Microsoft Outlook Terminology (Glossary)

Last Updated on March 24, 2024 by Amit Bansal

Welcome to the ultimate A to Z guide of Microsoft Outlook terminology!

Have you ever felt lost in the sea of technical jargon while using Outlook? Well, you’re not alone.

That’s why I’ve crafted this easy-to-follow glossary, covering 15 – 25 essential terms for every alphabet, from A to Z.

Whether you’re a seasoned Outlook user or just starting, this guide promises to demystify those perplexing terms and make your Outlook experience smoother.

So, let’s embark on this alphabetical adventure together and unlock the secrets of Outlook, one term at a time.

Get ready to expand your Outlook vocabulary and enhance your email expertise!

Outlook Glossary beginning with the letter ‘A’

Starting with ‘A‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Archive: “Archive” refers to the process of moving old email messages to a separate folder, which helps lighten your inbox and prevents it from becoming overloaded. You can customize the settings to suit your requirements.
  • Attachment: “Attachment” refers to a file or folder that is attached to an email message. This file will be delivered to the recipient and can be opened in the same format as it was sent by the sender.
  • Address Book: The Address Book contains comprehensive information for each contact, including phone numbers, mobile numbers, email addresses, physical addresses, and other important details.
  • Auto Archive: Auto-archiving refers to the automated process of periodically moving emails to a specific folder, based on predefined settings.

This ensures efficient email management by systematically organizing older emails into designated archives.

  • AutoComplete: Auto-complete is a feature that assists users by automatically completing email addresses as they begin typing their initials.

This function in Outlook is designed to remember email addresses you have previously used, streamlining the process of addressing emails by recalling past recipients.

  • AutoCorrect: AutoCorrect is an inbuilt feature in Microsoft Outlook that automatically corrects typos and misspelled words as you type in an email. This feature can be easily disabled if needed.
  • Appointment: An appointment in Outlook is an event scheduled to be attended without inviting other participants or attendants.
  • Add-In: An add-in is an additional program that enhances Microsoft Outlook with extra features and functionalities.
  • Advanced Find: The Advanced Find feature assists users in locating specific emails by allowing the input of additional data and criteria.
  • Autoreply: The ‘Auto Reply‘ function in email allows you to automatically respond to incoming messages in your inbox, informing senders of your unavailability or conveying any other customized message to them.
  • Alerts: A notification in Outlook is a pop-up alert that informs you of new incoming emails, upcoming calendar events, or reminders.
  • Automatic Formatting: Automatic formatting is a feature that alters the appearance of incoming emails based on criteria such as sender, subject, size, and more.
  • Archive Folder: The Archive folder is designed to store older emails or messages in Outlook.
  • Attachment Preview: The ability to view the content of an attachment directly within Outlook without opening it in a separate application.

Outlook Glossary beginning with the letter ‘B’

Starting with ‘B‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • BCC (Blind Carbon Copy): BCC, or Blind Carbon Copy, is a feature in Outlook that allows the email creator to send an email to individuals or a group of people discreetly.

Recipients in the BCC field are invisible to others listed in the ‘To’ or ‘CC’ fields, ensuring the privacy of those included in BCC.

  • Backstage View: The backstage menu found within the File menu and the tools in Outlook provides access to various account settings and information. Users can modify certain settings here to alter the outcome.
  • Busy: An indicator in the calendar for when you are occupied with an appointment or meeting and unavailable for other events.
  • Blocked Senders: The Block Sender list comprises email addresses and domains that are barred from sending emails to your inbox.
  • Button: Buttons in Outlook are interface elements used to perform actions, such as composing a new email, forwarding, replying, sending, and others.
  • Business Card: A virtual representation of contact information in Outlook, similar to a traditional business card.
  • Bulk Mail: An email received in your inbox as part of a mass mailing is often treated as spam.
  • Banner: Typically refers to a graphical header or alert in an email message or within the Outlook interface.
  • Byte: A unit of digital information storage, often used to describe the size of email messages or attachments.
  • Background Processing: Activities performed in the background, such as synchronizing, refreshing emails, and sending, are considered acts of background processing.
  • Bi-directional Synchronization: The process of syncing data in both directions, such as between Outlook and a mobile device, ensuring both have the latest updates.
  • Bounce: A bounce refers to the process where emails sent to a recipient are returned to the sender. This occurs due to technical issues with the recipient’s server.
  • Breadcrumb Bar: An area in Outlook showing the path you have taken through your folders, allowing for easy navigation.
  • Blacklist: A list of email addresses or domains deemed unworthy of trust, typically used for spam control.
  • Business Hours: Business hours are defined as the period during which a user is available to respond to emails, as indicated in their calendar schedule.
  • Body: In Outlook, the body refers to the section where users can compose an email message, excluding the header (sender, recipient, subject) and the footer (signature).
  • Blind Copy: Another term for Bcc, where recipients are copied on an email without their addresses being visible to other recipients.
  • Button Bar: A row or toolbar of buttons in the Outlook interface that provides shortcuts to various features and commands.
  • Bandwidth: The amount of data that can be transmitted over an internet connection, relevant to the size and number of emails you can send or receive.
  • Background Color: The color setting for the background of an email message or calendar item.

Outlook Glossary beginning with the letter ‘C’

Starting with ‘C‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Cc (Carbon Copy): CC, or Carbon Copy, is a field where you can include the email addresses of additional recipients. Each recipient, whether in the To or CC fields, can view all members who have received the email.
  • Calendar: The Calendar is a separate feature in Microsoft Outlook that organizes and manages all appointments, events, and meetings in a date-wise manner.
  • Contacts: In Outlook, a contact is defined as the collection of a member’s information, including their email address, phone number, designation, and other related details, all of which are stored in the Contacts section.
  • Conversation View: The Conversational View is a feature in Microsoft Outlook that allows users to group all emails from the same thread, making them easily visible.
  • Clutter: The Clutter feature in Outlook is designed to filter low-priority emails into a separate folder.
  • Categories: Labels in Outlook used for organizing emails, calendar events, and contacts by color-coding them.
  • Calendar Sharing: The act of sharing your Outlook calendar with other users.
  • Contact Group: A Contact Group is a customized collection of contacts. Its purpose is to enable the sending of a single email to multiple recipients by simply entering the Contact Group’s name in the email address field. This ensures the email is delivered to all members included in the Contact Group.
  • Conditional Formatting: Customizing the appearance of emails and calendar items based on specific criteria.
  • Conversation History: A record of all messages in a conversation or email thread.
  • Clean Up: A feature in Outlook used to reduce the number of messages in a conversation by removing redundant emails.
  • Cached Exchange Mode: A feature that allows Outlook to store a copy of your mailbox on your local computer.
  • Conflict: A situation in Outlook where two versions of an item, like a calendar event, are in disagreement.
  • Customize: Modify Outlook settings to suit personal preferences or needs.
  • Collapse: To minimize or hide parts of the Outlook interface, such as folders or groups of emails.
  • Connectivity: The state of being connected to the Outlook server for email synchronization.
  • Calendar Permissions: Settings that determine who can view or edit your Outlook calendar.
  • Cloud Attachment: An attachment that is not stored locally but in a cloud service like OneDrive.
  • Check Names: A feature in Outlook that verifies the email addresses in the To, Cc, or Bcc field.
  • Composing: Composing involves the process of drafting a new email, replying to an email, or forwarding an email.
  • Cross-Platform: Compatibility of Outlook across different operating systems and devices.
  • Conversation ID: A unique identifier for a group of emails that are part of the same conversation.
  • Current View: The specific way items are displayed in an Outlook folder, based on the selected view settings.
  • Custom Forms: User-designed forms in Outlook for specific tasks or data entry.
  • Color Categories: A feature in Outlook that lets you assign colors to items for better organization and visibility.

Outlook Glossary beginning with the letter ‘D’

Starting with ‘D‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Drafts: The folder that stores all the unsent emails that you have already created.
  • Delegate Access: “Delegated access” is a method that allows one to grant permissions to another individual to manage and operate their email account on their behalf.
  • Delivery Receipt: “Delivery received” confirms that your email has been successfully delivered to the recipient’s inbox. Please refrain from requesting rewrites for the sake of English and grammar improvements.
  • Distribution List: A distribution list is a group of contacts created from more than one contact. The purpose of the distribution list is to enable sending an email to all members included in the list simultaneously.
  • Data File: A file where Outlook stores email, calendar, contacts, and other data.
  • Deleted Items: The folder where all deleted emails, contacts, and calendar items are stored.
  • Drag and Drop: A feature that allows you to move items within Outlook by clicking and dragging.
  • Due Date: The date by which a task or calendar event should be completed.
  • Desktop Alert: A desktop alert is a notification that pops up on your screen when you receive a new email or a reminder for an upcoming appointment or event.
  • Dictionary: A tool in Outlook used for spell-checking and grammar correction.
  • Domain: The part of an email address that follows the @ symbol, representing the email server.
  • Data Loss Prevention (DLP): Security measures in Outlook to prevent sensitive data from being sent inappropriately.
  • Dark Mode: Dark mode is a feature in Outlook that alters the display to a darker theme, which helps users reduce eye strain and enhance visual comfort.
  • Direct Booking: The ability to schedule resources, like meeting rooms, directly in the calendar.
  • Dynamic Data Exchange (DDE): An older method of data communication between Outlook and other applications.
  • Duplicate Detection: A feature in Outlook that identifies and alerts about duplicate items.
  • Data Export: The process of exporting Outlook data, like emails or contacts, to another file format.
  • Delay Delivery: Delay Delivery is a standout feature of Microsoft Outlook. It allows you to schedule an email that has already been sent from your side to be delivered to your recipient at a predetermined time.
  • Drag-to-Calendar: The “Direct to Calendar” feature enables you to drag an email to a specific date on the calendar, which then converts it into an appointment or meeting.
  • Digital Signature: A cryptographic feature in Outlook used to verify the sender’s identity and email integrity.
  • Document Linking: Embedding or attaching documents to Outlook items, such as emails or calendar events.
  • Diagnostics: Tools and processes in Outlook for troubleshooting and resolving issues.
  • Data Import: The process of importing data into Outlook from other applications or file formats.
  • Default Profile: The Outlook profile that is used automatically when the application is started.

Outlook Glossary beginning with the letter ‘E’

Starting with ‘E‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Email: Electronic mail, the primary function of Outlook, is used for sending and receiving digital messages.
  • Exchange Server: A Microsoft email and calendar server that Outlook connects to for mail services.
  • Events: Calendar items in Outlook that represent scheduled activities, usually lasting longer than a typical appointment.
  • Encryption: Encryption is a process that secures email communications, ensuring they can be read only by the intended recipient and remain inaccessible to others.
  • Export: The action of transferring data from Outlook to another program or file format.
  • Expand: In the context of folders and groups, the action of displaying the full list of items within.
  • Email Signature: A signature block in Outlook, which can be added automatically or manually at the bottom of an email, includes your name, contact details such as a mobile number or email address, and any additional information deemed necessary. This block is recognized as the Outlook email signature.
  • Email Thread: A series of emails sent as replies or forwards from the original email.
  • Exchange ActiveSync: A protocol that allows mobile devices to synchronize with an Exchange Server.
  • End Time: The specified time when a calendar event or meeting in Outlook ends.
  • Email Address: A unique identifier for sending and receiving emails.
  • Email Client: A software application like Outlook used for managing emails.
  • EML: A file format used by email clients to store email messages.
  • Email Filter: An email template is a pre-formatted layout that contains all the essential information required for composing an email. This template is especially useful for sending emails frequently without the need to format or create a new email from scratch each time.
  • Email Alias: An alternate email address associated with the same mailbox.
  • Email Template: An email template is a pre-formatted layout that contains all the essential information required for composing an email. This template is especially useful for sending emails frequently without the need to format or create a new email from scratch each time.
  • Email Account: The configuration in Outlook that connects to a specific email service.
  • Email Protocol: A standard like IMAP or POP3 that Outlook uses to retrieve email from a mail server.
  • Email Header: The email header is a section that contains the sender’s email address, the subject of the email, and the date received.
  • Early Start: In calendar terms, an option to begin a meeting or appointment earlier than the scheduled time.
  • Email Rules: Email rules are a feature that helps you manage your incoming and outgoing emails according to your requirements. You can customize how emails are sorted into folders upon arrival, as well as organize outgoing emails into specific folders. This allows for a more streamlined and efficient management of your email communication.
  • Exception: In a recurring event or task, a specific instance that differs from the regular pattern.
  • External Recipient: Someone outside your organization who receives your emails.
  • Email Archive: The email archive feature in Outlook separates older emails from newer ones, allowing for organized storage and easy access to historical messages.
  • Email Retrieval: The process of fetching emails from the server to display in Outlook.

Outlook Glossary beginning with the letter ‘F’

Starting with ‘F‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Folder: A folder is a virtual container used to store and organize related emails, files, contacts, tasks, and calendar items, facilitating efficient management of digital communication and scheduling.
  • Flag: The flag feature allows you to mark an email or a calendar event for follow-up, ensuring important items receive the attention they require.
  • Forward: Forwarding an email involves sending a message you received from one person to another, allowing you to share information with additional recipients.
  • Filter: Filtering is the process of sorting emails according to specified criteria, allowing for the efficient organization and management of your inbox.
  • Focused Inbox: An Outlook feature that separates your inbox into two tabs (Focused and Other) to prioritize important emails.
  • Follow-Up: A reminder or action item attached to an email or a calendar event.
  • From Field: A field in an email is a section that contains the sender’s email address.
  • Free/Busy Information: Data in a calendar that shows when you are available or busy.
  • Favorites: A section in Outlook for quick access to frequently used folders.
  • File Attachment: An attachment is a file or document sent along with an email, which can be easily downloaded and opened in a corresponding application.
  • Formatting: The process involves modifying the appearance of email text, including changes to font size, color, and other attributes.
  • Folder Pane: The area in Outlook that displays all available folders is known as the folder pane.
  • Form: A customizable layout in Outlook for emails, contacts, and other items.
  • Field: An individual piece of data, like a subject line or a recipient’s email address, in an email.
  • Flag for Recipients: The “flag for recipient” feature allows the sender to set a flag on the email for the recipient, enabling them to easily follow up on it at a later time.
  • Folder Hierarchy: The organizational structure of folders within Outlook.
  • Forward as Attachment: Sending an email message enclosed within another email.
  • Full Name: The complete name of a contact as stored in Outlook.
  • Find: A feature to search for specific items within your Outlook data.
  • Folder Permissions: Settings that control who can view or modify the contents of a folder.
  • Function Keys: Keys on the keyboard, like F1 or F3, which perform specific functions in Outlook.
  • Free Time: Time slots in a calendar that are not occupied by meetings or appointments.
  • Feedback Option: A feature in Outlook to provide feedback about the application.
  • Flags Menu: The flag menu offers a variety of flags, each associated with different outcomes for marking emails for follow-up.

Outlook Glossary beginning with the letter ‘G’

Starting with ‘G‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Global Address List (GAL): A comprehensive list of all the users, groups, and resources within an Exchange Server organization, accessible to all users.
  • Groups: A feature in Outlook that allows users to create and manage collaborative spaces, which include shared inboxes, calendars, and document libraries.
  • Gridlines: The lines in the Outlook calendar view separate hours and days, helping to organize and view appointments more clearly.
  • Graphical User Interface (GUI): The visual elements of Outlook, including buttons, icons, and menus, which allow users to interact with the application.
  • Gantt Chart View: A type of view in some project management tools integrated with Outlook, used for showing project timelines and progress.
  • Guided Help: An interactive support feature in Outlook that guides users through troubleshooting steps to resolve common issues.
  • Group By: This feature in Outlook enables users to organize specific emails or other items by date, subject, or size.
  • GIF: A common image format (Graphics Interchange Format) that can be used in emails for animations or simple graphics.
  • Grammar Check: A tool in Outlook that reviews email content for grammatical correctness.
  • Ghosted Entries: Calendar entries in Outlook that appear in a lighter color, often indicating tentative or non-confirmed appointments.
  • Getting Started Pane: A feature in Outlook that provides quick access to essential tasks and settings for new users.
  • Guest Access: The ability to grant access to certain Outlook features, like calendars, to users who are not part of the organization.
  • Granular Permissions: Detailed and specific access controls in Outlook that allow administrators to finely tune what users can see and do.
  • Grid View: A way of displaying items in a structured, grid-like format, commonly used in calendar and task views.
  • Group Calendar: A shared calendar in Outlook is used by a group to schedule and track events, meetings, and appointments.
  • Generic Mailbox: A non-personal email address in Outlook used for specific roles or functions rather than individual users.
  • Go To Date: This feature in Outlook assists users in directly navigating to a specific date using the “Go to Date” function.
  • Gallery View: A view option in Outlook that can display content, such as contacts, in a more visual, gallery-like layout.
  • Gesture Control: In touch-enabled devices, the use of gestures (like swiping or pinching) to navigate and control Outlook.
  • Group Policy: Policies used in organizations to manage and configure the Microsoft Outlook environment across multiple users and computers.
  • Gridline Color: The color of the gridlines in the Outlook calendar view, which can sometimes be customized for better visibility.
  • Global Search: A search feature in Outlook that allows users to search across all mailboxes and folders.
  • Greeting Line: In mail merge or email templates, a line used to automatically insert a personalized greeting for each recipient.
  • Gigabyte (GB): A unit of digital information storage, often used to describe the size capacity of mailboxes or PST files in Outlook.
  • Geolocation: The use of geographical location data in Outlook, such as for events or meetings, to provide location-specific details.

Outlook Glossary beginning with the letter ‘H’

Starting with ‘H‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • HTML (Hypertext Markup Language): A format for composing email messages that allows the use of various fonts, colors, and other formatting options.
  • Hard Delete: Hard delete is the process of permanently deleting a message, bypassing the deletion folder. If you prefer hard deletion, the message will not land in the delete folder.
  • Header: The header is the section that includes the sender, recipient, and subject information.
  • Hyperlink: A hyperlink in an email or document directs you to a website or another file when clicked.
  • High Importance: A marker in emails to indicate that the message is of high priority.
  • Hybrid Deployment: A configuration where some mailboxes are hosted on an on-premises Exchange server and others are hosted in Exchange Online.
  • Hotkey: A key or combination of keys providing quick access to a particular function within Outlook.
  • HTML Signature: An email signature formatted with HTML, allowing for advanced design elements like images and varied fonts.
  • Hover: Moving the cursor over a specific element in the Outlook interface to see more information or access additional options.
  • Horizontal Navigation Bar: The bar in Outlook that contains navigation options like Mail, Calendar, People, and Tasks.
  • Housekeeping: The process of managing and organizing emails, contacts, and other items in Outlook to keep the application running smoothly.
  • Holidays: Calendar feature in Outlook that can display national and religious holidays based on your location settings.
  • Hosted Exchange: A service where a provider hosts the Exchange server offsite, allowing access to Outlook features.
  • Hierarchy: The structure of folders and subfolders within Outlook.
  • Handwriting Recognition: The ability of Outlook on certain devices to recognize and interpret handwritten input.
  • Header Information: Detailed information in an email header, including technical details about the path an email took.
  • Hit: A term sometimes used to describe a match found in a search within Outlook.
  • High DPI: High dots per inch, referring to high-resolution displays and how Outlook scales to these displays.
  • HTML Editor: A feature in Outlook that allows users to edit email messages in HTML format.
  • Hyphenation: The automatic breaking of words at the end of lines in text within Outlook emails or documents.
  • Handling Code: A script or program used to manage specific types of data within Outlook.
  • Heuristic Filtering: A method used by Outlook’s spam filter to identify junk email based on patterns and characteristics.
  • Hidden Files: Files not immediately visible in Outlook’s interface, often used in configuration and data storage.
  • High Contrast Mode: A display mode in Outlook that increases the contrast between text and background for better visibility.
  • Horizontal View: A layout option in some Outlook views that arranges content horizontally.

Outlook Glossary beginning with the letter ‘I’

Starting with ‘I‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Inbox: The Inbox is the primary folder in Microsoft Outlook where you receive your emails.
  • IMAP (Internet Message Access Protocol): A protocol that retrieves email from a server and enables synchronization across multiple devices.
  • Item: A general term for any piece of data in Outlook, such as an email, calendar event, contact, or task.
  • Import: Importing is the process of transferring data into Outlook from another source or document.
  • Inline Images: Images that are embedded directly within the body of an email message.
  • Instant Search: Instant Search allows you to quickly search for a specific document, file, email, calendar event, task, or contact.
  • Invitee: A person invited to a meeting or event through Outlook.
  • Indexing: The process of cataloging data in Outlook to speed up search operations.
  • In-Place Archive: A feature in Outlook that provides additional email storage space in a separate folder structure.
  • In-Place Hold: A feature used to preserve deleted and edited mailbox items for legal or compliance reasons.
  • Integration: The process of linking Outlook with other software applications for added functionality.
  • Information Rights Management (IRM): A technology used to protect sensitive emails from unauthorized access or distribution.
  • Internet Calendar: A calendar in Outlook that is subscribed to or shared through an internet-based service.
  • In-Transit: A status indicating that an email is in the process of being sent or received.
  • Interface: The overall user environment and graphical layout of Outlook.
  • Invite: To ask someone to attend a meeting or event via an Outlook calendar invitation.
  • Inactive Account: An email account in Outlook that is no longer being synchronized or used.
  • Item View: The mode of viewing individual items within folders in Outlook.
  • Ignore: A feature that allows users to stop tracking an email conversation or thread.
  • iCalendar (.ics): A file format used for sending meeting requests and tasks to other email systems.
  • Initials: Often used in Outlook contacts, referring to the first letters of a person’s first and last names.
  • Insights: Analytics and suggestions provided by Outlook based on email and calendar data to improve productivity.
  • In-Place Upgrade: An upgrade method where a newer version of Outlook is installed over the current version, maintaining all settings and data.
  • IM (Instant Messaging): A feature in some versions of Outlook that allows for real-time text communication with contacts.
  • Item Count: The number of items (such as emails or appointments) within a specific folder in Outlook.

Outlook Glossary beginning with the letter ‘J’

Starting with ‘J‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Junk Email: Unwanted email that is often unsolicited and automatically filtered into the Junk Email folder in Outlook.
  • Journal: A feature in older versions of Outlook used for recording and tracking actions, such as email messages sent and received, or meetings.
  • JPEG (Joint Photographic Experts Group): A common file format for images, which can be used in Outlook emails as attachments or inline content.
  • Junk Email Filter: A tool in Outlook that identifies and moves suspected spam emails to the Junk Email folder.
  • JavaScript: A programming language sometimes used in HTML-formatted emails for interactive content; however, for security reasons, many email clients, including Outlook, may block JavaScript.
  • Job Title: A field in Outlook contacts where you can specify the occupation or professional designation of a person.
  • Journal Entry: In older versions of Outlook, an item created in the Journal to record user actions or interactions.
  • JSON (JavaScript Object Notation): A lightweight data-interchange format; although more common in web development, it might occasionally be encountered in advanced Outlook integrations.
  • Junk Email Options: Settings in Outlook that allow users to manage how the Junk Email Filter processes messages.
  • Jump List: In Windows, a feature that allows quick access to recent items or frequent tasks in Outlook and other applications.
  • Junk Senders List: A list in Outlook where you can add email addresses or domains that you want to be treated as junk email.
  • Journaling: The process of recording email messages for archiving, compliance, or record-keeping purposes.
  • Junk Mail Reporting: A feature that enables users to report junk email to Microsoft for analysis and improvements to the filtering technology.
  • JPEG Attachment: A photo or image in the JPEG format attached to an email in Outlook.
  • Justify: A text alignment option in Outlook email composing, aligning the text evenly along both the left and right margins.

Outlook Glossary beginning with the letter ‘K’

Starting with ‘K‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Kiosk Mode: A term sometimes used to describe a restricted access setup of Outlook, where users have limited features, typically in public or shared computer scenarios.
  • Keyboard Shortcuts: Key combinations that provide quick access to certain functions and features in Outlook.
  • Kerberos Authentication: A network authentication protocol used in some Outlook setups, particularly in corporate environments, for secure communication with the mail server.
  • Knowledge Base: A collection of articles, guides, and information related to Outlook, often used for troubleshooting and learning.
  • Keep as New: A feature in some versions of Outlook that allows users to mark a message as unread, even after viewing it.
  • Keychain: In macOS, a system that stores passwords and credentials, including those used by Outlook for Mac to access mail accounts.
  • Keyword Search: Using specific words or phrases to search for items in Outlook, such as emails, contacts, or calendar events.
  • Knockout: A term occasionally used in email design (including emails composed in Outlook) referring to text or graphics that are made to stand out against a background.
  • Keep Copy: An option in Outlook to retain a copy of a sent or moved email in the original folder.
  • Kick-off Meeting: The first meeting of a project or phase, which can be scheduled and organized using Outlook’s calendar and meeting features.
  • Knowledge Management: The process of creating, sharing, using, and managing information, for which Outlook can be used as a tool, especially with its email, calendar, and task functions.
  • KPI (Key Performance Indicator): A measurable value that demonstrates how effectively objectives are being achieved. While not an Outlook term per se, KPIs are often discussed and tracked through Outlook emails and calendar meetings.
  • Kernel Mode: Refers to a low-level operating system mode; while not directly an Outlook term, issues in kernel mode can affect Outlook’s performance on a computer.
  • Keyboard Navigation: The ability to move around and use Outlook’s features solely through the keyboard, without using a mouse.
  • Keystroke Logging: A security concern where malicious software records the keys struck on a keyboard; relevant for Outlook users in the context of email account and password security.

Outlook Glossary beginning with the letter ‘L’

Starting with ‘L‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Landscape Orientation: A page layout option where the page width is greater than its height, useful for printing Outlook calendar and emails.
  • LDAP (Lightweight Directory Access Protocol): A protocol used for accessing and maintaining distributed directory information services, compatible with Outlook for looking up contacts.
  • Link: In Outlook, a connection or reference from a document or email to another document, webpage, or email.
  • List View: A way of displaying items in Outlook, such as emails or contacts, in a list format.
  • Local Folder: A folder that is stored locally on a user’s computer within Outlook, as opposed to being stored on a mail server.
  • Location Field: A field in Outlook calendar appointments and meetings where you can specify the location of the event.
  • Logon Credentials: Usernames and passwords used for accessing Outlook and email accounts.
  • Lookup Field: In Outlook forms, a field that allows users to look up and select values from another source, like a contacts list.
  • Layout: The arrangement or format of the Outlook interface, including panels and views.
  • Letterhead: A personalized heading at the top of a letter or email, which can be created in Outlook email templates.
  • Lag Time: The delay between tasks in a project plan, which can be managed and scheduled using Outlook tasks and calendar.
  • Landing Page: The initial page or panel you see when you open Outlook or one of its features like Calendar or Contacts.
  • Live Preview: A feature that shows how a change, like a font or color, will look before actually applying it.
  • Local Archive: An archive folder or file stored locally on a user’s computer, as opposed to on a server, for storing older or less frequently accessed Outlook items.
  • Location Services: Features in a device or app, such as Outlook, that enable the use of geographical location data for tasks and calendar events.
  • Low Importance: A marker in Outlook emails indicating that a message is of low priority.
  • Linked Object: In Outlook, an object that is connected to its source file, so changes to the source file are reflected in the object.
  • Lync: The former name of Microsoft Skype for Business, integrated with Outlook for instant messaging and video conferencing.
  • Line Spacing: The amount of space between lines of text in Outlook emails; can be adjusted for readability.
  • List Pane: The part of the Outlook window where items such as emails, calendar appointments, or tasks are listed.
  • Local Data File: A file such as a .pst or .ost used by Outlook to store data on the local machine.
  • Language Settings: Settings in Outlook that determine the language used for the interface, spelling checks, and other features.
  • Label: In Outlook, a term sometimes used for categories or flags that help organize and prioritize emails and calendar events.
  • Lync Integration: The process of incorporating Lync (now Skype for Business) capabilities into Outlook for enhanced communication.
  • Last Modified: A status in Outlook indicating when an item was last changed or updated.

Outlook Glossary beginning with the letter ‘M’

Starting with ‘M‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Mailbox: The central location in Outlook where all your emails, calendar items, contacts, and other data are stored.
  • Meeting Request: An invitation sent through Outlook to attend a meeting, including details like time, date, and attendees.
  • Message Preview: A feature in Outlook that shows the first few lines of an email within the inbox list without opening the email.
  • MIME (Multipurpose Internet Mail Extensions): A standard that extends the format of email to support text in character sets other than ASCII, as well as attachments of audio, video, images, and application programs.
  • Mail Merge: A process in Outlook that allows sending personalized email messages to multiple recipients simultaneously.
  • Meeting Workspace: A shared space for meeting attendees to collaborate and share documents related to the meeting.
  • Microsoft Exchange: A server-based application that provides email, calendar, contacts, and tasks in Outlook.
  • Move: The action of transferring an email or other item from one folder to another in Outlook.
  • Mail Tips: Informational messages displayed in Outlook when composing an email, providing reminders or alerts about the recipient or message content.
  • MFA (Multi-Factor Authentication): An enhanced security process that requires more than one method of authentication to verify the user’s identity for login or other transactions.
  • Message Header: The section of an email that contains the sender, recipient, and subject information.
  • Microsoft 365: A subscription service that includes access to Office applications, including Outlook, and other productivity services over the Internet.
  • My Day: A feature in Outlook that provides a summary view of your daily appointments and tasks.
  • Mailbox Cleanup: A tool in Outlook for managing the size of your mailbox by finding and deleting large emails and attachments.
  • Message Flag: A flag in Outlook used to mark emails for follow-up or as important.
  • Master Category List: A list in Outlook that contains all the categories defined for use in categorizing calendar items, contacts, emails, and tasks.
  • Mail Settings: Settings in Outlook that govern how emails are composed, sent, received, and displayed.
  • Mail Handler: A component in Outlook that processes and manages email sending and receiving.
  • Meeting Notes: Notes taken during a meeting, which can be linked to a calendar event in Outlook.
  • Modal Window: A window in Outlook that requires users to interact with it before they can return to the main application window.
  • Microsoft Office Suite: A collection of Microsoft applications, including Outlook, Word, Excel, PowerPoint, and others.
  • Manual Archive: The process of manually moving older items to an archive folder in Outlook.
  • Memo Style: A print format in Outlook used for printing emails that resembles a traditional memo format.
  • Message Body: The main text area of an email where the content of the message is written.
  • Mobile Sync: The process of synchronizing Outlook data with a mobile device.

Outlook Glossary beginning with the letter ‘N’

Starting with ‘N‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Navigation Pane: The pane on the left side of the Outlook window that allows users to navigate between different areas such as Mail, Calendar, People, and Tasks.
  • Note: A feature in Outlook used for taking quick notes, similar to digital sticky notes.
  • New Mail Notification: A notification that appears to alert the user of new incoming emails.
  • NDR (Non-Delivery Report): An automated email message from a mail server informing the sender about a delivery failure of their email.
  • Nickname Cache: The feature in Outlook that remembers the email addresses you have previously used, offering them as suggestions when you start typing in the address fields.
  • Natural Language Search: A search feature in Outlook that allows users to type search queries in everyday language.
  • Nested Folder: A folder within another folder in Outlook, used for organizing emails, contacts, calendar items, or tasks more hierarchically.
  • Non-Working Hours: The hours that are set as non-working in the Outlook calendar, often displayed in a different color.
  • Notification Area: The area on the taskbar where Outlook displays icons and notifications, usually found at the bottom right corner of the screen.
  • News Feed: A feature that can integrate with Outlook to show the latest news or updates from selected sources.
  • Navigation Bar: The bar at the bottom of the Navigation Pane in Outlook that allows switching between Mail, Calendar, People, Tasks, and more.
  • Notes Folder: A special folder in Outlook where notes are stored and organized.
  • NTLM Authentication: A protocol used for network authentication in the Windows operating system, which can be utilized in Outlook for secure email access.
  • Numbered List: A formatting feature in Outlook emails and notes that allows users to create lists with sequential numbers.
  • No Response Required: An option in meeting requests that indicates attendees do not need to send a response.
  • Name Resolution: The process in Outlook of matching a typed name with a corresponding contact or email address.
  • Normal View: The default view in Outlook that typically shows the folder pane, the list of emails or calendar items, and a reading or preview pane.
  • Navigation Options: Settings in Outlook that allow customization of the Navigation Pane, such as deciding how many favorite folders to display.
  • Non-Recurring Appointment: An appointment in the Outlook calendar that occurs only once, as opposed to recurring appointments or meetings.
  • Newsgroup: A type of discussion group or forum that could be accessed in older versions of Outlook.
  • Nudge: A small move or adjustment, sometimes used in the context of adjusting appointments or tasks in the Outlook calendar.
  • Notification Sound: The sound played by Outlook to alert users of new emails, reminders, or other notifications.
  • Next Seven Days: A view option in Outlook tasks that filters and displays tasks due in the coming week.
  • Name Check: A feature in Outlook that verifies and resolves the names entered in the email address fields against the address book.
  • Night Mode: A display setting in some versions of Outlook that provides a darker color scheme for easier viewing in low-light conditions.

Outlook Glossary beginning with the letter ‘O’

Starting with ‘O‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Outbox: A folder in Outlook where outgoing emails are temporarily stored before being sent.
  • Offline Mode: A mode in Outlook where the user can work without a connection to the mail server, with actions synchronized once the connection is restored.
  • OST (Offline Storage Table): A type of data file used by Outlook to store a synchronized copy of mailbox information for use offline.
  • Organizer: The person who schedules a meeting or event in Outlook.
  • Out of Office Assistant: A feature in Outlook that allows users to set automatic replies for when they are not available.
  • Outlook Today: A feature that provides a summary view of your calendar, tasks, and unread messages at a glance.
  • Overdue: In Outlook tasks, a status indicating that the task has not been completed by its due date.
  • Outlook Web App (OWA): A web-based version of Outlook that allows users to access their email, calendar, and contacts from a web browser.
  • OneNote Integration: The ability of Outlook to integrate with Microsoft OneNote, allowing users to link notes to emails, meetings, and contacts.
  • Outlook Profile: A collection of settings and configurations that define a user’s email accounts and how Outlook operates for them.
  • Object Model: The programming interface for Outlook, which developers use to create scripts and applications that interact with Outlook.
  • Overlay Mode: A calendar view in Outlook where multiple calendars are shown on top of each other for easy comparison of schedules.
  • Outlook Data File (.pst): A file format used by Outlook to store a user’s email messages, contacts, calendar, tasks, and other data on their local computer.
  • Options: The settings and preferences within Outlook that allow users to customize their experience.
  • Outlook Groups: A feature for creating groups for shared communication and collaboration within Outlook.
  • Oversized PST: A PST file that has grown too large and may cause performance issues or errors in Outlook.
  • Online Archive: A feature in some versions of Outlook that provides additional email storage space, accessible online.
  • Office 365 Groups: Groups created in Microsoft 365 (formerly Office 365) that are accessible in Outlook for collaborative work, including shared mailboxes, calendars, and files.
  • Online Mode: A mode in Outlook where the user is continuously connected to the mail server, and all actions are performed in real-time on the server.
  • Offline Address Book: A copy of the address book that is downloaded and available for use in Outlook even when not connected to the internet.
  • Outlook Add-in: A small program or utility that adds functionality or features to Outlook.
  • Open Item: An email, calendar event, contact, or task that is currently being viewed or edited in Outlook.
  • Outlook Anywhere: A feature that allows users to connect to their Exchange server over the internet, without the need for a VPN connection.
  • Owner: The user who has control and rights over a particular mailbox, calendar, or other item in Outlook.
  • Outlook Calendar: The calendar component of Outlook, used for scheduling and managing appointments, meetings, and events.

Outlook Glossary beginning with the letter ‘P’

Starting with ‘P‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • PST (Personal Storage Table): A file format used by Outlook to store messages, contacts, calendar events, and other items on your computer.
  • POP3 (Post Office Protocol 3): An email protocol used by Outlook to download messages from an email server to your computer.
  • Preview Pane: The area in Outlook where you can view the contents of an email without opening it.
  • Public Folders: Shared folders in Outlook that allow users within an organization to collect, organize, and share information.
  • Profile: A set of configurations in Outlook that includes one or more email accounts and a variety of settings.
  • Personal Address Book: A feature in older versions of Outlook for storing contacts.
  • Permission: Rights granted to other Outlook users to access or modify folders, calendars, or other items.
  • Phishing: Fraudulent attempts to obtain sensitive information, often through deceptive emails that can be filtered by Outlook.
  • Private Appointment: A feature in Outlook that allows you to mark calendar items as private, hiding details from others.
  • People: The contact management section in Outlook where you can store and manage contact information.
  • Plain Text: A format for email messages in Outlook that contains no formatting, like different fonts, colors, or hyperlinks.
  • Printing Styles: Various options in Outlook for printing emails, calendars, contacts, and tasks.
  • Public Folder Hierarchy: The organization and structure of public folders within Outlook.
  • Properties: Information about an Outlook item, such as size, location, and modification dates.
  • Priority: A setting in Outlook emails that allows you to mark messages as high, normal, or low priority.
  • Personal Folders File: Another name for PST files, which store Outlook data.
  • Push Notifications: Alerts that are automatically sent to your device to inform you of new emails and appointments in Outlook.
  • Pin: A feature in Outlook that allows you to keep an email or folder at the top of your inbox or folder list for easy access.
  • Poll: A feature in Outlook emails that allows you to create a simple poll or survey for recipients to respond to.
  • Protected View: A security feature in Outlook that opens documents in a read-only mode to protect your computer from potentially unsafe content.
  • Pane: A specific area in the Outlook window, like the Navigation Pane, Reading Pane, or To-Do Bar.
  • Password Protection: A security feature in Outlook to protect your email and personal information.
  • PIM (Personal Information Manager): A type of software that includes Outlook, which manages personal information including email, calendar, contacts, and tasks.
  • Profile Picture: An image associated with your email account in Outlook, visible to others when you send emails or schedule meetings.
  • Progressive Disclosure: A design principle used in Outlook where advanced options are hidden by default and only shown when necessary.

Outlook Glossary beginning with the letter ‘Q’

Starting with ‘Q‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Quick Access Toolbar: A customizable toolbar in Outlook that provides easy access to frequently used commands.
  • Quick Steps: A feature in Outlook that automates repetitive tasks, allowing users to perform multiple actions with a single click.
  • Query Builder: A tool in Outlook’s advanced find feature that allows users to create complex search queries.
  • Quota: The storage limit assigned to a user’s mailbox or Outlook data file.
  • Quick Parts: A collection of reusable pieces of content or formatting that can be inserted into email messages in Outlook.
  • Quoting Text: The practice of including text from an original message in a reply or forward, typically indented or marked to indicate it’s a quote.
  • Quality of Service (QoS): Network settings that prioritize Outlook and other critical applications’ data traffic to improve performance.
  • Quarantine: A feature in some email systems where suspected spam or malicious emails are held before reaching the user’s inbox, accessible through Outlook.
  • Query: A term used in Outlook search that refers to the combination of keywords and parameters used to find specific items.
  • Quick Flag: A feature in Outlook allowing users to mark messages for follow-up with a single click.
  • Quick View: A feature in older versions of Outlook that allowed users to quickly view attachments within the reading pane.
  • Quiet Hours: A feature in some systems that integrates with Outlook to silence notifications during specified times.
  • Quick Launch: A toolbar in older versions of Windows, including quick launch shortcuts for applications like Outlook.
  • Quick Print: A feature in Outlook that lets users print an email, calendar item, or other items quickly, usually with a single click.
  • Query String: In the context of Outlook add-ins or integrations, a string of characters in a URL that passes data to web applications.
  • Quoted Reply: Responding to an email where parts of the original message are included for reference.
  • Queue: In the context of Outlook and email servers, a temporary holding place for emails that are waiting to be sent or processed.
  • Quota Management: The process of monitoring and managing the size of mailboxes or PST files in Outlook to stay within set storage limits.
  • Query Language: The language used to construct queries for searching in Outlook, often based on specific syntax and operators.
  • Quick Edit: A feature that allows for rapid editing of contact information or calendar entries directly from their respective views in Outlook.

Outlook Glossary beginning with the letter ‘R’

Starting with ‘R‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Reading Pane: A section in Outlook where the content of an email is displayed without opening it in a separate window.
  • Recurrence: A setting for calendar items in Outlook that allows them to repeat at regular intervals (daily, weekly, monthly, etc.).
  • Reminder: A notification in Outlook that alerts you about an upcoming calendar event, task, or flagged email.
  • Reply: The action of responding to an email sender directly from the original message.
  • Reply All: A function in email that allows you to reply to both the sender and all other recipients of the original message.
  • Rules: Automated actions set in Outlook to manage incoming and outgoing emails based on specific criteria.
  • RSS Feeds: A feature in Outlook that allows users to subscribe to and read updates from web feeds.
  • Recall: A feature in Outlook that attempts to retrieve an email message that has already been sent to a recipient’s mailbox.
  • Recipient: A person or entity that is designated to receive an email.
  • Resource Calendar: In Outlook, a calendar associated with a room or equipment resource, used for scheduling purposes.
  • Read Receipt: A notification that informs you when a recipient has opened your email.
  • Recurring Appointment: An appointment in the Outlook calendar that occurs regularly.
  • Roaming Profile: A feature that allows users to access their Outlook settings and data from any computer within a network.
  • Retention Policy: A set of rules in Outlook that determine how long emails and other items are kept before being automatically archived or deleted.
  • Rich Text Format (RTF): A text format in Outlook that supports various font styles, colors, and sizes.
  • Room Finder: A tool in Outlook for finding available meeting rooms when scheduling a meeting.
  • Resend: The action of sending an email again, often used if the original email failed to reach the recipient.
  • Restore: The action of bringing back emails or other items from the Deleted Items folder or from a backup in Outlook.
  • Ribbon: The strip at the top of Outlook that contains tabs and tools for various functions and features.
  • Read-Only: A state in which an email or other item cannot be modified, often used in the context of shared items or attachments.
  • Remote Mail: A feature in older versions of Outlook that allowed users to manage emails while disconnected from the mail server.
  • Reply with Meeting: A feature in Outlook that allows users to respond to an email by creating a meeting invitation.
  • Right-to-Left Language Support: The ability of Outlook to correctly display and edit text in languages that are read from right to left, like Arabic and Hebrew.
  • Routing Slip: An element used in older versions of Outlook for sending a document through a predefined path of recipients.
  • Recovery: The process of retrieving lost or corrupted data in Outlook, such as emails or contacts.

Outlook Glossary beginning with the letter ‘S’

Starting with ‘S‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Sent Items: A folder in Outlook where sent emails are stored.
  • Signature: A block of text automatically appended to the end of an email message.
  • Spam: Unwanted or unsolicited email, often filtered into the Junk Email folder in Outlook.
  • SMTP (Simple Mail Transfer Protocol): A protocol used for sending emails.
  • Synchronization: The process of ensuring that your Outlook data (emails, calendar, contacts) is the same across multiple devices or with a mail server.
  • Search Folders: Virtual folders in Outlook that display a collection of email messages based on specified search criteria.
  • Shared Calendar: A calendar in Outlook that is shared with other users for collaborative scheduling.
  • Status Bar: The bar at the bottom of the Outlook window that displays various status information about the active view or selected items.
  • Safe Senders List: A list of email addresses or domains that you have marked as safe in Outlook, ensuring their emails do not go to your Junk Email folder.
  • Sync Issues Folder: A system folder in Outlook used to track synchronization logs.
  • Scheduled Send: A feature in Outlook that allows you to schedule when an email will be sent.
  • Smart Folders: Another term for Search Folders in Outlook.
  • Sensitivity: An option in Outlook emails and calendar events that marks the item as Normal, Personal, Private, or Confidential.
  • Sharing Invitation: An email sent through Outlook that invites another user to view or edit a folder or calendar.
  • Shortcut: A link in the Navigation Pane in Outlook that provides quick access to folders, files, or webpages.
  • SMTP Server: The server through which Outlook sends emails.
  • Subfolders: Folders created within another folder in Outlook for better organization.
  • Soft Delete: The action of deleting an item in Outlook, where it is moved to the Deleted Items folder and can be recovered.
  • Stationery: Pre-designed templates in Outlook used to create stylized emails.
  • Spell Check: A feature in Outlook that checks the spelling in emails, calendar items, and other text fields.
  • Snooze: A feature in Outlook reminders that temporarily dismisses the reminder and then alerts you again after a specified amount of time.
  • Size Limit: The maximum size of emails or attachments allowed in Outlook.
  • Safe Mode: A way to start Outlook with most add-ins disabled to troubleshoot problems.
  • Subject Line: The field in an email where the subject or topic of the message is indicated.
  • Sender: The person or entity from whom an email originates.

Outlook Glossary beginning with the letter ‘T’

Starting with ‘T‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Task: An item in Outlook used to track actions that need to be completed.
  • To-Do Bar: A pane in Outlook that shows a quick view of the calendar, upcoming appointments, and tasks.
  • Template: A pre-designed layout in Outlook used to create new items quickly, such as emails or calendar events.
  • Thread: A series of emails in a conversation, connected by replies and forwards.
  • Time Zone: A setting in Outlook calendar items that specifies the time zone for the start and end times of an appointment or meeting.
  • Trash: Another term for the Deleted Items or Recycle Bin folder in Outlook, where deleted items are temporarily stored.
  • To-Do List: A list in Outlook that tracks tasks and flagged email messages.
  • Tracking: A feature in Outlook meeting requests that shows who has accepted, declined, or not responded to the invitation.
  • Two-Factor Authentication (2FA): An enhanced security feature requiring two forms of identity verification for accessing Outlook.
  • Toolbar: A customizable area in the Outlook interface that contains buttons and commands.
  • Tab: A section within the Outlook ribbon that contains related groups of commands.
  • Transport Layer Security (TLS): A protocol that provides privacy and data security between client and server applications like Outlook and the mail server.
  • Task Request: A feature in Outlook for assigning tasks to other people.
  • Threaded View: A view in Outlook that groups emails by conversation threads.
  • Type Ahead: A feature in Outlook that predicts and auto-completes names and email addresses as you type.
  • Table: An option in Outlook email composition to insert a table into the message body.
  • Text Formatting: The ability in Outlook to change the appearance of text in emails, including font type, size, color, and style.
  • Time Slot: The specific time period for an appointment or meeting in the Outlook calendar.
  • Themes: Pre-designed sets of colors and fonts in Outlook that you can apply to emails and calendars.
  • Trash Folder: Another term for the Deleted Items folder in Outlook.
  • Toggle: A feature in Outlook that allows switching between different views or settings.
  • Task Pane: A pane in Outlook that provides additional options and information for certain features.
  • Time-Out: A period of inactivity after which Outlook may disconnect from the server or require re-authentication.
  • Today’s Date: A reference in Outlook calendar to the current date.
  • Trusted Sender: A sender whose email address has been marked as safe in Outlook, ensuring their emails do not go to the Junk Email folder.

Outlook Glossary beginning with the letter ‘U’

Starting with ‘U‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Unread: Emails or messages in Outlook that have not been opened or read by the user.
  • UTC (Coordinated Universal Time): A time standard that is the basis for civil time and time zones worldwide, often used in setting calendar events in Outlook.
  • Undo: A command in Outlook that reverses the last action taken.
  • User Interface (UI): The visual elements of Outlook that users interact with, such as menus, buttons, and icons.
  • User Profile: A collection of settings and configurations in Outlook that includes email accounts, data files, and personal preferences.
  • Unsubscribe: The action of opting out from email newsletters or marketing lists directly within Outlook.
  • Update: A newer version or patch for Outlook, providing bug fixes, security updates, or new features.
  • Usage Rights: Permissions that determine how a user can interact with Outlook features and data.
  • Urgent: A label that can be applied to Outlook emails to indicate that they require immediate attention or action.
  • Unified Inbox: A feature in some email clients (not native to Outlook) that combines messages from multiple accounts into one inbox.
  • Utility: A small program or feature in Outlook that performs a specific function, often related to maintenance or customization.
  • User Account: The account information in Outlook that identifies a specific user and their settings.
  • Uploading: The process of transferring data or files from Outlook to a server or cloud service.
  • URL (Uniform Resource Locator): A web address that can be included in Outlook emails and calendar events.
  • Usage Statistics: Data collected in Outlook about how the application is used, which can help in troubleshooting or improving user experience.
  • Undeliverable: A status of an email in Outlook that could not be delivered to the recipient, often accompanied by a non-delivery report.
  • User Group: A group of Outlook users who share common access or permissions, often used in corporate environments.
  • Urgency: A setting in Outlook emails that indicates the level of importance or priority of the message.
  • UI Customization: Modifying the appearance or layout of the Outlook user interface according to personal preferences.
  • Unread Mail Folder: A default search folder in Outlook that displays all unread messages.
  • Unicode: A standard for encoding text in different writing systems, supported in Outlook for displaying various languages and characters.
  • Upcoming Appointments: A view in the Outlook calendar or to-do bar that shows future appointments and meetings.
  • Uninstall: The process of removing Outlook from a computer or device.
  • User Directory: A directory service, like Active Directory, that integrates with Outlook for managing user information and authentication.
  • Undelete: The action of recovering emails or items in Outlook that were previously deleted.

Outlook Glossary beginning with the letter ‘V’

Starting with ‘V‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • View: A specific way of displaying items in an Outlook folder, such as emails, calendar events, or contacts.
  • Voting Buttons: A feature in Outlook that allows you to add buttons to an email for recipients to vote on a question or issue.
  • Virtual Folder: A type of folder in Outlook that doesn’t contain items but provides a view of items from various folders based on specified criteria.
  • VCard (Virtual Contact File): A standard file format for electronic business cards, which can be sent and received in Outlook.
  • Visual Basic for Applications (VBA): A programming language used to write custom scripts and automate tasks in Outlook.
  • View Settings: Customizable options in Outlook that determine how items in a folder are displayed.
  • Virus Protection: Security features in Outlook that protect against viruses in email attachments and malicious links.
  • Verified Sender: An email sender whose identity has been confirmed, often indicated by a checkmark or other icon in Outlook.
  • View Pane: The area in Outlook where the content of the selected item (such as an email, calendar event, or task) is displayed.
  • Vertical Layout: An arrangement of the Outlook window where panes are stacked vertically.
  • Voice Mail Integration: The capability in Outlook to integrate with a voicemail system, allowing users to receive and listen to voicemail messages.
  • Vacation Reply: An automatic reply in Outlook set to inform people that you are out of the office or on vacation.
  • Version: The specific release or iteration of Outlook, indicating its feature set and capabilities.
  • View Switcher: A feature in Outlook that allows users to switch between different views of their emails, calendar, or other items.
  • Variable Font: A type of font in Outlook emails where the weight, width, and other aspects can be adjusted.
  • Virtual Meeting: A meeting conducted over the internet, which can be scheduled and managed through Outlook, often using integrated services like Skype or Teams.
  • Virus Scan: The process of checking files or attachments in Outlook for viruses and other malware.
  • View in Browser: An option in Outlook that allows users to view an email message in a web browser.
  • Validation: In Outlook, the process of verifying data, such as email addresses or calendar dates.
  • Vertical View: A layout in Outlook where panes, like the Folder Pane and Reading Pane, are arranged vertically.
  • VIP Sender: A term sometimes used to refer to important email senders who are prioritized in Outlook.
  • View Filter: A feature in Outlook that filters items in a folder based on specific criteria.
  • Visual Alerts: Notifications or pop-up alerts in Outlook that provide visual cues for new emails, reminders, and other updates.
  • Voice Recognition: A feature in some versions of Outlook that allows voice commands for navigation and control.
  • Vacation Calendar: A calendar in Outlook used for tracking vacation schedules, either for an individual or within a team.

Outlook Glossary beginning with the letter ‘W’

Starting with ‘W‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Whitelist: A list of email addresses or domains that are allowed to send emails to a user, bypassing the junk filter in Outlook.
  • Web Access: Accessing Outlook through a web browser using Outlook on the web (formerly known as Outlook Web App or OWA).
  • Wizard: A step-by-step guide in Outlook for setting up accounts, creating rules, and other complex tasks.
  • Work Offline: A feature in Outlook that allows users to continue working without an active connection to the mail server, with actions synchronized once reconnected.
  • Week View: A calendar view in Outlook that displays events and appointments for one week.
  • WYSIWYG (What You See Is What You Get): Refers to the editing mode in Outlook where the content (especially in emails) appears very similar to its appearance when printed or displayed to the recipient.
  • Workspace: In Outlook, a general term referring to the main area where emails, calendar, tasks, and other items are managed.
  • Windows Authentication: A method of logging into Outlook using the credentials of the Windows user account.
  • Wrap Text: A feature in Outlook email composition where text automatically moves to the next line when it reaches the end of the current line.
  • WordWrap: A function in Outlook that automatically wraps words to the next line when typing in a narrow window, like the Reading Pane.
  • Working Hours: User-defined hours in the Outlook calendar representing the typical workday, used for scheduling purposes.
  • Weekly Agenda Style: A print style in Outlook that displays calendar items in an agenda format on a weekly basis.
  • Webmail: Another term for email services accessed through a web browser, which includes Outlook on the web.
  • Workflow: A series of automated processes or tasks in Outlook, often created with rules or custom scripts.
  • Widget: A small application or program, often used in reference to Outlook add-ins that provide additional functionality.
  • Wildcard: Characters used in Outlook search queries to represent one or more unknown characters, aiding in broader searches.
  • Workgroup: In the context of Outlook, a group of users who collaborate and share information, often within an organization.
  • Watermark: A faint design or text in the background of an Outlook email, often used for branding or as a design element.
  • Web Services: Services used by Outlook for various functionalities, including access to mail, calendars, and contacts over the internet.
  • Web Link: A hyperlink in an Outlook email or calendar event that directs to a webpage.
  • WAN (Wide Area Network): A network that extends over a large geographical area, which can affect Outlook’s performance and connectivity.
  • Week Number: A feature in Outlook that displays the number of the week in the year alongside the calendar.
  • White Space: The unused or empty space in the Outlook user interface, which contributes to the layout and readability.
  • Word Count: A feature in Outlook that counts the number of words in an email or other text-based item.
  • Wrap-up Time: In time management within Outlook, the time allocated to finishing tasks or organizing after a meeting or event.

Outlook Glossary beginning with the letter ‘X’

Starting with ‘X‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • .xlsx: The file extension for Microsoft Excel documents. While not exclusive to Outlook, Excel files are often attached and shared via Outlook emails.
  • XML (eXtensible Markup Language): A markup language that defines a set of rules for encoding documents in a format that is both human-readable and machine-readable. In Outlook, XML can be used for exporting data like calendar events or contacts.
  • X-header: Custom headers that can be added to the header section of email messages. These are often used for various purposes, including tracking, identification, and providing additional information about the email.
  • X.400 Address: An alternative addressing system to SMTP. It’s an older system that some organizations might still use for internal mail systems and can be configured in Outlook.
  • X-originating-IP: An email header that shows the IP address of the sending machine. In Outlook, this can sometimes be viewed in the properties of an email, although it’s often hidden or removed for privacy.
  • X-Face: A small, black and white bitmap image formerly used in emails. While it’s an older and less commonly used feature, some email clients, including older versions of Outlook, supported it.
  • X-MSMail-Priority: An email header used by Outlook and other email clients to indicate the message’s priority level, such as High, Normal, or Low.
  • X-MimeOLE: An email header that indicates the message was generated by a Microsoft product using MIME Object Library Extensions. This is often seen in emails sent from Outlook.
  • X-Envelope-To: This header in an email message indicates the actual recipient of the email, which can be different from the one shown in the ‘To’ field, especially in Bcc situations.
  • X.509 Certificate: A standard for a public key infrastructure (PKI) to manage digital certificates and public-key encryption. In Outlook, X.509 certificates are used for email security features like digital signatures and encryption.

Outlook Glossary beginning with the letter ‘Y’

Starting with ‘Y‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Year View: In the context of Outlook’s calendar, this refers to a view option where you can see calendar events spread out over the entire year. This view is useful for long-term planning and getting an overview of yearly events or tasks.
  • Yearly Recurrence: This term applies to calendar appointments or events in Outlook that occur on a yearly basis. You can set up a yearly recurrence for annual meetings, birthdays, anniversaries, or other significant dates that happen once a year.
  • Yammer Integration: Yammer, a social networking service for enterprise communication, can be integrated with Outlook. While ‘Yammer’ doesn’t start with ‘Y’, this integration is relevant as users can receive and interact with Yammer notifications directly within Outlook.
  • Yes/No Field: In custom forms or surveys created in Outlook, a ‘Yes/No’ field might be used to capture simple affirmative or negative responses from users. This can be part of custom task forms, contact forms, or other Outlook items where a binary response is needed.
  • Yield: In terms of email productivity, ‘yield’ might refer to the effectiveness or efficiency of managing emails within Outlook, such as how successfully one handles incoming email traffic to achieve a zero-inbox status or keeps up with email-related tasks.
  • Year-End Summary: Though not a standard feature in Outlook, users might create or receive year-end summaries or reports via email that recap the year’s activities, achievements, or important events noted in their Outlook calendar.
  • Y2K Compliance: Refers to the software’s ability to correctly interpret the year 2000. While this is now a historical reference, it was significant at the time for all software, including Outlook.

Outlook Glossary beginning with the letter ‘Z’

Starting with ‘Z‘, let’s explore the key terms in Outlook’s glossary, uncovering the essential features and functionalities that enhance our email experience.

  • Zoom: In Outlook, the zoom feature allows users to change the size of text and images for easier reading. This is particularly useful in the reading pane or when composing emails.
  • Z-order: A term used in graphical user interface design referring to the layering of windows or panes. In Outlook, this might come into play when multiple windows or dialog boxes are open, determining which one appears on top of the others.
  • Zero Inbox: The concept of “Zero Inbox” aims to keep the inbox empty or almost empty at all times. Users can utilize rules and other features to move their emails to specific folders, resulting in maintaining a zero inbox.
  • Zip Attachment: A compressed file format often used for email attachments to reduce file size. In Outlook, users can receive and send attachments in .zip format.
  • Zone (Time Zone): In Outlook, especially within the calendar, the time zone setting is crucial for scheduling meetings accurately across different geographical locations.
  • Zimbra Integration: For users who connect their Zimbra email server with Outlook, integration allows managing email, calendar, and contacts within the Outlook interface.
  • Zoho CRM Integration: For businesses using Zoho CRM, integration with Outlook allows users to sync contacts, emails, and calendar events between the two platforms.
  • Zoom Slider: The Zoom slider is located at the bottom right corner of the Outlook screen. It helps users quickly adjust the display size of an email.
  • Zapier Integration: Zapier, a tool for automating tasks between different web apps, can integrate with Outlook for automated workflows, such as creating tasks or calendar events from emails.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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