Outlook can be purchased independently or bundled with Office 365. If you purchase a single license for Outlook, it can only be applied to one machine but you own the license for good. Office 365 is a subscription-based service that provides access to more Office applications like PowerPoint and Excel.
This process will be a little different if you're using an older version of Outlook. This step applies to Outlook 2016 and higher. If you're using an older edition, visit this Microsoft support page for help.
- Open Outlook.
- Go to File > Add Account
- When prompted, enter the email address of the account you want to add.
- Click Connect. You will be prompted to enter your password.
- Confirm your account password.
- Click OK and Finish.
Once your account has been added to Outlook, you may need to change it. Outlook makes it easy to access your account information and manage profiles.
- Open Outlook.
- Select File.
- At the top of the File menu is a drop-down list. Choose the email address you want to make changes to or choose Add Account to add a new profile.
- Under this drop-down is another one titled Account Settings. This menu provides all of the options for managing your account and profiles within Outlook.
Now that you're set up in Outlook, here are a few tips for managing your inbox.
- Automatically sort emails using custom Outlook rules.
- Experiment with the layout. For example, you can move the Reading Pane to another part of the screen. It may take time to optimize your workflow.
- Take advantage of the To-Do Bar to monitor your Calendar tasks.
- Archive emails with server-side or locally stored folders (more on this below).
- Adjust your notification settings and choose how often the inbox is refreshed.
Sorting emails into folders is critical to maintaining a clean inbox. If your email account has a policy to remove old emails, you may want to archive them locally onto your hard drive. In Outlook, this is accomplished using PST files.
How to create a PST file
- Open your Inbox in Outlook.
- Choose New Items in the top-left.
- Go to More Items > Outlook Data File.
- Enter a name for the PST file.
- Optional step: Choose Add Optional Password and click OK. Confirm the password you want to use when accessing the archive. You do not have to set a password on the archive if you do not want one.
- Click OK.
Note: If you create a PST file with a password, you will be unable to recover the archived emails without it.
At this point, you should be set up and ready to go with Outlook on your machine. Congratulations!