Mastering Microsoft Outlook

Mastering Microsoft Outlook is an essential skill that employees should have. It is no wonder that companies and businesses demand that their employees learn Outlook so that they can stay productive and competitive.

Microsoft Outlook is a personal information manager from Microsoft, available as a part of the Microsoft Office suite.

Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing.

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.

Key Takeaways
  • Send and receive mail messages using Microsoft Outlook
  • Organise and sort messages
  • Schedule and edit appointments and meetings
  • Add, edit and find contacts
  • Track tasks in an electronic list
  • Use Microsoft Outlook calendars to schedule meetings.
  • Manage mail by categorising, flagging and archiving.
  • Use instant search options to find messages and appointments.
  • Automate rules, alerts and search folders to manage items.
  • Plan meetings and book meeting rooms.
  • Delegate tasks with task assignments.


  • Introduction to Email System
  • Introduction to Microsoft Outlook
  • Microsoft Outlook Capabilities
  • Opening Outlook

Starting Outlook

  • The File Tab and Backstage
  • Navigating Outlook
  • The Navigation Pane
  • Collapse the Folder Pane
  • Reading Pane
  • To Do Bar
  • People Pane
  • Folder View
  • Navigation Pop-Ups

Working with Email

  • The Inbox
  • Creating an email
  • Addressing an email
  • Replying to an email
  • Forwarding an email
  • Setting a Follow-up Flag
  • Printing an Email

Email Message Options

  • CC and BCC fields
  • Setting a Sensitivity Flag
  • Setting a Follow Up for the Recipient
  • Read and Delivery Receipts
  • Message Expiry
  • Routing Replies to another Person
  • Delayed Delivery
  • Signatures
  • Email Options

Working with Folders

  • Creating a Folder
  • Moving Mail Messages into Folders
  • Deleting a Folder
  • Overview of Favourite Folder

Mail Attachments

  • Attaching a File to a Message
  • Saving an Attachment
  • Previewing Attachments
  • Opening an Attachment

Managing Mail

  • Flagging mail
  • Flag reminders and quick flags
  • Categorising mail with colour categories
  • Showing mail in conversations
  • Voting buttons

Automating Outlook Processes

  • Using quick steps
  • Setting rules and alerts
  • Automatic replies

Using the Calendar

  • Day, Week, Month Views
  • Adding an Appointment
  • Setting Reminders
  • Time Status
  • Appointment Notes
  • Viewing and Editing Appointments
  • Navigating with the Date Navigator
  • Deleting an Appointment
  • Overview of Recurring Appointments
  • Managing Recurring Appointments
  • Adding Events
  • Multi Day Events
  • Printing the Calendar
  • Calendar Options

Responding to Reminders

  • Viewing Follow Up Details
  • Marking a Follow Up as Complete
  • Clearing a Flag

Working with Meeting

  • Planning a meeting
  • Responding to meeting invitations
  • Checking responses to a meeting
  • Enabling /disabling new time proposals
  • Request responses

Working with Task

  • Task assignments
  • About assigning tasks
  • Assigning a task
  • Accepting task requests
  • Track tasks that you have assigned
  • Delegating tasks to another
  • Status reports
  • Marking an assigned task complete
  • Creating a task from an email

The Tasks Folder

  • Adding a Task
  • Setting Task Reminders
  • Task vs To-Do Views
  • Editing a Task
  • Marking a Task as Complete
  • Deleting a Task
  • Sorting Tasks

Working with Contacts

  • Creating a Contact
  • Adding a Contact from an Email
  • Changing Contact Views
  • Phone List View
  • Editing Contact Details
  • Adding Photos
  • Deleting a Contact
  • Flagging a Contact
  • Setting a Flag Reminder
  • The Global Address List
  • Contact Groups
  • Sending Mail to a Contact Group
  • Importing/exporting people from a CSV file

Searching, Sorting and Filtering

  • Using the Search Bar
  • Creating Search Folders
  • Adjusting Search Options

Customising Outlook

  • Resizing panes
  • Customising views
  • Conditional Formatting in Emails
  • To-do bar options

Add-on Topics

  • Email Categorization – Industry Best Practices
  • Email Tips & Tricks
  • Outlook Keyboard Shortcuts