MOS Outlook Associate flashcards

32 cards. Read the term and the definition here. The deck at the top of this page is optional.

Quick Access Toolbar

A customizable row of command buttons in the Outlook title bar area. Add or remove commands via its drop-down arrow or File > Options, and the set persists for the profile.

Backstage view

The File tab area containing Account Settings, Options, Import/Export, Cleanup Tools, and Manage Rules & Alerts. It replaces the older Office button menu for environment-level settings.

Navigation Bar

The strip at the bottom of the folder pane that switches modules: Mail, Calendar, People, Tasks, Notes, and Shortcuts. Shortcuts appear only when enabled in Navigation Options.

Search scope options

The search ribbon limits results to Current Folder, Subfolders, All Mailboxes, or All Outlook Items. Changing scope changes which data stores and folders are queried.

AutoArchive

A per-folder aging feature configured in File > Options > Advanced. It moves or deletes older items into an archive .pst file on a schedule you define.

Delegate Access

Configured in File > Account Settings > Delegate Access. It grants another person permission levels such as Reviewer, Author, or Editor over your calendar, inbox, or other folders.

Outlook profile

A named set of accounts and data files. Create profiles in Control Panel > Mail > Show Profiles and choose 'Prompt for a profile to be used' to select at startup.

Reply vs Reply All vs Forward

Reply addresses only the sender; Reply All includes sender plus To and Cc recipients; Forward includes no original recipients and requires you to choose new ones.

Server-side rule

A rule that runs on the Exchange server even when Outlook is closed. It requires every condition and action to be server-supported; otherwise it runs client-side only.

Quick Steps

Ribbon buttons that run a saved sequence of actions such as move, categorize, and mark read in one click. Each Quick Step can be edited or reset to default.

Conditional formatting

A view setting that changes font color or style for messages matching criteria such as sender, subject, or recipients. Configured under View > View Settings > Conditional Formatting.

Conversation Clean Up

A command that removes redundant earlier messages in a thread while keeping the latest message and any unread or flagged items. It works only in Conversation view.

Focused Inbox

A mailbox feature that splits the Inbox into Focused and Other tabs, sorting likely-important mail into Focused. It is configured per mailbox and is distinct from Clutter.

Junk Email Options

Settings that control protection level and the Safe Senders, Safe Recipients, and Blocked Senders lists. Safe Senders bypass filtering; blocked senders are always filtered.

Delay Delivery

A message option in the Tags group that holds a message until a specified date and time before sending. It requires Outlook to be running at the send time.

Calendar permission levels

Fixed rights sets such as Reviewer (read), Author (read and create), Editor (read, create, modify), Publishing Editor, and Owner. Set in Calendar Properties > Permissions.

Scheduling Assistant

A pane that shows attendees' free/busy status and suggested meeting times. Suggested times and the All Attendees row appear only when attendees are invited.

Recurrence range options

A recurring appointment ends by a date, after a number of occurrences, or never. 'End by date' and 'End after N occurrences' are mutually exclusive choices in the Recurrence dialog.

Meeting Tracking tab

The organizer's view of responses to a meeting request. It lists each attendee's response (Accepted, Tentative, Declined, No Response) and any proposed new times.

Calendar Groups

A named set of calendars displayed together in one view. The group does not merge data; each calendar keeps its own permissions and contents.

Second time zone

An additional time zone shown alongside the main calendar, enabled in Calendar Options. Appointment times are stored in their own zone and do not shift when the display zone changes.

Publish Calendar

A command that produces an ICS or HTML link to a calendar with a chosen permission level. It differs from Share Calendar, which sends an invitation to view the calendar.

Contact group

A distribution list created in People > New Contact Group. Members can be contacts, other groups, or one-off email addresses, and the group can be used as a message recipient.

Electronic business card

A per-contact card image and vCard file configured on the contact's Details page. The card image and the vCard file are separate settings.

Mail merge from contacts

A Word feature started from Mailings > Mail Merge that uses an Outlook Contacts folder as the data source to produce letters, labels, or envelopes.

Global Address List

A directory of Exchange organization recipients. Entries are read-only in Outlook and can only be changed by an administrator, unlike local contacts which you can edit.

Contact linking

An association between a contact and other Outlook items such as appointments or tasks. Linked items appear on the contact's Activities tab for a combined history.

Suggested Contacts

A folder or cache storing addresses you have typed into messages. You can remove entries or delete the folder to clear the cache and rebuild it over time.

Task status and percent complete

Task fields where Status (Not Started, In Progress, Completed, Waiting, Deferred) and % Complete are linked; changing one updates the other in a defined way.

Assigned task

A task sent to another person as a task request. The assignee becomes the owner, and the assigner receives status updates only when the assignee sends them.

Follow Up flag

A message or contact flag with an optional due date and reminder. Flagged items appear in the To-Do Bar and Tasks list and can be marked complete or cleared.

Outlook notes limits

Notes store free-form text in the Notes folder and support categories and colors. They do not support reminders, due dates, or assignment to other people.