their time across different areas by looking at the color coding of the events on the calendar. Those who use categories and color coding to keep their work organized cannot imagine doing without it. These customers had to restrict themselves as they tried to use the colors to differentiate items in their inbox, tasks etc. in Google. The inability to associate colors with different items in email rendered color coding meaningless for these customers.
 5. Multiple ways to find email — Users need multiple ways to find their email. Using search to find email works mostly when users know what they’re looking for. But users insist “sometimes you just don’t know what to look for” and they have to rely on where they filed an email to go find it. The ability to sort email by date and size, to specify the timeframe, and to scope the places to look are all various ways to find the email when you don’t know how to describe your search. Outlook provides multiple ways to track down what users are looking for, whether its search, folders, categories, sort emails in inbox, search folders, etc. With Gmail, users do not have a way to sort email by size, date or sender and are stuck with just one thing – search!
 6. Flags, changing importance of email — Outlook makes it easy to flag email to grab quick attention. One customer described it as, “when I see a red exclamation marked email in my inbox, I know I have to get to it quickly.” The lack of the “red exclamation mark” in Gmail leaves users confused as to what email is more important than others. Because they cannot set the “red exclamation mark” while composing email, they are unable to get the right priority of attention to their email from their recipients. By contrast, Outlook makes it easy to not only include a “red exclamation mark” but also flag email for rapid follow-up or change the importance of an email to “low” to indicate lack of urgency. Customers tell us these seemingly little capabilities make users far more productive on daily basis than using Gmail without these.
 7. Rules to minimize email clutter — Customers tell us how much they love Outlook, and yet they continue to push us to help them better manage the clutter in their inbox. We continue to make progress on that front every day. Some users use rules to move items to various folders and assign categories to stay organized. This helps them remove unwanted email and minimize the clutter in their inboxes. Gmail has filter capability, but the actions you can take after you filter these emails is limited in nature. Customers tell us it is easier to setup rules in Outlook to flag important email based on the sender.
 8. Rich contact information — It’s great to hear users describe how they’re able to find someone’s office by looking at their contact card. Contact card in Outlook provides rich information about the user. The photo in the contact card enables users to associate faces with names. “Presence” information shows the status of the user, for example, whether they’re busy, offline, etc. Users can quickly and easily start a chat conversation with the contact, schedule an appointment, make a quick phone call, or start an online conference. And unlike Gmail, the contact card in Outlook also includes each person’s job title, department and location information.
 9. Scheduling meeting rooms — Outlook lets users schedule resources like meeting rooms,projectors, etc simply by adding them as a resource to your meeting. The resource then functions just like any attendee, including the ability to auto-respond to the meeting invite as well as the ability to see the free/busy schedule. Users who want to do this easily with Gmail end up frustrated as the experience of scheduling meeting resources with Gmail is a cumbersome, multiple-step process involving primary and secondary calendars.
 10. Mail tips — How many of you have inadvertently sent an email to a long distribution list instead of the one person that you intended to? I am sure many of you can relate to this scenario, just like I have embarrassed myself! For users like me, mail tips in Outlook is a savior. As you begin composing email, a message pops up to indicate that you might be sending mail to a large distribution list. It’s a good warning sign if it wasn’t the intention of your email. This is a great example of enabling you to make the right decisions, while continuing to help you be productive.This capability pops even more when the recipient of your email is on vacation or has their automatic responses turned on. As you begin composing the email, the automatic response message for the recipient shows up within the message, thus saving you the headache of waiting for the vacation response to plan the appropriate next follow-up action. Customers who have switched from Gmail love it when the mail tip pops up in Outlook telling them the urgent message might be headed for someone who is unavailable for a few days.
 11. Ignore conversations — Some conversations are worth ignoring. Often such conversations are an outcome of someone’s oversight or “who has the last say” attitude. Outlook has a very simple way to ignore such conversations. With a simple click, all existing and new emails in this conversation are moved to deleted Items folder, thus removing clutter from your inbox to help you focus on more important tasks at hand. Users also like the clean up option, where only the latest email thread with all comments is kept intact, while the rest of the emails are moved to the deleted items folder. All unique forked conversations are also kept intact to ensure all comments are still available in one place. With Gmail, users have a way to mute the conversation, but this capability is not easily discoverable and it does not work if the recipient gets added back on the To line of the email.
 12. Sharing and delegating calendars — Administrative assistants who are responsible for managing multiple calendars tell us that working with Google Calendar was one of the most painful experiences for them. With Google, they claim that they had a “calendar mess” to deal with, leading some to use paper-based calendars to keep things in check! With Google Calendar, you get the option to either share all details on the calendar or just the free/busy schedule. It does not have the ability to share the free/busy with just the subject of the events. It lacks the level of control as to what details to share. After switching back from Gmail to Outlook, customers have much better control over managing calendars. For example, users can decide whether to share each person’s “free/busy” status along with the subject for the meeting. They can also choose to share full details about each meeting including the subject, attendees, the location, etc. Once the calendar is delegated, administrative assistants can easily manage the delegated calendar alongside their own calendar in a simple side-by-side view and minimize the confusion of making changes to the wrong calendar!
Having spoken to so many customers who have switched from Google Apps during the past year, I can safely conclude that not everyone used Outlook the same way. Based on their role and organization, they missed Outlook for a variety of reasons. The core of what Outlook gives them is the ability to use it in a way that makes them more productive in their job, whether it is an administrative assistant helping the leader to be more successful or an executive sending a high importance email to the team. The choice and flexibility is what they missed the most about Outlook.
       Outlook Shortcuts: Most important thing we all look for in every MS application is shortcut keys and personally I feel it makes user task very easy, I mean it save lots of time. Outlook shortcuts are amazing and very reliable. I am sharing the link down below where you will find all the important shortcuts of outlook:

So I will conclude topic in this way that when I will open my mailbox next time I should get positive response for this article from my viewers that ‘yes it is actually helping us to access mailbox in better way’ :)

5. Contact:

or mail me at

*Need your suggestions and feedback, so that I can improve my way and ideas for coming blogs and hope that you appreciate it.
Thank YOU!!!
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  1. Mr Sourabh, Thank you so much for your post but request you to post frequently :( Outlook issues


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