How to Migrate from Outlook 2013 to Outlook 2016

Learn Tips and Tricks of Microsoft Outlook 2016

Many of us use Outlook and we don't pay much attention to upgrading our profile. But, we should be aware of the fact that latest versions offer us magical features, which older editions lack. So, let's know and learn tricks, tips of Outlook 2016.

Must-know tips and tricks of Outlook 2016:

1. Quick Parts

Opt Quick Part to use a text/phrase frequently, instead of typing it every time. To do this,

  • Compose and select the text/phrase that you use often
  • Click on Insert and select Quick Parts
  • Choose Save selection to Quick Parts gallery option
  • Hit OK button

Now onwards, as soon as you start typing the phrase a pop-up will appear and you can insert the same.

2. Future Email

Outlook allows you to send future emails. To set up a future email, write the email first, go to Options, opt Delay Delivery. Mention date and time for Emil delivery in “Do not deliver before” tab, close the tab and hit Send button.

Note: If you are a POP or IMAP user then your Outlook should be open until the Email goes).

3. Categorize your emails

If you handle bulk emails and facing difficulty in managing them then grouping will help you. For this, go to View tab, use Show as Conversations option. Make modifications in Arrange By and View Settings tabs.

4. Search Folder

If you frequently search for particular item, then select Folder tab and opt New Search Folder. Use “Create a custom Search Folder” or choose from available templates to set up your search criteria.

5. Filter Emails

Filter Email option present in Home tab allows you to display only particular types of emails, like unread, read, flagged, emails with attachments, emails of a specific date and time period etc.

6. Junk or Overlook unwanted messages

You can clog all future emails from unwanted senders using Junk E-mail Options option. You can even block entire domains and countries. You are also free to mention what you think as junk and what you aren’t.

7. Rapid Creation

If you frequently shift from email to other category and vice versa then New Items option located at Home tab assuredly help you. The tab allows you to create new emails, contacts, appointments, notes, tasks etc. without changing your current window.

8. Quick Steps

Quick Steps will be your mighty if, you are the one who performs specific task frequently. Set your own plan of action using New Quick Step and Manage Quick Steps options. It definitely saves your time.

9. Rules and Conditional Formatting

Rules option available in Move tab of Home window allows you to setup and monitor auto-constraints for processing emails. Via Create Rule you can set criteria for – sender, recipient, size, date and even more. And, the alike feature is Conditional Formatting (present in Settings under View tab). Even though it does not process your emails, you can use it to match certain features like font and color. So, fetching items in Inbox will be easier.

10. Clean Up Tool

To clean your redundant messages from the selected conversation you can opt Clean Up option. It examines a whole conversation and erases emails that have been cited in their entirety inside a successive message – thus you find out the summary of conversation through succeeding emails. In Clean Up Settings you can indicate which kind of messages can be removed, do it need to erase single conversation or entire folder etc.

11. Delegate access

If you want to give authority to anyone in order to access your Outlook, then you can do it by clicking on File > Account Settings > Delegate Access > Add > give the name of the person (to whom you wish to give access. Also, you can alter authentication consents. A default delegate can access also update your calendar, task list. But, he/she should be using the same version as your Outlook and your profile should be in Exchange Server.

12. Read receipt and time zone

Go to File > Options > Mail and manage your read receipts. This feature helps to track your email i.e. whether it has reached recipient’s email server or not. You can also manage its setting like when it should be send-always or never. And in the same location (i.e. File > Options) Calendar option allow you to set the local time zone. This prevents you from missing meetings and appointments in Outlook due to wrong local time.

13. Sticky note

Like Windows, Even Outlook has inbuilt sticky notes. Just press Ctrl+Shift+N anywhere in your Outlook to open a new note. From Note option present under View tab you can even copy, print, organize your notes. You can use the text of note and search it from Search tab.

14. Sync personal accounts

You can even add a personal mailbox to your Outlook profile. For this select File > Add Account.

  • If you want to add web service like Gmail/Yahoo Mail, then set up access via POP or IMAP using provider’s instruction
  • If you are an (2013) user, then just link your email address and Outlook looks after remaining things
  • If you are using earlier editions, then opt “Manually configure server settings or additional server types” and pick Microsoft Outlook Hotmail Connector

15. Move your profile

If you want to move your Outlook account on to a new computer, the make use of Export and Import options available in your profile. Go to File and choose Open and Export option. Navigate to the location of your data file and pick the file. And, finish the process.

But, this inbuilt Open and Export feature cannot move entire attribute of your profile. So, how to migrate Outlook to new PC completely? Here is the way.

Step 1: Get Outlook Migration software and opt Backup option


How to Migrate from Outlook 2013 to Outlook 2016 -Main Window

Figure a: Main window

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Step 2: Copy the Backup file to new PC, launch the migrate tool in it and opt Migrate option


Migrate From Outlook 2013 To Outlook 2016 - Select items to Migrate

Figure b: Select Migrate


Step 3: View items to be migrated, proceed and finish the transfer process


Migrate From Microsoft Outlook 2013 To Outlook 2016  - Migration Summary

Figure c: Select items to Migrate




Note: This Migrate Outlook Tool is the solution for all your queries like how to transfer calendar in Microsoft Outlook? How to move entire account settings to new profile etc.

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