Outlook

📧 The Rise of Email

Back in the 1970s, people relied mainly on letters and telegrams to communicate. These methods often took days, or even weeks, to reach their destination. Then came a breakthrough: electronic communication, which completely transformed how humans connect with each other. This innovation is what we now call “Email.”

👨‍💻 The Father of Email

Ray Tomlinson is widely recognized as the creator of the electronic mail system. In the early 1970s, he sent the very first email between two computer systems on ARPANET, the precursor to today’s internet. His invention quickly gained popularity, gradually replacing traditional mail in many situations.

⚡ Advantages of Email

The most powerful advantage of email is its electronic nature:

• No need for physical paper, envelopes, or stamps.

• All you need is an email address and an internet connection.

• Messages are delivered instantly, regardless of distance.

• It allows for global communication at minimal cost.

👨‍💻 Raymond Samuel Tomlinson

Raymond Samuel Tomlinson (April 23, 1941 – March 5, 2016) was an American computer programmer best known as the inventor of email. In 1971, while working on the ARPANET system (the precursor to today’s internet), he implemented the very first program that allowed messages to be sent between users on different hosts connected to ARPANET.

This breakthrough marked the birth of electronic mail (email) as we know it today. Tomlinson also introduced the use of the “@” symbol

 

📧 What is Email?

Email (Electronic Mail) is a fast and efficient method of exchanging digital messages between a sender and a receiver using the Internet. Unlike traditional mail, email delivers information almost instantly, regardless of distance.

Benefits of Email

• Speed: Faster than letters or telegrams.

• Convenience: Easy to compose, send, and store.

• Record Keeping: Provides a written trail of communication.

• Multimedia Support: Allows sharing of rich content beyond plain text.

• Collaboration: Enables group communication and file sharing for work or study.

 

📧 Microsoft Outlook

Outlook is an email software program developed by Microsoft that allows users to send, receive, and manage emails on their computer. Beyond email, it also provides tools for calendar scheduling, task management, contact storage, and collaboration, making it a complete personal information manager.

Advantages of Microsoft Outlook

• Unified Email Management Outlook lets you manage multiple email accounts in one place, saving time and reducing confusion.

• Calendar and Scheduling Integrated calendar allows you to schedule meetings, set reminders, and share availability with colleagues.

• Task and To‑Do Management Built‑in task lists help track deadlines, assign tasks, and stay organized.

• Contacts Hub Stores and organizes contacts with detailed information, making communication easier.

• Advanced Search Quickly find emails, attachments, or calendar events with powerful search filters.

• Focused Inbox Separates important emails from less urgent ones, improving productivity.

• Security and Encryption Provides spam filtering, malware protection, and encryption for safer communication.

• Integration with Microsoft 365 Works seamlessly with Word, Excel, Teams, and OneDrive for collaboration.

• Cloud Storage Support Attach files directly from OneDrive or SharePoint without leaving Outlook.

• Customizable Rules and Filters Automates repetitive tasks like sorting emails or flagging important messages.

📧 Outlook in Microsoft Office Suite

Microsoft Outlook is part of the Microsoft Office Suite (now Microsoft 365). It’s a powerful email and personal information management software that goes beyond just sending and receiving emails.

🔑 Key Features of Outlook in Office Suite

• Email Management: Send, receive, and organize emails with folders, rules, and filters.

• Calendar Integration: Schedule meetings, appointments, and events directly within Outlook.

• Task Management: Create to‑do lists, set reminders, and track progress.

• Contacts: Store and manage detailed contact information.

• Collaboration: Works seamlessly with other Office apps like Word, Excel, PowerPoint, and Teams.

• Security: Provides spam filtering, encryption, and advanced protection for business communication.

⚡ Benefits of Outlook in Office Suite

• All-in-One Productivity Tool: Combines email, calendar, tasks, and contacts in one place.

• Professional Use: Widely adopted in businesses for reliable communication.

• Integration: Syncs with Microsoft 365 cloud services like OneDrive and SharePoint.

• Cross-Platform: Available on desktop, web, and mobile.

📧 Why Outlook Can Be Better Than Gmail

🔑 Key Advantages of Outlook

• Integration with Microsoft 365 Outlook seamlessly connects with Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint, making it a complete productivity hub for businesses.

• All-in-One Productivity Tool Unlike Gmail, Outlook combines email, calendar, tasks, and contacts in one application. This reduces the need to switch between apps.

• Advanced Organization Outlook offers folders, rules, categories, and flags to automate inbox management. Gmail uses labels, but Outlook’s system is more powerful for complex workflows.

• Professional Features Built-in meeting scheduling, task lists, and contact management make Outlook ideal for enterprise communication.

• Offline Desktop Client Outlook has a full desktop application that works offline. Gmail is primarily web-based, with limited offline functionality.

• Enterprise Security & Compliance Outlook provides encryption, spam filtering, and compliance tools required by businesses. Gmail is secure but less customizable for enterprise compliance.

 

📧 What is an Email Server 

• An email server is just a computer that helps send and receive emails.

• When you send an email, it travels through different servers until it reaches the person you’re writing to.

• This happens very quickly, even though there are many steps behind the scenes.

🖥️ Types of Email Servers

• Incoming server → Brings emails into your inbox (like receiving letters).

• Outgoing server → Sends emails out to others (like mailing letters).

 

📧 Email Protocols (Simplified)

• SMTP (Simple Mail Transfer Protocol) → Used to send emails over the internet.

  • Ports: 25 (default), 465 (SSL), 587 (TLS).

• POP (Post Office Protocol) → Used to download emails from the server to your device.

  • Ports: 110 (default), 995 (SSL/TLS).

• IMAP (Internet Message Access Protocol) → Used to read and manage emails directly on the server, syncing across devices.

• Ports: 143 (default), 993 (SSL).

 

🖥️ Manual Gmail Configuration in Outlook

1. Start Setup

• Open Outlook.

• Click File → Add Account.

• Select Manual setup or additional server types → Next.

2. Choose Account Type

• Select POP3 (since you specified pop.gmail.com).

• Note: If you prefer IMAP (to keep emails on the server), you’d use imap.gmail.com instead.

3. Enter Account Information

• Your Name → The sender name recipients will see.

• Email Address → techjaiveer@gmail.com

• Account Type → POP3

• Incoming Mail Server (POP3) → pop.gmail.com

• Outgoing Mail Server (SMTP) → smtp.gmail.com

• Username → techjaiveer@gmail.com

• Password → Your Gmail password (or App Password if 2‑step verification is enabled).

4. More Settings

• Go to More Settings → Outgoing Server tab.

• Check My outgoing server (SMTP) requires authentication.

• Select Use same settings as my incoming mail server.

5. Advanced Settings

• Go to the Advanced tab and set ports:

Account & Connection	Port
POP3 (SSL)	995
POP3 (TLS)	110
SMTP (SSL)	465
SMTP (TLS)	587

• Encryption → Choose SSL/TLS (recommended).

6. Finish Setup

• Click OK → Next.

• Outlook will test the settings.

• If successful, you’ll see a confirmation message.

📧 Steps to Send Mail in Outlook

1. Open Outlook

   • Launch the Outlook application.

2. Start a New Email

   • Go to the Home tab.

   • Click New Email to open a blank message window.

3. Fill in the “To” Field

   • Enter the main recipient(s) of your email.

   • Example: manager@jetking.com

   • These are the people directly addressed and expected to act.

4. Fill in the “Cc” Field (Carbon Copy)

   • Enter secondary recipients who should get a copy.

   • Example: team@jetking.com

   • They are informed but not expected to take direct action.

5. Optional: Use “Bcc” (Blind Carbon Copy)

   • Go to Options tab → Show Fields → Bcc.

   • Recipients in Bcc receive the email, but their addresses are hidden from others.

6. Add Subject and Body

   • Write a clear subject line.

   • Type your message in the body section.

7. Attach Files (if needed)

   • Use the Attach File option in the ribbon to add documents, images, or other files.

8. Add Closing (Regards)

• End your email politely with a sign‑off like:

• jaiveer Singh | Tech

✍️ Outlook Signature (Easy Definition)

An Outlook signature is a block of text, images, or links that automatically appears at the end of your emails in Microsoft Outlook.

It usually includes:

• Your name

• Job title

• Company name

• Contact information (phone, email, website)

• Optional extras: company logo, social media links, or a short tagline

Best regards,  

Jaiveer Singh  

Tech Head | Jetking Pvt. Ltd.  

📞 +91-8865957836  

✉️ orai.fac@jetking.com  

🌐 www.jwtking.com  

✍️ Why Use an Outlook Email Signature

• Identity → Clearly shows who the sender is.

• Professionalism → Makes emails look polished and consistent.

• Contact Info → Provides phone numbers, addresses, or websites for easy follow‑up.

• Branding → Reinforces the company image with logos, taglines, or social media links.

• Efficiency → Saves time by automatically adding details to every email.

Outlook rules are one of the most powerful features for keeping your inbox organized and stress‑free. They act like little assistants that automatically sort, flag, or move emails based on conditions you set.

📂 Why Outlook Rules Are Useful

• Inbox organization → Automatically move emails into folders (e.g., “Manager,” “Invoices,” “Meetings”).

• Time saving → No need to manually sort or filter — Outlook does it for you.

• Focus → Important emails stand out while less urgent ones are tucked away.

• Consistency → Every email from a person or with a keyword is handled the same way.

• Automation → Rules run in the background, so you don’t have to think about them.

📧 Example Scenarios

• Move all emails from your boss into a “Manager” folder.

• Flag emails with the word Urgent in the subject.

• Send newsletters straight into a Newsletters folder.

• Automatically forward project emails to your team.

In Outlook, you can back up your emails by exporting them to an Outlook Data File (.pst). This file stores your messages, calendar, contacts, and tasks, and can be restored later if needed.

📂 How to Back Up Outlook Emails

🖥️ Step‑by‑Step Guide

1. Open Outlook.

2. Go to the File tab.

3. Select Open & Export → Import/Export.

4. Choose Export to a file → Next.

5. Select Outlook Data File (.pst) → Next.

6. Pick the folder(s) you want to back up (Inbox, Sent Items, etc.).

7. Choose a location on your computer to save the backup file.

8. Click Finish.

A .pst (Personal Storage Table) file is where Outlook stores your emails, contacts, and calendar data when you export or back them up. Sometimes these files can get corrupted or oversized, and Outlook provides a way to scan and repair them.

🛠️ How to Scan and Repair a .pst File

Outlook uses a tool called Inbox Repair Tool (ScanPST.exe). Here’s how it works:

🔎 Steps

1. Locate ScanPST.exe

   • It’s installed automatically with Outlook.

   • Typical location:

     • C:\Program Files\Microsoft Office\root\OfficeXX\ (XX depends on your Outlook version).

2. Run the Tool

   • Double‑click ScanPST.exe.

   • Click Browse to select your .pst file.

3. Start the Scan

   • Click Start to begin scanning the file for errors.

4. Repair if Needed

   • If issues are found, click Repair.

   • The tool will fix the file and create a backup automatically.

5. Reopen Outlook

   • Once repaired, open Outlook and check if your emails are accessible again.

 

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