Microsoft Outlook Advanced Training Course Outline

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Microsoft Outlook Training CourseThis one-day course builds on the skills and concepts taught in Outlook: Basic. Students will learn advanced techniques for managing stored e-mail messages.

Students will create and work with notes and Journal entries, schedule and manage meetings, share Outlook content, and customise templates and forms. For comprehensive certification training, students should complete Outlook: Basic and Advanced.

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Course objectives

After completing this course, students will know how to:

  1. Customise the Outlook environment; set general Outlook options; create and use Quick Steps to automate commonly used actions; and create Folder pane shortcuts and customize the Navigation bar.
  2. Customise messages by applying themes, stationery, fonts, and email options; create and use signatures and use an electronic business card as a signature; use voting buttons in messages; and use Automatic Replies to set up out-of-office notices.
  3. Use the Rules Wizard to set message rules; manage the mailbox by deleting old and unneeded messages and the contents of automatic folders; compact the mailbox; and archive messages to local files and the archive mailbox.
  4. Create a folder to organize a mailbox; Use Instant Search and advanced searches to search your Inbox, all mail folders, Contacts, Calendar, and Tasks; use filters to find messages that meet certain criteria; and create and use categories to group messages, contacts, appointments, meetings, and tasks.
  5. Create notes to save ideas and information for later reference; forward and print notes; and create and edit journal entries.
  6. Share and delegate access to their calendar; share and export contacts with others; subscribe to RSS news feeds; and read articles within a feed.

Course contents

Customising Outlook
Topic A: The Outlook environment
Topic B: General options and account settings
Topic C: Quick Steps
Topic D: The Folder pane and Navigation bar
Customising messages
Topic A: Message appearance
Topic B: Signatures
Topic C: Voting buttons
Topic D: Out-of-office messages
Mailbox organisation and management
Topic A: Setting rules
Topic B: Managing your mailbox
Topic C: Archiving and saving your mail
Organising items
Topic A: Folders
Topic B: Searching
Topic C: Advanced filtering
Topic D: Categories
Notes and Journals
Topic A: Recording information with notes
Topic B: Tracking activities with the Journal
Topic A: Sharing your calendar and contacts
Topic B: Staying informed with RSS

Topics covered will vary slightly depending upon the version you are using, e.g. 2010, 2013, 2016, 2019 or 365.


Before taking this course, you should be familiar with personal computers and the use of a keyboard and a mouse. Furthermore, this course assumes that you've completed the following courses or have equivalent experience: Outlook: Basic

Target Audience

The target student for this course should know the basics of using Microsoft Outlook. You will get the most out of this course if your goal is to learn advanced techniques for managing the mailbox, create and work with notes and Journal entries, schedule and manage meetings, share Outlook content, and customize templates and forms.

Certification Track

For comprehensive training, you should complete all of the following courses: Outlook: Basic and Outlook: Advanced.


What's new in Outlook 2016 for Windows

Outlook 2016 for Windows has all the tools and functionality you've used before, as well as new and improved features for professional email, calendar, contacts, and task management to help you communicate faster and easier.
Here are some of the top new and improved features you'll find in Outlook 2016:

Email attachments

With Outlook 2016, you can save time by easily attaching documents that you most recently used to your emails from the Ribbon. When you attach files from OneDrive, OneDrive for Business or SharePoint, you can share them as View only, or give the recipients Edit permissions, which helps them collaborate easily on one copy that everyone works on.

Outlook 2016 Groups (Office 365 work or school account)

With Outlook 2016 you can use Groups instead of distribution lists to communicate and collaborate with your team members.
Groups are the better way to collaborate because:
You can create groups with a few clicks and organize them around topics and conversations to work with your teams.
With Groups in Outlook 2016, teams now have a shared place for all their email conversations with full history, allowing teams to engage with members right from the Group’s inbox, create team events, join existing Groups or create new ones.
You can add a group as a favorite just like a folder. Adding a group as a favorite gives you full access to conversation history when you are offline.
Get access to past conversations and history for Groups you have joined or added as a member.
Within the Groups shared space, messages are grouped together for each conversation to facilitate quick communication with your team. You can "Like" a message within a conversation and post a quick reply to have a quick back and forth conversations with your team.
You can also receive social notifications in Outlook when someone "Likes" your message.
Schedule meetings on a group calendar that everyone in group can update.
You can access a group’s conversation in your Inbox by subscribing to a group. This makes it behave like a distribution list. You can also unsubscribe at any time.
Manage groups from Outlook by adding or removing members.


Outlook 2016 email search is faster, more reliable and provides improved performance. You can seamlessly search email across your local computer, Exchange 16 server or Office 365 Mailbox.
Outlook makes it easier to find email by offering keyword and people suggestions based on your mailbox content from Exchange 2016. You can quickly find email from someone that you've been exchanging emails with or a project you’re working on. Simply start typing someone's name or a keyword in the search box to see suggestions from Exchange 2016.

Use Clutter to sort low priority messages

Clutter helps you move low priority messages out of your Inbox so that you can easily scan for important messages. Clutter analyzes your emails, and based on your past behavior, determines the messages that you’re most likely to ignore. It then automatically moves those messages to a folder called Clutter so that you can review them later.
You can even help Clutter learn your preferences faster by manually moving items in or out of the Clutter folder.

New Chinese and Japanese Default Fonts

In Office 2016, existing Japanese and Simplified Chinese fonts have been updated with a Unified modern look and feel across the primary authoring apps: Excel, Word, PowerPoint, Outlook Mail and OneNote.

EAI (Email Address Internationalization)

EAI is a Outlook 2016 feature that enables you to send mail to, or receive mail from any email addresses regardless of the language of the email address. International addresses work just like English email addresses, so you reply, send, and compose emails the same way.

If you own international email addresses, you can configure them and use all the features of Outlook 2016. Office 365 doesn’t support creation of international address at the time of the release of Outlook 2016. However, if you're an Office 365 user, you can send mail to and receive email from any international address. We recommend that you use Unicode Outlook data files (pst and ost files) when using EAI.

Tell Me

Tell Me brings features and help topics to your fingerprints, and saves you the time you would normally use to look for a specific function on the Ribbon. You can type what you’re looking for in the Tell Me what you want to do box at the top of the Ribbon, and see results as soon as you start typing. Every keystroke refines the results so that you can choose what you’re looking for as soon as you see it. It will also give you the option to read help topics on the feature you're looking for, if you need more information. For example, type Reading in the box and Tell Me will bring back the Reading Pane command, which lets you choose your reading pane options. Or try typing Print and choose one of the options.
When you click in the Tell Me box, you'll also see a list of the last five commands you ran from within Tell Me, saving you time getting to the feature you want faster.