Outlook 2021: How to Download, Install, and Use the Latest Version of Microsoft's Email and Calendar App
Outlook is one of the most popular and powerful email and calendar apps in the world. It helps you stay connected, organized, and productive with your personal and professional communications. Whether you use it for work, school, or personal purposes, Outlook can help you manage your email messages, appointments, tasks, contacts, and more.
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But how do you get started with Outlook? And what are the benefits of using the latest version of Outlook, which is Outlook 2021? In this article, we will answer these questions and more. We will show you how to download, install, and use Outlook 2021 on your PC or Mac. We will also compare it with the previous version of Outlook, which is Outlook 2019, and highlight some of the new and improved features that make Outlook 2021 a better choice for your email and calendar needs.
What is Outlook 2021?
Outlook 2021 is the latest version of Microsoft's email and calendar app that is part of the Office suite of productivity software. It is available as a standalone product or as part of a Microsoft 365 subscription plan. It is compatible with Windows 11, Windows 10, or macOS operating systems.
Outlook 2021 is designed to help you better manage your inbox with new capabilities such as Instant Search, Translator, Ink, Stock Media, Hex Color Values, and more. It also includes all the features that you are used to from previous versions of Outlook, such as email signatures, junk mail filtering, archiving, Bcc (blind carbon copy), spellcheck, message reminders, calendar board, etc.
Outlook 2021 vs Outlook 2019: What are the differences?
If you are upgrading to Outlook 2021 from Outlook 2019, you might wonder what are the differences between the two versions. The main difference is that Outlook 2021 is the latest version of Outlook and it has some new and improved features that Outlook 2019 does not have. Some of these features are: Instant Search
Outlook 2021 has a faster and smarter search engine that helps you find what you need in your inbox, calendar, contacts, and tasks. You can use natural language queries, such as "emails from John last week" or "meetings with Mary next month", to get relevant results. You can also use filters, such as date, sender, attachment, etc., to narrow down your search. You can access the search box from anywhere in Outlook by pressing Ctrl+E or clicking on the magnifying glass icon.
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Translator and Ink
Outlook 2021 has a built-in translator that lets you translate email messages and calendar events into different languages. You can choose from over 70 languages and see the translation in a side panel or in a separate window. You can also reply to a message in the same language as the original sender or in your preferred language. To use the translator, you need to have an internet connection and a Microsoft 365 subscription.
Outlook 2021 also supports ink, which means you can use a digital pen or your finger to write or draw on your email messages and calendar events. You can use ink to add annotations, comments, signatures, sketches, etc. to your communications. You can also convert your ink to text or shapes if you want. To use ink, you need to have a touch-enabled device and a digital pen or stylus.
Stock Media
Outlook 2021 has a new feature that allows you to insert stock images, icons, stickers, and cutout people into your email messages and calendar events. You can access these media assets from the Insert tab on the ribbon. You can browse through thousands of high-quality images and graphics that are free to use for personal and commercial purposes. You can also search for specific keywords or categories to find what you need. You can resize, rotate, crop, and apply effects to these media assets as you like.
Hex Color Values
Outlook 2021 has a new option that lets you use hex color values to customize the colors of your email messages and calendar events. Hex color values are six-digit codes that represent different shades of colors. For example, #FF0000 is red, #00FF00 is green, and #0000FF is blue. You can use hex color values to create custom themes, backgrounds, fonts, borders, etc. for your communications. To use hex color values, you need to go to the Options tab on the ribbon and click on Colors.
Outlook 2021 System Requirements: What Do You Need to Run It?
Before you download and install Outlook 2021 on your PC or Mac, you need to make sure that your device meets the minimum system requirements for running it. Here are the system requirements for Outlook 2021 for Windows and Mac:
Windows Requirements
Processor 1.6 GHz or faster --- --- Memory 4 GB RAM; 2 GB RAM (32-bit) Hard disk 4 GB available disk space Display 1280 x 768 screen resolution Graphics DirectX 9 or later Operating system Windows 11; Windows 10; Windows Server 2019 Browser Microsoft Edge; Internet Explorer; Chrome; Firefox Internet connection Required for online features Mac Requirements
Processor Intel processor --- --- Memory 4 GB RAM Hard disk 10 GB available disk space Display 1280 x 800 screen resolution Graphics No graphics requirements Operating system The three most recent versions of macOS Browser Safari; Chrome; Firefox Internet connection Required for online features Outlook 2021 Price: How Much Does It Cost?
If you want to use Outlook 2021 on your PC or Mac, you have two options: buy it as a standalone product or get it as part of a Microsoft 365 subscription plan. Here are the prices for each option:
Standalone Outlook 2021
If you only want Outlook 2021 without any other Office apps, you can buy it as a standalone product for $139.99 (one-time purchase). This option gives you access to Outlook 2021 on one PC or Mac only. You will not get any updates or new features that Microsoft releases in the future. You will also not get any cloud services or online storage that Microsoft offers with its subscription plans.
If you want Outlook 2021 along with other Office apps, such as Word, Excel, PowerPoint, OneNote, etc., you can get it as part of a Microsoft 365 subscription plan. This option gives you access to Outlook 2021 and other Office apps on multiple devices (up to 5 PCs or Macs, 5 tablets, and 5 phones). You will also get regular updates and new features that Microsoft releases for its Office apps. You will also get cloud services and online storage, such as OneDrive, SharePoint, Exchange, Skype, Teams, etc.
There are different Microsoft 365 subscription plans for different needs and budgets. Here are some of the most popular ones:
Plan Price Features --- --- --- Microsoft 365 Personal $69.99/year or $6.99/month Outlook 2021 and other Office apps for one person; 1 TB of OneDrive storage; Skype minutes; advanced security features Microsoft 365 Family $99.99/year or $9.99/month Outlook 2021 and other Office apps for up to six people; 6 TB of OneDrive storage (1 TB per person); Skype minutes; advanced security features Microsoft 365 Business Basic $5/user/month (annual commitment) Outlook 2021 and other Office apps online only; email hosting with 50 GB mailbox; 1 TB of OneDrive storage per user; Teams, SharePoint, Exchange, etc.; business apps and tools Microsoft 365 Business Standard $12.50/user/month (annual commitment) Outlook 2021 and other Office apps for PC or Mac and online; email hosting with 50 GB mailbox; 1 TB of OneDrive storage per user; Teams, SharePoint, Exchange, etc.; business apps and tools Microsoft 365 Business Premium $20/user/month (annual commitment) Outlook 2021 and other Office apps for PC or Mac and online; email hosting with 50 GB mailbox; 1 TB of OneDrive storage per user; Teams, SharePoint, Exchange, etc.; business apps and tools; advanced security and device management How to Download and Install Outlook 2021 on Your PC or Mac
Once you have decided which option you want to use to get Outlook 2021, you can follow these steps to download and install it on your PC or Mac:
Step 1: Sign in to your Microsoft account or create one if you don't have one
To download and install Outlook 2021, you need to have a Microsoft account. A Microsoft account is a free account that gives you access to various Microsoft services and products. If you already have a Microsoft account, you can sign in with your email address and password. If you don't have a Microsoft account, you can create one by going to
Step 2: Go to the Office Products page and select Outlook 2021
After signing in to your Microsoft account, you need to go to the Office Products page by clicking on this link: On this page, you will see different options for getting Outlook 2021. You can choose to buy it as a standalone product or as part of a Microsoft 365 subscription plan. You can also compare the features and prices of different plans and products. Once you have selected the option that suits your needs and budget, click on the Buy Now or Subscribe Now button.
Step 3: Follow the instructions to complete the purchase and download process
After clicking on the Buy Now or Subscribe Now button, you will be taken to a checkout page where you need to enter your payment details and confirm your order. You can pay with a credit card, debit card, PayPal, or other methods depending on your region. You will also receive an email confirmation of your purchase with a receipt and a product key.
After completing the purchase process, you will be able to download Outlook 2021 on your PC or Mac. You will see a Download button on the confirmation page or in the email that you received. Click on the Download button to start downloading the setup file for Outlook 2021.
Step 4: Run the setup file and follow the prompts to install Outlook 2021 on your device
After downloading the setup file for Outlook 2021, you need to run it and follow the prompts to install Outlook and reply to an email message in Outlook 2021, follow these steps:
Select the email account that you want to use from the left pane of Outlook 2021 under the Accounts section.
Click on the Inbox folder to see the list of your received messages. You can also click on other folders, such as Junk Email, Drafts, Sent Items, etc., to see the messages in them.
Click on the message that you want to read. The message will open in the reading pane on the right side of the screen. You can also double-click on the message to open it in a new window.
To reply to the message, click on the Reply button on the top right corner of the reading pane or press Ctrl+R on your keyboard. A new window will open where you can write your reply. You can also click on the Reply All button to reply to all the recipients of the message or click on the Forward button to forward the message to someone else.
When you are done writing your reply, click on the Send button on the top left corner of the window or press Ctrl+Enter on your keyboard.
Your reply will be sent to the recipient and a copy of it will be saved in your Sent Items folder.
Use folders, flags, categories, and rules to organize your inbox
To organize your inbox and keep track of your important messages, you can use folders, flags, categories, and rules in Outlook 2021. Here are some of the ways you can use these features:
Folders: You can create custom folders to store your messages based on different criteria, such as sender, subject, project, etc. You can also move or copy messages from one folder to another by using drag and drop or by using the Move or Copy buttons on the ribbon. To create a new folder, right-click on any existing folder and select New Folder. To rename or delete a folder, right-click on it and select Rename or Delete.
Flags: You can use flags to mark your messages as important or urgent and to remind yourself to follow up on them later. You can also assign different colors and dates to your flags to prioritize them. To flag a message, right-click on it and select Flag or click on the flag icon next to it. To remove a flag, right-click on it and select Clear Flag or click on the flag icon again.
Categories: You can use categories to group your messages based on different topics, such as work, personal, family, etc. You can also assign different colors and names to your categories to identify them easily. To categorize a message, right-click on it and select Categorize or click on the category icon next to it. To create a new category, right-click on any existing category and select All Categories. To rename or delete a category, right-click on it and select Rename or Delete.
Rules: You can use rules to automate certain actions for your messages based on different conditions, such as sender, subject, attachment, etc. For example, you can create a rule to move all messages from a specific sender to a specific folder or to delete all messages with a specific word in the subject line. To create a rule, click on the Rules button on the Home tab of the ribbon and select Create Rule. To edit or delete a rule, click on the Rules button again and select Manage Rules & Alerts.
How to Use the Calendar in Outlook 2021 to Schedule Meetings and Events
Besides managing your email, Outlook 2021 also helps you manage your calendar and schedule meetings and events with others. Here are some of the basic tasks that you can do with your calendar in Outlook 2021:
Create and edit a calendar event
To create and edit a calendar event in Outlook 2021 , follow these steps:
Select the calendar that you want to use from the left pane of Outlook 2021 under the Calendar section. You can also create a new calendar by right-clicking on any existing calendar and selecting New Calendar.
Click on the New Appointment button on the Home tab of the ribbon or press Ctrl+N on your keyboard. A new window will open where you can enter the details of your event.
Enter the subject, location, start time, end time, and recurrence (if any) of your event in the boxes. You can also add a reminder, a category, a priority, and a status to your event by using the options on the ribbon.
If you want to invite others to your event, click on the Invite Attendees button on the ribbon and enter their email addresses in the To box. You can also check their availability by clicking on the Scheduling Assistant button on the ribbon and see their free/busy times on a grid.
If you want to add any notes, attachments, images, links, etc. to your event, you can type them in the body of the event. You can also use the Insert tab on the ribbon to add stock media, ink, translator, etc. to your event.
When you are done creating your event, click on the Save & Close button on the top left corner of the window or press Ctrl+S on your keyboard.
Your event will be saved in your calendar and a copy of it will be sent to the attendees if you invited any. You can also edit or delete your event by double-clicking on it in your calendar and making the changes or clicking on the Delete button on the ribbon.
Invite others to a calendar event and track responses
To invite others to a calendar event and track their responses in Outlook 2021, follow these steps:
Create a new event or open an existing one by double-clicking on it in your calendar.
Click on the Invite Attendees button on the ribbon and enter their email addresses in the To box. You can also check their availability by clicking on the Scheduling Assistant button on the ribbon and see their free/busy times on a grid.
Click on the Send button on the top left corner of the window or press Ctrl+Enter on your keyboard. Your event will be sent to the attendees and they will receive an email invitation with an option to accept, decline, or tentatively accept your event.
To track their responses, go to your Sent Items folder and open the email message that contains your event. You will see a Tracking button on the ribbon that shows how many people have accepted, declined, or tentatively accepted your event. You can also click on the Tracking button to see more details about each attendee's response.
You can also update or cancel your event by opening it from your Sent Items folder and making the changes or clicking on the Cancel Meeting button on the ribbon. You will need to send an update or a cancellation notice to the attendees by clicking on the Send Update or Send Cancellation button on the ribbon.
Share your calendar with others and view shared calendars
To share your calendar with others and view shared calendars in Outlook 2021, follow these steps:
To share your calendar with others, right-click on your calendar in the left pane of Outlook 2021 under the Calendar section and select Share Calendar. A new window will open where you can enter the email addresses of the people you want to share your calendar with. You can also choose the level of permission you want to give them, such as full details, limited details, availability only, etc. Click on Send to send your calendar invitation to them. They will receive an email message with a link to accept your invitation and view your calendar.
To view a shared calendar, click on the Open Calendar button on the Home tab of the ribbon and select From Address Book. A new window will open where you can search for the name or email address of the person who shared their calendar with you. Select their name and click on OK. Their calendar will appear in the left pane of Outlook 2021 under the Shared Calendars section. You can also view multiple shared calendars at the same time by checking or unchecking their names in the left pane.
How to Use the Contacts in Outlook 2021 to Store and Manage Your Personal and Professional Connections
Another feature of Outlook 2021 that can help you stay organized and connected is the Contacts. You can use the Contacts in Outlook 2021 to store and manage your personal and professional connections, such as friends, family, colleagues, clients, etc. Here are some of the basic tasks that you can do with your contacts in Outlook 2021:
Create and edit a contact or contact group
To create and edit a contact or contact group in Outlook 2021, follow these steps:
Select the Contacts folder from the left pane of Outlook 2021 under the Contacts section. You can also create a new contacts folder by right-clicking on any existing folder and selecting New Folder.
Click on the New Contact button on the Home tab of the ribbon or press Ctrl+N on your keyboard. A new window will open where you can enter the details of your contact, such as name, email address, phone number, address, etc. You can also add a picture, a category, a note, etc. to your contact by using the options on the ribbon.
If you want to create a contact group, which is a collection of contacts that you can email at once, click on the New Contact Group button on the Home tab of the ribbon or press Ctrl+Shift+L on your keyboard. A new window will open where you can enter a name for your contact group and add contacts to it by clicking on the Add Members button on the ribbon. You can also create a new contact from scratch or from an existing email message by using the options on the Add Members menu.
When you are done creating or editing your contact or contact group, click on the Save & Close button on the top left corner of the window or press Ctrl+S on your keyboard.
Your contact or contact group will be saved in your contacts folder and you can access it anytime by double-clicking on it.
Import and export contacts from other sources
If you have contacts stored in other sources, such as Gmail, Yahoo, iCloud, etc., you can import them into Outlook 2021 by following these steps:
Export your contacts from your other source as a CSV (comma-separated values) file and save it on your device.
Select the Contacts folder from the left pane of Outlook 2021 under the Contacts section.
Click on the File tab on the top left corner of the screen and select Open & Export.
Click on Import/Export and select Import from another program or file. Click on Next.
Select Comma Separated Values and click on Next.
Browse to the location where you saved your CSV file and select it. Click on Next.
Select the destination folder where you want to import your contacts, such as your Contacts folder or a new folder. Click on Next.
Click on Finish and wait for Outlook 2021 to import your contacts.
If you want to export your contacts from Outlook 2021 to another source, you can follow the same steps but select Export to a file instead of Import from another program or file in step 4.
Use contact cards to quickly access information and actions
One of the useful features of Outlook 2021 is the contact card, which is a small window that pops up when you hover over a contact's name or picture in your email, calendar, or contacts. The contact card shows you some basic information about the contact, such as their name, email address, phone number, etc. You can also see their availability status, such as free, busy, away, etc., if they are using Outlook or Skype. You can also perform some quick actions from the contact card, such as sending an email, scheduling a meeting, making a call, etc. To use the contact card, follow these steps:
Hover over a contact's name or picture in your email, calendar, or contacts. A contact card will pop up with some information and actions.
Click on the information or action that you want to see or do. For example, you can click on their email address to send them an email or click on their phone number to make a call.
To see more information or actions, click on the More button on the bottom right corner of the contact card. A new window will open with more details and options for the contact.
You can also access the contact card by right-clicking on a contact's name or picture and selecting Contact Card.
Conclusion
Outlook 2021 is a powerful and versatile email and calendar app that can help you stay connected, organized, and productive with your personal and professional communications. It has many new and improved features that make it better than the previous version of Outlook, such as instant search, translator, ink, stock media, hex color values, etc. It also has all the features that you are used to from previous versions of Outlook, such as email signatures, junk mail filtering, archiving, Bcc (blind carbon copy), spellcheck, message reminders, calendar board, etc.
To use Outlook 2021, you need to download and install it on your PC or Mac. You can buy it as a standalone product or as part of a Microsoft 365 subscription plan. You also need to set up your email account in Outlook 2021 and start using it to send, receive, and organize your emails. You can also use Outlook 2021 to manage your calendar and schedule meetings and events with others. You can also use Outlook 2021 to store and manage your contacts and quickly access information and actions from them.
We hope this article has helped you understand how to download, install, and use Outlook 2021 on your PC or Mac. If you have any questions or feedback about Outlook 2021 , please feel free to leave a comment below or contact us through our website. We would love to hear from you and help you with any issues or suggestions you may have. Thank you for choosing Outlook 2021 as your email and calendar app.
FAQs
Here are some of the frequently asked questions about Outlook 2021 and their answers:
Q: How do I update Outlook 2021 to the latest version?
A: If you have Outlook 2021 as part of a Microsoft 365 subscription plan, you will get automatic updates and new features for Outlook 2021 as they are released by Microsoft. You don't need to do anything to update Outlook 2021. However, you can check for updates manually by clicking on the File tab on the top left corner of the screen and selecting Account. Then, click on Update Options and select Update Now.
If you have Outlook 2021 as a standalone product, you will not get automatic updates or new features for Outlook 2021. You will need to buy the next version of Outlook when it is released by Microsoft if you want to get the latest features and improvements.
Q: How do I sync Outlook 2021 with my phone or tablet?
A: If you want to sync your email, calendar, and contacts from Outlook 2021 with your phone or tablet, you need to download and install the Outlook app on your device. The Outlook app is available for iOS and Android devices and it is free to use. You can download it from the App Store or Google Play Store. Once you have installed the Outlook app on your device, you need to sign in with your Microsoft account and add your email account to it. You can then access your email, calendar, and contacts from your device and sync them with Outlook 2021 on your PC or Mac.
Q: How do I backup and restore my Outlook 2021 data?
A: If you want to backup and restore your Outlook 2021 data, such as your email messages, calendar events, contacts, etc., you need to use the Export and Import features in Outlook 2021. You can export your data as a PST (Personal Storage Table) file and save it on your device or an external storage device. You can then import your data from the PST file into Outlook 2021 or another device. To export and import your data in Outlook 2021, follow these steps:
Click on the File tab on the top left corner of the screen and select Open & Export.
Click on Import/Export and select Export to a file. Click on Next.
Select Outlook Data File (.pst) and click on Next.
Select the folder that contains the data that you want to export, such as your Inbox, Calendar, Contacts, etc. You can also select Include subfolders if you want to export all the subfolders under the selected folder. Click on Next.
Browse to the location where you want to save your PST file and enter a name for it. You can also choose an option to replace duplicates, allow duplicates, or do not export duplicates. Click on Finish.
You may be prompted to enter a password to protect your PST file. You can enter a password or leave it blank if you don't want to use one. Click on OK.
Wait for Outlook 2021 to export your data to the PST file.
To import your data from a PST file into Outlook 2021, follow these steps:
Click on the File tab on the top left corner of the screen and select Open & Export.
Click on Import/Export and select Import from another program or file. Click on Next.
Select Outlook Data File (.pst) and click on Next.
Browse to the location where you saved your PST file and select it. You may need to enter a password if you used one to protect your PST file. Click on Next.
Select the destination folder where you want to import your data, such as your Inbox, Calendar, Contacts, etc. You can also choose an option to replace duplicates, allow duplicates, or do not import duplicates. Click on Finish.
Wait for Outlook 2021 to import your data from the PST file.
You can also backup and restore your Outlook 2021 data by using the Backup and Restore features in Outlook 2021. These features allow you to create a backup of your entire Outlook 2021 profile, which includes your email accounts, settings, rules, signatures, etc., and restore it to another device or in case of a data loss. To backup and restore your Outlook 2021 profile, follow these steps:
Click on the File tab on the top left corner of the screen and select Backup and Restore.
Click on Backup Outlook and select a location where you want to save your backup file. You can also choose an option to encrypt your backup file with a password. Click on OK.
Wait for Outlook 2021 to create a backup of your profile and save it as a .olm file.
To restore your Outlook 2021 profile from a backup file, follow these steps:
Click on the File tab on the top left corner of the screen and select Backup and Restore.
Click on Restore Outlook and select the backup file that you want to restore. You may need to enter a password if you used one to encrypt your backup file. Click on OK.
Wait for Outlook 2021 to restore your profile from the backup file.
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