Best Outlook Interview Questions & Answers (2025) Outlook Interview Secrets

Below are some Outlook interview question and answers which will help you in actual interview. Outlook Interview Secrets.

These Outlook interview questions and answers will help you in actual service desk interview. You will get some Outlook Interview Secrets in this post.

Q01: – What is the basic function of Outlook?

Ans:- Its allows you to send and receive email messages, manage your calendar, store names and numbers of your contacts, and track your tasks. However, even if you use Outlook every day, you might not know some of the cool things it can do to help you be more productive.

Q02:- How do you explain Outlook?

Ans:- Its organizes your emails, calendars, contacts, tasks, and to-do lists, all in one place. That organization starts with your email account.

Q03:- Explain what is IMAP (Internet Message Access Protocol)?

Ans:- IMAP means Internet Message Access Protocol; it is a standard protocol for using e-mail service from your local server.

Q04:- Explain what is POP3 protocol?

Ans:- POP3 means Post Office Protocol 3 is a protocol that offers a simple way for users to use mailboxes and download messages to their computers. It allows users to download mails from the mail server to the local server and enables you to read the mail even if you are offline.

Q05:- Explain what is SMTP protocol?

Ans:- This is also a actual interview question. SMTP or Simple Mail Transfer Protocol allows you to send emails and not to receive them, it act as Mail Transfer Agent (MTA) to deliver your e-mail to the recipient’s mail server.

Q06:- What is the main difference between Outlook and Gmail?

Ans:- Outlook offers more customization options, while Gmail has a more user-friendly interface. Outlook is better suited for advanced users needing progressive email organization and management features, while Gmail is better for collaborative work and users prioritizing third-party app integration

Q07:- What is PST and OST in Outlook?

Ans:-OST stands for Offline Storage Table. Email clients such as Microsoft आउटलुक enable users to view emails online or offline. In the case of आउटलुक, Exchange and Internet Message Access Protocol (IMAP) accounts, offline folders are stored using . ost files.

Personal Storage Table (PST) are Outlook data files that store a synchronized local or offline copy of mailbox items, such as emails, attachments, contacts, notes, etc. The outlook data file is created when a user adds a new email account in Microsoft आउटलुक.

PST file is a personal storage table, which is a file format Microsoft programs use to store items like calendar events, contacts, and email messages. PST files are stored within popular Microsoft software like Microsoft Exchange Client, Windows Messaging, and Microsoft outlook.

Q08:- Who invented Outlook?

Ans:- Sabeer Bhatia and Jack Smith founded Hotmail in 1996. Microsoft bought Hotmail the next year, in 1997. Microsoft merged Hotmail with outlook in 2012 and Hotmail users were given the opportunity to change to @outlook.com domain names. (Interview question)

You Must Read this :- Customer support vs Service desk

Q09:-Explain how to create an e-mail signature in an आउटलुक ?

Ans:- To set an e-mail signature in an आउटलुक

• In the main menu under TOOLS, click on OPTIONS

• Go to the MAIL FORMAT tab and click signature

• Under signature tab, click NEW

• Type the new signature’s desired name and the click OK

• Type the desired text of your under “EDIT SIGNATURE” and then click OK and click OK again

Q10:- Explain what is new in आउटलुक 2013?

Ans:- In 2013, the new feature includes

• Preview message in the message list:You can figure it out from the message list itself, what message to read and what to be ignored, as you can see a little description of mail on the mailing list.

• Quicker respond with inline replies: Just with one click you can reply to the mail sender and act as a real-time chat

Q11:- Explain how you can access AOL e-mail account with आउटलुक?

Ans:- To set up an AOL e-mail account in आउटलुक

• Select tools, from account settings in the main menu in आउटलुक

• Go to the e-mail tab option and then click NEW

• Ensure that Microsoft Exchange, POP3, IMAP or HTTP is selected

• Click Next

• Type your name and enter your full AOL e-mail address

• Click next, and after that make sure internet E-mail is selected

• Click next again

• Now select IMAP under account type

• Under incoming mail server type “imap.aol.com”

• Under outgoing mail server (SMTP) enter “smtp.aol.com”

• Enter your AOL screen name under user name and then enter your AOL password

• Tap on more settings and go to outgoing server tab

• Make sure “My outgoing server” (SMTP) request authentication is checked

• Now go to the “Advanced” tab, under server port numbers type “587” for outgoing server (SMTP). After that click OK, now click Next and then click Finish and then click close.

Q12:- Mention what is the short cut used to undelete a message in an Outlook?

Ans:- To delete a message you can use shortcut Cntrl+Z

Q13:- Explain how to purge deleted messages automatically in आउटलुक?

Ans:- To purge deleted messages automatically in आउटलुक

• Open the folder in the IMAP account you want to set up for automation purging

• Choose – edit ->Purge ->Purge Options from the main menu

• Ensure Purge items when switching folders while online is checked

• Click OK

Q14:-Mention what is the short cut for switching to tasks and switching to mail in आउटलुक 2013?

Ans:- below is the shortcut for switching to task and switching to mail in आउटलुक 2013.

• Short cut for switching to tasks: Ctrl+4

• Short cut for switching to mail: Ctrl+1

Q15:- In आउटलुक 2013, how you can disable in line reply in the reading panel?

Ans:- आउटलुक 2013 entitles you to directly write your reply to the mail in the reading panel itself, which is referred as “in line reply”. In order to disable the inline reply, you have to enable the option for regular message editor window instead of in line reply. File ->Options -> Mail -> Replies and Forwards ->open replies and forwards in a new window

Q16:- How do I repair आउटलुक ?

Ans:- Typically, to repair आउटलुक , you may need to follow the following steps:

1. Close आउटलुक and open the Control Panel.

2. Click on Programs and Features.

3. Find Microsoft Office in the list of installed programs and click on it.

4. Click on Change and then select Repair.

5. Follow the prompts to complete the repair process

Q17:- What is the maximum size of OST file?

Ans:- OST File Limit: The maximum OST file size depends on your आउटलुक version. Versions 2010 and later support up to 50GB, while earlier versions support up to 20GB. You can adjust the maximum size through registry entries.

Q18:- Can I convert OST to PST?

Ans:- You can use the manual way, either Import/Export, Auto Archive Settings, or Drag & Drop option to convert OST files. Apart from the manual approaches, you can also use an automated OST to PST Converter, which allows users to convert multiple OST files to आउटलुक PST file format simultaneously within a few minutes.

Q19:- Why is Outlook not opening?

Ans:- Turning your computer off and then on again will flush आउटलुक from the memory, which is helpful if it won’t open because it’s hanging in the background. If आउटलुक opens intermittently, seize the opportunity to check for updates via Help > Check for updates. A recent update could include a fix for the problem.

Q20:- How to clear Outlook cache?

Ans:- How to Clear the आउटलुक Cache

1. Exit आउटलुक and Skype for Business.

2. From the Start menu, choose Run.

3. In the Run window, type this path in the Open box “%LOCALAPPDATA%\Microsoft\Outlook\”

4. Click OK.

5. Find the .ost file and rename or delete it (you may need to Show Hidden Files and Show Extensions to see the file)

Q21:- Why clear cache in आउटलुक ?

Ans:-Items from an Exchange account are stored in the Outlook cache. If this cache becomes corrupted, it may cause synchronization problems with the Exchange server. To solve this problem, you can empty this cache so Outlook can download all the items from your Exchange account again.

Q22:- Does Office 365 have Outlook?

Ans:- Office 365 Outlook includes the desktop version of Outlook, which you can install on your PC or Mac, and the web version, which you can access online.

Q23:- Where is Outlook located in Office 365?

Ans:- Follow this instructions If you have completed the Office 365 installation, go to Start Menu > All apps > Right-Click on the आउटलुक 2016 and choose Open file location. Then, right-click on the Outlook.exe set up file and choose Create Shortcut. You can chose to create a shortcut in your desktop

Q24:- How to open आउटलुक in safe mode.

Ans:- Right-click the Start button, and click Run. 2. Type Outlook.exe /safe, and click OK.

Q25:- How to block any e-mail address in Outlook.com?

Ans:- You have to add the e-mail address of unwanted sender into your Outlook.com list, in order to do that

• Click the settings options in your Outlook.com’s toolbar

• Select more mail settings from the menu

• Under preventing junk e-mail option follow the safe and blocked senders link

• Tap on Blocked Senders

• Now here you can enter the unwanted e-mail address that has to be blocked

Q26:- Mention how you can change mail format in MS आउटलुक?

Ans:- To change the mail format in आउटलुक,

• Tap on the tools from the main menu

• It will open a window, select Options from the window

• It will open another window, showing mail set up and mail format — Click on Mail Format option

• Scroll down for a different format and select the format you want like rich text, plain text and HTML

• Click OK

Q27:-Explain how you can manage archive settings in Microsoft आउटलुक?

Ans:- To manage archive setting in MS आउटलुक,

• Tap on tools from the main window

• Then click on “options” tab, it will open a window showing “Spelling” and “Other”

• Click on “Other” tab and select Auto-Archive

• It will open window with all options like run auto-archive, prompt before auto-archive runs, delete expired items, archive or delete old items, etc.

• Once you have set the options and setting, click ok at the end

Q28:-In MS आउटलुक how you can create recurring meeting?

Ans:- To create a recurring meeting request

• In the main window, tap on options NEW, now click the arrow right of the NEW button and select Meeting Request

• Click on options and then recurrence

• Select the type of details from your options and then click OK

• Enter the recipient’s mail address and then click send

Q29:- Explain how you can manage junk mails in MS आउटलुक ?

Ans:- Go to the main menu, tap on tools option and select “options” tab

• It will open a window, under preference tab; you will have the option, “Junk E-mail” and “E-mail options.”

• If you click on “junk e-mail” option, it will open another window

• In this window, you can choose the option and click on the checker’s box the way you required like “permanently delete suspected junk emails” or “disable links and other functionality in phishing messages.”

• In the end, tap on “Apply” and then click “OK”.

Q30:- Mention what is the shortcut in MS आउटलुक 2013 to switch on to the next message?

Ans:- To switch on to the next message in MS आउटलुक 2013, you have to use Cntrl+Period.

Subscribe my YouTube channel for more questions ans Answers.