Microsoft Outlook 2019 – Full Tutorial for Beginners [+General Overview]

Microsoft Outlook 2019 – Full Tutorial for Beginners [+General Overview]

Hello, welcome to this guide! Let’s get quickly and easily a generaland complete overview on everything you need to start using MicrosoftOutlook 2019!Leave us tips and suggestions below this video to improve our next videotutorials dedicated to Microsoft Office.Microsoft Outlook is a great product contained inside the Office suite. It is used to receive and reply to all your emails, organize and save your contacts and manage your appointments, meetings and daily tasks. For this reason this software is widely used in either a personal or a business environment. When opening Outlook for the first time, a welcome screen shows up, in order to connect Outlook with a first email address. Just insert your email address, insert your password and Outlook will set everything automatically. In case you get problems, you can configure your email account by going to Advanced options.Check out our link inside the video description to get more help andinformation about how to connect email accounts with Outlook!Once an email account is connected, Outlook opens with its workspace, and synchronizes with the server provider to get all the read and unread emails from it. To add other email accounts, go to File above and then to Add Account. The Outlook workspace is made by several main panels. On the left you have the Folder Pane, where you can browse through all your email accounts and select any interested folder; on the center you have the Mailbox, showing all the emails contained inside the selected folder, complete with senders name, subject, date and description; on the right you have the Reading Pane, showing the full content of the email selected from the Mailbox. You can also change the position of these panels by going to the View tab and then to Layout. Let’s understand how to work and manage each of these Panes. The Folder Pane shows all your connected email accounts with their folders inside, that you can manage and customize as you like. To manage your email accounts, go to File and then to Account Settings twice. At this point, choose the email account you’re interested in and choose Change… to adjust its settings. Use Remove to unlink the email account and remove it from Outlook. Once connected, each email account gets its own folders according to the respective email providers, but several of these are common. Inbox collects all the emails received; Drafts all your responses not sent yet; Sent the emails you have sent; and Outbox your emails that are going to be sent. A blue number next to any folder indicates how many unread emails are contained inside. In addition, the Trash folder collects all the emails you have deleted. Whereas Spam or Junk contains all the emails recognized as spam or malicious by Outlook. To empty these folders definitely, just right-click on these and go to Empty Folder. You can also stop receiving emails from someone by right-clicking on any of his emails and then choosing Junk, Block Sender. Besides these folders, you can also create your own ones by going to Folder on top and then to New Folder. These folders do not group emails automatically like the default ones, so you have to drag and drop an email from the Mailbox to your own folder to add it. You can rename, move, or delete the selected folder by right-clicking on it or using the Folder tab on top. To empty a folder without deleting it, just use Delete All. You can also change the order of the folders by clicking and dragging one up or down. The Mailbox lists all the emails (or items) contained inside the folder you have selected from the Folder Pane, showing all unread emails with bold and blue subjects. All the items are ordered chronologically, starting from the most recent ones by default. You can adjust their order and sort these by going to the View tab and then to the Arrangement section. In addition, you can click on All to show both read and unread emails, and on Unread to check just the one you have not read yet. In case you start having lots of items, you can either use the Categories or the Search tools to look for your email easily. To add an email to a category, just click on it to select it and then use the Categorize button to choose the proper category for it. This also allows to recognize the email from the others through its colored rectangle on the right side, which has the same color of the category chosen. To manage all your categories, just go to Categorize and then to All Categories…. You use the Search bar on top to find an email from your Mailbox by providing keywords. Type any name, subject, or use the Search tab above to add constraints, such as considering the sender name with From, if the email has files with Has Attachments, or adding any category or importance. When hovering an email on the Mailbox, two icons appear on the right side. Use the cross button to move the email to the Trash folder and click on the grey flag to turn this on and mark the item as a Task to be done. When you select any email from the Mailbox, its full content appears on the Reading Pane. This is divided in several parts: on top you have the Header, collecting the date of receipt, the photo, name or email address of the sender, the Subject in bold and the list of all the recipients. At the bottom you have the email content, also called Body. You can zoom in and out on it by using the Zoom bar in the bottom right corner. Between the Header and the Body you have the space used for any attachment, complete with file name and size. Now, let’s see how to receive and send emails with Microsoft Outlook! To synchronize your email accounts and receive new emails, use the Send/Receive button in the top left corner. Once you read an email, you can use the Unread/Read button under the Home tab to mark the selected email as new or read. To reply to an email, open it on the Reading Pane and use the buttons above the Header: click on Reply to reply just to the sender; use Reply All to send the email to the sender and all the people in copy from the To or Cc fields. Use Forward to send the email as it is to new recipients. On the Header, specify the recipients under To…, all the people copy under Cc…, and the Subject more below. You can write the email addresses directly, separated by a semicolon mark, or click on the To…or Cc… buttons to open the Address Book to retrieve people from your contact list saved inside Outlook. To save any contact, just right-click on the email address and go to Add to Outlook Contacts. From the Message tab, enable Bcc to show the Bcc… field, used to send your email to people without showing these in the list of the recipients. Whereas enable From to choose the email account to use directly from the Header. Once the recipients are defined, type your response above the email content in copy. From the Message tab above adjust the text properties, such as font family, size, style, color and distribution, and use Attach File to add attachments to your email. You can also add files by dragging and dropping these on your email directly. Use High Importance to insert a red exclamation mark to the email and mark as it important. To obtain the full list of options to manage and edit your email, just click on Pop Out. This opens the current email on a new window with the Message and other tabs on top. Use the Insert tab to add Tables, Shapes and website or document links with Hyperlink. You can also use Pictures to open and show any picture directly on the email. Use Equation to type math expressions and Symbol to add special characters. Under the Format Text tab, you have the complete option to format your text selected. To send your email, click on the Send button. A small icon appears on the current email, according to the Reply or the Forward button used to send your email. Whereas to send a new email, use the New Email button inside the Home tab. As you receive emails and attachments, the size of your Mailbox increases, and this can slow down your computer or make searches complicated. To reduce the size, you can empty the Trash and the Spam folders, or use the Cleanup Tools and the Outlook Archives. The Cleanup Tools reduce the Mailbox size by removing redundant email conversations, leaving just the most recent chains. To apply these, right-click on the interested folder and go to Clean Up Folder. Another way to reduce your Mailbox is to save and export your items onto .pst files called Archives. To create one, go to File, Tools, and then to Clean Up Old Items…. Select the account and the folder interested and set from which date the older items should be exported into the archive. Below, use Browse to set the archive name and where to save it. You can import and recover an archive any time by going to File, Open & Export and then to Open Outlook Data File. Once you browse and open your archive this is shown on the Folder Pane among your email accounts. Once an archive is imported, you can directly move and export an item from the Mailbox to the archive by dragging and dropping it directly. Outlook is also used as a contact list and agenda through its several workspaces you can open the buttons below the Folder Pane. The first button opens the Mailbox and the Folders; the second button your Calendar; the third button your Outlook Contacts; and the forth button all your Task to be done. The Outlook calendar shows all your daily events with time and location fixed, in order to stay organized. You can use the Arrange section on top to change the way to see your calendar. Outlook manages your events in two main items. The appointments are personal duties you fix on your own to remember and organize these easier; the meetings are appointments shared with other people. To create an appointment, just double-click on a date or hour. On top, fix the Subject, the Location, and the date and hour if these are not correct. At the bottom you can write other details and manage it as you do with the emails, adding objects and correcting format with the tabs on top. Under the Event tab, you can use Reminder to enable pop-up notifications before the event starts, and Recurrence to make the event repetitive. To save the appointment, use Save & Close. This appears on the calendar with its hour, Subject name and Location. You can click and drag the item to change its date and right-click on it and use Delete to remove the event. Moreover, if you click on Invite Attendees under the Event tab, you transform your appointment into a meeting. On top, click on To… to invite all the people as you do with email recipients. You can invite these as Required, Optional or as Resources. Whereas, when receiving Outlook invitations on meetings, these come as new emails, with a meeting icon on the right side and usually a bell icon indicating that the meeting has a reminder. On top of the invitation, you can Accept, Decline it or mark your presence undefined with Tentative. Use Propose a New Time to reply by proposing a new time for the meeting. As you choose Accept or Tentative, the meeting will appear on your calendar with a solid color or stripe lines on the left. The Contacts page collects all the contacts saved in Outlook, in order to manage their information and retrieve these fast, organizing and grouping these into custom folders if you need. The Task page list all the emails you have marked as task to be done, by enabling their red flag. These task are very useful to keep track of all the actions to be done or any additional work to complete. Each Task shows its complete information directly, but you can reopen the original email by double-clicking on it. To mark it is completed just click on its red flag from this page or from the Mailbox directly. You can also create a new empty task by using the New Task button on top, defining Subject, time, priority and reminders.This is everything you can do with Microsoft Outlook! Visit our channeland subscribe to learn and discover more from Microsoft Office!

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About the Author: Oren Garnes


  1. You skipped the part where Outlook mysteriously deletes all your saved emails and sells your data to the highest bidder.

  2. What about the shitty/stupid wizard to add, yes, even manually an email account? I had to go to Control Panel, Email and find the old good wizard…

  3. Hi
    When i open my outlook in pc which is a preinstalled application given by dell it shows that i should activate it using a product key if not most of the features will be disabled
    Can i know why office 2019 application is asking like that
    If some1 have any idea pls reply….

  4. Hello im trying to forward a message but when i do there is no Subject. I need to have subject but it's not there?

  5. great really nice clear explanation > but why I must pay to get office license ? Astra Linux developed by Russian Army have a full package of nice great stuff included office free … it is equal to windows 10 and recent office 2019 of Microsoft .. guys you still in time to switch to Astra Linux for free …you don't have to pay for it …. bye bye Microsoft

  6. My Office 365 Outlook 2019 is giving me hell… It does not come up as you explain. I have set up my emails as best as I can but it's not downloading/synchronizing with my desktop or my provider or anything… HELP !!!

  7. I would like to be prompted to sign in using my password every time. For some reason this only happens every now and then. How can I fix this

  8. Thank you microsoft for locked some of my accounts i change my phone number now i can't get them back other way is to answer to many questions that i not remember i never should use your services thank you again

  9. I think this is a very informative video. I have a suggestion. In the information section under the video it would be nice to have the video broken down by section so I can click on it and go straight to that part of the video. Sometimes I need to go back to tutorial videos just to see how to do that one thing. It can be a pain to watch video all over again or to try and skim through it just to find the thing you are looking for. Thanks for the great tutorial.

  10. I HATE OUTLOOK!!!!!!!!! We don't want the blue subjects for unread messages, we want the old look and feel!!! I hate hate hate hate hate this design. Please Microsoft, fire your designer. Go back to Outlook before you started meddling with it. Hate the blue lines, we want the original envelopes. The design is so square, feels like a mental ward. Hate working on this product!!!

  11. i have one doubt pl help us i configure two mail ids in outlook but two mail ids inbox messages shone singe inbox all messages merged one inbox how to solve this problem bro

  12. This video does not show if you can add folders under the main folder to reduce the size of the folder screen. Example=I make a folder of companies I represent and by clicking on the box next to this folder I could add sub folders that are not seen unless I click on the box next to the main folder! Did I miss this? Windows 7 had this feature and it was great.

  13. Speaking is wayyyy tooooo sloooowwww and boorrrring drawwwl zzzzzzz….Synchronization of the information given at beginning of each saying "file tab" Show the click on the "File tab" click and showing Is VERy Important for walk through!!!!

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