Outlook How-To Guides

Outlook guides for email and calendar, including signatures, rules, folders, out of office replies, scheduling, shared mailboxes and recalls.

How to Add a Shared Mailbox in Outlook and Send Mail
Your admin grants Full Access first. Then restart Outlook, and if the mailbox is missing, add it by hand in classic or new Outlook, the web, Mac or phone.
How to Add Bcc in Outlook and Hide Recipients
To add Bcc in Outlook, open a new message and turn on the Bcc line. Use Options in classic or new Outlook, or the Bcc link beside To on the web.
How to Add or Change Your Signature in Outlook
Open File > Options > Mail > Signatures in classic Outlook, or Settings > Account > Signatures on the web, then pick one for new messages and for replies.
How to Archive Emails in Outlook and Find Them
Select emails and choose Archive, or press Backspace in classic Outlook. Microsoft 365 and Outlook.com mail goes to the Archive folder and frees no space.
How to Change Outlook Password for Any Account
Change your Outlook password with your email provider, then enter it when Outlook asks. Steps for Microsoft 365 work accounts, Outlook.com and Gmail.
How to Change the Default Font and Size in Outlook
In classic Outlook, open File > Options > Mail > Stationery and Fonts. On the web and in new Outlook, use Settings > Mail > Compose, then Save.
How to Create a Group in Outlook for Email and Sharing
Make a contact group in Outlook from People > New Contact, a contact list on the web, or a Microsoft 365 Group for a shared inbox, calendar and files.
How to Create a Rule in Outlook to Organize Email
Right-click a message and choose Rules > Create Rule in classic Outlook, or use Settings > Mail > Rules > Add rule on the web, then run it on older mail.
How to Create an Email Template in Outlook
Write the email, then use File > Save As > Outlook Template in classic Outlook, or Mail template > Save email as template in new Outlook and on the web.
How to Create Folders in Outlook and Subfolders
Create folders in Outlook by right-clicking the top of your folder list, or a parent for a subfolder. Steps for classic, new, web, Mac and phones.
How to Encrypt Email in Outlook and Send It Securely
To encrypt email in Outlook, choose Options, Encrypt, then Encrypt or Do Not Forward. No Encrypt button? Use S/MIME certificates or ask your IT team.
How to Recall an Email in Outlook (or Unsend It)
Open the sent email from Sent Items and choose Recall This Message, or select Undo before the delay ends. Recall needs a work or school account.
How to Schedule an Email in Outlook (Desktop and Web)
In Outlook on the web or the new Outlook, pick Schedule send from the arrow next to Send. In classic Outlook, use Delay Delivery and keep Outlook running.
How to Set Up Out of Office in Outlook (Automatic Replies)
Choose File > Automatic Replies in classic Outlook, or Settings > Account > Automatic replies on the web. Set a time range, write the reply, then save it.
How to Share Your Outlook Calendar and Set Permissions
In Outlook, open Calendar, select Share, add the person and pick a level such as Can view all details or Can edit. They accept from an email invitation.
How to Use Copilot in Outlook for Email and Calendar
Use Copilot in Outlook to summarize threads, draft and check replies, ask about your inbox and calendar, and understand why a control may be missing.