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Microsoft Outlook
1) Explain what is IMAP (Internet Message Access Protocol)?
IMAP means Internet Message Access Protocol; it is a standard protocol for using e-mail
service from your local server.

2) Explain what is POP3 protocol?

POP3 means Post Office Protocol 3 is a protocol that offers a simple way for users to use
mailboxes and download messages to their computers. It allows users to download mails from the
mail server to the local server and enables you to read the mail even if you are offline.

3) Explain what is SMTP protocol?

SMTP or Simple Mail Transfer Protocol allows you to send emails and not to receive them, it act
as Mail Transfer Agent (MTA) to deliver your e-mail to the recipient‘s mail server.

4) Explain how to create an e-mail signature in an Outlook?

To set an e-mail signature in an Outlook

 In the main menu under TOOLS, click on OPTIONS
 Go to the MAIL FORMAT tab and click signature
 Under signature tab, click NEW
 Type the new signature‘s desired name and the click OK
 Type the desired text of your under ―EDIT SIGNATURE‖ and then click OK and click OK
again

5) Explain what is new in Outlook 2013?

In Outlook 2013, the new feature includes

 Preview message in the message list: You can figure it out from the message list itself,
what message to read and what to be ignored, as you can see a little description of mail on the
mailing list.
 Quicker respond with inline replies: Just with one click you can reply to the mail sender
and act as a real-time chat

6) Explain how you can access AOL e-mail account with Outlook?

 Select tools, from account settings in the main menu in Outlook

 Go to the e-mail tab option and then click NEW
 Ensure that Microsoft Exchange, POP3, IMAP or HTTP is selected
 Click Next
 Type your name and enter your full AOL e-mail address
 Click next, and after that make sure internet E-mail is selected
 Click next again
 Now select IMAP under account type
 Under incoming mail server type ―imap.aol.com‖
 Under outgoing mail server (SMTP) enter ―smtp.aol.com‖
 Enter your AOL screen name under user name and then enter your AOL password
 Tap on more settings and go to outgoing server tab
 Make sure ―My outgoing server‖ (SMTP) request authentication is checked
 Now go to the ―Advanced‖ tab, under server port numbers type ―587‖ for outgoing server
(SMTP). After that click OK, now click Next and then click Finish and then click close.
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7) Explain how to purge deleted messages automatically in Outlook?

To purge deleted messages automatically in Outlook

 Open the folder in the IMAP account you want to set up for automation purging
 Choose – edit ->Purge ->Purge Options from the main menu
 Ensure Purge items when switching folders while online is checked
 Click OK

8) Mention what is the short cut for switching to tasks and switching to mail in Outlook
2013?
 Short cut for switching to tasks: Ctrl+4
 Short cut for switching to mail: Ctrl+1

9) In Outlook 2013, how you can disable in line reply in the reading panel?

Outlook 2013 entitles you to directly write your reply to the mail in the reading panel itself, which is
referred as ―in line reply‖. In order to disable the inline reply, you have to enable the option for
regular message editor window instead of in line reply.
File -> Options -> Mail -> Replies and Forwards -> open replies and forwards in a new window

10) How to block any e-mail address in Outlook.com?

You have to add the e-mail address of unwanted sender into your Outlook.com list, in order to do
that
 Click the settings options in your Outlook.com‘s toolbar
 Select more mail settings from the menu
 Under preventing junk e-mail option follow the safe and blocked senders link
 Tap on Blocked Senders
 Now here you can enter the unwanted e-mail address that has to be blocked

11) Mention how you can change mail format in MS OUTLOOK?

To change the mail format in Outlook,

 Tap on the tools from the main menu
 It will open a window, select Options from the window
 It will open another window, showing mail set up and mail format — Click on Mail Format
option
 Scroll down for a different format and select the format you want like rich text, plain text and
HTML
 Click OK

12) Explain how you can manage archive settings in Microsoft Outlook?

To manage archive setting in MS Outlook,

 Tap on tools from the main window
 Then click on ―options‖ tab, it will open a window showing ―Spelling‖ and ―Other‖
 Click on ―Other‖ tab and select Auto-Archive
 It will open window with all options like run auto-archive, prompt before auto-archive runs,
delete expired items, archive or delete old items, etc.
 Once you have set the options and setting, click ok at the end
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13) In MS Outlook how you can create recurring meeting?

To create a recurring meeting request

 In the main window, tap on options NEW, now click the arrow right of the NEW button and
select Meeting Request
 Click on options and then recurrence
 Select the type of details from your options and then click OK
 Enter the recipient‘s mail address and then click send

14) Explain how you can manage junk mails in MS Outlook?

 Go to the main menu, tap on tools option and select ―options‖ tab
 It will open a window, under preference tab; you will have the option, ―Junk E-mail‖ and ―E-
mail options.‖
 If you click on ―junk e-mail‖ option, it will open another window
 In this window, you can choose the option and click on the checker‘s box the way you
required like ―permanently delete suspected junk emails‖ or ―disable links and other
functionality in phishing messages.‖
 In the end, tap on ―Apply‖ and then click ―OK‖.

15. What is Outlook?

Ans. Microsoft Outlook is the name of a software program that combines your e-mail, calendar,
meetings/appointments, contacts, address book and tasks.

16.How to empty The Trash And Remove Deleted Items?

Ans. Tools > Options > “Other” Tab > Check “Empty the Deleted items folder upon existing”
When your mail is deleted it goes into the Deleted items folder which is similar to your trash in
Eudora. The major difference is, once you empty your deleted items it will be recoverable for 14
days. Anything that‘s been deleted for 14 days can no longer be recovered.

17. How to Create an Address Book?

Ans. If you highlight any email address and right click it, you will get a context menu. On that
menu select Add email address to contact list.
When in the Contact window, you might have several contacts. There is on address book in your
Personal Folder and there is one for main mailbox, which also will be available to you in the Web
client. So your address book can follow you.

18. How to Create a Signature?

Ans. Options > Mail Format > Signature or Click the signature icon when composing the message.
 Type the signature name
 Type in the Signature content
 Select the Default Signature for New messages and for Reply/Forwards.

19. How to Create Folders to Organize My Mail?

Ans.To do this right-click your main mailbox or personal folder list. Select New Folder. Name the
Folder and click OK.
To move mail into the folder simply click and drag it into the folder. Ctrl + Click lets you select
multiple messages that aren‘t necessarily next to each other and Shift + Click lets you select a
series of messages. Then you can drag and drop those messages into the new folder.

20. What is Personal Storage Table (PST)?

Ans. A Personal Storage Table is an Open Proprietary file format used to store copies of
messages, calendar events, and other items within Microsoft software such as Microsoft
Exchange Client, Windows Messaging, and Microsoft Outlook.
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21. What is OST file?
Ans. An OST file (.ost) is an offline folder file in Microsoft Outlook. Offline folders make it possible
for the user to work offline and then to synchronize changes with the exchange server the next
time they connect.

22. What is the difference between an OST and PST file?

a) The basic difference between OST and PST is that OST files are used to save data for offline
use and are stored in MS Exchange Server. Whereas PST files are personal folder data and
storage on client‘s hard disk.

23. Where are Outlook PST files?

Ans. Windows 10 drive:\Users\<username>\AppData\Local\Microsoft\Outlook

24. Outlook has many tools that can do many thing. Which one of the following tasks is Outlook
NOT designed to do?
a) send out a newsletter b) balance your checkbox
c) arrange an online meeting d) keep track of your contacts
Ans. b

25. The CEO of your company just sent mail to all 10,000 of your fellow employees. You want to
reply to her and say, ―Thanks!‖. Which button should you click?
a) Reply b) Reply all
c) Reply with meeting d) Forward
Ans. a

26. Which tool would you use to view the calendars of your entire team at the same time?
a) Daily task list b) Share calendar
c) Scheduling assistant d) Open calendar
Ans. c

27. There are 10 people on your team and you write them frequently. What is the easiest way to
write all 10 teammates without having to type their names into each email message?
a) create a Category for your team b) create a Group for your team
c) create a Rule for your team d) None of these
Ans. b

28. What does the Clean-up button do?

a) It removes inappropriate language from your email
b) it hides all unnecessary formatting from your email
c) it removes redundant email from conversations or folders
d) All of these
Ans. c

29. Your manager just sent you a detailed list of deliverables that she wants you to review and
then discuss in person. What is the most efficient way to do this?
a) reply to the email and then create a new appointment and copy in the deliverables
b) click the reply with meeting button
c) click the reply with IM button
d) right click the mail and click follow UP
Ans. b
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30. We can show tasks by many different data periods – how do we change the work week for
employees that work from Tuesday to Saturday?
a) In calendar view use the arrange dialogue launcher button and choose the days we want
b) In week view drag the working days into the work week bar
c) In week calendar view, right click the days needed and choose ‗set as work day‘
d) Don‘t Know
Ans. a

31. You need to arrange a meeting for all employees in a particular department – do you
a) Call up the members contact detains in the address book, and send them an email with the date
and time of the meeting?
b) Click the send and receive button, in the group email section click on the group, then choose
meeting
c) Right click the calendar and choose new meeting request, then complete the form and choose
send
d) Don‘t know
Ans. c

32. You want to set up a button to automatically send an email you‘ve received on to your
manager, rather than have to manually choose their name every time. Would you
a) Click the forward button on the home tab then from the file tab choose save as button
b) Click the home tab and choose to manger from quick steps
c) Click the send/receive tab and choose forward to address book member
d) Don‘t know
Ans. b

33. What‘s an effective and efficient way to send the same email message to a group of people?
a) Create a distribution list
b) Use the Bcc field
c) Send the message over and over
d) List every person‘s email address in The ―To‖ field
Ans. a

34. If Outlook shows only one day‘s schedule in the calendar, how can you make it show several
days?
a) Click one of the toolbar buttons preset for longer times
b) Drag to increase the column size for the area that shows the day
c) Make more room in the Calendar window by closing the Outlook Bar
d) None of these
Ans. a

35. The fastest way to place an email into a folder you have created is…..
a) Right click the email message and choose ‗Move to folder.‘,then click on the folder and click OK
b) click and drag the message into the folder
c) Go to the Edit menu and choose ―Move to folder..‖
d) None of these
Ans. b

36. We can request a receipt to show an email has been read by

a) Right clicking the send button and choosing send with receipt
b) Click the send/receive tab, and click the receipted mail button
c) Click the options tab from the message window and choose request receipt
d) Don‘t know
Ans. c
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37. We can set the reading pane under the email list by –
a) From the view tab click the reading pane button and choose bottom
b) From the home tab click tools, choose options and click the reading pane button for below list
c) Click the file tab, and choose PowerPoint preferences then click the button for pane under text
d) None of these
Ans. a

38. On the task list, to arrange tasks in date order, then in alphabetical order we
a) Click at the top of the date column, then on the top of the subject column
b) Use the file menu, and choose the date arrange command
c) Use the view tab and use the view settings button
d) None of these
Ans. c

39. What are categories?

a) ways to assign a colour code and name to an item to help find that item later and group it with
other similar items
b) Different types of data, like appointments, to do tasks, email messages etc
c) A quick classification system for contacts, for example into business and personal
d) None of these
Ans. a

40.Your boss sent you an important account code by mail two months ago. Unfortunately, you
haven‘t been sorting or deleting your mail and there are currently over 41,000 mails in your inbox.
You need that account code now. What is the quickest way to find it?
a) Look through the ―Important mail from my boss‖ folder
b) Sort by ―From‖ and then look at all other mail from your boss
c) Search on key words related to the account code and your boss‘s name
d) Sort by date and then look through mail from two months ago
Ans. c

41. To mark all contents of a folder as read, you would

a) Click the Folder tab, and choose mark all as read from the clean up group
b) Press Ctrl + Alt + R
c) Click the filter email button and choose Mark all
d) None of these
Ans. a

42. There are three Outlook commands you personally use or toggle all day long: Work Offline,
High Priority, and Center Text. How can you keep these three commands visible at all times?
a) color code the three command buttons
b) add the three commands to Favorites
c) add the three commands to the Quick Access toolbar
d) None of these
Ans. c

43. You have 48 different folders for various projects but you only use three on a regular basis.
How can you keep those folders visible and easily accessible?
a) color code the three folders
b) add the three folders to your favorites
c) name the three folders with CAPITOL letters
d) None of these
Ans. b
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1. What is an Outlook?

2. What is the extension of MS Outlook mail file?

a) PST b) DOC c) EXE d) Mail

3. PST Stands for______ .

a) Personal Storage Table b) Private storage table
c) Personal storage type d) Private storage type

4. What does a PST file contain?

5. How many color categories does Outlook provide

a) Six b) New Items button c) double click d) File as

6) Mention what is the short cut used to undelete a message in an Outlook?

a) Ctrl + X b) Ctrl + Z c) Ctrl + C d) Ctrl + D

7) Mention what is the shortcut in MS Outlook 2013 to switch on to the next message?
a) Ctrl + Period (.) b) Ctrl + > c) Ctrl + Tab d) Ctrl + N

8. To send a business letter to a group of contacts you should

a) In the contact view, click mail merge from the actions group
b) In the contact view, select the contacts to send the letter to, then right click and choose ‗except
to word‘
c) Start Microsoft Excel, and choose Merge Contacts from the mailing tab
d) Don‘t know

9. What is the easiest way to find out when a person has read an email from you?
a) Ask the person to reply back to your email
b) Check the read receipt box when sending the email
c) Call the recipient to ask if he/she got the email
d) Wait to see if you get a response

10. How can we ensure that a particular meeting on the calendar is only visible to you?
a) Right click the appointment and choose hide from the menu
b) Double click the appointment and choose private from the tags group
c) Double click the appointment and type p at the end of the start time
d) None of these

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