Microsoft Outlook

Written by Tony Landry, Updated on October 07, 2023

Microsoft Outlook is the emailing client which is also a personal information manager. Microsoft Outlook was written in C++ and is a part of Microsoft Office. Microsoft Office Outlook 2010 is the current version for Windows and for Mac, it is Microsoft Office Outlook 2011. Other popular versions of Microsoft Outlook are Outlook 2007, Outlook 2003, Outlook 2002, Outlook 2000, etc.

Microsoft Outlook can work as a stand-alone e-mail program. Whereas in an organization, where multiple users need to access mailboxes, meeting schedules, etc. Microsoft Exchange Server and Microsoft SharePoint Server can be used.

Outlook Components

Outlook is a fully-fledged E-mail client, with advanced attributes. Some very useful Outlook attributes are Calendar, Tasks, Journals, Contacts, Notes, and more. All these attributes are integrated into Outlook. By dragging and dropping an e-mail, the user can create a Note, Appointment, or Task. Using Outlook you can set Alerts for meetings and important tasks.

  1. Calendar
  2. Outlook Calendar is a scheduling component for Outlook. It is synced with other components such as emails, contacts, etc to give users a one-stop shop for all their scheduling needs.


    • Schedule and coordinate meeting
    • Send and accept invitations
    • Categorize events and set reminders
    • Share a calendar with other users
  3. Tasks
  4. Outlook Tasks is a feature that allows users to create and manage to-do lists. The tasks can be checked as and when completed. This allows users to track progress and manage several tasks at once.

  5. Journals
  6. Outlook Journals allow users to track their performance and record tasks that would need follow-up. You can even pin documents or items to an entry and access it through your journal.

  7. Contacts
  8. Just like an address book, Outlook contacts store names, emails, birthdays, and other information. It is used to save and organize information of personal and business contacts.

  9. Notes
  10. Outlook Notes is an electronic version of sticky notes and is used as so. You can jot down small reminders or pieces of information that you need to keep track of. You can then pin your notes to your desktop to ensure that you don't miss it.

Outlook Features

A few features that make Outlook stand out are listed below-

  • Calendar sharing: maintain one or more calendars and share them with others to plan or schedule events.
  • Auto Preview: View the first 3 lines of an email or message before opening.
  • Read aloud: Have your emails read out loud.
  • Tighter spacing: a collapsable message list allows users to have more information and options available at their fingertips
  • Drawing tools: Draw out messages to communicate using visuals.
  • AutoArchive: Auto-store and auto-delete old messages to avoid clutter.
  • Pin emails: Pin Important emails to the top of your email list for easy access.

Outlook Storage

With Outlook, it is possible to synchronize e-mails from other services like Gmail, Yahoo, etc. Microsoft Outlook stores all the E-mails, Calendar items, Contacts, and other Outlook attributes in a single storage folder file.

Your Outlook data can be stored in 2 different types of file formats-

PST- Personal Storage Table - They are normally used for archiving and backup purposes. PST files can be stored locally or online and do not support synchronization. For every user account, there is a separate .pst file in which all Outlook data, account settings, RSS feeds, etc. get stacked up.

OST- Offline Storage Table - It stores an offline copy of all your Outlook data on your computer and synchronizes your data everytime it connects.

Outlook On Mobile

  • There are third parties available which can conjugate Outlook on mobile devices like Blackberry.
  • It is even possible to synchronize E-mails, Appointments, Contacts and Tasks from Outlook on Windows Mobile. Outlook Mobile can interact directly with Microsoft Exchange Server. It synchronizes E-mail, Appointments, Contacts,and Tasks from the desktop version of Outlook.

Outlook Security

  • Outlook is widely used by home and business users; therefore it can contain critical work related or personal information. To prevent unauthorized access, user can set password for his / her account.
  • Rules and Alerts lets user manage and control the flow of e-mails to an account. It also helps user to filter
    Outlook has built-in Junk Mail filter and anti–phishing filter which blocks emails with executable attachments and web bugs.
  • To retrieve data from SQL server data, queries are used. A query can be written in many different ways. Using a single query multiple tables can be accessed. SQL buffers upto 8 KB pages in RAM.

Useful Info:

How to Recover An Outlook 2000 Pst File Damaged Due to 2 GB Size Limit
Outlook 2000 has .pst file size limit of 2 GB. Once this limit exceeds, Outlook data might be missing because of corruption of PST file. If you are facing similar problem on Outlook 2000, Outlook 2003 or later versions, read the article and learn the easiest way to recover Microsoft Outlook data from the damaged PST file.

How to Recover Emails after Scanpst Error
Scanpst is Outlook’s Inbox repair tool, which repairs corrupt .pst files. If PST file is severely corrupt then Scanpst is inefficient to fix it. Under such cases Remo Repair Outlook (PST) comes handy. This Remo product can recover e-mails from erroneous Outlook.

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