{"id":54672,"date":"2025-01-13T18:47:44","date_gmt":"2025-01-14T01:47:44","guid":{"rendered":"https:\/\/cirasync.com\/?p=54672"},"modified":"2025-12-16T08:00:58","modified_gmt":"2025-12-16T15:00:58","slug":"microsoft-outlook","status":"publish","type":"post","link":"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/","title":{"rendered":"What is Microsoft Outlook: Features, Pricing, Gmail, Tips, Etc!"},"content":{"rendered":"\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td>Microsoft Outlook: Features, Pricing &amp; Tips | CiraSync<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>Every day, approximately <a href=\"https:\/\/market.us\/statistics\/internet\/email-users\">400 million people use Outlook<\/a> to send and receive emails and manage calendar events. So, chances are you are reading this article to know if it\u2019s the right tool for you before committing.<\/p>\n\n\n\n<p>Two Outlooks exist (Classic and New), but I will focus on the New Outlook in this post. I will send and receive emails, create and email contacts, manage calendars, and create tasks.<\/p>\n\n\n\n<p>I will also share my best tips based on my personal experience.<\/p>\n\n\n\n<p>Keep reading!<\/p>\n\n\n\n<p class=\"has-medium-font-size\"><strong>Key Takeaways:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Microsoft Outlook is a free app that allows users to send and receive emails, manage calendar events, manage contacts, and create tasks.<\/li>\n\n\n\n<li>Microsoft Outlook offers two pricing tiers: The personal tier (For Home) starts at 0$\/month, while the business tier (For Businesses) starts at $6.00\/user\/month.<\/li>\n\n\n\n<li>You can use tools like <a href=\"https:\/\/cirasync.com\/\">CiraSync<\/a> and <a href=\"https:\/\/cirahub.com\/\">CiraHub<\/a> to sync Outlook contacts to your employees\u2019 smartphones.<\/li>\n\n\n\n<li>Outlook is perfect for Microsoft ecosystem users (Word, Excel, Teams, OneDrive, etc), while Gmail is better for users comfortable with the Google ecosystem (Google Calendar, Docs, Sheets, Drive, Meet, etc.).<\/li>\n<\/ul>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_81 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#What_Is_Microsoft_Outlook\" >What Is Microsoft Outlook?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Why_Should_You_Use_Outlook\" >Why Should You Use Outlook?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Benefits_for_Personal_Use\" >Benefits for Personal Use<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Benefits_for_Business_Use\" >Benefits for Business Use<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Security_Features\" >Security Features<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Microsoft_Outlook_Pricing\" >Microsoft Outlook Pricing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#How_to_Set_Up_Access_and_Use_Outlook\" >How to Set Up, Access, and Use Outlook<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Microsoft_Outlook_Key_Features\" >Microsoft Outlook Key Features<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#1_Email_Management\" >1. Email Management<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#2_Contacts\" >2. Contacts<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#3_Calendar\" >3. Calendar<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#4_Taks_and_To-Do_Lists\" >4. Taks and To-Do Lists<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Advanced_Tips_and_Tricks_for_Outlook_Power_Users\" >Advanced Tips and Tricks for Outlook Power Users<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#1_Sync_Outlook_Contacts_to_Smartphones\" >1. Sync Outlook Contacts to Smartphones<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#2_Multi-Way_Sync_Outlook_Contacts\" >2. Multi-Way Sync Outlook Contacts<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#3_Use_Rules_to_Manage_Your_Inbox_Efficiently\" >3. Use Rules to Manage Your Inbox Efficiently<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#4_Set_Up_Email_Signatures\" >4. Set Up Email Signatures<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#5_Integrate_It_with_Other_Microsoft_365_Apps\" >5. Integrate It with Other Microsoft 365 Apps<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#6_Keyboard_Shortcuts\" >6. Keyboard Shortcuts<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Outlook_vs_Gmail_Which_is_Better\" >Outlook vs Gmail Which is Better?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/cirasync.com\/fr\/blog-articles\/microsoft-outlook\/#Use_Outlook_to_Manage_Your_Business\" >Use Outlook to Manage Your Business<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"wp-block-heading\" id=\"h-what-is-microsoft-outlook\"><span class=\"ez-toc-section\" id=\"What_Is_Microsoft_Outlook\"><\/span><strong>What Is Microsoft Outlook?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"484\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Website-Homepage-1024x484.jpg\" alt=\"Outlook Website Homepage\" class=\"wp-image-54795\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Website-Homepage-980x463.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Website-Homepage-480x227.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p><a href=\"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/outlook\/email-and-calendar-software-microsoft-outlook\">Microsoft Outlook<\/a> (formerly HotMail) is a free Microsoft application that helps users manage their email accounts, calendars, contacts, tasks, and to-do lists from one platform. It&rsquo;s available as a standard part of Microsoft 365, and it\u2019s one of the oldest email clients in the world.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"644\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Key-Features-1024x644.jpg\" alt=\"Microsoft Outlook Key Features\" class=\"wp-image-54799\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Key-Features-980x616.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Key-Features-480x302.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Like Gmail, which gives you a gmail.com email address, your Outlook email address will also end with outlook.com (like <a href=\"mailto:name@outlook.com\">name@outlook.com<\/a>). Using this email address, you can access your Outlook Calendar and Contacts and additional apps like Word and PowerPoint.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"581\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-and-Microsoft-365-Key-Features-1024x581.jpg\" alt=\"Outlook and Microsoft 365 Key Features\" class=\"wp-image-54819\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-and-Microsoft-365-Key-Features-980x556.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-and-Microsoft-365-Key-Features-480x272.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Microsoft Outlook was just an email platform, one of the most advanced of its generation upon its release (January 16, 1997). But today, it\u2019s a complete personal information manager.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe title=\"Welcome to the new Outlook\" width=\"1080\" height=\"608\" src=\"https:\/\/www.youtube.com\/embed\/rjHne32NkzU?start=3&#038;feature=oembed\"  allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-why-should-you-use-outlook\"><span class=\"ez-toc-section\" id=\"Why_Should_You_Use_Outlook\"><\/span><strong>Why Should You Use Outlook?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>For good reasons, 400 million users prefer Outlook as their email and information manager. Let\u2019s check three of them.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-benefits-for-personal-use\"><span class=\"ez-toc-section\" id=\"Benefits_for_Personal_Use\"><\/span><strong>Benefits for Personal Use<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Outlook, especially the new one, is an incredible tool for personal use. You can easily draft, organize, reply to, delete, and archive your emails.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"675\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Mail-Features-1024x675.jpg\" alt=\"Outlook Mail Features\" class=\"wp-image-54811\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Mail-Features-1024x675.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Mail-Features-980x646.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Mail-Features-480x316.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Moreover, the free Outlook account comes with 15GB of storage, enough to send and receive hundreds of thousands of emails.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"614\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Storage-Management-1024x614.jpg\" alt=\"Outlook Storage Management\" class=\"wp-image-54815\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Storage-Management-1024x614.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Storage-Management-980x588.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Storage-Management-480x288.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>You will love the Calendar feature if you work on personal projects or collaborate occasionally with people. Here, you can create and manage events (appointments, meetings, or parties) and invite collaborators.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"1012\" height=\"664\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-an-Event-in-Outlook-Calendar.jpg\" alt=\"Create an Event in Outlook Calendar\" class=\"wp-image-54803\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-an-Event-in-Outlook-Calendar.jpg 1012w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-an-Event-in-Outlook-Calendar-980x643.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-an-Event-in-Outlook-Calendar-480x315.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1012px, 100vw\" \/><\/figure>\n\n\n\n<p>Since Outlook allows cross-device syncing, you can always access your calendar and emails from your smartphone or tablet.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-benefits-for-business-use\"><span class=\"ez-toc-section\" id=\"Benefits_for_Business_Use\"><\/span><strong>Benefits for Business Use<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>On top of everything mentioned above, <a href=\"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/outlook\/outlook-for-business\">Outlook for Businesses<\/a> allows you to create a custom email (name@yourbusiness.com) instead of using the free one (<a href=\"mailto:name@outlook.com\">name@outlook.com<\/a>). Plus, the storage goes from 15 to 50GB per email user.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"816\" height=\"459\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Business-Features.jpg\" alt=\"Outlook Business Features\" class=\"wp-image-54807\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Business-Features.jpg 816w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Business-Features-480x270.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 816px, 100vw\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-security-features\"><span class=\"ez-toc-section\" id=\"Security_Features\"><\/span><strong>Security Features<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Microsoft guarantees enterprise-grade security to ensure that no one but you can access your account.<\/p>\n\n\n\n<p>After all, business means security. Thanks to the premium version, admins can control access to business information with custom permissions, set password policies, and force users to set multifactor authentication.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"771\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Security-and-Privacy-Policy-1024x771.jpg\" alt=\"Microsoft Security and Privacy Policy\" class=\"wp-image-54823\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Security-and-Privacy-Policy-1024x771.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Security-and-Privacy-Policy-980x737.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Security-and-Privacy-Policy-480x361.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Take the password policy, for example. Using this setting, admins can set passwords to expire after a set number of days, like 365 or 730.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"582\" height=\"580\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Password-Expiration-Policy.jpg\" alt=\"Microsoft Password Expiration Policy\" class=\"wp-image-54835\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Password-Expiration-Policy.jpg 582w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Password-Expiration-Policy-480x478.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 582px, 100vw\" \/><\/figure>\n\n\n\n<p>With the Idle Session Timeout setting, on the other hand, you automatically sign users out if they\u2019ve been inactive for a set period.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"591\" height=\"595\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Idle-Session-Timeout.jpg\" alt=\"Microsoft Idle Session Timeout\" class=\"wp-image-54827\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Idle-Session-Timeout.jpg 591w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Idle-Session-Timeout-480x483.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 591px, 100vw\" \/><\/figure>\n\n\n\n<p>Of course, all these user-control settings work tightly with Microsoft\u2019s security measures like <a href=\"https:\/\/www.microsoft.com\/en-us\/security\/blog\/2024\/03\/06\/enhancing-protection-updates-on-microsofts-secure-future-initiative\/\">Secure Future Initiative (SFI)<\/a> to address the scale and sophistication of cyberattacks.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-microsoft-outlook-pricing\"><span class=\"ez-toc-section\" id=\"Microsoft_Outlook_Pricing\"><\/span><strong>Microsoft Outlook: Pricing<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Microsoft offers two Outlook pricing tiers: For Home and For Business.<\/p>\n\n\n\n<p><strong>For Home:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Free: $0\/month<\/li>\n\n\n\n<li>Microsoft 365 Basic: $19.99\/year<\/li>\n\n\n\n<li>Microsoft 365 Personal: $69.99\/year<\/li>\n\n\n\n<li>Microsoft 365 Family: $99.99\/year<\/li>\n<\/ul>\n\n\n\n<p><strong>For Business:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Microsoft 365 Business Basic: $6.00\/user\/month<\/li>\n\n\n\n<li>Microsoft 365 Business Standard: $12.50\/user\/month<\/li>\n\n\n\n<li>Microsoft 365 Business Premium: $22.00\/user\/month<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-set-up-access-and-use-outlook\"><span class=\"ez-toc-section\" id=\"How_to_Set_Up_Access_and_Use_Outlook\"><\/span><strong>How to Set Up, Access, and Use Outlook<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Outlook is super easy to set up and access.&nbsp;<\/p>\n\n\n\n<p>1. First of all, open the Outlook app on your computer. If you don\u2019t already have Outlook installed, <a href=\"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/outlook\/email-and-calendar-software-microsoft-outlook#Download-the-app\">download it via Microsoft 365<\/a>.<\/p>\n\n\n\n<p>I will use the New Outlook because it\u2019s the latest update and provides a better user experience.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"717\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Find-Outlook-in-Windows-Laptop-1024x717.jpg\" alt=\"Find Outlook in Windows Laptop\" class=\"wp-image-54839\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Find-Outlook-in-Windows-Laptop-1024x717.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Find-Outlook-in-Windows-Laptop-980x687.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Find-Outlook-in-Windows-Laptop-480x336.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>2. Enter your email address name while making sure you\u2019ve selected Outlook.com. This means that your email address will end with it, like <a href=\"mailto:test@outlook.com\">test@outlook.com<\/a>.<\/p>\n\n\n\n<p>Click Next and follow the setup instructions.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"688\" height=\"437\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Outlook-Account.jpg\" alt=\"Create Outlook Account\" class=\"wp-image-54843\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Outlook-Account.jpg 688w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Outlook-Account-480x305.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 688px, 100vw\" \/><\/figure>\n\n\n\n<p>3. After following the instructions, you will get access to your Outlook. That\u2019s how simple it is.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"653\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-New-Interface-1024x653.jpg\" alt=\"Microsoft Outlook New Interface\" class=\"wp-image-54847\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-New-Interface-1024x653.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-New-Interface-980x625.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-New-Interface-480x306.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>But before reviewing key features in more detail, I wanted to show how I use Outlook daily. The left side shows a menu with icons. Here, you can access your Mail, Calendar, Contacts, Groups, and To-Dos.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"1002\" height=\"615\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Microsoft-Outlook-New.jpg\" alt=\"Apps in Microsoft Outlook New\" class=\"wp-image-54871\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Microsoft-Outlook-New.jpg 1002w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Microsoft-Outlook-New-980x601.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Microsoft-Outlook-New-480x295.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1002px, 100vw\" \/><\/figure>\n\n\n\n<p>I also like that this menu lets you quickly access Word, Excel, PowerPoint, and One Note. This is perfect for teams that collaborate through emails; you can quickly create a new Word doc and start writing (though it will open the web version).<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"532\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Word-Online-1024x532.jpg\" alt=\"Microsoft Word Online\" class=\"wp-image-54867\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Word-Online-1024x532.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Word-Online-980x509.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Word-Online-480x249.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Though there is a search bar to look for additional apps, I couldn\u2019t find Teams, OneDrive, or Copilot.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"904\" height=\"618\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Integrated-Apps-in-Microsoft-Outlook.jpg\" alt=\"Integrated Apps in Microsoft Outlook\" class=\"wp-image-54863\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Integrated-Apps-in-Microsoft-Outlook.jpg 904w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Integrated-Apps-in-Microsoft-Outlook-480x328.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 904px, 100vw\" \/><\/figure>\n\n\n\n<p>This is unfortunate because Gmail, an Outlook competitor, allows you to access 30+ apps, including Google Drive and Gemini.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"539\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Google-Ecosystem-vs-Outlook-1024x539.jpg\" alt=\"Apps in Google Ecosystem vs Outlook\" class=\"wp-image-54859\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Google-Ecosystem-vs-Outlook-980x516.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Google-Ecosystem-vs-Outlook-480x253.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>But let\u2019s keep analyzing Outlook, with the top menu bar that provides additional settings. Using the Help menu element, for instance, I could read support articles, contact the Outlook support team, or go to Outlook Classic.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"947\" height=\"546\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Help-and-Support-Settings-in-Outlook-New.jpg\" alt=\"Help and Support Settings in Outlook New\" class=\"wp-image-54855\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Help-and-Support-Settings-in-Outlook-New.jpg 947w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Help-and-Support-Settings-in-Outlook-New-480x277.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 947px, 100vw\" \/><\/figure>\n\n\n\n<p>Last but not least, I wanted to see what is inside the Settings. I noticed that Microsoft divided it into multiple sections, such as Accounts to manage your email accounts, create signatures, and more.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"552\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Settings-Interface-1024x552.jpg\" alt=\"Outlook Settings Interface\" class=\"wp-image-54851\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Settings-Interface-1024x552.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Settings-Interface-980x528.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Settings-Interface-480x259.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>In the General tab, you set your Outlook appearance (light or dark mode).<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"647\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Appearance-Settings-1024x647.jpg\" alt=\"Microsoft Outlook Appearance Settings\" class=\"wp-image-54887\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Appearance-Settings-1024x647.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Appearance-Settings-980x619.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Appearance-Settings-480x303.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>For instance, I changed my Outlook to dark mode and selected another background image.<\/p>\n\n\n\n<p>Before:<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"548\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Light-Appearance-1024x548.jpg\" alt=\"Microsoft Outlook Light Appearance\" class=\"wp-image-54883\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Light-Appearance-980x524.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Light-Appearance-480x257.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>After:<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"543\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Change-Microsoft-Outlook-to-Dark-Appearance-1024x543.jpg\" alt=\"Change Microsoft Outlook to Dark Appearance\" class=\"wp-image-54879\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Change-Microsoft-Outlook-to-Dark-Appearance-980x520.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Change-Microsoft-Outlook-to-Dark-Appearance-480x255.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>This change impressed me, and I can confidently say Outlook provides one of the most beautiful customizations I\u2019ve ever seen.<\/p>\n\n\n\n<p>But let\u2019s now talk about Outlook&rsquo;s key features (more about customization later).<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-microsoft-outlook-key-features\"><span class=\"ez-toc-section\" id=\"Microsoft_Outlook_Key_Features\"><\/span><strong>Microsoft Outlook Key Features<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>These are the most prominent reasons people love Outlook\u2019s key features:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Email,<\/li>\n\n\n\n<li>Calendar,<\/li>\n\n\n\n<li>People (Contacts),<\/li>\n\n\n\n<li>Tasks and To-Do Lists and<\/li>\n\n\n\n<li>Customization.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-email-management\"><span class=\"ez-toc-section\" id=\"1_Email_Management\"><\/span><strong>1. Email Management<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Although most email clients have a somewhat evolved email management system, Outlook took it to a level we\u2019ve never seen before.<\/p>\n\n\n\n<p>First of all, you have the option to sort by folders. If you\u2019re, for example, working on multiple projects, you can make a separate folder for each project and organize emails separately.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"728\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Manage-Emails-in-Folders-in-Microsoft-Outlook-1024x728.jpg\" alt=\"Manage Emails in Folders in Microsoft Outlook\" class=\"wp-image-54892\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Manage-Emails-in-Folders-in-Microsoft-Outlook-1024x728.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Manage-Emails-in-Folders-in-Microsoft-Outlook-980x697.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Manage-Emails-in-Folders-in-Microsoft-Outlook-480x341.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>But just like every email platform, Outlook provides:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Inbox &#8211; to view all your emails,<\/li>\n\n\n\n<li>Drafts &#8211; to see the emails you haven\u2019t finished writing,<\/li>\n\n\n\n<li>Sent Items &#8211; to access all sent emails,<\/li>\n\n\n\n<li>Deleted Items &#8211; to view all deleted emails,<\/li>\n\n\n\n<li>And more.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"832\" height=\"653\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Management-Folders-in-Outlook.jpg\" alt=\"Email Management Folders in Outlook\" class=\"wp-image-54896\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Management-Folders-in-Outlook.jpg 832w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Management-Folders-in-Outlook-480x377.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 832px, 100vw\" \/><\/figure>\n\n\n\n<p>Clicking an email allows you to delete, archive, flag, pin\/unpin, or snooze it.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"975\" height=\"595\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/delete-and-archive-emails-in-Outlook.png\" alt=\"delete and archive emails in Outlook\" class=\"wp-image-54916\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/delete-and-archive-emails-in-Outlook.png 975w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/delete-and-archive-emails-in-Outlook-480x293.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 975px, 100vw\" \/><\/figure>\n\n\n\n<p>You also get the option to reply, reply to all, or forward your email.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"538\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Reply-Feature-in-New-Microsoft-Outlook-1024x538.jpg\" alt=\"Email Reply Feature in New Microsoft Outlook\" class=\"wp-image-54900\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Reply-Feature-in-New-Microsoft-Outlook-980x515.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Reply-Feature-in-New-Microsoft-Outlook-480x252.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Now, let\u2019s send an email from scratch by clicking \u201cNew Email\u201d in the top left corner.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"934\" height=\"484\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Write-a-New-Email-in-Microsoft-Outlook-New.jpg\" alt=\"Write a New Email in Microsoft Outlook New\" class=\"wp-image-54904\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Write-a-New-Email-in-Microsoft-Outlook-New.jpg 934w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Write-a-New-Email-in-Microsoft-Outlook-New-480x249.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 934px, 100vw\" \/><\/figure>\n\n\n\n<p>You will notice a few things when composing your email. For instance, the styling menu lets you bold, highlight, or increase text font.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"534\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Content-Styling-Features-in-Outlook-1024x534.jpg\" alt=\"Email Content Styling Features in Outlook\" class=\"wp-image-54908\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Content-Styling-Features-in-Outlook-1024x534.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Content-Styling-Features-in-Outlook-980x511.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Content-Styling-Features-in-Outlook-480x250.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Once done, click \u201cSend\u201d to send your email.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"521\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-New-Email-in-Microsoft-Outlook-1024x521.jpg\" alt=\"Send New Email in Microsoft Outlook\" class=\"wp-image-54912\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-New-Email-in-Microsoft-Outlook-980x498.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-New-Email-in-Microsoft-Outlook-480x244.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Later, I will share a few inbox management tips, like automatically routing an email based on its content. But for now, let\u2019s discover more Microsoft Outlook features.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-2-contacts\"><span class=\"ez-toc-section\" id=\"2_Contacts\"><\/span><strong>2. Contacts<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Just like any other platform, Outlook allows you to add and edit contacts. Similar to email folders, you can categorize your contacts in separate folders and add notes and context to each contact.<\/p>\n\n\n\n<p>The Outlook People dashboard shows All Contacts, All Contact Lists, Deleted Contacts, and Favorite Contacts.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"666\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/All-Contacts-Management-in-Outlook-1024x666.jpg\" alt=\"All Contacts Management in Outlook\" class=\"wp-image-54933\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/All-Contacts-Management-in-Outlook-1024x666.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/All-Contacts-Management-in-Outlook-980x638.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/All-Contacts-Management-in-Outlook-480x312.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>To <a href=\"https:\/\/cirasync.com\/blog-articles\/create-contacts-in-outlook\/\">create a new contact<\/a>, click \u201cAdd a contact.\u201d<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"667\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-New-Contact-in-Outlook-1024x667.jpg\" alt=\"Create a New Contact in Outlook\" class=\"wp-image-54929\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-New-Contact-in-Outlook-1024x667.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-New-Contact-in-Outlook-980x638.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-New-Contact-in-Outlook-480x313.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Then, upload a profile picture and enter the contact picture name, email address, phone number, and address.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"710\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Personal-Details-1024x710.jpg\" alt=\"Enter Contact Personal Details\" class=\"wp-image-54925\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Personal-Details-1024x710.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Personal-Details-980x680.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Personal-Details-480x333.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>But the Company field is my favorite. I can add the contact\u2019s company name and work title. To personalize each contact further, I can add their department, office location, and company pronunciation.<\/p>\n\n\n\n<p>But Microsoft Outlook doesn\u2019t stop there. It also lets you categorize the contact, add internal notes, or enter the contact\u2019s personal web page or relatives.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"868\" height=\"585\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Company-Details.jpg\" alt=\"Enter Contact Company Details\" class=\"wp-image-54921\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Company-Details.jpg 868w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Company-Details-480x324.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 868px, 100vw\" \/><\/figure>\n\n\n\n<p>After clicking Save, Outlook will display the contact data. There, you can call or email the contact or edit it with updated information.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"532\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-Details-in-Microsoft-Outlook-1024x532.jpg\" alt=\"View Contact Details in Microsoft Outlook\" class=\"wp-image-54949\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-Details-in-Microsoft-Outlook-980x509.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-Details-in-Microsoft-Outlook-480x249.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>What about the Contact List? How does it work?<\/p>\n\n\n\n<p>A contact list is a list of email addresses you can email at once. In the screenshot below, I named my list \u201cService Update\u201d and added the email addresses of people interested in our services.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"644\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Contact-List-in-Outlook-1024x644.jpg\" alt=\"Create a Contact List in Outlook\" class=\"wp-image-54945\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Contact-List-in-Outlook-980x617.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Contact-List-in-Outlook-480x302.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Once created, you can view and email all contacts in the list.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"510\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-List-Details-1024x510.jpg\" alt=\"View Contact List Details\" class=\"wp-image-54941\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-List-Details-980x488.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-List-Details-480x239.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>When emailing the list, Outlook will automatically add it to the recipients.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"526\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-an-Email-to-Contact-List-in-Outlook-1024x526.jpg\" alt=\"Send an Email to Contact List in Outlook\" class=\"wp-image-54937\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-an-Email-to-Contact-List-in-Outlook-1024x526.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-an-Email-to-Contact-List-in-Outlook-980x504.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-an-Email-to-Contact-List-in-Outlook-480x247.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Now, let\u2019s discuss one more Outlook key feature: Calendar.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-3-calendar\"><span class=\"ez-toc-section\" id=\"3_Calendar\"><\/span><strong>3. Calendar<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>You can use your Outlook calendar to make appointments, within which you can add details such as subject, location, context, notes, attendees, and materials you might need during the appointment, and invite an attendee.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"656\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Calendar-Event-in-Microsoft-Outlook-1024x656.jpg\" alt=\"Create a Calendar Event in Microsoft Outlook\" class=\"wp-image-54954\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Calendar-Event-in-Microsoft-Outlook-1024x656.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Calendar-Event-in-Microsoft-Outlook-980x628.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Calendar-Event-in-Microsoft-Outlook-480x308.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Click on \u201cMore Options\u201d to personalize the event further: Hide the attendee list, request responses, set yourself busy, categorize the event, and more.<\/p>\n\n\n\n<p>I wish there were a way to add attendees quickly without clicking \u201cMore Options.\u201d Note that, by default, Outlook will make you hold your meetings on Skype, just like Google does for Meet.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"607\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Event-Customization-Settings-in-Outlook-Calendar-1024x607.jpg\" alt=\"Event Customization Settings in Outlook Calendar\" class=\"wp-image-54966\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Event-Customization-Settings-in-Outlook-Calendar-1024x607.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Event-Customization-Settings-in-Outlook-Calendar-980x581.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Event-Customization-Settings-in-Outlook-Calendar-480x285.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Finally, viewing the event will allow you to join, edit, or cancel it.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"983\" height=\"633\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Join-a-Meeting-From-Outlook-Calendar.jpg\" alt=\"Join a Meeting From Outlook Calendar\" class=\"wp-image-54962\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Join-a-Meeting-From-Outlook-Calendar.jpg 983w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Join-a-Meeting-From-Outlook-Calendar-980x631.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Join-a-Meeting-From-Outlook-Calendar-480x309.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 983px, 100vw\" \/><\/figure>\n\n\n\n<p>Read More: <a href=\"https:\/\/cirasync.com\/blog-articles\/share-an-outlook-calendar\/\">How to Share an Outlook Calendar?<\/a><\/p>\n\n\n\n<p>Before moving to the next feature, note that you can change your calendar view to day, work week (Monday-Sunday), week, or month. Thanks to the filter setting, you can also view meetings, appointments, and more.<\/p>\n\n\n\n<p>To learn more about Outlook meetings, check our article on the <a href=\"https:\/\/cirasync.com\/blog-articles\/how-to-create-an-appointment-or-meeting-in-microsoft-outlook\/\">difference between Outlook meetings and appoitments<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"608\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Calendar-Display-Settings-1024x608.jpg\" alt=\"Outlook Calendar Display Settings\" class=\"wp-image-54958\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Calendar-Display-Settings-1024x608.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Calendar-Display-Settings-980x582.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Calendar-Display-Settings-480x285.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Read More: <a href=\"https:\/\/cirasync.com\/blog-articles\/outlook-calendar-tips-and-tricks\/\">Best Outlook Calendar Tips and Tricks<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-4-taks-and-to-do-lists\"><span class=\"ez-toc-section\" id=\"4_Taks_and_To-Do_Lists\"><\/span><strong>4. Taks and To-Do Lists<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>\u201cTo-Do\u201d is the next Outlook feature I want to cover. You\u2019ve probably used or seen these apps in Google Play Store or Apple Store.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"548\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Popular-To-Do-List-Apps-1024x548.jpg\" alt=\"Popular To Do List Apps\" class=\"wp-image-54991\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Popular-To-Do-List-Apps-980x524.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Popular-To-Do-List-Apps-480x257.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>These are To-do apps that allow you to create and manage daily tasks, like picking up kids at school at 4 pm or building a new website page.<\/p>\n\n\n\n<p>Microsoft To Do plays the same role. It allows you to turn your emails into tasks, access these tasks on your mobile devices, and assign them to team or family members.<\/p>\n\n\n\n<p>The left menu displays key elements, such as My Day, Important, and Planned.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"927\" height=\"562\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-To-Do.jpg\" alt=\"Outlook To Do\" class=\"wp-image-54987\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-To-Do.jpg 927w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-To-Do-480x291.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 927px, 100vw\" \/><\/figure>\n\n\n\n<p>Let\u2019s take My Day, for example. Here, I can plan my day by creating new tasks. Assuming I\u2019m a website designer, I created the following tasks:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Brainstorm and sketch layout ideas for CiraSync&rsquo;s project<\/li>\n\n\n\n<li>Create wireframes for the homepage using Figma<\/li>\n\n\n\n<li>Meet with Connor (our marketing director) at 2 PM<\/li>\n\n\n\n<li>Design a responsive \u00ab\u00a0About Us\u00a0\u00bb page<\/li>\n\n\n\n<li>Test color palette<\/li>\n\n\n\n<li>Source images for the \u00ab\u00a0About Us\u00a0\u00bb page<\/li>\n\n\n\n<li>Finalize typography choices<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"612\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Tasks-in-Outlook-To-Do-1024x612.jpg\" alt=\"Create Tasks in Outlook To Do\" class=\"wp-image-54975\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Tasks-in-Outlook-To-Do-1024x612.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Tasks-in-Outlook-To-Do-980x585.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Tasks-in-Outlook-To-Do-480x287.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Every task that has a deadline will appear in the Planned tab.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"599\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Planned-Tasks-Appearance-1024x599.jpg\" alt=\"Planned Tasks Appearance\" class=\"wp-image-54979\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Planned-Tasks-Appearance-1024x599.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Planned-Tasks-Appearance-980x574.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Planned-Tasks-Appearance-480x281.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>After clicking on a task, you can add subtasks, set a reminder, repeat the task, attach a file (png, jpeg, pdf, etc), and more.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"481\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Task-Details-in-Microsoft-Outlook-To-Do-1024x481.jpg\" alt=\"View Task Details in Microsoft Outlook To Do\" class=\"wp-image-54983\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Task-Details-in-Microsoft-Outlook-To-Do-980x460.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Task-Details-in-Microsoft-Outlook-To-Do-480x225.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Let me wrap up with Microsoft To Do with one of my favorite features. It allows you to create lists of tasks to manage projects efficiently.<\/p>\n\n\n\n<p>Assume you are a freelance writer who provides services to five clients. Instead of creating all tasks in one place, you can arrange them neatly in lists.<\/p>\n\n\n\n<p>To do so, go to New List, name your list, and press Enter on your keyboard. I called mine CiraHub. Finally, enter your CiraHub tasks.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"543\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Task-Folders-in-Outlook-ToDo-1024x543.jpg\" alt=\"Create Task Folders in Outlook ToDo\" class=\"wp-image-54971\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Task-Folders-in-Outlook-ToDo-1024x543.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Task-Folders-in-Outlook-ToDo-980x519.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Task-Folders-in-Outlook-ToDo-480x254.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>This List feature can change the way you manage daily tasks.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-advanced-tips-and-tricks-for-outlook-power-users\"><span class=\"ez-toc-section\" id=\"Advanced_Tips_and_Tricks_for_Outlook_Power_Users\"><\/span><strong>Advanced Tips and Tricks for Outlook Power Users<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Now, I want to share some trade tricks to optimize your Outlook experience.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-sync-outlook-contacts-to-smartphones\"><span class=\"ez-toc-section\" id=\"1_Sync_Outlook_Contacts_to_Smartphones\"><\/span><strong>1. Sync Outlook Contacts to Smartphones<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Microsoft does not allow users to sync their <a href=\"https:\/\/cirasync.com\/blog-articles\/manage-contacts-in-outlook\/\">Outlook contacts<\/a> directly to their smartphones, and yes, it\u2019s very sad.<\/p>\n\n\n\n<p>For example, imagine a construction company working on a client\u2019s project with a tight deadline. The foreman needs to call a supplier to confirm a materials delivery by the end of the day, but the supplier&rsquo;s contact is stuck in Outlook.<\/p>\n\n\n\n<p>With no quick way to sync it to their smartphone, the delivery gets delayed, and the entire project timeline takes a hit. Frustrating, isn\u2019t it?<\/p>\n\n\n\n<p>That\u2019s precisely a problem <a href=\"https:\/\/www.skender.com\/\">Skender<\/a>, a giant construction company, faced before using <a href=\"https:\/\/cirasync.com\/\">CiraSync<\/a>. They wanted to <a href=\"https:\/\/cirasync.com\/case-studies\/chicago-construction-company-contact-sync\/\">sync their old and new Outlook contacts<\/a> to employee smartphones.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"404\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-Construction-Company-Case-Study-About-CiraSync-1024x404.jpg\" alt=\"Skender Construction Company Case Study About CiraSync\" class=\"wp-image-54996\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-Construction-Company-Case-Study-About-CiraSync-1024x404.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-Construction-Company-Case-Study-About-CiraSync-980x387.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-Construction-Company-Case-Study-About-CiraSync-480x189.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Old employees\u2019 contacts remained in the system, while new employees\u2019 didn\u2019t appear in the company address book.<\/p>\n\n\n\n<p>Field workers started to complain, and the systems administrators had to send instructions on how to update contacts and hope employees would maintain their contacts on their own. Unfortunately, most employees failed to update their contacts, resulting in significant company-wide issues.<\/p>\n\n\n\n<p>How did Skinder solve this problem?<\/p>\n\n\n\n<p>They used CiraSync, the best online tool that <a href=\"https:\/\/cirasync.com\/gal-sync\/\">syncs GAL contacts<\/a> and <a href=\"https:\/\/cirasync.com\/calendar-sync\/\">Calendar events<\/a> to Android and iOS devices. This way, you can access and email all your contacts from your phone on the go, even if you\u2019re not in the office.<\/p>\n\n\n\n<p><a href=\"https:\/\/www.linkedin.com\/in\/clint-siebert-23407392\/\">Clint Siebert<\/a>, Director of Technology at Skender, said:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p class=\"has-background\" style=\"background-color:#fff4797a\">\u201cSetting up CiraSync was easy to do and worked seamlessly right off the bat. At first, we set up CiraSync with a Public Folder and then switched over to distribution groups for even more ease-of-use for our diverse groups of employees here at Skender.\u201d<\/p>\n<\/blockquote>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"1024\" height=\"356\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-IT-Manager-Review-About-CiraSync.jpg\" alt=\"Skender IT Manager Review About CiraSync\" class=\"wp-image-55000\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-IT-Manager-Review-About-CiraSync.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-IT-Manager-Review-About-CiraSync-980x341.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-IT-Manager-Review-About-CiraSync-480x167.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>But Skender isn\u2019t the only company <a href=\"https:\/\/cirasync.com\/blog-articles\/sync-outlook-contacts-to-android\/\">syncing Outlook contacts to Android<\/a> and <a href=\"https:\/\/cirasync.com\/support\/sync-outlook-contacts-to-iphone\/\">Apple devices<\/a>. Check out how the following companies save hours and money with CiraSync:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-it-contacts-to-smartphones\/\">Information Technology (IT) Firms<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-financial-services-contacts-to-smartphones\/\">Financial Services<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-construction-contacts-to-smartphones\/\">Construction Companies<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-government-contacts-to-smartphones\/\">Government Agencies<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-education-institutions-contacts-to-smartphones\/\">Education Institutions<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-logistics-contacts-to-smartphones\/\">Logistics and Transportation Companies<\/a> and<\/li>\n\n\n\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-law-firm-contacts-to-smartphones\/\">Law Firms<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-2-multi-way-sync-outlook-contacts\"><span class=\"ez-toc-section\" id=\"2_Multi-Way_Sync_Outlook_Contacts\"><\/span><strong>2. Multi-Way Sync Outlook Contacts<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Syncing contacts in or from many directions is another way to improve your Outlook experience.&nbsp;<\/p>\n\n\n\n<p>Imagine an electrical company responding to an urgent power outage at a commercial site. The technician arrives and tries to call the site manager, but the number doesn\u2019t go through (it\u2019s outdated).<\/p>\n\n\n\n<p>Meanwhile, the customer support team back at the office has the updated number stored in HubSpot\u2014but there\u2019s no way to sync it with the technician\u2019s phone in real time.<\/p>\n\n\n\n<p>This broken communication system wastes precious time, delays the repair, and frustrates the company and the client.<\/p>\n\n\n\n<p>That\u2019s why, at Cira Apps, we launched another app called <a href=\"https:\/\/cirahub.com\/\">CiraHub<\/a>.<\/p>\n\n\n\n<p>With just a few clicks, companies can <a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-hubspot-with-a-global-address-list\/\">two-way sync Outlook and HubSpot contacts<\/a>. No need to call another department; employees have access to updated contacts directly on their smartphones.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-vimeo wp-block-embed-vimeo wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe title=\"Hubspot V2\" src=\"https:\/\/player.vimeo.com\/video\/838031780?dnt=1&amp;app_id=122963\" width=\"1080\" height=\"608\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\"><\/iframe>\n<\/div><\/figure>\n\n\n\n<p>But HubSpot is just the tip of the iceberg, as organizations also use CiraHub to two-way sync<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/cirahub.com\/support\/two-way-sync-salesforce-with-a-global-address-list\/\">Outlook and Salesforce contacts<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-a-global-address-list-and-google-contacts\/\">Outlook and Google Contacts<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-contacts-between-zoho-and-global-address-lists\/\">Outlook and Zoho CRM contacts<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-procore-with-a-global-address-list\/\">Outlook and Procore contacts<\/a><\/li>\n\n\n\n<li>And more.<\/li>\n<\/ul>\n\n\n\n<p>Check out our <a href=\"https:\/\/cirahub.com\/what-can-cirahub-sync\/\">integrated apps<\/a> to learn more about your syncing possibilities.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-3-use-rules-to-manage-your-inbox-efficiently\"><span class=\"ez-toc-section\" id=\"3_Use_Rules_to_Manage_Your_Inbox_Efficiently\"><\/span><strong>3. Use Rules to Manage Your Inbox Efficiently<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Rules are one additional tip I want to share. They allow you to automate actions in your Outlook inbox.<\/p>\n\n\n\n<p>For example, you can set up a rule for Outlook to automatically categorize all emails from a specific email address into a separate folder. You may also set up a rule to flag messages from particular contacts or automatically assign importance.<\/p>\n\n\n\n<p>Let\u2019s create a rule that routes emails to another email address based on a specific keyword.<\/p>\n\n\n\n<p>Go to Settings (gear icon) &gt; Mail &gt; Rules. Name your rule and choose a condition. I will go with \u201cMessage body includes.\u201d<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"661\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Rules-in-Microsoft-365-Outlook-1024x661.jpg\" alt=\"Create Rules in Microsoft 365 Outlook\" class=\"wp-image-55006\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Rules-in-Microsoft-365-Outlook-1024x661.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Rules-in-Microsoft-365-Outlook-980x633.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Rules-in-Microsoft-365-Outlook-480x310.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>Enter your keyword (\u2018discount\u2019 in this case), select \u201cForward to\u201d under \u201cAdd an action,\u201d and enter the email address you will forward the message to.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"659\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Add-Conditions-to-Your-Rules-1024x659.jpg\" alt=\"Add Conditions to Your Rules\" class=\"wp-image-55018\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Add-Conditions-to-Your-Rules-1024x659.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Add-Conditions-to-Your-Rules-980x631.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Add-Conditions-to-Your-Rules-480x309.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-4-set-up-email-signatures\"><span class=\"ez-toc-section\" id=\"4_Set_Up_Email_Signatures\"><\/span><strong>4. Set Up Email Signatures<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>You can set up an automatic email signature rather than typing your name repetitively, but the automatic reply option is even more helpful (in my opinion).<\/p>\n\n\n\n<p>Let\u2019s start with signatures.<\/p>\n\n\n\n<p>Go to Settings &gt; Accounts &gt; Signatures and name your new signature. Enter your name, company name, and call to action (if necessary). You can check out this Mailerlite article about <a href=\"https:\/\/www.mailerlite.com\/blog\/email-signature-best-practices\">email signatures<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"644\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Signatures-in-Microsoft-Outlook-New-1024x644.jpg\" alt=\"Create Signatures in Microsoft Outlook New\" class=\"wp-image-55010\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Signatures-in-Microsoft-Outlook-New-1024x644.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Signatures-in-Microsoft-Outlook-New-980x617.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Signatures-in-Microsoft-Outlook-New-480x302.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<p>If you have multiple signatures, you can choose different signatures when sending a new email and replying to an email.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"644\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Select-Default-Signature-1024x644.jpg\" alt=\"Select Default Signature\" class=\"wp-image-55014\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Select-Default-Signature-1024x644.jpg 1024w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Select-Default-Signature-980x617.jpg 980w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Select-Default-Signature-480x302.jpg 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) and (max-width: 980px) 980px, (min-width: 981px) 1024px, 100vw\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-5-integrate-it-with-other-microsoft-365-apps\"><span class=\"ez-toc-section\" id=\"5_Integrate_It_with_Other_Microsoft_365_Apps\"><\/span><strong>5. Integrate It with Other Microsoft 365 Apps<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>You can easily integrate Outlook with other Microsoft apps, like Word, Excel, PowerPoint, OneNote, Teams, <a href=\"https:\/\/cirahub.com\/blog\/what-is-sharepoint-and-what-is-it-used-for\/\">SharePoint<\/a>, and more.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"770\" height=\"542\" src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-365-Apps.png\" alt=\"Microsoft 365 Apps\" class=\"wp-image-55022\" srcset=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-365-Apps.png 770w, https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-365-Apps-480x338.png 480w\" sizes=\"(min-width: 0px) and (max-width: 480px) 480px, (min-width: 481px) 770px, 100vw\" \/><\/figure>\n\n\n\n<p>For instance, integrating Outlook with Teams, used by over <a href=\"https:\/\/www.demandsage.com\/microsoft-teams-statistics\/\">320 million users worldwide<\/a>, allows you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Create and schedule team meetings,<\/li>\n\n\n\n<li>Unify your calendars,<\/li>\n\n\n\n<li>Accept or join existing meetings,<\/li>\n\n\n\n<li>Ensure platform consistency with the same information.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-6-keyboard-shortcuts\"><span class=\"ez-toc-section\" id=\"6_Keyboard_Shortcuts\"><\/span><strong>6. Keyboard Shortcuts<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>There are hundreds of keyboard shortcuts in Microsoft\u2019s apps, but we\u2019ll just mention the most <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/keyboard-shortcuts-for-outlook-3cdeb221-7ae5-4c1d-8c1d-9e63216c1efd\">useful ones in Outlook<\/a>:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Ctrl + F \u2013 forward message<\/li>\n\n\n\n<li>Ctrl + N \u2013 create a new message<\/li>\n\n\n\n<li>Ctrl + R (+Shift) \u2013 reply to message (+ Shift is used to reply to all)<\/li>\n\n\n\n<li>Ctrl + Enter \u2013 send message<\/li>\n\n\n\n<li>Ctrl + 2 \u2013 got to calendar<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-outlook-vs-gmail-which-is-better\"><span class=\"ez-toc-section\" id=\"Outlook_vs_Gmail_Which_is_Better\"><\/span><strong>Outlook vs Gmail: Which is Better?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>In simple terms, <a href=\"https:\/\/workspace.google.com\/gmail\/\">Gmail<\/a> is better for users comfortable with the Google ecosystem (Google Calendar, Docs, Sheets, Drive, Meet, etc.). On the other hand, Outlook is perfect for Microsoft ecosystem users (Word, Excel, Teams, OneDrive, etc).&nbsp;<\/p>\n\n\n\n<p>Both Outlook and Gmail offer similar features. They provide the same amount of free storage (15 GB), can organize emails in folders and categories, and integrate with third-party apps like Zapier.<\/p>\n\n\n\n<p>Users who\u2019ve used both, myself included, will testify that both platforms are more-or-less the same, and neither has the upper hand over the other. Google is a bit more customizable, while Outlook is more plain and straightforward.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-use-outlook-to-manage-your-business\"><span class=\"ez-toc-section\" id=\"Use_Outlook_to_Manage_Your_Business\"><\/span><strong>Use Outlook to Manage Your Business<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>In this guide, I shared my personal experience with Microsoft Outlook. I showed how I use it to manage emails and contacts, organize my calendar, and create and complete tasks.<\/p>\n\n\n\n<p>I also listed recommended advanced tips that will transform your Outlook experience.<\/p>\n\n\n\n<p>With its seamless integration with other useful apps and ease of use, Outlook is one of the top email clients today, and it\u2019s been justifying the trust of its clients for decades.<\/p>\n\n\n\n<p>I can wholeheartedly recommend it as an all-in-one tool for business.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Microsoft Outlook: Features, Pricing &amp; Tips | CiraSync Every day, approximately 400 million people use Outlook to send and receive emails and manage calendar events. So, chances are you are reading this article to know if it\u2019s the right tool for you before committing. Two Outlooks exist (Classic and New), but I will focus on [&hellip;]<\/p>\n","protected":false},"author":38,"featured_media":55026,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"page-cirablog2.php","format":"standard","meta":{"_et_pb_use_builder":"off","_et_pb_old_content":"<!-- wp:paragraph -->\n<p>Every day, approximately <a href=\"https:\/\/market.us\/statistics\/internet\/email-users\">400 million people use Outlook<\/a> to send and receive emails and manage calendar events. So, chances are you are reading this article to know if it\u2019s the right tool for you before committing.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Two Outlooks exist (Classic and New), but I will focus on the New Outlook in this post. I will send and receive emails, create and email contacts, manage calendars, and create tasks.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>I will also share my best tips based on my personal experience.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Keep reading!<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph {\"fontSize\":\"medium\"} -->\n<p class=\"has-medium-font-size\"><strong>Key Takeaways:<\/strong><\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Microsoft Outlook is a free app that allows users to send and receive emails, manage calendar events, manage contacts, and create tasks.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Microsoft Outlook offers two pricing tiers: The personal tier (For Home) starts at 0$\/month, while the business tier (For Businesses) starts at $6.00\/user\/month.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>You can use tools like <a href=\"https:\/\/cirasync.com\/\">CiraSync<\/a> and <a href=\"https:\/\/cirahub.com\/\">CiraHub<\/a> to sync Outlook contacts to your employees\u2019 smartphones.<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Outlook is perfect for Microsoft ecosystem users (Word, Excel, Teams, OneDrive, etc), while Gmail is better for users comfortable with the Google ecosystem (Google Calendar, Docs, Sheets, Drive, Meet, etc.).<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-what-is-microsoft-outlook\"><strong>What Is Microsoft Outlook?<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:image {\"id\":54795,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Website-Homepage-1024x484.jpg\" alt=\"Outlook Website Homepage\" class=\"wp-image-54795\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p><a href=\"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/outlook\/email-and-calendar-software-microsoft-outlook\">Microsoft Outlook<\/a> (formerly HotMail) is a free Microsoft application that helps users manage their email accounts, calendars, contacts, tasks, and to-do lists from one platform. It's available as a standard part of Microsoft 365, and it\u2019s one of the oldest email clients in the world.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54799,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Key-Features-1024x644.jpg\" alt=\"Microsoft Outlook Key Features\" class=\"wp-image-54799\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Like Gmail, which gives you a gmail.com email address, your Outlook email address will also end with outlook.com (like <a href=\"mailto:name@outlook.com\">name@outlook.com<\/a>). Using this email address, you can access your Outlook Calendar and Contacts and additional apps like Word and PowerPoint.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54819,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-and-Microsoft-365-Key-Features-1024x581.jpg\" alt=\"Outlook and Microsoft 365 Key Features\" class=\"wp-image-54819\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Microsoft Outlook was just an email platform, one of the most advanced of its generation upon its release (January 16, 1997). But today, it\u2019s a complete personal information manager.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:embed {\"url\":\"https:\/\/www.youtube.com\/watch?v=rjHne32NkzU\\u0026t=3s\",\"type\":\"video\",\"providerNameSlug\":\"youtube\",\"responsive\":true,\"className\":\"wp-embed-aspect-16-9 wp-has-aspect-ratio\"} -->\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\nhttps:\/\/www.youtube.com\/watch?v=rjHne32NkzU&amp;t=3s\n<\/div><\/figure>\n<!-- \/wp:embed -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-why-should-you-use-outlook\"><strong>Why Should You Use Outlook?<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>For good reasons, 400 million users prefer Outlook as their email and information manager. Let\u2019s check three of them.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-benefits-for-personal-use\"><strong>Benefits for Personal Use<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Outlook, especially the new one, is an incredible tool for personal use. You can easily draft, organize, reply to, delete, and archive your emails.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54811,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Mail-Features-1024x675.jpg\" alt=\"Outlook Mail Features\" class=\"wp-image-54811\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Moreover, the free Outlook account comes with 15GB of storage, enough to send and receive hundreds of thousands of emails.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54815,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Storage-Management-1024x614.jpg\" alt=\"Outlook Storage Management\" class=\"wp-image-54815\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>You will love the Calendar feature if you work on personal projects or collaborate occasionally with people. Here, you can create and manage events (appointments, meetings, or parties) and invite collaborators.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54803,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-an-Event-in-Outlook-Calendar.jpg\" alt=\"Create an Event in Outlook Calendar\" class=\"wp-image-54803\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Since Outlook allows cross-device syncing, you can always access your calendar and emails from your smartphone or tablet.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-benefits-for-business-use\"><strong>Benefits for Business Use<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>On top of everything mentioned above, <a href=\"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/outlook\/outlook-for-business\">Outlook for Businesses<\/a> allows you to create a custom email (name@yourbusiness.com) instead of using the free one (<a href=\"mailto:name@outlook.com\">name@outlook.com<\/a>). Plus, the storage goes from 15 to 50GB per email user.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54807,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Business-Features.jpg\" alt=\"Outlook Business Features\" class=\"wp-image-54807\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-security-features\"><strong>Security Features<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Microsoft guarantees enterprise-grade security to ensure that no one but you can access your account.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>After all, business means security. Thanks to the premium version, admins can control access to business information with custom permissions, set password policies, and force users to set multifactor authentication.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54823,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Security-and-Privacy-Policy-1024x771.jpg\" alt=\"Microsoft Security and Privacy Policy\" class=\"wp-image-54823\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Take the password policy, for example. Using this setting, admins can set passwords to expire after a set number of days, like 365 or 730.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54835,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Password-Expiration-Policy.jpg\" alt=\"Microsoft Password Expiration Policy\" class=\"wp-image-54835\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>With the Idle Session Timeout setting, on the other hand, you automatically sign users out if they\u2019ve been inactive for a set period.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54827,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Idle-Session-Timeout.jpg\" alt=\"Microsoft Idle Session Timeout\" class=\"wp-image-54827\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Of course, all these user-control settings work tightly with Microsoft\u2019s security measures like <a href=\"https:\/\/www.microsoft.com\/en-us\/security\/blog\/2024\/03\/06\/enhancing-protection-updates-on-microsofts-secure-future-initiative\/\">Secure Future Initiative (SFI)<\/a> to address the scale and sophistication of cyberattacks.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-microsoft-outlook-pricing\"><strong>Microsoft Outlook: Pricing<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Microsoft offers two Outlook pricing tiers: For Home and For Business.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p><strong>For Home:<\/strong><\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Free: $0\/month<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Microsoft 365 Basic: $19.99\/year<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Microsoft 365 Personal: $69.99\/year<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Microsoft 365 Family: $99.99\/year<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:paragraph -->\n<p><strong>For Business:<\/strong><\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Microsoft 365 Business Basic: $6.00\/user\/month<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Microsoft 365 Business Standard: $12.50\/user\/month<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Microsoft 365 Business Premium: $22.00\/user\/month<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-how-to-set-up-access-and-use-outlook\"><strong>How to Set Up, Access, and Use Outlook<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Outlook is super easy to set up and access.&nbsp;<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>1. First of all, open the Outlook app on your computer. If you don\u2019t already have Outlook installed, <a href=\"https:\/\/www.microsoft.com\/en-us\/microsoft-365\/outlook\/email-and-calendar-software-microsoft-outlook#Download-the-app\">download it via Microsoft 365<\/a>.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>I will use the New Outlook because it\u2019s the latest update and provides a better user experience.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54839,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Find-Outlook-in-Windows-Laptop-1024x717.jpg\" alt=\"Find Outlook in Windows Laptop\" class=\"wp-image-54839\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>2. Enter your email address name while making sure you\u2019ve selected Outlook.com. This means that your email address will end with it, like <a href=\"mailto:test@outlook.com\">test@outlook.com<\/a>.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Click Next and follow the setup instructions.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54843,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Outlook-Account.jpg\" alt=\"Create Outlook Account\" class=\"wp-image-54843\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>3. After following the instructions, you will get access to your Outlook. That\u2019s how simple it is.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54847,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-New-Interface-1024x653.jpg\" alt=\"Microsoft Outlook New Interface\" class=\"wp-image-54847\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>But before reviewing key features in more detail, I wanted to show how I use Outlook daily. The left side shows a menu with icons. Here, you can access your Mail, Calendar, Contacts, Groups, and To-Dos.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54871,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Microsoft-Outlook-New.jpg\" alt=\"Apps in Microsoft Outlook New\" class=\"wp-image-54871\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>I also like that this menu lets you quickly access Word, Excel, PowerPoint, and One Note. This is perfect for teams that collaborate through emails; you can quickly create a new Word doc and start writing (though it will open the web version).<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54867,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Word-Online-1024x532.jpg\" alt=\"Microsoft Word Online\" class=\"wp-image-54867\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Though there is a search bar to look for additional apps, I couldn\u2019t find Teams, OneDrive, or Copilot.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54863,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Integrated-Apps-in-Microsoft-Outlook.jpg\" alt=\"Integrated Apps in Microsoft Outlook\" class=\"wp-image-54863\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>This is unfortunate because Gmail, an Outlook competitor, allows you to access 30+ apps, including Google Drive and Gemini.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54859,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Apps-in-Google-Ecosystem-vs-Outlook-1024x539.jpg\" alt=\"Apps in Google Ecosystem vs Outlook\" class=\"wp-image-54859\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>But let\u2019s keep analyzing Outlook, with the top menu bar that provides additional settings. Using the Help menu element, for instance, I could read support articles, contact the Outlook support team, or go to Outlook Classic.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54855,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Help-and-Support-Settings-in-Outlook-New.jpg\" alt=\"Help and Support Settings in Outlook New\" class=\"wp-image-54855\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Last but not least, I wanted to see what is inside the Settings. I noticed that Microsoft divided it into multiple sections, such as Accounts to manage your email accounts, create signatures, and more.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54851,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Settings-Interface-1024x552.jpg\" alt=\"Outlook Settings Interface\" class=\"wp-image-54851\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>In the General tab, you set your Outlook appearance (light or dark mode).<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54887,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Appearance-Settings-1024x647.jpg\" alt=\"Microsoft Outlook Appearance Settings\" class=\"wp-image-54887\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>For instance, I changed my Outlook to dark mode and selected another background image.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Before:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54883,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-Outlook-Light-Appearance-1024x548.jpg\" alt=\"Microsoft Outlook Light Appearance\" class=\"wp-image-54883\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>After:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54879,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Change-Microsoft-Outlook-to-Dark-Appearance-1024x543.jpg\" alt=\"Change Microsoft Outlook to Dark Appearance\" class=\"wp-image-54879\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>This change impressed me, and I can confidently say Outlook provides one of the most beautiful customizations I\u2019ve ever seen.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>But let\u2019s now talk about Outlook's key features (more about customization later).<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-microsoft-outlook-key-features\"><strong>Microsoft Outlook Key Features<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>These are the most prominent reasons people love Outlook\u2019s key features:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Email,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Calendar,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>People (Contacts),<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Tasks and To-Do Lists and<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Customization.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-1-email-management\"><strong>1. Email Management<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Although most email clients have a somewhat evolved email management system, Outlook took it to a level we\u2019ve never seen before.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>First of all, you have the option to sort by folders. If you\u2019re, for example, working on multiple projects, you can make a separate folder for each project and organize emails separately.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54892,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Manage-Emails-in-Folders-in-Microsoft-Outlook-1024x728.jpg\" alt=\"Manage Emails in Folders in Microsoft Outlook\" class=\"wp-image-54892\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>But just like every email platform, Outlook provides:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Inbox - to view all your emails,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Drafts - to see the emails you haven\u2019t finished writing,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Sent Items - to access all sent emails,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Deleted Items - to view all deleted emails,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>And more.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:image {\"id\":54896,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Management-Folders-in-Outlook.jpg\" alt=\"Email Management Folders in Outlook\" class=\"wp-image-54896\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Clicking an email allows you to delete, archive, flag, pin\/unpin, or snooze it.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54916,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/delete-and-archive-emails-in-Outlook.png\" alt=\"delete and archive emails in Outlook\" class=\"wp-image-54916\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>You also get the option to reply, reply to all, or forward your email.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54900,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Reply-Feature-in-New-Microsoft-Outlook-1024x538.jpg\" alt=\"Email Reply Feature in New Microsoft Outlook\" class=\"wp-image-54900\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Now, let\u2019s send an email from scratch by clicking \u201cNew Email\u201d in the top left corner.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54904,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Write-a-New-Email-in-Microsoft-Outlook-New.jpg\" alt=\"Write a New Email in Microsoft Outlook New\" class=\"wp-image-54904\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>You will notice a few things when composing your email. For instance, the styling menu lets you bold, highlight, or increase text font.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54908,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Email-Content-Styling-Features-in-Outlook-1024x534.jpg\" alt=\"Email Content Styling Features in Outlook\" class=\"wp-image-54908\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Once done, click \u201cSend\u201d to send your email.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54912,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-New-Email-in-Microsoft-Outlook-1024x521.jpg\" alt=\"Send New Email in Microsoft Outlook\" class=\"wp-image-54912\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Later, I will share a few inbox management tips, like automatically routing an email based on its content. But for now, let\u2019s discover more Microsoft Outlook features.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-2-contacts\"><strong>2. Contacts<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Just like any other platform, Outlook allows you to add and edit contacts. Similar to email folders, you can categorize your contacts in separate folders and add notes and context to each contact.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>The Outlook People dashboard shows All Contacts, All Contact Lists, Deleted Contacts, and Favorite Contacts.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54933,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/All-Contacts-Management-in-Outlook-1024x666.jpg\" alt=\"All Contacts Management in Outlook\" class=\"wp-image-54933\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>To <a href=\"https:\/\/cirasync.com\/blog-articles\/create-contacts-in-outlook\/\">create a new contact<\/a>, click \u201cAdd a contact.\u201d<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54929,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-New-Contact-in-Outlook-1024x667.jpg\" alt=\"Create a New Contact in Outlook\" class=\"wp-image-54929\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Then, upload a profile picture and enter the contact picture name, email address, phone number, and address.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54925,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Personal-Details-1024x710.jpg\" alt=\"Enter Contact Personal Details\" class=\"wp-image-54925\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>But the Company field is my favorite. I can add the contact\u2019s company name and work title. To personalize each contact further, I can add their department, office location, and company pronunciation.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>But Microsoft Outlook doesn\u2019t stop there. It also lets you categorize the contact, add internal notes, or enter the contact\u2019s personal web page or relatives.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54921,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Enter-Contact-Company-Details.jpg\" alt=\"Enter Contact Company Details\" class=\"wp-image-54921\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>After clicking Save, Outlook will display the contact data. There, you can call or email the contact or edit it with updated information.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54949,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-Details-in-Microsoft-Outlook-1024x532.jpg\" alt=\"View Contact Details in Microsoft Outlook\" class=\"wp-image-54949\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>What about the Contact List? How does it work?<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>A contact list is a list of email addresses you can email at once. In the screenshot below, I named my list \u201cService Update\u201d and added the email addresses of people interested in our services.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54945,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Contact-List-in-Outlook-1024x644.jpg\" alt=\"Create a Contact List in Outlook\" class=\"wp-image-54945\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Once created, you can view and email all contacts in the list.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54941,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Contact-List-Details-1024x510.jpg\" alt=\"View Contact List Details\" class=\"wp-image-54941\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>When emailing the list, Outlook will automatically add it to the recipients.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54937,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Send-an-Email-to-Contact-List-in-Outlook-1024x526.jpg\" alt=\"Send an Email to Contact List in Outlook\" class=\"wp-image-54937\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Now, let\u2019s discuss one more Outlook key feature: Calendar.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-3-calendar\"><strong>3. Calendar<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>You can use your Outlook calendar to make appointments, within which you can add details such as subject, location, context, notes, attendees, and materials you might need during the appointment, and invite an attendee.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54954,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-a-Calendar-Event-in-Microsoft-Outlook-1024x656.jpg\" alt=\"Create a Calendar Event in Microsoft Outlook\" class=\"wp-image-54954\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Click on \u201cMore Options\u201d to personalize the event further: Hide the attendee list, request responses, set yourself busy, categorize the event, and more.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>I wish there were a way to add attendees quickly without clicking \u201cMore Options.\u201d Note that, by default, Outlook will make you hold your meetings on Skype, just like Google does for Meet.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54966,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Event-Customization-Settings-in-Outlook-Calendar-1024x607.jpg\" alt=\"Event Customization Settings in Outlook Calendar\" class=\"wp-image-54966\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Finally, viewing the event will allow you to join, edit, or cancel it.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54962,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Join-a-Meeting-From-Outlook-Calendar.jpg\" alt=\"Join a Meeting From Outlook Calendar\" class=\"wp-image-54962\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Read More: <a href=\"https:\/\/cirasync.com\/blog-articles\/share-an-outlook-calendar\/\">How to Share an Outlook Calendar?<\/a><\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Before moving to the next feature, note that you can change your calendar view to day, work week (Monday-Sunday), week, or month. Thanks to the filter setting, you can also view meetings, appointments, and more.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>To learn more about Outlook meetings, check our article on the <a href=\"https:\/\/cirasync.com\/blog-articles\/how-to-create-an-appointment-or-meeting-in-microsoft-outlook\/\">difference between Outlook meetings and appoitments<\/a>.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54958,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-Calendar-Display-Settings-1024x608.jpg\" alt=\"Outlook Calendar Display Settings\" class=\"wp-image-54958\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Read More: <a href=\"https:\/\/cirasync.com\/blog-articles\/outlook-calendar-tips-and-tricks\/\">Best Outlook Calendar Tips and Tricks<\/a><\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-4-taks-and-to-do-lists\"><strong>4. Taks and To-Do Lists<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>\u201cTo-Do\u201d is the next Outlook feature I want to cover. You\u2019ve probably used or seen these apps in Google Play Store or Apple Store.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54991,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Popular-To-Do-List-Apps-1024x548.jpg\" alt=\"Popular To Do List Apps\" class=\"wp-image-54991\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>These are To-do apps that allow you to create and manage daily tasks, like picking up kids at school at 4 pm or building a new website page.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Microsoft To Do plays the same role. It allows you to turn your emails into tasks, access these tasks on your mobile devices, and assign them to team or family members.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>The left menu displays key elements, such as My Day, Important, and Planned.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54987,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Outlook-To-Do.jpg\" alt=\"Outlook To Do\" class=\"wp-image-54987\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Let\u2019s take My Day, for example. Here, I can plan my day by creating new tasks. Assuming I\u2019m a website designer, I created the following tasks:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Brainstorm and sketch layout ideas for CiraSync's project<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Create wireframes for the homepage using Figma<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Meet with Connor (our marketing director) at 2 PM<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Design a responsive \"About Us\" page<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Test color palette<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Source images for the \"About Us\" page<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Finalize typography choices<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:image {\"id\":54975,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Tasks-in-Outlook-To-Do-1024x612.jpg\" alt=\"Create Tasks in Outlook To Do\" class=\"wp-image-54975\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Every task that has a deadline will appear in the Planned tab.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54979,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Planned-Tasks-Appearance-1024x599.jpg\" alt=\"Planned Tasks Appearance\" class=\"wp-image-54979\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>After clicking on a task, you can add subtasks, set a reminder, repeat the task, attach a file (png, jpeg, pdf, etc), and more.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54983,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/View-Task-Details-in-Microsoft-Outlook-To-Do-1024x481.jpg\" alt=\"View Task Details in Microsoft Outlook To Do\" class=\"wp-image-54983\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Let me wrap up with Microsoft To Do with one of my favorite features. It allows you to create lists of tasks to manage projects efficiently.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Assume you are a freelance writer who provides services to five clients. Instead of creating all tasks in one place, you can arrange them neatly in lists.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>To do so, go to New List, name your list, and press Enter on your keyboard. I called mine CiraHub. Finally, enter your CiraHub tasks.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54971,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Task-Folders-in-Outlook-ToDo-1024x543.jpg\" alt=\"Create Task Folders in Outlook ToDo\" class=\"wp-image-54971\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>This List feature can change the way you manage daily tasks.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-advanced-tips-and-tricks-for-outlook-power-users\"><strong>Advanced Tips and Tricks for Outlook Power Users<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Now, I want to share some trade tricks to optimize your Outlook experience.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-1-sync-outlook-contacts-to-smartphones\"><strong>1. Sync Outlook Contacts to Smartphones<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Microsoft does not allow users to sync their Outlook contacts directly to their smartphones, and yes, it\u2019s very sad.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>For example, imagine a construction company working on a client\u2019s project with a tight deadline. The foreman needs to call a supplier to confirm a materials delivery by the end of the day, but the supplier's contact is stuck in Outlook.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>With no quick way to sync it to their smartphone, the delivery gets delayed, and the entire project timeline takes a hit. Frustrating, isn\u2019t it?<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>That\u2019s precisely a problem <a href=\"https:\/\/www.skender.com\/\">Skender<\/a>, a giant construction company, faced before using <a href=\"https:\/\/cirasync.com\/\">CiraSync<\/a>. They wanted to <a href=\"https:\/\/cirasync.com\/case-studies\/chicago-construction-company-contact-sync\/\">sync their old and new Outlook contacts<\/a> to employee smartphones.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":54996,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-Construction-Company-Case-Study-About-CiraSync-1024x404.jpg\" alt=\"Skender Construction Company Case Study About CiraSync\" class=\"wp-image-54996\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Old employees\u2019 contacts remained in the system, while new employees\u2019 didn\u2019t appear in the company address book.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Field workers started to complain, and the systems administrators had to send instructions on how to update contacts and hope employees would maintain their contacts on their own. Unfortunately, most employees failed to update their contacts, resulting in significant company-wide issues.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>How did Skinder solve this problem?<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>They used CiraSync, the best online tool that <a href=\"https:\/\/cirasync.com\/gal-sync\/\">syncs GAL contacts<\/a> and <a href=\"https:\/\/cirasync.com\/calendar-sync\/\">Calendar events<\/a> to Android and iOS devices. This way, you can access and email all your contacts from your phone on the go, even if you\u2019re not in the office.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p><a href=\"https:\/\/www.linkedin.com\/in\/clint-siebert-23407392\/\">Clint Siebert<\/a>, Director of Technology at Skender, said:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:quote -->\n<blockquote class=\"wp-block-quote\"><!-- wp:paragraph {\"style\":{\"color\":{\"background\":\"#fff4797a\"}}} -->\n<p class=\"has-background\" style=\"background-color:#fff4797a\">\u201cSetting up CiraSync was easy to do and worked seamlessly right off the bat. At first, we set up CiraSync with a Public Folder and then switched over to distribution groups for even more ease-of-use for our diverse groups of employees here at Skender.\u201d<\/p>\n<!-- \/wp:paragraph --><\/blockquote>\n<!-- \/wp:quote -->\n\n<!-- wp:image {\"id\":55000,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Skender-IT-Manager-Review-About-CiraSync.jpg\" alt=\"Skender IT Manager Review About CiraSync\" class=\"wp-image-55000\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>But Skender isn\u2019t the only company <a href=\"https:\/\/cirasync.com\/blog-articles\/sync-outlook-contacts-to-android\/\">syncing Outlook contacts to Android<\/a> and <a href=\"https:\/\/cirasync.com\/support\/sync-outlook-contacts-to-iphone\/\">Apple devices<\/a>. Check out how the following companies save hours and money with CiraSync:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-it-contacts-to-smartphones\/\">Information Technology (IT) Firms<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-financial-services-contacts-to-smartphones\/\">Financial Services<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-construction-contacts-to-smartphones\/\">Construction Companies<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-government-contacts-to-smartphones\/\">Government Agencies<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-education-institutions-contacts-to-smartphones\/\">Education Institutions<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-logistics-contacts-to-smartphones\/\">Logistics and Transportation Companies<\/a> and<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirasync.com\/blog-articles\/sync-law-firm-contacts-to-smartphones\/\">Law Firms<\/a><\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-2-multi-way-sync-outlook-contacts\"><strong>2. Multi-Way Sync Outlook Contacts<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Syncing contacts in or from many directions is another way to improve your Outlook experience.&nbsp;<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Imagine an electrical company responding to an urgent power outage at a commercial site. The technician arrives and tries to call the site manager, but the number doesn\u2019t go through (it\u2019s outdated).<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Meanwhile, the customer support team back at the office has the updated number stored in HubSpot\u2014but there\u2019s no way to sync it with the technician\u2019s phone in real time.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>This broken communication system wastes precious time, delays the repair, and frustrates the company and the client.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>That\u2019s why, at Cira Apps, we launched another app called <a href=\"https:\/\/cirahub.com\/\">CiraHub<\/a>.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>With just a few clicks, companies can <a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-hubspot-with-a-global-address-list\/\">two-way sync Outlook and HubSpot contacts<\/a>. No need to call another department; employees have access to updated contacts directly on their smartphones.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:embed {\"url\":\"https:\/\/vimeo.com\/838031780\",\"type\":\"video\",\"providerNameSlug\":\"vimeo\",\"responsive\":true,\"className\":\"wp-embed-aspect-16-9 wp-has-aspect-ratio\"} -->\n<figure class=\"wp-block-embed is-type-video is-provider-vimeo wp-block-embed-vimeo wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\nhttps:\/\/vimeo.com\/838031780\n<\/div><\/figure>\n<!-- \/wp:embed -->\n\n<!-- wp:paragraph -->\n<p>But HubSpot is just the tip of the iceberg, as organizations also use CiraHub to two-way sync<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li><a href=\"https:\/\/cirahub.com\/support\/two-way-sync-salesforce-with-a-global-address-list\/\">Outlook and Salesforce contacts<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-a-global-address-list-and-google-contacts\/\">Outlook and Google Contacts<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-contacts-between-zoho-and-global-address-lists\/\">Outlook and Zoho CRM contacts<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li><a href=\"https:\/\/cirahub.com\/support\/how-to-two-way-sync-procore-with-a-global-address-list\/\">Outlook and Procore contacts<\/a><\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>And more.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:paragraph -->\n<p>Check out our <a href=\"https:\/\/cirahub.com\/what-can-cirahub-sync\/\">integrated apps<\/a> to learn more about your syncing possibilities.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-3-use-rules-to-manage-your-inbox-efficiently\"><strong>3. Use Rules to Manage Your Inbox Efficiently<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>Rules are one additional tip I want to share. They allow you to automate actions in your Outlook inbox.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>For example, you can set up a rule for Outlook to automatically categorize all emails from a specific email address into a separate folder. You may also set up a rule to flag messages from particular contacts or automatically assign importance.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Let\u2019s create a rule that routes emails to another email address based on a specific keyword.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Go to Settings (gear icon) &gt; Mail &gt; Rules. Name your rule and choose a condition. I will go with \u201cMessage body includes.\u201d<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":55006,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Rules-in-Microsoft-365-Outlook-1024x661.jpg\" alt=\"Create Rules in Microsoft 365 Outlook\" class=\"wp-image-55006\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>Enter your keyword (\u2018discount\u2019 in this case), select \u201cForward to\u201d under \u201cAdd an action,\u201d and enter the email address you will forward the message to.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":55018,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Add-Conditions-to-Your-Rules-1024x659.jpg\" alt=\"Add Conditions to Your Rules\" class=\"wp-image-55018\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-4-set-up-email-signatures\"><strong>4. Set Up Email Signatures<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>You can set up an automatic email signature rather than typing your name repetitively, but the automatic reply option is even more helpful (in my opinion).<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Let\u2019s start with signatures.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Go to Settings &gt; Accounts &gt; Signatures and name your new signature. Enter your name, company name, and call to action (if necessary). You can check out this Mailerlite article about <a href=\"https:\/\/www.mailerlite.com\/blog\/email-signature-best-practices\">email signatures<\/a>.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":55010,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Create-Signatures-in-Microsoft-Outlook-New-1024x644.jpg\" alt=\"Create Signatures in Microsoft Outlook New\" class=\"wp-image-55010\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>If you have multiple signatures, you can choose different signatures when sending a new email and replying to an email.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":55014,\"sizeSlug\":\"large\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-large\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Select-Default-Signature-1024x644.jpg\" alt=\"Select Default Signature\" class=\"wp-image-55014\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-5-integrate-it-with-other-microsoft-365-apps\"><strong>5. Integrate It with Other Microsoft 365 Apps<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>You can easily integrate Outlook with other Microsoft apps, like Word, Excel, PowerPoint, OneNote, Teams, <a href=\"https:\/\/cirahub.com\/blog\/what-is-sharepoint-and-what-is-it-used-for\/\">SharePoint<\/a>, and more.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:image {\"id\":55022,\"sizeSlug\":\"full\",\"linkDestination\":\"none\"} -->\n<figure class=\"wp-block-image size-full\"><img src=\"https:\/\/cirasync.com\/wp-content\/uploads\/2025\/01\/Microsoft-365-Apps.png\" alt=\"Microsoft 365 Apps\" class=\"wp-image-55022\"\/><\/figure>\n<!-- \/wp:image -->\n\n<!-- wp:paragraph -->\n<p>For instance, integrating Outlook with Teams, used by over <a href=\"https:\/\/www.demandsage.com\/microsoft-teams-statistics\/\">320 million users worldwide<\/a>, allows you to:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Create and schedule team meetings,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Unify your calendars,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Accept or join existing meetings,<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ensure platform consistency with the same information.<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:heading {\"level\":3} -->\n<h3 class=\"wp-block-heading\" id=\"h-6-keyboard-shortcuts\"><strong>6. Keyboard Shortcuts<\/strong><\/h3>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>There are hundreds of keyboard shortcuts in Microsoft\u2019s apps, but we\u2019ll just mention the most <a href=\"https:\/\/support.microsoft.com\/en-us\/office\/keyboard-shortcuts-for-outlook-3cdeb221-7ae5-4c1d-8c1d-9e63216c1efd\">useful ones in Outlook<\/a>:<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:list -->\n<ul class=\"wp-block-list\"><!-- wp:list-item -->\n<li>Ctrl + F \u2013 forward message<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ctrl + N \u2013 create a new message<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ctrl + R (+Shift) \u2013 reply to message (+ Shift is used to reply to all)<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ctrl + Enter \u2013 send message<\/li>\n<!-- \/wp:list-item -->\n\n<!-- wp:list-item -->\n<li>Ctrl + 2 \u2013 got to calendar<\/li>\n<!-- \/wp:list-item --><\/ul>\n<!-- \/wp:list -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-outlook-vs-gmail-which-is-better\"><strong>Outlook vs Gmail: Which is Better?<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>In simple terms, <a href=\"https:\/\/workspace.google.com\/gmail\/\">Gmail<\/a> is better for users comfortable with the Google ecosystem (Google Calendar, Docs, Sheets, Drive, Meet, etc.). On the other hand, Outlook is perfect for Microsoft ecosystem users (Word, Excel, Teams, OneDrive, etc).&nbsp;<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Both Outlook and Gmail offer similar features. They provide the same amount of free storage (15 GB), can organize emails in folders and categories, and integrate with third-party apps like Zapier.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>Users who\u2019ve used both, myself included, will testify that both platforms are more-or-less the same, and neither has the upper hand over the other. Google is a bit more customizable, while Outlook is more plain and straightforward.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:heading -->\n<h2 class=\"wp-block-heading\" id=\"h-use-outlook-to-manage-your-business\"><strong>Use Outlook to Manage Your Business<\/strong><\/h2>\n<!-- \/wp:heading -->\n\n<!-- wp:paragraph -->\n<p>In this guide, I shared my personal experience with Microsoft Outlook. I showed how I use it to manage emails and contacts, organize my calendar, and create and complete tasks.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>I also listed recommended advanced tips that will transform your Outlook experience.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>With its seamless integration with other useful apps and ease of use, Outlook is one of the top email clients today, and it\u2019s been justifying the trust of its clients for decades.<\/p>\n<!-- \/wp:paragraph -->\n\n<!-- wp:paragraph -->\n<p>I can wholeheartedly recommend it as an all-in-one tool for business.<\/p>\n<!-- \/wp:paragraph -->","_et_gb_content_width":"","_nextfly_llmd_date_locked":false,"footnotes":""},"categories":[1478],"tags":[],"ppma_author":[13535],"class_list":["post-54672","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog-articles"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.1 (Yoast SEO v27.1.1) - 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