Outlook User Guide - First-Time Setup

Overview

This guide walks you through setting up Outlook for the very first time on your PC. Follow all steps carefully to configure your layout, folders, and calendar according to your preferences.

Who This Is For: All PC users setting up Outlook for the first time.

What This Video Covers

• Opening Outlook for the first time
• Choosing between Outlook Classic and the new Outlook app
• Understanding the Outlook layout (ribbon, mailbox panel, reading pane)
• Expanding the ribbon to the classic view
• Creating and organizing folders
• Moving emails into folders
• Searching for emails
• Setting up your calendar view
• Setting recurring start-of-day and end-of-day calendar blocks
• Best practices for entering calendar details and personal time

Before You Begin

Systems Required: PC with Outlook installed.

Step-by-Step Instructions

Step 1: Open Outlook

Click the Windows button at the bottom of your PC, 

then click into the search window and start typing “Outlook.”

Note: Two options will appear — Outlook (the newer app) and Outlook Classic.

Step 2: Choose Your Version

Open Outlook Classic. If you prefer the newer Outlook app, you may use that version instead.

Once you are logged in for the first time, Outlook will open to your email page.

Step 3: Learn the Layout

Familiarize yourself with the main sections of your Outlook screen:

• Option Buttons: Located on the left-hand side, used to switch between mail, calendar, and other views.

• Left-Hand Panel: Displays all of your mailboxes and folders.

• Middle Panel: Displays all of your emails.

• Reading Pane (far right): Lets you preview an email at a glance without double-clicking to open it.

Step 4: Expand the Ribbon

Locate the horizontal bar across the top of your screen — this is called the ribbon. Click the drop-down on the far right-hand side of the ribbon to expand your options.

Select “Classic Ribbon” to expand the ribbon and see a detailed view of all available buttons.

Detailed View: 
 

Step 5: Create Folders

Set up a few folders that you will use regularly to keep your inbox organized.

• Right-click on your mailbox to open the option to create a new folder.

• Create an HR folder to store HR-related documents and emails.

• Create a Templates folder to archive templates for future use.

Tip: After typing a folder name, press Enter to save it. Folders will automatically sort alphabetically.

Step 6: Move Emails Into Folders

Click and drag any email from the middle panel into the folder where you want it stored (for example, dragging a payroll email into your HR folder).

Step 7: Search for Emails

Use the search bar at the top of Outlook to look for specific emails. 

You can search within your current mailbox, or use the drop-down to search a specific folder.

Step 8: Set Up Your Calendar View

Navigate to your Calendar to view meetings with clients or internal team members.

• Adjust the calendar so it displays one month instead of two, keeping the view organized.

• Use the arrows to navigate between months, or select “Today” to return to the current date.

• Use the drop-down in the top right-hand corner to switch to a weekly view (Sunday through Saturday), which is the recommended view for most users.

Step 9: Set Your Start of Day

Set up a recurring calendar entry to communicate your daily start time to your operations team and reporting manager.

• Double-click the time slot right before your start time (for example, the slot before 8:00 a.m.).

• Title the entry “Start of Day” and include your time and time zone (for example, “8 a.m. Eastern”).

• Click the recurring icon (two arrows chasing each other) or select “Make Recurring.”

• Turn off the reminder, since it is not needed.

• Leave the status as Busy so clients cannot book during this time.

• Under recurrence, select the weekdays this applies to, choose “No End Date,” and click OK.

• Click Save and Close to lock in your selection.

Note: If your start time varies week to week, adjust the placeholder entry as needed.

Step 10: Set Your End of Day

Repeat the same steps used for your start of day, using your end-of-day time slot instead (for example, 5:00 p.m.).

• Title the entry “End of Day” and include your time and time zone (for example, “5 p.m. EST”).
• Turn off the reminder, set the recurrence for your weekdays, and click OK.
• Click Save and Close to lock in your selection.

Best Practices

Follow these guidelines every time you add entries to your calendar:

• Be explicit with calendar details: who, what, when, where, why, and how.
• When booking personal time (such as a doctor’s appointment), build in travel time on both ends of the appointment.
• For example, a 12:00 p.m. appointment that takes an hour, with 30 minutes of travel each way, should block out 2 hours total.
• Personal appointments do not need detailed labels — a simple description such as “Doctor’s Appointment” is sufficient.
• Always click Save and Close to confirm your calendar entry.

For questions or technical support, please submit a ticket through Zendesk and select Business Operations.