Microsoft Outlook functions in many roles including email client, contact manager and group scheduler. Although the number of available features increases when used in conjunction with Microsoft Exchange Server, this type of connection is not necessary to take advantage of the many features of Microsoft Outlook 2010.
Microsoft Outlook allows you to organize your email accounts how you see fit. Customize your messages by changing the font or by adding a signature, stationery or background to your messages. Organize incoming messages into folders, both automatically and manually, and color-code messages from specific senders and those concerning a related topic. Check messages for spelling and grammar mistakes before sending, and choose whether to send a message immediately or to delay delivery. When used with Microsoft Exchange Server, others can grant you access to their mailboxes and you can allow others access to your mailbox.
Manage your personal and business contacts using the contact management feature included as part of Microsoft Outlook. Add new contacts manually or import them from email messages and electronic business cards. Organize your contacts into groups, add photos to contacts and select how Outlook lists the contacts from within the Contacts folder and the customized contact groups. For example, choose whether to list contacts by first name or by last name. Also, create and share electronic business cards.
The calendar feature included with Microsoft Outlook is a scheduling management tool that allows you to track appointments and other uses of time, as well as receive alerts as meeting times approach. Change the appearance of your calendar, change the time zone associated with your calendar and add additional calendars. Modify your calendar to reflect your workweek and to reflect the start and end of your workday. When used with Microsoft Exchange Server, you can share calendar access with others.
Microsoft Outlook provides the opportunity to archive selected content both manually and automatically. By creating these archive files, you create a backup of your crucial information. Archive files may be organized for data retention.
Besides the typical password protection provided, Microsoft Outlook also helps to protect your data in other ways. Outlook automatically blocks the receipt of attachments containing certain file types to prevent your system from potentially harmful files, and you can add or remove file types to the block list. Outlook also delivers messages considered possible spam to a special folder. You then review the folder contents to determine the legitimacy of each message. In addition, you can configure Outlook to block the automatic download of photos within email messages. This protects against potential malware attacks and may prevent the accidental viewing of offensive images.