The MO-400 certification exam is designed for individuals who can demonstrate proficiency in utilizing the key features and capabilities of Microsoft Outlook 2019. This exam validates a candidate’s ability to effectively manage email communications, scheduling, and collaboration through Outlook’s various tools. Candidates pursuing this certification are expected to showcase their ability to:

• Customize the Outlook user interface (UI) to enhance productivity.
• Format message content professionally and consistently.
• Insert and work with graphic elements within communications.
• Send, receive, and respond appropriately to email messages and meeting invitations.

– Additional Functional Expertise

Beyond the fundamental email features, the exam also evaluates the ability to:

• Create and manage calendars efficiently.
• Coordinate shared resources, such as meeting rooms or equipment.
• Assign and manage meeting-related action items to support team collaboration.

– Candidate Requirements

To be well-prepared for the MO-400 exam, you should:

• Have completed approximately 150 hours of guided learning and practical application with Microsoft Outlook 2019.
• Demonstrate associate-level proficiency, reflecting a solid understanding of the application’s core functions.
• Be equipped with the skills necessary to pursue entry-level roles in business, administration, or related fields where Outlook is a key communication tool.

Exam Details

Exam MO-400: Microsoft Outlook (Office 2019) is an intermediate-level certification tailored for business users who want to validate their proficiency in using Outlook 2019 for professional communication and scheduling tasks. Candidates are given 50 minutes to complete the assessment, which may include interactive components that test the practical application of skills. The exam is proctored and must be taken under secure conditions; it is not an open-book exam. To accommodate global candidates, the exam is available in multiple languages, including English, Dutch, Spanish, German, Simplified Chinese, French, Korean, Arabic (Saudi Arabia), Traditional Chinese, Japanese, Russian, and Greek (Greece).

Course Outline

The exam covers the following topics:

Topic 1: Managing Outlook settings and processes

Customizing Outlook settings

• changing the display of messages, calendar items, contact records, and tasks (Microsoft Documentation: Switch between your email, calendar, contacts, and tasks)
• adding accounts (Microsoft Documentation: Add an email account to Outlook)
• configuring automatic replies (Microsoft Documentation: Set-up auto-reply (out of office))

Configuring mail settings

• specifying default fonts for new messages and responses (Microsoft Documentation: Change or set the default font in Outlook)
• customizing reply message settings (Microsoft Documentation: Reply settings in Outlook on the web)
• creating, assigning, and modifying signatures (Microsoft Documentation: Create and add an email signature in Outlook)

Performing search operations

• creating search folders (Microsoft Documentation: Use Search Folders to find messages or other Outlook items)
• searching for messages, calendar items, contacts, and tasks (Microsoft Documentation: How to search in Outlook)
• searching by using advanced find (Microsoft Documentation: Find content by using advanced search)

Printing and saving information

• printing message, calendar, contact, and task information (Microsoft Documentation: Basic tasks in Outlook)
• saving message attachments (Microsoft Documentation: Open or save attachments)
• preview message attachments (Microsoft Documentation: Preview attachments in Outlook)
• saving messages in alternative formats (Microsoft Documentation: Save an Outlook message as a .eml file, a PDF file, or as a draft)

Topic 2: Learning how to managing messages

Creating messages

• adding or removing message attachments (Microsoft Documentation: Remove an attachment)
• designating recipients by using courtesy copy (CC) and blind courtesy copy (BCC) (Microsoft Documentation: Show, hide, and view the Bcc (blind carbon copy) field in Outlook for Windows)
• using @mention to get someone’s attention (Microsoft Documentation: Use @mentions to get someone’s attention in Outlook for Windows)
• forwarding and replying to messages (Microsoft Documentation: Create, reply to, or forward email messages in Outlook.com)
• flag outgoing messages for follow up (Microsoft Documentation: Flag email messages for follow up)
• setting the importance and sensitivity of outgoing messages (Microsoft Documentation: Mark your email as Normal, Personal, Private, or Confidential)

Inserting message content

• inserting hyperlinks (Microsoft Documentation: Create or edit a hyperlink)
• inserting images
• adding signatures to individual messages (Microsoft Documentation: Create and add an email signature in Outlook)

Organizing and managing messages

• sorting messages (Microsoft Documentation: Sort email messages in Outlook)
• creating folders (Microsoft Documentation: Create a folder or subfolder in Outlook)
• moving messages between folders (Microsoft Documentation: Move or copy an item to another folder)
• categorizing messages (Microsoft Documentation: Use categories in Outlook.com)
• flag received messages
• ignoring conversations (Microsoft Documentation: Ignore email conversations)
• changing the display of messages (Microsoft Documentation: Change how the message list is displayed in Outlook)

Topic 3: Understand managing schedules

Creating and managing calendars

• setting calendar work times (Microsoft Documentation: Change your work hours and days in Outlook)
• managing multiple calendars (Microsoft Documentation: Working with multiple calendars in Outlook on the web)

Creating appointments, meetings and events

• creating recurring calendar items (Microsoft Documentation: Schedule events in Outlook for Windows)
• cancel meetings (Microsoft Documentation: Cancel a meeting)
• creating calendar items from messages (Microsoft Documentation: Automatically add events from your email to your calendar)
• setting calendar item times and time zones
• setting up meetings by using the scheduling assistant (Microsoft Documentation: Schedule with Outlook on the web)
• set availability for calendar items (Microsoft Documentation: Send meeting availability)

Organizing and managing appointments, meetings, and events

• forwarding calendar items (Microsoft Documentation: Forward a meeting in Outlook)
• configuring reminders (Microsoft Documentation: Add or delete notifications or reminders in Outlook)
• inviting meeting participants (Microsoft Documentation: Schedule a meeting or event in Outlook)
• responding to invitations (Microsoft Documentation: RSVP to invites instantly)
• updating individual or recurring calendar items (Microsoft Documentation: Change an appointment, meeting, or event in Outlook)

Topic 4: Learn about managing contacts and tasks

Creating and managing contact records

• importing contacts from external sources (Microsoft Documentation: Import contacts to Outlook for Windows)
• editing contact information (Microsoft Documentation: Create and edit a contact)
• sharing contacts (Microsoft Documentation: Share a contacts folder with others)

Creating and managing contact groups

• create and delete contact groups (Microsoft Documentation: Create, view, and edit contacts and contact lists in Outlook)
• Adding contacts to existing contact groups (Microsoft Documentation: Add and remove group members in Outlook)
• Updating contacts within contact groups (Microsoft Documentation: Create, view, and edit contacts and contact lists in Outlook)
• delete contact group members (Microsoft Documentation: Remove names from a contact group)

Creating and managing tasks

• Creating and managing tasks (Microsoft Documentation: Use Tasks in Outlook.com)

Microsoft MO-400 Exam FAQs

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Microsoft Certification Exam Policies

Microsoft maintains standardized policies across all certification exams to uphold the integrity and global recognition of its credentials, whether taken online or at a test center.

• MOS Exam Retake Policy
  • If a candidate fails a Microsoft Office Specialist (MOS) exam, a 24-hour waiting period is required before retaking it. After a second failed attempt, the waiting period increases to 48 hours for each subsequent try. There is no limit on retakes, but retaking a passed exam is discouraged unless specifically required.
• Rescheduling and Cancellation Policy
  • Exams can be rescheduled or canceled without a fee if done at least six business days in advance. Changes made within five business days may incur a fee, and cancellations within 24 hours or no-shows will result in loss of the full exam fee. Exceptions may be granted in documented emergency situations.

Microsoft MO-400 Exam Study Guide

Step 1: Understand the Exam Objectives

Begin your preparation by thoroughly reviewing the official exam objectives provided by Microsoft. These outline the specific skills and tasks you will be assessed on during the exam. Key areas typically include managing the Outlook environment, composing and sending messages, managing schedules and calendars, organizing contacts and tasks, and working with Outlook elements. Familiarizing yourself with these categories ensures you can allocate study time appropriately and focus on the areas that carry the most weight.

Step 2: Use Official Microsoft Learning Resources

Leverage Microsoft’s official learning paths and training modules, available through platforms like Microsoft Learn. These resources are structured by experts and align directly with the exam content. They provide interactive lessons, videos, and real-world scenarios that help you gain hands-on experience with Outlook 2019. This approach not only strengthens your theoretical knowledge but also enhances your practical application skills, which are essential for success in the exam.

Step 3: Join Study Groups and Online Communities

Participating in study groups or discussion forums can significantly enhance your preparation. Engaging with peers who are also studying for the MO-400 exam allows you to exchange insights, clarify doubts, and share resources. Platforms like Reddit, LinkedIn groups, and Microsoft’s Tech Community are great places to find active discussions and tips from certified professionals. Collaborative learning helps reinforce your understanding and can provide encouragement throughout your preparation journey.

Step 4: Take Practice Tests and Simulated Exams

Practice tests are an essential component of effective exam preparation. They help you get familiar with the exam format, question types, and time constraints. Use reputable sources that offer MO-400-specific practice exams to evaluate your readiness. After completing each practice test, review your answers carefully—both correct and incorrect—to identify knowledge gaps and adjust your study plan accordingly. Simulated exams also help reduce test-day anxiety by giving you a realistic preview of the actual exam environment.

Step 5: Apply Your Skills in Real-World Scenarios

In addition to studying, try to incorporate Outlook into your daily work or study routine. Set up email rules, organize tasks, manage appointments, and experiment with calendar features. The more hands-on experience you gain, the more confident you’ll be in demonstrating your skills during the exam. Real-life application bridges the gap between theoretical knowledge and practical performance, which is critical for this certification.

Once you feel confident in your knowledge and have consistently performed well on practice tests, schedule your exam. Select a date that allows sufficient time for final review and preparation. Make sure you understand the exam requirements, including the format, rules, and technical setup if you’re taking it online. The day before the exam, review key concepts and get plenty of rest to ensure you’re mentally sharp.