Get the Most Out of Your Email with Outlook 2016 64-Bit Version
Outlook 2016: A Comprehensive Guide for Beginners
Are you looking for a powerful and versatile email and productivity client that can help you manage your work and personal life? If so, you might want to consider Outlook 2016, the latest version of Microsoft's popular desktop email program. In this article, we will give you a comprehensive guide on what Outlook 2016 is, why you should use it, how to download and install it, and some tips and tricks to make the most of its features.
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What is Outlook 2016 and why use it?
Outlook 2016 is a part of the Office 2016 suite of applications, which also includes Word, Excel, PowerPoint, OneNote, and more. You can buy Office 2016 as a one-time purchase or as a subscription service called Microsoft 365. With Outlook 2016, you can:
Send and receive emails from multiple accounts, such as Gmail, Yahoo, Hotmail, or Outlook.com.
Manage your contacts, calendars, tasks, notes, and journals in one place.
Organize your emails with folders, rules, labels, categories, flags, and search tools.
Collaborate with others using Groups, shared calendars, meeting requests, voting buttons, and more.
Customize your email experience with themes, signatures, templates, quick steps, add-ins, and more.
Integrate with other Office apps and online services, such as OneDrive, SharePoint, Skype, Google Drive, Dropbox, etc.
Outlook 2016 is compatible with Windows 10 or Windows 8.x operating systems. It also works with Exchange Server 2010 or later versions for business users. If you have a Mac computer or an iOS or Android device, you can use Outlook for Mac or Outlook mobile apps instead.
Outlook 2016 features and benefits
Outlook 2016 has all the functionality and features you're used to from previous versions of Outlook, plus some new features that make it even more useful and efficient. Here are some of the features and benefits of Outlook 2016:
Easily attach recently used documents to your emails
When you compose a new email message in Outlook 2016, you can easily attach any document that you have recently used or edited in any Office app. Just click the Attach File button on the ribbon and select the document from the list. You can also browse your computer or cloud storage for other files to attach.
Use Groups to communicate and collaborate with team members
If you have a Microsoft 365 subscription or an Exchange Server account, you can use Groups to communicate and collaborate with your team members. Groups are like distribution lists, but with more features and functionality. You can create a group for a project, a department, a club, or any other purpose. With a group, you can:
Share an inbox, a calendar, a file library, and a OneNote notebook with your group members.
Send and receive group emails without leaving Outlook.
Start group conversations and chat with your group members in real time.
Invite external guests to join your group and access its resources.
To create or join a group in Outlook 2016, click the Groups button on the ribbon and follow the instructions. You can also manage your groups from the navigation pane on the left side of the Outlook window.
Move low priority messages out of your Inbox using Clutter
If you receive a lot of emails that are not important or urgent, you can use Clutter to move them out of your Inbox and into a separate folder. Clutter is a feature that learns from your email habits and preferences and automatically sorts your emails based on their priority. You can still access your cluttered emails anytime, but they won't distract you from your important emails. To enable or disable Clutter in Outlook 2016, go to File > Options > Mail > Clutter and check or uncheck the box that says "Separate items identified as clutter". You can also mark emails as clutter or not clutter by right-clicking them and selecting Move to Clutter or Move to Inbox.
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Send Email from Outlook.com Aliases
If you have an Outlook.com account, you can create aliases to use different email addresses with the same account. For example, you can create an alias for your personal use and another one for your professional use. You can also use aliases to sign up for newsletters, online services, or websites without revealing your primary email address. To create an alias in Outlook.com, go to Settings > View all Outlook settings > Sync email > Manage or choose a primary alias and click Add an alias. To send an email from an alias in Outlook 2016, click the From button on the ribbon and select the alias from the drop-down list. You can also set a default alias for sending emails in File > Options > Mail > Send messages.
Outlook 2016 makes it easy to schedule meetings with other people, whether they are in your organization or outside of it. You can use the Calendar feature to create meeting requests, invite attendees, check their availability, book rooms and resources, and track responses. You can also use Skype for Business or Teams to add online meeting options, such as audio, video, or screen sharing. To schedule a meeting in Outlook 2016, click the New Meeting button on the ribbon and fill in the details of the meeting. You can also use the Scheduling Assistant to find the best time for your meeting.
If you are going to be away from your email for a while, such as on vacation or sick leave, you can set up automatic replies to let people know that you are not available and when you will be back. You can also provide alternative contact information or instructions for urgent matters. To set up automatic replies in Outlook 2016, go to File > Automatic Replies and select Send automatic replies. You can specify a time range for sending automatic replies, write different messages for people inside and outside of your organization, and apply rules to manage your incoming emails while you are away.
Use Google Drive as Cloud Storage in Outlook
If you use Google Drive as your cloud storage service, you can integrate it with Outlook 2016 to easily access and share your files from your email client. You can attach files from Google Drive to your emails as links or copies, and you can save attachments from your emails to Google Drive. To use Google Drive in Outlook 2016, you need to install the Google Drive plug-in for Microsoft Office from this link: . After installing the plug-in, you will see a Google Drive icon on the ribbon when you compose or read an email. You can click this icon to sign in to your Google account and access your Google Drive files. Get Delivery and Read Receipts
If you want to make sure that your email messages are delivered and opened by the recipients, you can request delivery and read receipts in Outlook 2016. A delivery receipt confirms that your message has reached the recipient's email server, while a read receipt confirms that the recipient has opened your message. To request a delivery or read receipt for a single message, click the Options button on the ribbon and check the boxes for Request a Delivery Receipt and/or Request a Read Receipt. To request receipts for all messages, go to File > Options > Mail > Tracking and check the boxes for Delivery receipt confirming the message was delivered to the recipient's e-mail server and/or Read receipt confirming the recipient viewed the message.
Add Voting Buttons to Emails
If you want to get quick feedback from your email recipients, you can add voting buttons to your emails in Outlook 2016. Voting buttons are a simple way to conduct polls or surveys via email, without requiring any additional software or service. You can use the predefined voting options, such as Yes/No or Agree/Disagree, or create your own custom options. To add voting buttons to an email, click the Options button on the ribbon and select Use Voting Buttons. Choose one of the predefined options or type your own options separated by semicolons. The recipients will see the voting buttons in their email and can click on their choice. You can track the voting results in Outlook by opening the original message and clicking the Tracking button on the ribbon.
Delay or Schedule Sending Emails
If you want to send an email at a later time or date, you can delay or schedule it in Outlook 2016. This can be useful if you want to avoid sending emails at inappropriate times, such as late at night or on weekends, or if you want to plan ahead for future events, such as birthdays or anniversaries. To delay or schedule an email, click the Options button on the ribbon and select Delay Delivery. In the Properties dialog box, check the box for Do not deliver before and choose the date and time you want to send the email. Click OK and then click Send. The email will be saved in your Outbox folder until the specified time.
Manage Another Persons Mail and Calendar
If you have a Microsoft 365 subscription or an Exchange Server account, you can manage another person's mail and calendar in Outlook 2016, with their permission. This can be helpful if you are an assistant, a delegate, or a co-worker who needs to acce