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You are here: Home Microsoft Outlook Tutorial for Beginners

Microsoft Outlook Tutorial for Beginners:

Outlook is called as CORPORATE EMAIL CLIENT since most of the corporate in the world uses OUTLOOK. This tutorial is all about how to use important features of Microsoft Outlook 2013 (Microsoft outlook 2013 version 15.0.4551.1011 MSO (15.0.4551.1007) 32-bit; part of Microsoft office 365 home premium) and it will definitely help the beginners. We will cover email messages, calendars, appointments, tasks, contacts etc.

Microsoft Outlook 2013 (Outlook) software is an email client which offers features like:

  • Creating/sending/replying/forwarding email message, managing multiple email accounts,
  • Scheduling appointment/meeting,
  • Use calendars to see your upcoming appointments, tasks, people etc. You can also view other people’s calendars if it is shared.
  • Creating and managing contacts/tasks, integrating with applications (team viewer, one notes) /devices.
  • Creating and managing contacts and much more.

First Step: You have to install outlook, and configure with your EMAIL ID that you are going to use with Outlook. If you are using Microsoft Exchange, or yahoo, or Gmail or Hotmail, or any other email client, you can configure those email ids to outlooks. Later we will explain how to configure.

To install Outlook: Go to www.microsoft.com and download it on your system if you have a trial version. Operating Systems supported by Outlook: Please visit www.microsoft.com.


There are many editions of outlook and it all depends upon how you use it.

  • Microsoft Outlook 2013: Either you use a trial version or you buy it, install it, and use it. You are the owner. Based on the price that you afford you will get several features or limited features. Since software and data is stored physically, you have to back it up.
  • Office 365: This is in cloud environment and there is no need to buy it. Simply you pay rent on a monthly basis or on a yearly basis. By using internet connection, you log in to the cloud environment, use it and there is no need for back up. Your data is backed up by Microsoft itself.

When you open the outlook, you can see the following:

  • TITLE BAR: On Top center of the screen, you can see the title bar. It shows the email id that has been configured to outlook, the folder (INBOX, SENT, OR MANUALLY CREATED FOLDERS) that you are using.
  • MENUs: Below the Title Bar, you can see the following Menus.
    1. FILE
    2. HOME
    4. FOLDER
    5. VIEW


  • INFO: account and social network settings, mailbox cleanup, rules & alerts
  • OPEN & EXPORT: open calendar, open outlook data file, import, export, other user"s folder
  • SAVE AS: save as
  • PRINT: print, print options, table style, memo style
  • OFFICE ACCOUNT: You can see the product information that you are using and upgrade details also
  • OPTIONS: general, mail, calendar, people, tasks, search, language, advanced, customize ribbon, quick access toolbar, add-ins, trust center
  • EXIT: exit


BY DEFAULT, YOU NAVIGATE TO HOME MENU, and you can see the following options under this menu.

  • RIBBON: It is placed below the title bar and it offers the following features: You can see GROUPS like new, new meeting team viewer, delete, respond, quick steps, move, tags, find, send/receive All Folders.
    • NEW: New email, Drop Down Box new Items, new meeting team viewer
    • DELETE: Ignore, Drop Down Box clean up, Drop Down Box junk, delete
    • RESPOND: reply, reply all, forward, meeting, Drop Down Box more
    • QUICK STEPS: $H1B, team email, reply & Delete, to manager, done, create new
    • MOVE: Drop Down Box move, Drop Down Box rules, and One Note
    • TAGS: unread/read, Drop Down Box categorize, Drop Down Box follow up
    • FIND: Search Box for searching people, address book, Drop Down Box filter email
    • SEND/RECEIVE: send/receive all folders
  • SEARCH BOX: Below the ribbon, you can see the search box for searching in your folders.
  • MAIL FOLDERS: On the left side of the screen, you can see default folders like Inbox, Drafts, Sent Items, Junk Email, RSS Feeds AND folders created by you.
  • MESSAGES: Adjacent to MAIL FOLDERS, you can see list of email messages that have arrived in that folder that you are viewing.
  • READING PANE: Adjacent to MESSAGES, you have a reading pane, by which you can read your emails.
  • STATUS BAR: You can see the status of each email message. Total email messages in that folder, how many of them are unread etc.


It contains SEND/RECEIVE group, Download Group, Server Group, Preferences Group

  • SEND/RECEIVE: send/receive All folders, update folder, send all, and drop down box send/receive groups
  • DOWNLOAD: Show progress, cancel all, and download headers
  • SERVER: Drop Down Boxes mark to download, un-mark to download, process marked headers
  • PREFERENCES: work offline preferences


It contains new group, actions group, clean up group, favorites group, and properties group.

  • NEW: new folder, new search folder
  • ACTIONS: rename folder, copy folder, move folder, delete folder
  • CLEAN UP: mark all as read, run rules now, show all folders A to Z, drop down box clean up folder, delete all, and recover deleted items
  • FAVOUITES: show in favorites
  • PROPERTIES: auto archive settings, folder permissions, folder properties


It contains current view group, messages group, arrangement group, layout group, people pane group, window group

  • CURRENT VIEW: drop down box change view, view settings, reset view
  • MESSAGES: show as conversations, drop down box conversation settings
  • ARRANGEMENT: drop down box message preview, date (conversation), from, to, categories, flag: start date, flag: due date, reverse sort, add columns, drop down box expand/collapse
  • LAYOUT: drop down box folder pane, drop down box reading pane, and drop down box to-do bar
  • PEOPLE PANE: drop down box people pane
  • WINDOW: reminders window, open in new window, close all items

6. McAfee Anti-Spam MENU:

  • McAfee Anti-Spam Group: mark as spam, mark as not spam, add friend, import contacts, settings

Groups in Microsoft Outlook 2013

In the next section, we will explain about sending email by using different features provided by outlook.

How to send email in Microsoft Outlook 2013

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