How To Use The New Mail And Calendar Apps In Windows 11

Windows 11 introduced a range of new features and improvements to enhance user experience, including a fresh look and feel for its default apps, such as the Mail and Calendar apps. These applications are designed to integrate seamlessly with your email accounts, providing an efficient and streamlined way to manage emails, appointments, tasks, and schedules. Whether you are using these apps for personal or professional purposes, they offer valuable tools to keep your digital life organized.

In this guide, we’ll explore how to set up and use the new Mail and Calendar apps in Windows 11, including tips for customization and best practices for getting the most out of these tools.

1. Getting Started with the Mail App

The Mail app in Windows 11 serves as a lightweight email client that supports multiple email accounts, allowing you to manage your inboxes all in one place. It supports popular email providers such as Outlook, Gmail, Yahoo, and more.

Step 1: Open the Mail App

To begin, you’ll need to launch the Mail app. Here’s how:

1.Method 1: Click on the Start button, then search for Mail in the search bar.

2.Method 2: Open the Start Menu, scroll through the app list, and click on Mail.

Step 2: Adding an Email Account

When you open the Mail app for the first time, you’ll be prompted to add an email account. You can add one or more email accounts from a variety of providers.

1.Click on Get Started.

2. In the Add an Account window, choose the type of email account you want to add (e.g., Outlook, Gmail, Yahoo, iCloud, or other).

3. Enter your email address and password, then follow the on-screen prompts to complete the setup process.

If you want to add additional accounts, follow these steps:

1. Click on the Settings gear icon in the bottom left corner of the Mail app.

2. Select Manage accounts, then click on Add account.

3. Follow the prompts to add another account.

Step 3: Managing Multiple Inboxes

Once you’ve added your accounts, you can switch between them easily:

1.On the left sidebar, you’ll see all your connected email accounts.

2.Click on the account you want to access, and your inbox will update to show messages for that specific account.

3.If you want to view all your inboxes together, choose All accounts from the same sidebar. This will show emails from all your accounts in a single view.

Step 4: Sending and Receiving Emails

Sending and managing emails in the Mail app is straightforward:

1.To compose a new email, click on the New mail button at the top left of the screen.

2.Choose the From field to select which email account you want to send from if you have multiple accounts.

3.Enter the recipient’s email address, subject, and body text, and click Send.

4.To reply, forward, or delete an email, simply select the message and use the action buttons at the top of the email pane.

 Step 5: Organizing Emails with Folders and Categories

The Mail app allows you to organize your inbox with folders:

1.On the left sidebar, you’ll see default folders such as Inbox, Drafts, Sent Items, and junk Email.

2.You can create new folders by right-clicking on your account name and selecting New folder.

3.You can also categorize emails with flags or by marking them as important, so you can easily find them later.

Step 6: Customizing the Mail App

The Mail app offers several customization options to personalize the experience:

1.Click on the Settings gear icon in the bottom left corner.

2.From here, you can adjust settings such as Focused Inbox, Automatic Replies, Signature, Reading Pane, and Notification Preferences.

3.To change the theme or background of the Mail app, go to Personalization and choose from the available themes and background images.

 2. Using the Calendar App in Windows 11

The Calendar app in Windows 11 works hand in hand with the Mail app to help you manage your schedule and appointments. It supports the same accounts you’ve added to the Mail app, so any calendars associated with those email accounts will automatically sync.

Step 1: Open the Calendar App

There are several ways to open the Calendar app:

1.Method 1: Click on the Start Menu and search for Calendar.

2.Method 2: Access it directly from the Mail app by clicking the Calendar icon in the lower-left corner of the Mail window.

Step 2: Adding Events and Appointments

Adding events and appointments in the Calendar app is quick and simple:

1. In the Calendar app, click on the New event button at the top of the window.

2. In the event creation window, enter details such as the event name, date, start and end time, location, and any other relevant information.

3. Choose which calendar you want the event to be added to, if you have multiple accounts.

4. Set a reminder and notification if needed, and click Save.

The Calendar app also offers the ability to add recurring events such as weekly meetings or yearly reminders.

Step 3: Viewing and Managing Your Schedule

The Calendar app offers several different views, allowing you to see your schedule in a way that best suits your needs:

1.Day View: Shows a detailed view of your appointments for a single day.

2.Week View: Offers a week-by-week breakdown of your schedule.

3.Month View: Shows an overview of your entire month, highlighting busy days and upcoming events.

To switch between views, simply click on the View options in the top toolbar.

Step 4: Syncing with Other Calendars

If you’ve added multiple accounts to the Mail app, the Calendar app will automatically pull in any calendars associated with those accounts. This includes calendars from Google, Outlook, and more.

1.To view or hide specific calendars, click on the hamburger menu (three lines) in the top left corner, then check or uncheck the boxes next to each calendar.

2.You can also color-code different calendars to easily distinguish between personal, work, and shared schedules.

Step 5: Customizing the Calendar App

You can customize the Calendar app to match your preferences:

1.Click on the Settings gear icon at the bottom left of the app.

2.From here, you can adjust options such as Working Hours, Time Zone, and First Day of the Week.

3.You can also change the Calendar Theme to fit your personal style, just as in the Mail app.

 

Step 6: Integrating with Mail App

One of the best features of Windows 11 is the tight integration between the Mail and Calendar apps. You can switch between them seamlessly:

1.When you receive an email about a meeting or event, the Mail app can automatically recognize it and offer to add it to your calendar.

2.You can also reply to calendar invites directly from the Mail app without switching back to Calendar.

3. Tips and Best Practices

Here are some tips to help you get the most out of the new Mail and Calendar apps in Windows 11:

Use the Focused Inbox

The Focused Inbox feature automatically sorts your emails, prioritizing the most important ones. You can toggle this on or off in the Mail app’s settings.

Set Up Notifications

Make sure to customize your notification settings for both Mail and Calendar to ensure that you never miss an important email or event. You can choose how and when to receive notifications, as well as whether they should appear on your desktop.

Sync Calendars Across Devices

If you use multiple devices, syncing your calendars across platforms (such as from your phone or tablet) can ensure that you have access to your appointments wherever you go. Most email providers like Google and Outlook support calendar syncing.

Leverage Shortcuts

Both the Mail and Calendar apps support a variety of keyboard shortcuts that can make managing your inbox and schedule much faster. For example:

1.Ctrl + N: Create a new email or event.

2.Ctrl + R: Reply to an email.

3.Ctrl + F: Forward an email.

Conclusion

The Mail and Calendar apps in Windows 11 offer a streamlined, intuitive experience that integrates seamlessly with multiple email accounts and calendars. Whether you’re using them for work or personal scheduling, these apps provide a powerful set of tools to manage your inbox, appointments, and tasks efficiently. By following the steps in this guide, you’ll be well-equipped to get the most out of the Mail and Calendar apps in Windows 11, staying organized and productive in the digital age.