Windows 11 apps - Mail, Calendar, Teams Chat

The internet is built on social connections. Windows 11 provides three built-in apps — Mail, Calendar, and Teams Chat — that help you manage email, contacts, and schedules from one place. This guide walks through linking accounts and mastering these essential tools.

1. Adding Your Accounts to Windows

Windows needs permission to access your existing email (Google, iCloud, etc.) to sync them automatically into its built-in apps.

How to Link Your Email

  1. Open the Mail app from the Start menu.
  2. Select your service (e.g., Google or iCloud).
  3. Enter your credentials on the secure sign-in page and click Accept.

2. Mastering the Mail App

The Mail app simplifies communication by gathering messages from all your accounts into one interface.

  • Categories: Mail uses Focused for personal contacts and Other for bulk mail.
  • Attachments: Most providers allow 10–25MB. Anything larger should be shared via link.
Security Tip: Windows Security automatically scans incoming attachments for threats before you open them.

3. Contacts and Appointments

The People and Calendar apps act as your personal assistant, syncing data across all your linked devices.

  • People App: Your digital address book. Populated automatically when you link accounts.
  • Calendar: Allows you to schedule events. Ensure you select the correct account (like Gmail) when saving so it syncs to your phone.

4. Meeting Online with Teams Chat

Teams Chat provides instant messaging and video conferencing for personal use.

  1. Click the Teams Chat icon on your taskbar.
  2. Use Meet to start a video call or Chat to send a text.
  3. If guests are "waiting in the lobby," click Admit to let them in.

Frequently Asked Questions (FAQ)

1. Do I need to authorize account sharing for Google or iCloud?

Yes. You must sign in and grant permission so that Windows apps can sync your emails, contacts, and calendar events automatically.

2. Where can I find old or referenced emails?

Most referenced emails are moved to the Archive folder, while newly received mail is sorted into the Focused or Other categories.

3. What is the recommended file size for email attachments?

Generally, you should keep attachments between 10 to 25MB. For larger files, it is better to use cloud sharing like OneDrive.

4. Does Windows scan my email attachments for safety?

Yes. Windows Security is designed to automatically scan incoming attachments for potential threats before you download or open them.

5. Which app manages my contacts for Mail and Calendar?

The People app serves as the centralized contact manager for all your linked communication apps in Windows 11.

6. How do I make sure a new contact appears on my phone?

When saving a contact in the People app, select the specific online account (e.g., Google) that your mobile device uses to ensure it syncs.

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