A Step by Step Guide to Use Outlook/Hotmail

Table of Contents

  • Introduction
  • Getting Started
  • Features
    • Email features
    • Contacts features
    • Calendar features
    • Journal features
    • Notes features
  • Add-ins
  • Useful Shortcuts
    • Navigating the Outlook Toolbar
    • Managing Mail
    • Managing Contacts
    • Managing Calendar
    • Managing Journal
    • Managing Tasks
  • Troubleshooting in Outlook
  • Outlook for Smartphones
    • Outlook Web App for iPhone


Microsoft Outlook is a multifaceted management tool for the modern individual. It allows individuals – professionals and others – to manage communication as well as private information. Microsoft Outlook works with an individual’s email account – for example, it can be linked to your Hotmail account – allowing the user to manage contacts, send and receive emails, set up appointments and manage a calendar and keep a record of pending as well as completed tasks.

According to statistics, about 20% of the time spent on smartphones is allocated to the management of emails. In addition, a considerable amount of time is spent managing emails via personal computers as well as tablets. Outlook has been designed so that it is synced across all devices that an individual uses. As a result, emails are accessible anytime and anywhere.

In today’s world, social media has become an important primary mode of correspondence between individuals and Outlook is designed so that this requirement is given sufficient attention. To this end, an Outlook account comes with built-in access to social media accounts. That is, the updates shared by one’s contacts on their social media are automatically shared with the Outlook user. At the same time, Outlook ensures that the user has complete control over his or her privacy and can choose what to share with others on social media.

Outlook makes sure that the process of checking emails is smooth and free of unwanted promotions and spam. It automatically sorts through different kinds of emails, allowing the user to give sufficient time to each section without wasting time looking for specific emails or being distracted by spam. Most of all, Outlook ensures that the user’s privacy is maintained, by not forwarding private information to other companies and also by not imposing advertisements in the emails.

Outlook is an update to the Hotmail server, and is accessible via personal computers, tablets, and smartphones.

Getting Started

In order to begin benefitting from the services that are offered on Outlook, simply download the desktop application or go to www.outlook.com and sign in. If you are a new user, you can register for a new email account. However, if you are an existing user of Hotmail, you do not need to create a new email account on Outlook. All you need to do is simply log in with your Hotmail credentials, and all of your information will be transferred onto the Outlook platform. If you already have a Hotmail account, you are strongly advised to log onto Outlook with the Hotmail account in order to have a smooth transition to a new platform.

Once you have logged into Outlook.com using your Hotmail credentials, you have the option of creating a new @outlook.com email address. Remember, this is optional. If you choose not to create the new alias, you can still continue using Outlook with your Hotmail credentials. If you do choose to change to an @outlook.com email address, follow these instructions: log in to Outlook.com, and then click on Options cog in the top right corner of the window

Next, click on “More Mail Settings.” Under “Managing your account,” you will see an option that reads, “Create an Outlook alias.”

Click this option and you will be taken to a window that allows you to choose an email address that ends with @outlook.com. Once this is done, you will be able to choose whether emails addressed to this new alias go to the main inbox folder, or to a new folder that you can name.

On the Outlook desktop application, you must first familiarize yourself with the

Outlook toolbar and the corresponding sections on the ribbon below the toolbar:

Outlook is also available on smartphones such as iPhone, Android and Windows Phone. On Windows Phone, you can access Outlook by going to “Start,” swiping left on the Apps list, tapping “Settings” and then tapping “Email and Accounts.” Next, click on “Add an account” and after selecting Outlook, enter your credentials in order to log in. If you are using an iOS-supported device, you can access Outlook via two methods. First, you can download the Outlook Web App from the App Store.

Once installed, you can tap “Get Started” and select the account that you wish to add. If you do not wish to download the Outlook application, you can still use your account. Simply go to Settings, tap “Mail, Contacts, Calendar,” tap “Add account” and select Hotmail. Enter your credentials, and after selecting the services, you want to sync onto your phone, tap “Save”.

If your smartphone is supported by Android, you can set up Outlook by searching for Outlook in the Google Play store. Once installed, select “Get started,” select the account, you wish to add, and sign in with your credentials. If you are unable to download the Outlook application on your Android phone, you can follow a different

set of steps: tap “Email,” then tap “Add account.” Enter your Outlook credentials and then select “Manual setup.” When you see the prompt, “What type of account is this?” select “Exchange.” Leave the “Domain” field blank, and enter your credentials in the relevant fields. Make sure that the “Use secure connection” option is selected, and then select “Next.” After choosing your account settings, select “Next” again. Your Outlook account is now ready to be used.

Remember that you can also access Outlook from your phone’s web browser, by simply going to www.outlook.com.


There are four central management and productivity features that are offered by Outlook: email, contacts, calendar and tasks. Additional features include a journal as well as a notes section. Although these features may appear banal at first, the more advanced features that follow these basic features ensure that the users of Outlook are satisfied with the smooth and streamlined management that the platform provides.

Email features:

For use in corporations, Outlook can be connected to the Microsoft Exchange server in order to achieve optimum functionality. For use at home, Outlook can connect to the standard mail servers using IMAP or POP3 protocols.

If you use the Outlook for Windows application on your desktop, you will be asked to sign in with your credentials first.

On the basic level, Outlook’s email feature allows users to create messages, attach files or messages to an email, and create distribution lists. In order to create a message, simply click “New” and enter recipient names in the To, CC, or BCC boxes, making sure that email addresses are separated by a semi-colon. Write the subject in the Subject box, and after writing the email message, click send. You can also select special sending options, such as assigning an importance level, setting a time limit on

the availability of the email message, and deliver email at a delayed time. In order to insert a file, simply click “Insert File” and choose the intended file, or simply drag the document you intend to attach into the body of the email. Finally, in order to create a distribution list, go to File, click New, and select “Distribution List.” Name this list, and add the contacts you wish to include in this list. The list is then saved into the contacts tab, under the name that you give it.

Advanced features are also included in the email section. With Message Recall, you can recall messages that have not been read yet by recipients. You can also edit these messages and send them again.

The Message Tracking feature allows you to know when your message has been received and read by the recipient. You can set the tracking features in the original message, before sending it.

You can also make permanent settings by going to Options and then Mail.

You can also include a multiple-choice question in the original message and then tally and analyze the responses. Another unique feature is that of work delegation, whereby an individual can assign permission to another individual to manage, send and receive emails on the account owner’s behalf. A useful feature, known as Out of Office Assistant, can be activated when the user is expected to be unavailable for a given period of time. This way, those attempting to get in touch with this particular user can wait without having to worry about the receipt of their emails.

Information protection is a vital feature on Outlook email. In this regard, the encryption services allow the user to make sure that the message body is only visible to the individual addressed in the email, and no one else can view the information.

The Sweep feature on Outlook emails is another useful inbox management tool. It allows the user to clean up the inbox with one click. Open a message from the sender whose messages you want to clean up, and click “Sweep” in the toolbar. Once this feature is enabled, you can choose the standard operating procedures.

Four choices are available: only keep latest messages from a sender, delete messages older than ten days, move messages older than ten days to a particular folder of your choice, or stop cleaning up a sender’s messages. You can simply check the box that corresponds with your needs, and you are set to use the Sweep feature. This way, your inbox will not be clogged up by unwanted or outdated emails.

In order to further rationalize the management of Outlook users’ inbox, the Instant Actions feature is quite useful. With this feature, you can flag a spam email without having to open it, and you can also flag important emails to be read when you are not preoccupied with something else. To activate this feature, go to the Outlook toolbar, select Settings, and then select “More email settings.” Under “Customizing Outlook”, you will see an option called “Instant Actions.” Make sure the “show Instant Actions” box is checked. By default, you can categorize an email as read or unread, and delete the email; the options emerge when you hover the mouse over the email notification. Clicking on “Add actions” and selecting the options that are given in the drop-down menu can add additional actions.

Contacts features

Having a detailed contacts list in Outlook is useful for a number of reasons. For starters, with a proper list of contacts, you will not have to spend time memorizing and/or typing individual email addresses. If you set up your address book as a priority upon beginning the use of Outlook, your user experience of the application will be more fulfilling.

In order to set up your contacts list, you can either import the details from your Hotmail email account, or you can start a new contacts list from scratch. To set up a list from scratch, go to the Outlook toolbar, and select “Home.” You will then see an icon labeled “People.” Then, click “New contact” and a window will appear. Here, you can enter the relevant details of your contact. Once you are done, you can click either “Save and Close” or “Save and New,” if you have more than one contact to add.

Adding contacts one by one can be an arduous and time-consuming task. If you wish to import contacts from your Hotmail account, you can select the “export contacts” option and after making sure that you have selected the “save file” option, click “Ok.” Next, go to Outlook, click “File” and then “Open.” Click “Import” and select the relevant file that was exported from Hotmail. Follow the prompts and check the relevant box that corresponds to the file, and once the process is done, click “Finish.” Now your Hotmail contacts have been imported into your Outlook account.

Once your contacts list is set up, you can also create contact groups. This setting is very helpful in cases where the same message has to be sent to a group of people. If, instead, a contact group is addressed, communication can be quicker and easier.

To set up a Contact Group, go to the Outlook toolbar and go to “Home.” Click “New Contact Group” and then name the group. Then, select “Add Members,” after which you can either select “From Outlook Contacts” or just add contacts manually. Once you have added the relevant contacts, click “OK.” The Group Contacts feature is very versatile. Once created, you can email the whole group at once, add a personal note about the group, or set up a meeting with only the members of a particular group.

With Outlook, you have a considerable amount of control over how your contacts are managed. In order to configure your contact options even further, go to “File” and then “Options.” Select “People” and then follow the prompt that reads, “Change how you work with contacts.” The options that are available allow you to decide the format in which contacts’ names are presented, and whether or not photos from your contacts’ social media are displayed.

Using Outlook, you can also connect to your social media accounts, including Facebook, Twitter, and LinkedIn. You can add contacts from your social media connections, manage your own social media content, and accept or deny requests

from your Outlook account, without having to go to the social media platform in question.

To manage social media, click “Settings” on the top right corner of your window and then “more email settings.” Under “Reading email,” you will find “content from third-party networks. Under “Showing additional content,” click “Manage connections.” Now, you can discover what social media accounts are connected to your Outlook account, and even configure settings that pertain to your privacy.

Calendar features

A key tenet of productivity is time management, and Outlook ensures that this tenet is achieved by providing one of the most useful Calendar interfaces. With an Outlook account, you can create as well as manage your calendars, schedule appointments, create events, and even share this information with your contacts.

To begin, go to Calendar. The default view is set to a monthly calendar, and you can choose a different view by going to the “Arrange” section in “Home.” You can switch to a Work Week view, or a Week view. Once you have decided upon a view that suits your needs, you can proceed to make specific changes to your calendar.

There is a lot you can do in order to change the appearance of your calendar. In the Outlook toolbar, go to “View” and select the appropriate feature you wish to edit. For example, you can change the color of your calendar entries. You can also add other views that stand by your main calendar’s side. You can open, for example, a to-do bar that shows up to the right of the window. Here, you can view your daily to-do tasks together with the time frame assigned to each task. You can also choose a daily view, a task list supplement, and a reading view.

Setting up appointments with Outlook calendar is very simple. In the toolbar, click “Appointment.” You can then enter the details such as the Subject, Location, Date and Time, as well as a note that gives more detail about the appointment, directions, or anything related to the appointment that you desire to add. If you wish to invite people, then this appointment will have to be converted into a meeting; this is also an easy task to perform. Simply click “Invite Attendees” from the Appointment toolbar, and add the email addresses of the people you wish to invite. You can either type addresses by hand, or you can select individuals from your address book.

Once you have addressed the meeting to all attendees, you can create even more options for your own convenience. For example, you can choose to request responses from the invitees, or even allow new time proposals in case not all invitees can agree on a given time. If you hover your mouse over the date of the meeting on your calendar, the details of this meeting will show up. When you right-click in the box, a set of available options will appear and you can then decide your course of action. You can set up your own status (for example, you can set yourself up as “busy” for the duration of the appointment or meeting), edit notes, add invitees, and even set reminders.

Outlook allows users to not only create appointments and meetings, but also edit or cancel existing meetings, and track the responses of the invitees. To move a meeting or an appointment, simply open the event from your Calendar and after making the necessary changes, click “Send update” so that your invitees can be updated about changes in location and/or time. Once this update is sent, your invitees will have to accept the invitation again, and you should therefore receive a confirmation from them when they do respond to the updated details. In the toolbar, you can click “Tracking” in order to view responses from the invitees. Acceptances as well as

pending responses will show up. Finally, if for some reason you need to cancel a meeting, you can simply do so by clicking “Cancel Meeting” in the toolbar. A notification will be automatically sent to your invitees and you will not have to inform each of them individually.

At times, a meeting or appointment is repeated over several weeks. In this case, you can set up the “Recurrence” option from the Appointment ribbon so that you do not need to add an appointment manually for each recurring week. A window will appear when you click “Recurrence” and you can simply add the details as well as the frequency of the meeting or appointment.

Suppose you have an appointment and you need a particular document for the duration of your appointment. You can attach this document to your appointment page for easy access. Simply select “Insert” from the toolbar and from the ribbon that opens up, select “Attach file” and select the relevant file. Now that the file has been added to your appointment page, you will be able to open it easily. You can attach a file as it is, as a hyperlink, or simply copy the text of the file into the appointment notes page.

There are a number of changes that you can make to your personal Outlook calendar. You can, for example, set your work hours, weeks, and days, change the time zone and the temperature notation for the weather update, and you can also set a default color for your calendar entries.

Another important feature for Outlook calendars is that of sharing the calendar with a co-worker or affiliate. In order to do this, go to the Home tab, find the section that reads “Share” and click “Share Calendar.” A window will appear where you can add the email addresses of the individuals you wish to share the calendar with. You can then send this sharing update and also make changes to the calendar before doing so. Once this is done, you as well as the individual or individuals you share the calendar with, can manage and modify the calendar.

Journal features

An important feature of the Outlook Journal is its ability to automatically record certain forms of communication, all of which you can configure first. In order to turn the Journal feature on, you must click the Journal icon in the Outlook toolbar, and click “Yes” when prompted to turn the feature on. After this, a dialog box will appear where you can manage the Journal settings that correspond to your needs. You can select the kinds of events you want to be recorded. You can also choose to record emails, meeting requests, and other events that people in your contacts list may have invited you to. Once you have made the relevant selections in the dialog box, click “OK” in order to proceed. The Journal will appear and it will be programmed to automatically record the forms of correspondence you previously selected.

You can now view and access your communications without having to search for them in your inbox.

Tasks features

The Tasks features on Outlook provide a reliable user interface that ensures a to-do list is not only maintained but also followed and completed.

To get started, open the Tasks view on Outlook’s Home tab. On the left hand side, you will notice a list of options under “My Tasks”, namely “To-do list” and “Tasks.” If you right click on “My Tasks” you can also create a unique folder of specific tasks. For example, you can create a Home Tasks list and a Work Tasks list.

Once you select a folder, you can add a task by one of two methods: if you want to add a quick task, you can simply click the box that says, “Type a new task,” or you can click the “Task” icon on the ribbon. A bigger window will appear, where you can add more details about your task. You can set due dates, reminders, and priorities as well as any notes pertaining to the task at hand. Once these details are filled, you can click the “Save and Close” icon, or you can make use of the other options available on the ribbon. You can, for example, mark a task as “complete,” or you can assign the task to other contacts.

If a task is expected to occur regularly, you can set up a “Recurrence” setting so that you don’t have to add the task manually every time it repeats.

When you have added a few tasks, you can go to the earlier window and view a list of your tasks. You can make some basic edits to the list of tasks, but for more detailed and particular changes, you will have to double click the task in question. A window corresponding to the “Details” icon will appear, and here you can add further information such as billing information, company information, and more.

When you choose to mark a task as recurring, a dialog box will appear which will look similar to the one that appears when a meeting or an appointment is set up as recurring. Normally, a task will recur even if the task for the current week is not completed. In order to avoid this, you can change the setting in the dialog box so that the recurrence does not occur unless the current task is marked as completed.

In order to assign the task to someone else, go to the Management section in the ribbon and select “Assign task.” You can either type in the contact’s email address, or choose it from the address book that you have set up. The task will then be emailed to them. You can also send a message with the task so that the recipient can understand the specific details about the task. The recipient of the task will have the option to either accept or decline the task that you have forwarded, and you will be notified of their decision.

Once a task has been completed, you can mark it as completed and choose to remove it from the list. To mark a task as completed, you can simply click the red flag next to the task in question. For other options, you can also right-click the task and choose whatever option corresponds to your needs.

When the amount of tasks in your management window appears too overwhelming, you can click “Change view” and view, for example, only those tasks that have been completed, or you can view tasks that are overdue, or due soon. This allows better visuals and management without the danger of overseeing or mistaking an incomplete task as completed.

In order to make specific changes to how your Outlook Tasks experience is shaped, you can go to “File” and then “Options,” where you can select “Tasks” and check the relevant boxes in the dialog box. In this way, Outlook can help you ensure that your productivity is optimized to the best possible level.

Notes features

One final important feature provided by Outlook is that of Notes. These can be used for a variety of reasons, for example, as quick reminders, or as important details from a meeting that can be later reviewed and organized.

Working with Notes is simple. Go to Home on the Outlook toolbar, and in the “New” section of the ribbon, select “Note.” A note resembling a sticky note or a post-it will appear, and you can simply add the details you wish to add. The note will remain floating on your desktop until you click the cross in the upper right corner. Even when you have clicked the cross, the note will show up in the Notes section on Outlook.

You can choose the way in which your notes are arranged. For example, you can organize them alphabetically, according to category, or according to the date, they were created or modified. You can also change the color and size of your notes.


Outlook is compatible with Add-ins that help improve your user experience with Outlook. To view and manage the Add-ins, go to Options and select Add-ins from the drop-down menu. Four categories exist: Active Application Add-ins, Inactive Application Add-ins, Document related Add-ins, and Disabled Application Add-ins. The checked Add-ins are the ones installed and running on Outlook, whereas the Disabled Add-ins are those that are installed but not loaded. You can manage the Add-ins that are loaded by simply checking and unchecking the relevant boxes.

Some Add-ins exist in your Outlook program by default, while others can be downloaded from third-party resources. The default Add-ins include Outlook Social Connector, Exchange Unified Messaging, OneNote Notes about Outlook Items, and Microsoft Exchange Add-in, among others.

Useful Shortcuts

Once you have set up the central features of Outlook to suit your needs, and once you have become familiar with the management tools on offer, you can become even more productive by employing some useful keyboard shortcuts. In the following paragraphs, you will find keyboard shortcuts that correspond to different features on the Outlook application.

Navigating the Outlook Toolbar

The first set of shortcuts is designed to assist you as you navigate around different sections in the Outlook toolbar. Alt + A will open the Action drop-down menu. Alt + E opens up the Edit drop-down menu. Alt + F opens the File drop-down menu. Alt + G opens the Go drop-down menu. Alt + H opens the Help drop-down menu. Alt + I opens the Find tool bar as well as the Insert drop-down menu. Alt + N opens the Accounts drop-down menu. Alt + O opens the Format drop-down menu.

The same combination of keys, when pressed while Calendar is in use, will help you switch to Today calendar view. Alt + T will open the Tools drop-down menu. Alt + V will open the View drop-down menu. Pressing Ctrl and 6 will take you to the Folders list, while Ctrl + 7 will take you to the Shortcuts. Ctrl + A allows you to select all of the text at a given point. Ctrl + D deletes a selected item such as a contact or a Calendar entry. Ctrl + O lets you open a file or a folder. Ctrl + P allows you to print an email message, calendar entry, notes, or any other text. If you require further assistance from the Outlook program, you can press F1 and an Outlook Help window will appear. Finally, it is always a good idea to check your emails for spelling errors before forwarding them to recipients, and F7 automatically activates spellcheck for your text.

Managing Mail

The second set of keyboard shortcuts corresponds to the composition and management of emails. While writing your email, there are some shortcuts that can help you navigate between fields without having to use the mouse. Alt + B opens the Address Book within the BCC field, while Alt + C opens the Address Book within the CC field selected. Alt + J takes you to the Subject field. In order to make sure that you have addressed an email to the right individuals, you can press Alt + K. This will check the names in the To, CC, or BCC fields so that they correspond to the Address Book.

This is particularly useful if you enter the email addresses manually in the first place. Alt + L lets you use the Reply All option. In order to choose some of the advancedMessage options discussed in the earlier chapter, press Alt + P. Alt + R takes you to a Reply message. The same command, when opened within the Calendar view, switches to the Work Week view on Calendar. To send an email without having to click the Send button, press Alt + S. When Alt + W is pressed while email is open, it allows you to

forward an email item to a chosen recipient. Ctrl + F performs the same function. When Alt and W are pressed while Calendar is in use, the view switches to a Weekly calendar view. If you find yourself on the Tasks page and wish to go to Mail, press Ctrl

  • 1. If you select and open a message, you can mark it as read by pressing Ctrl + Q. Ifyou wish to mark a message as unread, press Ctrl + U. If you are composing an email message and require a break before finishing the message, you can save your work in the Drafts folder by pressing Ctrl + S. Finally, once you have read a message and wish to flag it for a follow up, press Ctrl + Shift + G.

Managing Contacts

There are also a handful of shortcuts that pertain to the management of Contacts. To go to Contacts, press Ctrl + 3. To open the Address Book, you can also press Ctrl + Shift

  • B, and to add a new contact’s details, you can press Ctrl + Shift + C. If you wish tocreate a new Distribution List, press Ctrl + Shift + L. Finally, if you are working on any of the Outlook features and wish to find a particular contact, simply press F11 and the

“Find a contact” dialog box will appear.

Managing Calendar

Some useful keyboard shortcuts also exist for use with the Calendar feature on Outlook. To go to Calendar, press Ctrl + 2. As mentioned in some previous shortcuts, you can easily switch between various Calendar views. To switch to the Daily calendar view, press Alt + D, and Alt + M in order to switch to monthly calendar view. To open or create a new Appointment, press Ctrl + Shift + A. To create a new meeting, press Ctrl + Shift + Q.

Managing Journal

If you are managing your Journal on Outlook, you can benefit from some shortcuts. To go to Journal, press Ctrl + 8. If you are viewing a message, task or a contact for example, and you wish to create a new Journal entry from the selected information, you can press Ctrl + J. To simply open a new Journal entry, press Ctrl + Shift + J.

Managing Tasks

To go to the Tasks section on Outlook, press Ctrl + 4. Once there, you can create a new task by using Ctrl + Shift + K. To go to the Notes section, press Ctrl + 5. To begin a new note, press Ctrl + Shift + N.

Troubleshooting in Outlook

At times, Outlook may stop responding for an unknown reason. It may hang up or even crash. In this case, you can run a quick troubleshooting procedure to discover the root of the problem and take steps to fix the issue.

The first step is to investigate the add-ins for possible issues. If you are using Windows XP, click Start and then click Run. If, on the other hand, you are using Windows Vista or Windows 7, click Start. In the dialog box that appears, type “Outlook /safe” and then click “OK.” Once the issue gets fixed, go to Outlook and click File, then click Options and then click “Add-ins.” Select “COM Add-ins” and then “Go.” Uncheck all the boxes and then click “OK” and then restart Outlook. If no issue occurs, then you do indeed have an issue with one of your add-ins. To find out which add-in is the culprit, start checking the box for each add-in one by one so that it runs and when an add-on crashes, you can know that this is the one causing Outlook to crash.

If the cause of your Outlook crash is not an Add-in, you can run Outlook diagnostics. Go to Control Panel and then click “Add or Remove Programs” on Windows XP, and “Programs and Features” on Windows Vista or Windows 7. In the list of programs that show up, right-click Microsoft Office and then click “Repair.”

At times, the cause of Outlook’s crash lies in the Personal Storage Table, or PST. This causes a broken inbox where all of your information is stored. If the aforementioned methods do not fix the issue with Outlook, then a PST corruption is most likely the cause of trouble. In order to fix this issue, you will have to run troubleshooting software downloaded from the Internet. One of the most popular tools in this regard is known as the Outlook Inbox Repair Tool.

If the Outlook crash persists, you can also contact Outlook support, by simply going to the Outlook toolbar and selection “Help,” followed by “Contact Us.”

Outlook for Smartphones

Once you have chosen a specific set of settings on the Outlook application installed on your personal computer, you can also sync your details with your smartphone. Simply download the Outlook Web Application from the App Store for iPhone, and Google Play for Android.

For protection of information, you can set up a passcode on the Outlook Web App on your phone. This is in addition to the Username and Password you used when setting up the application on your phone initially. This feature helps to make sure that nobody but yourself can access the information stored in Outlook on your smartphone.

If your Outlook account is affiliated with an organization, and if the organization in question has enabled Contact Sync for your account, you can turn this function on. As a result, the contacts in your personal address list will the synced with your Outlook application and be available on all devices and applications that are affiliated with your Outlook account.

Another important default feature of the Outlook Web Application is that of Offline access. By virtue of this feature, your Inbox, Contacts, Calendar, Drafts and five recent Messages folders will be downloaded and then synced for offline access. The five Message folders will be automatically selected based on the amount of time spent on each folder. If you wish to change the Message folders that will be made accessible, you can choose the five folders you wish to save by going to Options.

For more specific details on the Outlook Web App for the two main platforms, see below.

Outlook Web App for iPhone

Once you have installed the Outlook Web App from the App Store, you will see the following icon.

First, you will be asked to sign in with your credentials.

Once you have signed in, you can easily switch between Email, Calendar, Contacts, Tasks, and Notes by tapping the icon in the bottom left corner. Any meetings that you have scheduled for a particular day will automatically show up on the Calendar tile, so you don’t actually have to view the whole Calendar in order to figure out your commitments for the day. Outlook Web App is voice-enabled that is if you hold the icon in the lower left corner for a few seconds, you can give voice commands in order to make the management of your information smoother.

When you open your inbox, you will see a list view of the messages. You can swipe one or even multiple ribbons to the left in order to mark the messages or even to flag them. To compose a new email, you can press the ‘+’ icon in the bottom bar.

You can view, manage, edit as well as create new Calendars using the Web App.

You can also tap “People” in order to view your contacts and even to manage them, or add new ones.

Overall management tools are made available to you when you tap Options.

There are certain management options that are not available on the Web App and must be tweaked, if you desire, on the desktop application. These include account settings, your account password, Inbox settings, delivery reports, retention policies, a number of email and calendar settings, junk email settings, and addition or removal of Add-ins. These settings must be configured on the personal computer of the user.

Outlook Web App for Android has the same features as its iOS counterpart.