Microsoft Outlook is used for emails and also personal management of information, and is generally part of the Office suite of applications, although it can be purchased separately as a single application.

  • Whilst Outlook is mostly used for storing, receiving and sending emails, it is called a personal information management tool because it also includes calendar, tasks, contacts and notes as well as a journal.
  • Often in larger organisations, Outlook is used on a server for example an exchange server so that the software can enable multiple users.
  • With additional software, Outlook can also be integrated with mobile devices such as Blackberry phones.
  • When using Outlook for emails, it has the usual features associated with email applications such as Inbox, Outbox, Drafts and Deleted Items.
  • The Calendar element of outlook can be used to keep appointments and plan meetings and can synchronise with other Outlook user’s calendar. The calendar can be useful for tracking events and important dates, particularly when used with sound alerts and alarms.
  • Tasks are also useful for remembering things you need to do with the ability to set an audible alarm.
  • The Contacts element of Outlook can store address, email and contact details of your friends and family. Messages can also be sent directly from the contact list.


Karen Maxwell is a Digital Unite tutor and assessor/trainer of computer accessibility.