MOS Outlook Associate key terms

A small customizable row of command icons at the top of the Outlook window that stays visible in every module. Users add frequently used commands, reorder them, and reset the toolbar to its default state.

The tabbed command band across the top of Outlook that groups related features into tabs and groups. It can be collapsed, pinned, or customized with new groups and commands.

The full-window area opened from the File tab that holds account settings, mailbox cleanup tools, import and export, print options, and application options rather than everyday item commands.

The vertical strip at the bottom of the folder pane containing Mail, Calendar, People, Tasks, and other module buttons. Right-clicking it lets users show or hide modules and change their order.

The left-hand column listing mail folders, favorites, and shared mailboxes. Users collapse or expand it, move folders, and add folders to Favorites for quick access.

A preview area that displays the selected message without opening a separate window. It can be placed at the right or bottom of the window, or turned off entirely.

A message list arrangement that groups all replies to the same subject into one expandable thread. Users can enable it per folder and choose whether conversations stay grouped when moved.

One-click buttons that run a saved combination of actions on a selected message, such as moving it to a folder and marking it read. Users create, edit, reorder, and reset them.

Reusable text, images, and contact details automatically appended to outgoing messages. Multiple signatures can be created and assigned per account or chosen manually while composing.

Server-side out-of-office messages sent while a user is away. Rules can differ for internal and external senders, and a time range can be scheduled in supported account types.

An automatic action applied to incoming or outgoing messages that match conditions such as sender, subject keywords, or recipients. Rules can be run manually against an existing folder.

A protection feature that evaluates incoming mail against safe senders, blocked senders, and filtering levels, then diverts suspected spam to the Junk Email folder.

A legacy mailbox folder that used machine learning to move low-priority messages out of the inbox. It is managed from web settings rather than the desktop client in most deployments.

An inbox split that separates high-priority mail into a Focused tab and everything else into an Other tab. Users move messages between tabs to train the classification.

A color-coded label applied to messages, contacts, appointments, or tasks. Multiple categories can be assigned to one item, and categories can be renamed or assigned shortcut keys.

A follow-up marker placed on an item with an optional start date, due date, and reminder. Flagged items appear in the To-Do List and can be marked complete.

An attempt to remove or replace a message already delivered to recipients in the same Exchange organization. Success depends on recipients not having opened or moved the message.

A server-generated notification confirming that a message reached the recipient's mailbox. It differs from a read receipt, which confirms the message was opened.

A notification, requested per message or by default in options, that reports when a recipient opens a message. Recipients can decline to send it.

A virtual folder that displays items matching saved criteria from one or more existing folders without moving them. Outlook includes ready-made search folders such as Unread Mail or Large Mail.

The query box above the message list that filters items as you type. Query Builder and Advanced Find extend it with field-based conditions such as date ranges or sender domains.

A separate mailbox or .pst file used to store older items outside the primary mailbox. Automatic Archiving moves items based on age or folder settings.

A background process that moves or deletes older items according to per-folder age settings. It runs on a set interval and can be disabled globally or per folder.

Tools in Backstage view that help reduce mailbox size, including Mailbox Cleanup, empty-folder commands, and conversation cleanup that removes redundant replies in a thread.

A calendar entry that occupies a block of time on your own calendar and has no attendees. It can be recurring, categorized, set as private, or marked free, busy, tentative, or out of office.

A calendar entry sent to invited attendees, tracking their responses. Organizers can update, cancel, or forward the meeting, and attendees receive updates in their inboxes.

A pattern that repeats an appointment, meeting, or task daily, weekly, monthly, or yearly with optional end dates and exceptions. A single occurrence can be edited or deleted independently.

A calendar view showing attendees' free and busy availability so an organizer can pick a time. It can suggest times and open proposed meeting times directly from a message.

A saved set of calendars, such as a team's shared calendars, displayed together. Groups can be created, named, and switched on or off to control which calendars appear.

Another person's calendar, or a calendar mailbox, opened with granted permissions. Access levels range from free/busy viewing to full editing rights.

A mailbox representing a room or equipment item that can be booked through meeting requests. Booking policies, such as accepting only during business hours, are configured by administrators.

A permission model where another user acts on your behalf for mail or calendar, with defined roles such as reviewer, author, or editor. Delegates can send items on your behalf.

A permission that lets a delegate send messages showing both the delegate's name and the mailbox owner's name. It differs from Send As, which hides the delegate's identity.

A pop-up panel showing a person's photo, contact details, organization, and communication history. It lets users send mail, schedule meetings, or start calls directly.

A named collection of contacts and email addresses used as a single recipient. Members can be added from the address book or typed directly, and the group can be shared.

An address-book group maintained on the mail server rather than in a personal contacts folder. Messages sent to the list are delivered to all members, and membership is centrally managed.

A downloaded copy of the organization's address list that Outlook uses when disconnected from the server. Users can update it manually from the Send/Receive settings.

The Contacts module layout that displays contacts as cards, business cards, phone lists, or a list. It supports grouping, sorting, and searching within contact folders.

A to-do item with optional start date, due date, status, priority, and percent complete. Tasks can be assigned to others, recur, and appear in the To-Do List and Daily Task List.

A consolidated view that combines tasks, flagged mail, and flagged contacts by due date. It is the default view in the Tasks module and can include items from shared task folders.

Sending a task to another person so they become the owner. The sender receives status updates and can send a new assignment to reclaim ownership.

An alert that pops up at a set time and date for appointments, meetings, tasks, or flagged items. Default reminder times are configured in Outlook options.

A short free-form text item stored in the Notes module for quick reference. Notes can be color-coded, forwarded, assigned to contacts, or opened in the current view.