39

Emails

Last Update sebulan yang lalu

How to Sync Calendars & Contacts via cPanel (Mac & iOS) Having Trouble with Email? Let’s Fix It Together How to Enable SMTP Authentication in Modern Email Apps Fix Sync Issues in the New Outlook Mail App (Windows) IMAP vs POP: Which Email Setup Should You Use?

General How-To Guide for Microsoft Outlook Email Apps (Windows, Mac, & Mobile)

Microsoft Outlook is a powerful email client available on desktop, mobile, and web. Below are common how-to steps to help you manage email, calendars, and accounts easily across platforms.

Evans

Last Update 2 bulan yang lalu

1. Add an Email Account
Windows or Mac App (Outlook 2016 and later)

  1. Open Outlook.

  2. Go to File > Add Account.

  3. Enter your full email address and click Connect.

  4. Enter your password and sign in.

  5. Click Done.

If you need manual setup, choose Advanced options > Let me set up my account manually and enter the IMAP/SMTP or Microsoft Exchange settings.

 Outlook Mobile App (iOS/Android)

  1. Open the app and tap Add Account (or go to Settings > Add Account).

  2. Enter your email and password.

  3. Tap Sign In or configure manually under Advanced Settings.

2. Sync Settings and Frequency
Windows/Mac:

  • Go to File > Account Settings > Account Settings.

  • Select the account > Change > Adjust the Mail to keep offline slider.

Mobile:

  • Open Settings in the app > Tap the email account > Set sync duration (e.g., 7 days, 30 days, All).

3. Delete or Remove an Email Account
Desktop:

  • Go to File > Account Settings > Account Settings.

  • Select the account and click Remove.

Mobile:

  • Go to Settings > Tap Account > Delete Account.

4. Enable or Check SMTP Authentication

  1. Go to File > Account Settings > Change.

  2. Click More Settings > Outgoing Server tab.

  3. Check My outgoing server (SMTP) requires authentication.

  4. Use same settings as incoming mail server.

  5. Under Advanced, set port 587 with encryption as STARTTLS.

5. Manually Configure Incoming/Outgoing Servers

Set your full email as the username and use your email password.

6. Create and Organize Folders

  • Desktop: Right-click on Inbox > New Folder.

  • Mobile: Long-press Inbox > Tap Create New Folder (varies by platform).

  • Web: Go to sidebar > Click + New Folder.

7. Manage Calendar Events

  • Open Calendar in Outlook.

  • Click New Appointment or New Event.

  • Add title, time, location, and attendees.

  • Save and send invitations.

8. Set Up an Email Signature

  • Windows/Mac:
    File > Options > Mail > Signatures > Create or edit your signature.

  • Mobile App:
    Settings > Signature > Edit the default text.

9. Create an Out of Office (Auto-reply)
Outlook Desktop:

  1. File > Automatic Replies (Out of Office).

  2. Select Send automatic replies, set your message and schedule.

Outlook Web:

  1. Settings (⚙️) > View all Outlook settings > Mail > Automatic Replies.

10. Search and Filter Emails

  • Use the Search bar at the top.

  • Apply filters (From, Subject, Attachments, etc.).

  • Use search operators like:

11. Export or Backup Your Emails (PST)

  1. Go to File > Open & Export > Import/Export.

  2. Choose Export to a file > Outlook Data File (.pst).

  3. Select folders and save the file securely.

12. Clean Up Mailbox Space


  • Delete old or large emails.

  • Use Archive or Clean Up Tool under Tools > Mailbox Cleanup.

  • Sort by size to find heavy emails.

13. Archive Emails


  • Use AutoArchive settings under File > Options > Advanced.

  • Set age and destination folder for auto-archiving.

14. Add Email Rules (Filters)

  • Go to Home > Rules > Manage Rules & Alerts.

  • Create rules to automatically move, delete, or flag messages based on keywords, sender, etc.

Troubleshooting Tips

  • Always check for the latest Outlook and Windows updates.

  • If sending/receiving fails, review your SMTP and IMAP settings.

  • Restart Outlook in Safe Mode using Outlook.exe /safe if needed.

Was this article helpful?

0 out of 2 liked this article

Still need help? Message Us