Outlook 2016: A Comprehensive Guide for Beginners
Are you looking for a powerful and versatile email and productivity client that can help you manage your work and personal life? If so, you might want to consider Outlook 2016, the latest version of Microsoft's popular desktop email program. In this article, we will give you a comprehensive guide on what Outlook 2016 is, why you should use it, how to download and install it, and some tips and tricks to make the most of its features.
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What is Outlook 2016 and why use it?
Outlook 2016 is a part of the Office 2016 suite of applications, which also includes Word, Excel, PowerPoint, OneNote, and more. You can buy Office 2016 as a one-time purchase or as a subscription service called Microsoft 365. With Outlook 2016, you can:
Send and receive emails from multiple accounts, such as Gmail, Yahoo, Hotmail, or Outlook.com.
Manage your contacts, calendars, tasks, notes, and journals in one place.
Organize your emails with folders, rules, labels, categories, flags, and search tools.
Collaborate with others using Groups, shared calendars, meeting requests, voting buttons, and more.
Customize your email experience with themes, signatures, templates, quick steps, add-ins, and more.
Integrate with other Office apps and online services, such as OneDrive, SharePoint, Skype, Google Drive, Dropbox, etc.
Outlook 2016 is compatible with Windows 10 or Windows 8.x operating systems. It also works with Exchange Server 2010 or later versions for business users. If you have a Mac computer or an iOS or Android device, you can use Outlook for Mac or Outlook mobile apps instead.
Outlook 2016 features and benefits
Outlook 2016 has all the functionality and features you're used to from previous versions of Outlook, plus some new features that make it even more useful and efficient. Here are some of the features and benefits of Outlook 2016:
Easily attach recently used documents to your emails
When you compose a new email message in Outlook 2016, you can easily attach any document that you have recently used or edited in any Office app. Just click the Attach File button on the ribbon and select the document from the list. You can also browse your computer or cloud storage for other files to attach.
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Use Groups to communicate and collaborate with team members
If you have a Microsoft 365 subscription or an Exchange Server account, you can use Groups to communicate and collaborate with your team members. Groups are like distribution lists, but with more features and functionality. You can create a group for a project, a department, a club, or any other purpose. With a group, you can:
Share an inbox, a calendar, a file library, and a OneNote notebook with your group members.
Send and receive group emails without leaving Outlook.
Start group conversations and chat with your group members in real time.
Invite external guests to join your group and access its resources.
To create or join a group in Outlook 2016, click the Groups button on the ribbon and follow the instructions. You can also manage your groups from the navigation pane on the left side of the Outlook window.
Move low priority messages out of your Inbox using Clutter
If you receive a lot of emails that are not important or urgent, you can use Clutter to move them out of your Inbox and into a separate folder. Clutter is a feature that learns from your email habits and preferences and automatically sorts your emails based on their priority. You can still access your cluttered emails anytime, but they won't distract you from your important emails. To enable or disable Clutter in Outlook 2016, go to File > Options > Mail > Clutter and check or uncheck the box that says "Separate items identified as clutter". You can also mark emails as clutter or not clutter by right-clicking them and selecting Move to Clutter or Move to Inbox.
Send Email from Outlook.com Aliases
If you have an Outlook.com account, you can create aliases to use different email addresses with the same account. For example, you can create an alias for your personal use and another one for your professional use. You can also use aliases to sign up for newsletters, online services, or websites without revealing your primary email address. To create an alias in Outlook.com, go to Settings > View all Outlook settings > Sync email > Manage or choose a primary alias and click Add an alias. To send an email from an alias in Outlook 2016, click the From button on the ribbon and select the alias from the drop-down list. You can also set a default alias for sending emails in File > Options > Mail > Send messages.
Schedule Meetings
Outlook 2016 makes it easy to schedule meetings with other people, whether they are in your organization or outside of it. You can use the Calendar feature to create meeting requests, invite attendees, check their availability, book rooms and resources, and track responses. You can also use Skype for Business or Teams to add online meeting options, such as audio, video, or screen sharing. To schedule a meeting in Outlook 2016, click the New Meeting button on the ribbon and fill in the details of the meeting. You can also use the Scheduling Assistant to find the best time for your meeting.
Automatic Replies
If you are going to be away from your email for a while, such as on vacation or sick leave, you can set up automatic replies to let people know that you are not available and when you will be back. You can also provide alternative contact information or instructions for urgent matters. To set up automatic replies in Outlook 2016, go to File > Automatic Replies and select Send automatic replies. You can specify a time range for sending automatic replies, write different messages for people inside and outside of your organization, and apply rules to manage your incoming emails while you are away.
Use Google Drive as Cloud Storage in Outlook
If you use Google Drive as your cloud storage service, you can integrate it with Outlook 2016 to easily access and share your files from your email client. You can attach files from Google Drive to your emails as links or copies, and you can save attachments from your emails to Google Drive. To use Google Drive in Outlook 2016, you need to install the Google Drive plug-in for Microsoft Office from this link: . After installing the plug-in, you will see a Google Drive icon on the ribbon when you compose or read an email. You can click this icon to sign in to your Google account and access your Google Drive files. Get Delivery and Read Receipts
If you want to make sure that your email messages are delivered and opened by the recipients, you can request delivery and read receipts in Outlook 2016. A delivery receipt confirms that your message has reached the recipient's email server, while a read receipt confirms that the recipient has opened your message. To request a delivery or read receipt for a single message, click the Options button on the ribbon and check the boxes for Request a Delivery Receipt and/or Request a Read Receipt. To request receipts for all messages, go to File > Options > Mail > Tracking and check the boxes for Delivery receipt confirming the message was delivered to the recipient's e-mail server and/or Read receipt confirming the recipient viewed the message.
Add Voting Buttons to Emails
If you want to get quick feedback from your email recipients, you can add voting buttons to your emails in Outlook 2016. Voting buttons are a simple way to conduct polls or surveys via email, without requiring any additional software or service. You can use the predefined voting options, such as Yes/No or Agree/Disagree, or create your own custom options. To add voting buttons to an email, click the Options button on the ribbon and select Use Voting Buttons. Choose one of the predefined options or type your own options separated by semicolons. The recipients will see the voting buttons in their email and can click on their choice. You can track the voting results in Outlook by opening the original message and clicking the Tracking button on the ribbon.
Delay or Schedule Sending Emails
If you want to send an email at a later time or date, you can delay or schedule it in Outlook 2016. This can be useful if you want to avoid sending emails at inappropriate times, such as late at night or on weekends, or if you want to plan ahead for future events, such as birthdays or anniversaries. To delay or schedule an email, click the Options button on the ribbon and select Delay Delivery. In the Properties dialog box, check the box for Do not deliver before and choose the date and time you want to send the email. Click OK and then click Send. The email will be saved in your Outbox folder until the specified time.
Manage Another Persons Mail and Calendar
If you have a Microsoft 365 subscription or an Exchange Server account, you can manage another person's mail and calendar in Outlook 2016, with their permission. This can be helpful if you are an assistant, a delegate, or a co-worker who needs to access someone else's email or schedule. To manage another person's mail and calendar, you need to first grant or receive permission from them. You can do this by going to File > Account Settings > Delegate Access and adding or removing delegates. You can also specify the level of access and permissions for each delegate. After setting up delegate access, you can open another person's mail or calendar by going to File > Open & Export > Other User's Folder and selecting their name and folder type.
Outlook 2016 system requirements and compatibility
Before you download and install Outlook 2016 on your PC, you need to make sure that your system meets the minimum hardware and software requirements for running Outlook 2016. You also need to check that your email account is supported by Outlook 2016. Hardware and software requirements for Outlook 2016
To run Outlook 2016 on your PC, you need to meet the following minimum hardware and software requirements:
A 1 gigahertz (GHz) or faster x86-bit or x64-bit processor with SSE2 instruction set.
2 GB RAM, 3.0 GB available disk space, 1280 x 800 screen resolution.
Graphics hardware acceleration requires a DirectX 10 graphics card.
A touch-enabled device is required to use any multi-touch functionality. However, all features and functionality are always available by using a keyboard, mouse, or other standard or accessible input device. Note that new touch features are optimized for use with Windows 8 or later.
Windows 10, Windows 8.1, Windows 8, Windows 7 Service Pack 1, Windows Server 2016, Windows Server 2012 R2, Windows Server 2012, or Windows Server 2008 R2.
Internet functionality requires an internet connection. Fees may apply.
A Microsoft account is required to access some features.
Supported email accounts and protocols for Outlook 2016
Outlook 2016 supports a wide range of email accounts and protocols, such as Microsoft 365, Exchange Server, Gmail, Yahoo, iCloud, Outlook.com, POP3, IMAP, and SMTP. However, some email accounts and protocols may require additional settings or steps to work properly with Outlook 2016. Here are some of the most common email accounts and protocols and their compatibility with Outlook 2016 :
Email accountProtocolCompatibility
Microsoft 365Exchange ActiveSync (EAS)Fully supported. No additional settings required.
GmailIMAP/SMTPFully supported. No additional settings required.
YahooIMAP/SMTPFully supported. No additional settings required.
iCloudIMAP/SMTPFully supported. No additional settings required.
Outlook.comEAS or IMAP/SMTPFully supported. No additional settings required.
AOLIMAP/SMTPFully supported. No additional settings required.
Exchange ServerMapi over HTTP or RPC over HTTP (Outlook Anywhere)Fully supported. Requires Exchange Server 2010 or later versions.
POP3 accountsPOP3/SMTPPartially supported. Requires manual configuration of incoming and outgoing server names and port numbers. Does not sync contacts, calendars, tasks, or notes with Outlook.
EWS accountsEWS (Exchange Web Services)Limited support. Requires third-party add-ins to connect to EWS accounts such as FastMail or Zoho Mail.
Other IMAP accountsIMAP/SMTPLimited support. May require manual configuration of incoming and outgoing server names and port numbers. May not support some advanced features such as push notifications or encryption.
Outlook 2016 download and installation steps
If you have decided to use Outlook 2016 as your email client, you need to download and install it on your PC. There are two ways to do this: using the online installer or the offline installer. The online installer is the recommended method for most users, as it downloads and installs the latest version of Outlook 2016 automatically. However, if you have a slow or unreliable internet connection, or if you want to install Outlook 2016 on multiple PCs without downloading it each time, you can use the offline installer instead. Here are the steps for both methods:
How to download the online installer for Outlook 2016
If you have bought Office 2016 as a one-time purchase, go to this link: . Sign in with your Microsoft account and enter your product key if prompted.
If you have a Microsoft 365 subscription that includes Outlook 2016, go to this link: . Sign in with your Microsoft account and select Install Office.
On the next page, click the Install button to download the online installer for Outlook 2016 and the rest of the Office 2016 apps. You can also change the language and version (32-bit or 64-bit) of the installer by clicking Other options.
Run the downloaded file and follow the instructions to complete the installation. You may need to enter your Microsoft account and password again during the process.
When the installation is finished, you can launch Outlook 2016 from the Start menu or the taskbar. You may need to activate Outlook 2016 with your Microsoft account or product key if prompted.
How to download the offline installer for Outlook 2016
If you have bought Office 2016 as a one-time purchase, go to this link: . Sign in with your Microsoft account and enter your product key if prompted.
If you have a Microsoft 365 subscription that includes Outlook 2016, go to this link: . Sign in with your Microsoft account and select Install Office.
On the next page, click Other options and check the box for Download an offline installer. Then click Download.
Select the language and version (32-bit or 64-bit) of the offline installer and click Download. The offline installer is a large file (about 2 GB) that contains all the Office 2016 apps, including Outlook 2016.
Run the downloaded file and follow the instructions to extract the installation files to a folder on your PC. You can choose any folder you want, but make sure you have enough disk space for it.
Open the folder where you extracted the installation files and run setup.exe. Follow the instructions to complete the installation. You may need to enter your Microsoft account and password again during the process.
When the installation is finished, you can launch Outlook 2016 from the Start menu or the taskbar. You may need to activate Outlook 2016 with your Microsoft account or product key if prompted.
Outlook 2016 tips and tricks for better email management
Now that you have downloaded and installed Outlook 2016 on your PC, you can start using it to send and receive emails, manage your contacts, calendars, tasks, notes, and more. However, Outlook 2016 has many more features and functions that can help you improve your email management and productivity. Here are some tips and tricks that you can use to make the most of Outlook 2016:
Create folders in Outlook to manage your tasks
One of the simplest ways to organize your emails in Outlook 2016 is to create folders for different categories or purposes. For example, you can create folders for your projects, clients, newsletters, personal emails, etc. You can also create subfolders within folders for more specific categories. To create a folder in Outlook 2016, right-click on any existing folder in the navigation pane and select New Folder. Type a name for your folder and press Enter. You can also drag and drop emails from your Inbox or other folders to your new folder.
Organize your tasks with Microsoft To Do
If you use Outlook 2016 to manage your tasks, you can also use Microsoft To Do, a free app that syncs with your Outlook tasks and lets you access them from any device. With Microsoft To Do, you can:
Create lists for different types of tasks, such as work, personal, shopping, etc.
Add due dates, reminders, notes, attachments, and subtasks to your tasks.
Sort and filter your tasks by priority, due date, completion status, etc.
Share your lists with others and assign tasks to them.
Use smart lists such as My Day, Planned, Important, or Flagged Email to focus on your most relevant tasks.
To use Microsoft To Do with Outlook 2016, you need to download the app from this link: . After installing the app, sign in with your Microsoft account and allow it to access your Outlook tasks. You can also access Microsoft To Do from any web browser by going to this link: .
Create Outlook rules to automatically sort emails
If you receive a lot of emails that require similar actions or responses, you can use Outlook rules to automatically sort them into different folders or perform other actions on them. For example, you can create a rule to move all emails from a certain sender or with a certain subject line to a specific folder. You can also create a rule to delete all emails that contain certain words or phrases. To create a rule in Outlook 2016, go to File > Manage Rules & Alerts and click New Rule. You can choose from a list of common rules or create your own custom rule. You can also specify the conditions, actions, and exceptions for your rule. After creating your rule, you can run it manually or automatically on your incoming or outgoing emails.
Categorize your emails with labels
Another way to organize your emails in Outlook 2016 is to categorize them with labels. Labels are color-coded tags that you can assign to your emails to indicate their status, priority, topic, or any other criteria you want. You can use the predefined labels, such as Red Category or Blue Category, or create your own custom labels with different names and colors. To categorize an email with a label, right-click on it and select Categorize. Choose one of the existing labels or click All Categories to create a new one. You can also assign multiple labels to the same email. To filter your emails by category, click the View tab on the ribbon and select Categories in the Arrangement group.
Ignore unnecessary email conversationsand keep them out of your inbox
If you are involved in an email conversation that is no longer relevant or important to you, you can use the Ignore feature in Outlook 2016 to stop receiving any more messages from that conversation. When you ignore a conversation, all the current and future messages from that conversation are moved to the Deleted Items folder. This way, you can keep your inbox clean and focus on the emails that matter to you. To ignore a conversation in Outlook 2016, select any message from that conversation and click the Ignore button on the ribbon. You can also right-click on the message and select Ignore Conversation. To stop ignoring a conversation, go to the Deleted Items folder, select any message from that conversation, and click Stop Ignoring on the ribbon.
Draft emails faster with My Templates in Outlook
If you often send similar or repetitive emails, such as thank-you notes, confirmations, reminders, etc., you can use My Templates in Outlook 2016 to save time and effort. My Templates is a feature that lets you create and store email templates that you can use anytime you need them. You can also customize your templates with variables, such as names, dates, or numbers, that will be filled in automatically when you use them. To create a template in Outlook 2016, compose a new email message with the content and format you want for your template. Then click the More Options button (three dots) on the ribbon and select My Templates. Click Save Current Email as a Template and give your template a name. To use a template in Outlook 2016, compose a new email message and click the More Options button on the ribbon. Select My Templates and choose the template you want to use from the list.
Automate repetitive tasks with Quick Steps in Outlook
If you want to automate some of the common tasks you do in Outlook 2016, such as moving emails to a folder, forwarding emails to someone else, creating meeting requests, etc., you can use Quick Steps to do them with one click. Quick Steps are shortcuts that perform multiple actions on an email or a calendar item. You can use the predefined Quick Steps, such as Move to: , To Manager , or Team Email , or create your own custom Quick Steps with different actions and settings. To create a Quick Step in Outlook 2016, click the Quick Steps button on the ribbon and select New Quick Step. Choose one of the suggested actions or click Custom to create your own. Give your Quick Step a name and add any other actions or options you want. You can also assign a keyboard shortcut or a tooltip text to your Quick Step. To use a Quick Step in Outlook 2016, select an email or a calendar item and click the Quick Step button on the ribbon. Choose the Quick Step you want to use from the list.
Conclusion and FAQs
Outlook 2016 is a powerful and versatile email and productivity client that can help you manage your work and personal life more efficiently and effectively. In this article, we have given you a comprehensive guide on what Outlook 2016 is, why you should use it, how to download and install it, and some tips and tricks to make the most of its features. We hope that this article has helped you understand how Outlook 2016 works and how it can benefit you.
If you have any questions about Outlook 2016 or any other Office 2016 apps, feel free to contact us at . We will be happy to assist you with any queries or issues you may have.
Here are some of the frequently asked questions (FAQs) about Outlook 2016:
How do I update Outlook 2016 to the latest version?
To update Outlook 2016 to the latest version, you need to have a Microsoft 365 subscription or an Office 2016 Click-to-Run installation. If you have a Microsoft 365 subscription, you can update Outlook 2016 automatically or manually. To update Outlook 2016 automatically, go to File > Office Account > Update Options and select Enable Updates. To update Outlook 2016 manually, go to File > Office Account > Update Options and select Update Now. If you have an Office 2016 Click-to-Run installation, you can update Outlook 2016 manually by following the steps in this link: .
How do I backup and restore my Outlook 2016 data?
To backup and restore your Outlook 2016 data, you need to locate and copy your Outlook data file, which contains all your emails, contacts, calendars, tasks, notes, and settings. The Outlook data file is usually stored in the following location on your PC: C:\Users\username\AppData\Local\Microsoft\Outlook. The file name is usually your email address with a .pst or .ost extension. To backup your Outlook data file, simply copy it to another location, such as an external hard drive or a cloud storage service. To restore your Outlook data file, simply copy it back to the original location and replace the existing file. You may need to restart Outlook 2016 for the changes to take effect.
How do I add a signature to my emails in Outlook 2016?
To add a signature to your emails in Outlook 2016, go to File > Options > Mail > Signatures and click New. Type a name for your signature and click OK. In the Edit signature box, type or paste the content of your signature. You can also format your signature with fonts, colors, images, links, etc. In the Choose default signature section, select the email account you want to use your signature with and select the signature for new messages and replies/forwards. Click OK to save your signature. You can also insert or change your signature manually when composing an email by clicking the Signature button on the ribbon.
How do I sync my Outlook 2016 calendar with my Google calendar?
To sync your Outlook 2016 calendar with your Google calendar, you need to use a third-party tool or service, such as Sync2 , gSyncit , or Calendar Sync . These tools or services allow you to sync your Outlook and Google calendars in both directions, so that any changes made in one calendar are reflected in the other. You can also choose which calendars to sync, how often to sync, and how to handle conflicts or duplicates. To use these tools or services, you need to download and install them on your PC and follow their instructions to set up the sync.
How do I recover deleted emails in Outlook 2016?
If you have accidentally deleted an email in Outlook 2016, you may be able to recover it from the Deleted Items folder or the Recoverable Items folder. The Deleted Items folder is where all your deleted emails go by default, unless you have emptied it or permanently deleted them. To recover an email from the Deleted Items folder, simply open the folder, find the email you want to recover, and drag it back to your Inbox or any other folder. The Recoverable Items folder is where all your permanently deleted emails go for a certain period of time, depending on your email account settings. To recover an email from the Recoverable Items folder, go to Folder > Recover Deleted Items and select the email you want to recover. Click Restore Selected Items and then OK. 44f88ac181
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