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Join , subscribers and get a daily digest of news, geek trivia, and our feature articles. By submitting your email, you agree to the Terms of Use and Privacy Policy. Many of us crave organization and productivity. If you already use Microsoft Office, then you already have the ultimate tool to sate that craving: Outlook A typical company can connect Outlook to an Exchange server, and everyone can share the same address book and calendars, making it a great tool for enterprise level collaboration.

Unlike other popular Office apps, however, Outlook is largely built around its different functions — Word is primarily for creating text documents, Excel is all about spreadsheets, PowerPoint does presentations — but Outlook is a app of many hats. Love them or hate them, Ribbons are everywhere throughout Office.

If you click on any of the menu functions at the top, the Ribbon shows and you can choose functions and tools. In the above screenshot, we see our options for Mail. Along the left edge, you see the folder pane. In this example, you see icons for the Inbox, Calendar, People, Tasks, and so on.

If you click on the arrow at the top of navigation pane, it will expand the pane, which will display the folder tree for your email account.

Similarly, if you switch to the Calendar mode, you will see the applicable view in the folder pane. Click on the three dots to access further Outlook modes, such as Notes, Folders, and Outlook shortcuts. You can also increase or reduce how many items appear and the order they appear.

Overall, the Folder tab is fairly consistent across all modes, with the notable exception of the Calendar. As we mentioned, most of the Folder tabs are fairly consistent throughout Outlook, except the Calendar, which caters to calendar-specific functions.

The View options contain the following essential functions. This is the View tab as seen from the Inbox. Note the Reminders Window button, which you can open at any time to check your reminders, such as if you missed one or absent-mindedly dismissed another. If you had any reminders showing, you could choose to dismiss each one, hit the snooze button, or simply dismiss everything in one go. The other View tabs will vary according to the mode.

The following is attributed to the Calendar, which adds the ability to change the current view, arrangement, color, and layout. Notice how you can sort and change the Tasks view for maximum impact. Using the View tab per your preferences will allow you to cut through and sort information quickly as it increases and builds over time.

Compare that to the Task Ribbon, which is accessible by starting or opening a task. Take a moment to note just how different it is from the Message Ribbon. Compare that to the Insert tab. Email messages do add an Options tab, which have quite a few useful features. This tab bears a striking resemblance to the formatting functions found in Word, so if you use Word to write and format documents, these controls will likely be familiar to you.

The Review tab is the same throughout the Outlook application. Notice also that it contains Language functions, here you can set your language preferences and proofing preferences. You can also translate items such as if you correspond with a foreign partner or someone sends a bit of text in another language.

Obviously, we skipped over a lot of specifics, but we feel that once you understand the nature of the Ribbon system. When you want to use a function, you know where to look for it. You have a choice, you can set Outlook up immediately with an email account, or you can skip this part and add an account later. Of course, you can still use it to track tasks, notes, keep a calendar, and other things, but Outlook is really an email-centric experience. You can initially try to do so automatically, where you will enter some cursory information about your account and the application will try to automatically detect the settings.

If it does, then you win, and you can skip ahead to the next section. If you need to set up an account manually, we suggest you skip ahead to that section. In the meantime, we simply used an Outlook. Using an Outlook. Thankfully, you can set up Outlook to operate with many different email accounts including POP and IMAP, and you can have as many accounts as you can personally handle.

POP is great for downloading your messages. Like we said, we think IMAP is the far superior method. Adding and managing multiple e-mail accounts in Outlook is very simple.

As we mentioned earlier, your choice between account types will likely be POP or IMAP, and setting up your account as one or the other will usually be detailed by your email provider. That is to say, if you use Gmail or Yahoo! Once you have added your accounts, if you ever need to manage them you can choose the account you want to deal with from the drop-down selector at the top of the Account Information page found on the File tab.

From the resulting window, you can create a new account, repair a current one, remove it, set it as default if you have more than one and, of course, change any settings if necessary. Here we see the settings for an Outlook. Remember, you only have to do this kind of stuff once, and then forget it. If you want to learn more about adding Gmail IMAP accounts to Outlook, we have a handy little guide that will help you out with that.

While you may be satisfied using just Gmail or just Yahoo! Once your email accounts are set up and ready, you can start using Outlook and exploring all of its functions. Windows Mac iPhone Android. Smarthome Office Security Linux. The Best Tech Newsletter Anywhere Join , subscribers and get a daily digest of news, geek trivia, and our feature articles. How-To Geek is where you turn when you want experts to explain technology. Since we launched in , our articles have been read more than 1 billion times.

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