Practically any corporate user these days works with Microsoft's Outlook client for email, calendars, contacts, tasks, and notes. It's long been the standard in Windows, but if you use a Mac or an iOS device like an iPhone or iPad, you know that Microsoft's clients are not very good on those platforms. Outlook is slow and confusing on the Mac, as is OWA on iOS. And though the new, slicker but less-capable Outlook for iOS has improved since, it can't handle POP emails (common for Internet service providers), out-of-office notifications, or anything other than basic contacts settings.
Microsoft Outlook 2016 for Mac - $129.99 (from the Microsoft Store), or included with Office 365 from $6.99/month; The Winners Best Email Client for Mac: Airmail 3 'Airmail 3 is a new mail client designed with performance and intuitive interaction in mind optimized for macOS High Sierra!' Launch Outlook to start the account creation wizard. Click the Exchange or Office 365 account option. Proceed to step 2. Option 2: Create a new profile. Make sure Outlook is not running. Follow these steps to create a new profile. Proceed to step 2. Option 3: Add your account to an existing profile. Launch Outlook 2016 for Mac.
It remains awkward at handling folders. Also, it can't access notes or tasks (neither can OWA). Keep up on key mobile developments and insights with the. That's OK because Macs and iOS devices come with really good client software from Apple - Mail and Calendar - that let you leave Outlook and OWA behind.
Admittedly, Apple's other client apps are a mix bag:. The Notes app is merely adequate, but the is a major improvement.
It's also simpler to use than Microsoft's complex OneNote app. Contacts is very capable in terms of supported user information, but it falls apart in iOS in not allowing create or editing of groups, which must instead be done on a Mac or via iCloud. In iOS 9, you can finally address emails to groups, though still not edit or create groups. Reminders, Apple's task manager, is basic and not well designed, but Microsoft has no equivalent for Reminders on iOS. I'm amazed how many people don't use Apple's Mail and Calendar clients, instead suffering with Microsoft's. Typically, they fear they won't get all the capabilities they need from Apple's clients, but that's simply not true.
Apple's clients do almost everything that Microsoft's Windows and Mac clients do, and they handle much more than Microsoft's iOS clients can take on. The only significant omission for some users is in Mail, where you can't set up a delegated user, such as an assistant, to access your email from his or her account. Yet you can delegate calendars in Calendar on the Mac, such as for group calendars or management by an assistant. (On the Mac, choose Calendar Preferences, go to the Accounts tab, then to the Delegates subtab.) There are a couple tricks that let you take advantage of capabilities that Apple's clients don't seem to support, but actually do:. To set up an out-of-office notification on the Mac, right-click any folder in your Exchange account in the Mail app's mailbox list on the left side of the screen, then choose Out of Office from the contextual menu that appears. In iOS, go to the Settings app, go to the Mail, Contacts, Calendars pane, and select your Exchange account.
Scroll down, tap Automatic Reply, then set the Automatic Reply switch to on. Next, set the dates for the reply, along with the internal and external reply text. (Before iOS 8.4, you couldn't set separate external and internal replies, but now you can.). To book a meeting room, you have to invite the room (if it's set up in Exchange) as if it were a person using the Invitees field in your appointment. By the way, the same trick works on Microsoft's Outlook app for iOS and Android, as well as pretty much any other mobile calendar client. Furthermore, Apple's clients work with core Apple services such as, which lets you start work on one device and finish it on another, and data detectors, where the operating system can recognize certain data in emails and other messages, such as dates and addresses, and with a tap add them to the appropriate app.
Still not convinced? Run the apps - you can continue to use Microsoft's apps in parallel - and see.
. Exporting and Importing Data in Outlook on Macintosh You can export an email account's messages, attachments, folders, contacts, calendar and appointments, tasks, and notes in Outlook as an '.olm' file as a way to save everything if the account is being disabled, or you simply want to 'archive' or store the data on a computer's hard drive instead of in the account space on the mail server. The.olm file can then be imported to Outlook to view, and, if desired, move the information to different set of folders, including any that are part of another email account (as long as the account is set up in Outlook and has enough available space). If you are exporting and importing because you are leaving CUMC, also be sure to when it expires to avoid getting errors when Outlook tries to connect. Selecting Items to Export Outlook on Mac will either export everything - all account/folder headings in your Outlook list, including any existing On My Computer folders - or items flagged with a Category. If you are exporting to save an account that is being disabled (vs.
Everything in your Outlook list), you will want to label the account items with a Category first:. Click the Categorize button in the top middle toolbar, then:. Outlook 2011 - select Add New from the drop down menu that appears. Outlook 2016 - select Edit Categories, then the + (plus) sign near the bottom center. Type in a unique name to describe the export, such as 'Archive CUMC'. You will only want to use this for the mail, contacts etc. That you'd like to export, and can remove the category when no longer needed.
Mark the items you want to export with the category just created:. To export everything under an account/folder heading you will need to go in to each folder and select all items in it:.
While in the folder click Edit from the top menu in Outlook, then Select All from the drop down menu (or command and a keys on your keyboard at the same time). Everything in the folder will be highlighted/selected. Click the Categorize button and the category name to apply to all of the items. For a smaller range of messages you can press the control key on your keyboard while selecting two messages; everything between the two will be highlighted. To add non-adjacent messages you can press the command key while clicking.
If there are contacts, tasks or other account items you want to include in the export, you will have to label these with the category as well. Categorized items will be marked with the color of the category label and are ready for export. Exporting. Select File in the upper left of the Outlook, the Export from the drop down menu. Click the right arrow at the bottom of the window to continue. Select your desired option in the Delete After Exporting? Window, click the right arrow at the bottom, then move to step 3 below.
Outlook 2016. If you, check the Items that are in the category option and use the drop down menu to select the category.
To export everything in Outlook (all account/folder headings in your Outlook list, including any existing On My Computer folders) you can choose Items of these types: and check which types of items (Mail, Calendar, Contacts etc.) to include. Click Continue when ready. Outlook will prompt to choose a location to save the export file; be sure to keep it in a location you will remember. You can also re-name the file using the Save As field. Outlook will begin exporting. It may take a while if a lot of items were selected. An Export Complete message will appear, click Finish or Done to exit.
The.olm (export) file will be in the location selected in step 4. The messages, contacts, etc. In it can only be viewed again after importing into Outlook. Importing Importing an.olm or.pst (Outlook on Windows) export file will store items as a sub-folder of the On My Computer heading in Outlook. With Outlook open, click File from the upper left menu, then Import.
An Import window will appear:. Outlook 2011. Leave Outlook Data File (.pst or.olm) selected and click the right arrow. Select Outlook for Mac Data File (.olm) to use data exported from a Macintosh, or Outlook for Windows Data File (.pst) to use data exported from a Windows computer. Click the right arrow to continue. Outlook 2016.
Select Outlook for Mac Data File (.olm) to use data exported from a Macintosh, or Outlook for Windows Data File (.pst) to use data exported from a Windows computer, then click Continue. The Outlook 2011 data on this computer option should only be used if you have not set up an account in Outlook 2016 yet, please refer to the if desired. If there are a lot of items it may take a little while, eventually an Import Complete message will appear.
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Click Finish or Done to exit. The items will appear under the On My Computer folder list in the left.
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