How to Use Windows Mail App

Edited 3 weeks ago by ExtremeHow Editorial Team

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The Windows Mail app is an email client that comes pre-installed on the Windows operating system. It is a convenient tool that allows you to efficiently manage your email on your desktop or laptop without a web browser. Here is a detailed guide on how to use the Windows Mail app and take full advantage of its features.

1. Getting started with the Windows Mail app

The first step to using the Windows Mail app is to set it up on your computer if you haven't done so already. Windows Mail usually comes installed with Windows, but if for some reason it's not on your device, you can download it from the Microsoft Store.

1. Open the Start menu by clicking the Windows logo in the lower-left corner of your screen.
2. Type mail in the search bar and select the Mail app icon when it appears. This will launch the Mail app.
3. If you're using the Mail app for the first time, you'll be asked to add an account.

2. Add an email account

The Mail app supports various email providers such as Gmail, Yahoo, Outlook, iCloud, and others. Follow these steps to add an email account:

• Launch the Mail app.
• Select Add account.
• Select your email provider from the list or choose Another Account if your provider isn't listed.
• Enter your email address and password, then click Sign In.
• Follow any additional instructions specific to your email provider.

Once your account is added, the Mail app will synchronize your emails and display them on the main page.

3. Understanding the layout

The Windows Mail app is designed for ease of use. Here's a description of its layout:

• Navigation pane: This pane on the left shows your folders, such as Inbox, Sent, Drafts, etc.
• Email List: The middle pane displays the list of emails in the selected folder.
• Reading Pane: On the right, this is the pane where you can read the selected emails.

4. Sending emails

To send an email using the Windows Mail app, follow these steps:

1. Click the + New Mail button, which is usually located at the top or bottom of the app.
2. In the To: field, enter the recipient's email address.
3. Fill in the Subject: field with the subject of the email.
4. Type your message in the body.
5. When you're done, click Send to send your email.

5. Managing your emails

The Mail app provides several tools to manage your email efficiently:

5.1 Folders and filtering

You can organize your emails using folders and filters. You can create new folders to categorize emails or use filters to automatically sort incoming emails based on rules you set.

• To create a new folder, right-click your email account in the Navigation pane and select New Folder.
• To set up filters, go to Settings > Manage Rules and follow the instructions to create new rules to sort your emails.

5.2 Search

If you have a lot of emails, it can be hard to find a specific message. The search function in the Mail app can help you:

• Enter keywords in the search bar at the top of the app.
• The Mail app will display emails that match your search criteria.

6. Personalizing the Mail app

You can customize the Mail app the way you like it.

6.1 Changing themes and colors

You can change the theme or color of the Mail app by accessing the Personalization settings:

• Click the Settings icon, typically represented by a gear.
• Go to Personalization and choose from different themes and colors.

6.2 Notification settings

You can adjust how the Mail app notifies you of new emails:

• In the Settings menu, go to Notifications.
• Set preferences for how and when you receive notifications.

7. Troubleshooting common problems

While the Mail app is generally reliable, you may encounter problems from time to time. Here are common issues and how to fix them:

7.1 Sync issues

If your emails aren't syncing properly, try the following:

• Check your internet connection.
• Make sure the app is up to date by visiting the Microsoft Store and searching for updates.
• Refresh the app by closing and reopening it.
• Click Settings > Manage accounts > select your account > Change mailbox sync settings and make sure your sync options are set correctly.

7.2 Login problems

If you're having trouble logging in, make sure your email and password are correct. If necessary, try resetting your password.

8. Advanced features

If you want to do more with the Mail app, take a look at some of its advanced features:

8.1 Linked inbox

If you have multiple accounts, you can link them for a unified view.

• Select Settings > Manage accounts > Link inboxes.
• Select the accounts you want to link and provide a name for the linked inbox.

8.2 Calendar integration

The Mail app integrates with Windows Calendar to manage events:

• While viewing an email, click the calendar icon to create an event associated with that email.
• The events will be added to your Windows Calendar app.

9. Conclusion

The Windows Mail app is a powerful tool that simplifies email management on Windows devices. Whether you're sending emails, organizing your inbox, or using additional features like linking inboxes and integrating with calendars, this app offers a variety of tools to help you stay organized. By understanding its functionalities and using personalization and advanced features, you can increase your productivity with the Windows Mail app.

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