How to Download and Install Microsoft 365 Outlook on Your PC or Mac
Microsoft 365 Outlook is a powerful and versatile email and calendar application that can help you stay connected, organized, and productive. Whether you need it for personal or professional use, Microsoft 365 Outlook can offer you many features and benefits that will make your life easier. In this article, we will show you how to download and install Microsoft 365 Outlook on your PC or Mac, as well as how to use it for email and calendar management.
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What is Microsoft 365 Outlook and why you need it
Microsoft 365 Outlook is a part of the Microsoft 365 suite of applications that includes Word, Excel, PowerPoint, OneNote, OneDrive, Teams, and more. Microsoft 365 Outlook is an email and calendar application that allows you to send, receive, and manage your emails, as well as keep track of your appointments and events. You can also access other Microsoft 365 apps from within Outlook, such as Word, Excel, PowerPoint, OneNote, Teams, etc.
Some of the reasons why you might need Microsoft 365 Outlook are:
You want to have a reliable and secure email service that protects your data and privacy.
You want to have a unified inbox that can handle multiple email accounts from different providers.
You want to have a smart and intuitive email interface that helps you sort, filter, search, and organize your emails.
You want to have a built-in calendar that syncs with your email and other apps, and lets you schedule events and appointments with ease.
You want to have access to other Microsoft 365 apps that can enhance your email and calendar experience, such as Word, Excel, PowerPoint, OneNote, Teams, etc.
Microsoft 365 Outlook features and benefits
Some of the features and benefits that Microsoft 365 Outlook offers are:
It works seamlessly with your existing email accounts from Gmail, Yahoo, iCloud, Hotmail, etc.
It has an ad-free interface that lets you focus on your emails without distractions.
It has advanced security features that protect your emails from phishing scams, viruses, malware, ransomware, etc.
It has intelligent tools that help you draft emails faster, summarize threads, catch up on important conversations, etc.
It has a built-in calendar that lets you create events and appointments with reminders, invitations, attachments, etc.
It has a cloud storage service that lets you store and share files online with OneDrive.
It has a collaboration platform that lets you chat and work with others online with Teams.
It has access to other Office apps that let you create and edit documents online with Word, Excel, PowerPoint, OneNote, etc.
Microsoft Microsoft 365 Outlook system requirements
Before you download and install Microsoft 365 Outlook, you need to make sure that your PC or Mac meets the minimum system requirements. Here are the system requirements for Microsoft 365 Outlook according to Microsoft's website:
Component
PC
Mac
Operating system
Windows 10, Windows 8.1, Windows Server 2019, Windows Server 2016
One of the three most recent versions of macOS
Processor
1.6 GHz or faster, 2-core (Intel or AMD)
Intel processor
Memory
4 GB RAM; 2 GB RAM (32-bit)
4 GB RAM
Hard disk
4 GB of available disk space
10 GB of available disk space; HFS+ hard disk format (also known as macOS Extended) or APFS
Display
1280 x 768 screen resolution (32-bit requires hardware acceleration for 4K and higher)
1280 x 800 screen resolution
Graphics
Graphics hardware acceleration requires DirectX 9 or later, with WDDM 2.0 or higher for Windows 10 (or WDDM 1.3 or higher for Windows 10 Fall Creators Update).
No graphics requirements.
Internet connection
A broadband internet connection is required to download and install Microsoft 365 Outlook, as well as to access online features.
A broadband internet connection is required to download and install Microsoft 365 Outlook, as well as to access online features.
How to sign in to download Microsoft 365 Outlook
To download Microsoft 365 Outlook, you need to sign in with a Microsoft account, a work or school account, or a product key, license, or discount program. Here are the steps for each option:
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If you have a Microsoft account
A Microsoft account is a personal account that you can use to access various Microsoft services, such as Outlook.com, OneDrive, Skype, Xbox Live, etc. If you have a Microsoft account, follow these steps to download Microsoft 365 Outlook:
Go to .
Sign in with your Microsoft account email and password.
Select your country or region and language.
Select the Microsoft 365 plan that you want to download. You can choose between Microsoft 365 Family, Microsoft 365 Personal, or Microsoft 365 for Business.
If you have a subscription, you can download Microsoft 365 Outlook without any additional cost. If you don't have a subscription, you can purchase one or start a free trial.
Click on the Install button and follow the instructions to download and install Microsoft 365 Outlook on your PC or Mac.
If you have a work or school account
A work or school account is an account that is provided by your organization or institution to access various Microsoft services, such as Outlook.com, OneDrive, Teams, etc. If you have a work or school account, follow these steps to download Microsoft 365 Outlook:
Go to .
Sign in with your work or school account email and password.
Select the Office app icon in the upper left corner of the page.
Select Office 365 apps from the drop-down menu.
Select the language and version (32-bit or 64-bit) that you want to download.
Click on the Install button and follow the instructions to download and install Microsoft 365 Outlook on your PC or Mac.
If you have a product key, license, or discount program
A product key is a 25-character code that comes with your purchase of Microsoft 365 Outlook. A license is a digital entitlement that grants you the right to use Microsoft 365 Outlook. A discount program is a special offer that allows you to get Microsoft 365 Outlook at a lower price. If you have any of these options, follow these steps to download Microsoft 365 Outlook:
Go to .
Enter your product key, license, or discount program code and click on the Next button.
Sign in with your Microsoft account or create a new one.
Select your country or region and language.
Select the Microsoft 365 plan that matches your product key, license, or discount program.
Click on the Install button and follow the instructions to download and install Microsoft 365 Outlook on your PC or Mac.
How to install Microsoft 365 Outlook on your PC or Mac
After you download Microsoft 365 Outlook, you need to install it on your PC or Mac. The installation process may vary depending on your device and version. Here are the general steps for each option:
If you have a PC
If you have a PC, follow these steps to install Microsoft 365 Outlook:
Locate the setup file that you downloaded from the Microsoft website. It should be in your Downloads folder or on your browser's download bar. The file name should start with "MicrosoftOffice" and end with ".exe".
Double-click on the setup file to run it. You may see a User Account Control prompt asking for permission to make changes to your device. Click on the Yes button to continue.
Wait for the installation to complete. You will see a message saying "You're all set! Office is installed now" and an animation showing you where to find Microsoft 365 Outlook on your PC.
Click on the Close button to exit the installation wizard.
How to choose between 32-bit and 64-bit versions
By default, Microsoft 365 Outlook will install the version that matches your device's architecture (32-bit or 64-bit). However, you can choose to install a different version if you prefer. Here are some reasons why you might want to do that:
You have a 64-bit device but you need to use 32-bit Microsoft 365 Outlook for compatibility reasons with some add-ins or third-party applications.
You have a 32-bit device but you want to use 64-bit Microsoft 365 Outlook for better performance and memory usage.
To choose between 32-bit and 64-bit versions, follow these steps before running the setup file:
Go to .
Sign in with your Microsoft account, work or school account, or product key, license, or discount program account.
Select Install Office from the top right corner of the page.
Select Other options from the drop-down menu.
Select the language and version (32-bit or 64-bit) that you want to install.
Click on the Install button and follow the instructions to download and install Microsoft 365 Outlook on your PC.
How to run the setup file and follow the instructions
To run the setup file and follow the instructions, follow these steps:
Locate the setup file that you downloaded from the Microsoft website. It should be in your Downloads folder or on your browser's download bar. The file name should start with "MicrosoftOffice" and end with ".exe".
Double-click on the setup file to run it. You may see a User Account Control prompt asking for permission to make changes to your device. Click on the Yes button to continue.
Wait for the installation to complete. You will see a message saying "You're all set! Office is installed now" and an animation showing you where to find Microsoft 365 Outlook on your PC.
Click on the Close button to exit the installation wizard.
How to activate Microsoft 365 Outlook after installation
To activate Microsoft 365 Outlook after installation, follow these steps:
Open Microsoft 365 Outlook from your Start menu or taskbar.
You may see an activation wizard asking you to sign in with your account. If so, enter your email and password and click on the Next button.
You may also see a license agreement asking you to accept the terms and conditions. If so, check the box and click on the Accept button.
You may also see a welcome screen asking you to choose a theme and take a tour. If so, select your preferences and click on the Next button.
You should now see your Microsoft 365 Outlook interface ready to use.
If you have a Mac
If you have a Mac, follow these steps to install Microsoft 365 Outlook:
Locate the installer file that you downloaded from the Microsoft website. It should be in your Downloads folder or on your browser's download bar. The file name should start with "Microsoft_Office" and end with ".pkg".
Double-click on the installer file to open it. You may see a security warning asking you to confirm that you want to open it. Click on the Open button to continue.
Follow the instructions on the screen to agree to the license agreement, select the destination, and customize the installation.
Wait for the installation to complete. You will see a message saying "The installation was successful" and a button to close the installer.
Click on the Close button to exit the installer.
How to download the installer file and open it
To download the installer file and open it, follow these steps:
Go to .
Sign in with your Microsoft account, work or school account, or product key, license, or discount program account.
Select Install Office from the top right corner of the page.
Select Office 365 apps from the drop-down menu.
Select the language and version (32-bit or 64-bit) that you want to download.
Click on the Install button and follow the instructions to download the installer file on your Mac.
Locate the installer file that you downloaded from the Microsoft website. It should be in your Downloads folder or on your browser's download bar. The file name should start with "Microsoft_Office" and end with ".pkg".
Double-click on the installer file to open it. You may see a security warning asking you to confirm that you want to open it. Click on the Open button to continue.
How to drag the Office icon to the Applications folder
To drag the Office icon to the Applications folder, follow these steps:
After you open the installer file, you will see a window with an Office icon and an Applications folder icon.
Drag the Office icon to the Applications folder icon and release it. This will copy Microsoft 365 Outlook and other Office apps to your Applications folder.
You can also double-click on the Office icon to open it and then drag it to your Dock for easy access.
How to launch Microsoft 365 Outlook and sign in with your account
To launch Microsoft 365 Outlook and sign in with your account, follow these steps:
Open Microsoft 365 Outlook from your Applications folder or Dock.
You may see a welcome screen asking you to sign in with your account. If so, enter your email and password and click on the Next button.
You may also see a license agreement asking you to accept the terms and conditions. If so, check the box and click on the Accept button.
You may also see a welcome screen asking you to choose a theme and take a tour. If so, select your preferences and click on the Next button.
You should now see your Microsoft 365 Outlook interface ready to use.
How to use Microsoft 365 Outlook for email and calendar management
Now that you have installed Microsoft 365 Outlook on your PC or Mac, you can start using it for email and calendar management. Here are some of the basic tasks that you can do with Microsoft 365 Outlook:
How to set up your email account in Microsoft 365 Outlook
To set up your email account in Microsoft 365 Outlook, follow these steps:
Open Microsoft 365 Outlook and go to File > Add Account (PC) or Outlook > Preferences > Accounts (Mac).
Select your email provider from the list or click on Other Email if your provider is not listed.
Enter your email address and password and click on Connect (PC) or Add Account (Mac).
Follow the instructions on the screen to complete the setup process. You may need to enter some additional information, such as your name, server settings, etc.
You should now see your email account added to Microsoft 365 Outlook. You can repeat these steps to add more email accounts if you want.
How to send, receive, and organize your emails in Microsoft 365 Outlook
To send, receive, and organize your emails in Microsoft 365 Outlook, follow these steps:
To send an email, click on the New Email button on the Home tab (PC) or the New button on the toolbar (Mac). Enter the recipient's email address, subject, and message. You can also add attachments, images, links, etc. by using the options on the Message tab (PC) or the Format menu (Mac). When you are done, click on the Send button.
To receive an email, click on the Send/Receive button on the Home tab (PC) or the Send & Receive button on the toolbar (Mac). You can also set up Microsoft 365 Outlook to automatically check for new emails at regular intervals by going to File > Options > Advanced > Send and receive (PC) or Outlook > Preferences > General > Check for new messages (Mac).
To organize your emails, you can use folders, categories, flags, rules, etc. to sort, filter, and prioritize your emails. You can create and manage folders by using the options on the Folder tab (PC) or the Edit menu (Mac). You can assign and manage categories by using the options on the Home tab (PC) or the Message menu (Mac). You can set and manage flags by using the options on the Home tab (PC) or the Flag button on the toolbar (Mac). You can create and manage rules by going to File > Manage Rules & Alerts (PC) or Outlook > Preferences > Rules (Mac).
How to use Microsoft 365 Outlook's built-in calendar to schedule events and appointments
To use Microsoft 365 Outlook's built-in calendar to schedule events and appointments, follow these steps:
To create an event or appointment, click on the New Appointment button on the Home tab (PC) or the New Event button on the toolbar (Mac). Enter the subject, location, start and end time, and other details. You can also invite attendees, add attachments, set reminders, etc. by using the options on the Appointment tab (PC) or the Event menu (Mac). When you are done, click on the Save & Close button.
To view your calendar, click on the Calendar button on the Navigation pane (PC) or the Calendar icon on the Dock (Mac). You can switch between different views, such as Day, Week, Month, etc. by using the options on the Home tab (PC) or the View menu (Mac). You can also navigate between different dates by using the arrows on the top left corner of the calendar.
To edit or delete an event or appointment, double-click on it in your calendar. You can make changes to any of the details and click on the Save & Close button to update it. You can also click on the Delete button to remove it from your calendar.
How to sync your Microsoft 365 Outlook data across your devices
To sync your Microsoft 365 Outlook data across your devices, follow these steps:
Make sure that you have signed in with the same account on all your devices that have Microsoft 365 Outlook installed.
Make sure that you have enabled sync settings for your account by going to File > Office Account > Sync Settings (PC) or Outlook > Preferences > Accounts > Sync Services (Mac).
Make sure that you have an internet connection on all your devices.
Microsoft 365 Outlook will automatically sync your data across your devices whenever you make changes or receive new emails. You can also manually sync your data by clicking on the Send/Receive button on the Home tab (PC) or the Send & Receive button on the toolbar (Mac).
Conclusion and FAQs
In this article, we have shown you how to download and install Microsoft 365 Outlook on your PC or Mac, as well as how to use it for email and calendar management. We hope that you have found this article helpful and informative. If you have any questions or feedback, please feel free to contact us.
Here are some of the frequently asked questions (FAQs) that you might have about Microsoft 365 Outlook:
Q: How much does Microsoft 365 Outlook cost?
A: Microsoft 365 Outlook is included in the Microsoft 365 subscription plans, which vary in price depending on the features and number of users. You can check the current prices and plans on the . You can also try Microsoft 365 Outlook for free for one month by signing up for a trial.
Q: How do I update Microsoft 365 Outlook?
A: Microsoft 365 Outlook will automatically update itself whenever there are new features or improvements available. You can also manually check for updates by going to File > Account > Update Options (PC) or Help > Check for Updates (Mac).
Q: How do I uninstall Microsoft 365 Outlook?
A: To uninstall Microsoft 365 Outlook, you need to remove the entire Microsoft 365 suite of applications from your device. To do that, follow these steps:
If you have a PC, go to Control Panel > Programs > Programs and Features. Select Microsoft 365 and click on the Uninstall button. Follow the instructions on the screen to complete the process.
If you have a Mac, go to Finder > Applications. Drag the Microsoft Office folder to the Trash. Empty the Trash to complete the process.
Q: How do I recover deleted emails in Microsoft 365 Outlook?
A: To recover deleted emails in Microsoft 365 Outlook, follow these steps:
Go to your Deleted Items folder and look for the email that you want to recover.
Right-click on the email and select Move > Other Folder (PC) or Move > Choose Folder (Mac).
Select the folder where you want to move the email and click on the OK button.
If you don't see the email in your Deleted Items folder, it may have been permanently deleted. In that case, you can try to recover it from the Recoverable Items folder by going to Home > Recover Deleted Items from Server (PC) or Tools > Recover Deleted Items (Mac). Select the email that you want to recover and click on the Restore Selected Items button.
Q: How do I add a signature to my emails in Microsoft 365 Outlook?
A: To add a signature to your emails in Microsoft 365 Outlook, follow these steps:
Go to File > Options > Mail > Signatures (PC) or Outlook > Preferences > Signatures (Mac).
Click on the New button and enter a name for your signature.
Type or paste your signature text in the Edit Signature box. You can also format your signature with fonts, colors, images, links, etc.
Select the email account that you want to use your signature with from the E-mail account drop-down menu.
Select when you want to add your signature to your emails from the New messages and Replies/forwards drop-down menus.
Click on the OK button to save your signature.
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