Microsoft has been steadily advancing the rollout of its new Outlook for Windows, a modern Outlook email client designed to unify the user experience across different platforms. This transition is significant for individuals and businesses that rely on Outlook for managing their email accounts, calendar, messages, and contacts. This article provides an in-depth look at what to expect from the new Outlook app, how it compares to the classic Outlook, and what organisations can do to prepare.
Overview of the New Outlook for Windows
The new Outlook for Windows shares the same web app codebase as Outlook on the Web, providing a consistent experience across multiple devices, including desktop, Android, and Mac. This modern approach ensures seamless integration with major email accounts, including Gmail, Hotmail, Yahoo, and iCloud. Currently available for preview, Microsoft has announced that general availability (GA) is on the horizon.
A toggle switch in the Outlook client allows users to transition between the classic Outlook and the new version, making it easy for users to test the latest features while maintaining access to familiar workflows.
Why Is Microsoft Releasing a New Outlook?
Microsoft aims to provide a unified inbox experience across all platforms, streamlining the management of multiple accounts from a single email app. Some of the key motivations include:
- Replacing Legacy Systems: The new Outlook app is set to phase out Windows Mail and the classic Outlook.
- Improved Productivity: Advanced features like easy access to multiple inboxes, integration with Office apps like Excel, and enhanced spam filters.
- Better Synchronisation: Improved handling of IMAP accounts, work offline functionality, and cross-device data accessibility.
- Cloud Integration: Increased reliance on Microsoft cloud services for files, tasks, and enhanced notification systems.
- Support for Hybrid Work: Seamless connectivity for users working across different organization’s devices.
Rollout Timeline for the New Outlook
Microsoft has planned a phased rollout for the new Outlook app, with key milestones:
- Opt-in Stage: Users can manually switch to the new version via the Start menu.
- General Availability (GA): Wider rollout with continued improvements and feedback collection.
- Opt-out Stage: The new Outlook client becomes the default, with the option to revert to the classic Outlook.
- Final Cutover: The classic Outlook and Windows Mail will be fully deprecated.
For Microsoft 365 subscribers, the transition will eventually be mandatory, though perpetual licence holders can continue using the classic Outlook until at least 2029.
Feature Comparison: New Outlook vs Classic Outlook
Below is a feature comparison between the new Outlook, classic Outlook, Windows Mail, and Outlook on the Web:
| Feature | Classic Outlook | Windows Mail | Outlook on the Web | New Outlook |
|---|---|---|---|---|
| Unified inbox | No | No | Yes | Yes |
| Pin emails | No | No | Yes | Yes |
| Snooze emails | No | No | Yes | Yes |
| Work offline | Yes | Yes | No | No* |
| Loop components | No | No | Yes | Yes |
| IMAP accounts support | Yes | Yes | No | Yes |
| PST file support | Yes | No | No | No* |
| Delegation | Yes | No | Yes | Yes |
| Multiple accounts | Yes | Yes | Yes | Yes |
*Coming soon
Advantages of the New Outlook App
- Modern Interface: A cleaner, more user-friendly email client that integrates smoothly with Microsoft 365.
- Cross-Device Compatibility: Syncs across desktop, mobile, and browser.
- Enhanced Security: Built-in spam protection and advertising controls.
- Future-Proofing: Ensures businesses remain aligned with Microsoft’s long-term technology roadmap.
Limitations to Consider
While the new Outlook for Windows introduces several customizable features, it currently lacks some legacy functionalities like PST file support and full work offline capabilities. However, Microsoft has confirmed that these features are under development.
Users who rely heavily on the classic Outlook’s advanced settings and email customisation may require time to adjust to the new interface and workflows.
How to Control the Transition
For organisations not yet ready to migrate, the Microsoft Store and policy management tools allow administrators to manage the transition:
- Using the Microsoft 365 Apps Admin Centre
- Disable the “Try the new Outlook” toggle.
- Prevent automatic migration.
- Using Registry Keys
- Modify registry settings to disable preinstallation.
- Blocking Preinstallation of New Outlook
- Remove the app via PowerShell.
- Managing via Intune
- Deploy policies to control adoption across the organisation.
- User Training & Stakeholder Engagement
- Provide resources and training to support end-users.
Preparing for the New Outlook
To ensure a smooth transition, organisations should:
- Communicate: Inform users about the upcoming changes and benefits.
- Provide Training: Educate employees on new features and UI changes.
- Pilot Test: Trial the new Outlook app within select teams.
- Gather Feedback: Address usability concerns before a full rollout.
Conclusion
The shift to the new Outlook for Windows is a major change for users of Microsoft 365 and Windows Mail. While it introduces modern capabilities and a unified experience, organisations must prepare effectively to manage the transition.
By leveraging Microsoft‘s administrative tools, conducting pilot testing, and ensuring support for end-users, businesses can transition smoothly while maintaining productivity. As the new Outlook becomes the default email client, understanding its features, advantages, and management strategies will be crucial for long-term success.
If you need further assistance in managing this transition, our team is here to help. Feel free to contact us for more insights and best practices.
