Outlook for Windows has long been a staple of personal and professional communication, evolving over the years to meet user demands. With the release of Office 2021, many users are now faced with a choice: stick to the Classic Outlook or embrace the New Outlook for Windows. Both versions come with their unique set of features, but which is better suited for your needs?
In this post, we’ll delve deep into a comparison of the two versions to help you decide which one might be right for you. We’ll highlight the key differences, discuss what’s new in the modern Outlook, and even show you how to switch between the two if you’re using Office 2021.
The Outlook Evolution: What’s Changed?
Before we dive into the features, let’s understand what separates the Classic Outlook from the New Outlook for Windows.
Classic Outlook is the familiar version most users have been working with for years. It’s packed with well-established features, a more traditional interface, and a robust set of tools to manage emails, calendars, and contacts.
New Outlook for Windows, on the other hand, introduces a sleek, modern design with a simplified user experience. It comes with new productivity features like Microsoft Copilot and improved integration with other Microsoft 365 services, making it more adaptable to today’s hybrid work environments.
Key Design Changes
The new design is the first thing users will notice. The New Outlook for Windows sports a streamlined interface that’s visually cleaner, offering less clutter. You’ll find that the top navigation bar (Ribbon) has been simplified, though it can be expanded back to a classic look if needed. This makes it feel more intuitive and less overwhelming, especially for users new to Outlook.
The navigation bar is now on the left-hand side, providing easier access to email, calendar, and contacts. You also get a dedicated space for “My Day,” a feature that gives quick access to your calendar and tasks without leaving your inbox.
Supported Accounts
One of the primary concerns for users switching between Classic and New Outlook is whether all their accounts will function as expected. In this regard, both versions perform quite well, but there are some nuances:
- Work or school accounts (Office 365/Entra ID): Both Classic and New Outlook fully support these accounts.
- Microsoft Accounts (Outlook.com, Hotmail): Again, no differences here—both versions support Microsoft accounts.
- Gmail, iCloud, Yahoo, IMAP, and POP: Supported across both versions, so there’s no issue here either.
Where differences begin to show is in more advanced setups like Exchange (on-prem). While this is fully supported in Classic Outlook, the New Outlook is still under review to add this feature. Shared mailbox functionalities are also still in development in the New Outlook, although they are readily available in the Classic version.
Feature Coverage Matrix
When comparing features between the two versions, Microsoft uses a matrix to indicate what is available, partially available, under investigation, or upcoming. This helps users understand where both versions stand in terms of feature parity.
For example, while both versions support basic email functions, shared mailboxes are a feature still “upcoming” in New Outlook, meaning users who depend heavily on shared mailboxes may prefer Classic Outlook for now.
Productivity Features: What’s New?
New Outlook for Windows isn’t just about a fresh coat of paint. It introduces a variety of productivity-enhancing features designed to make managing your email, calendar, and tasks easier.
Microsoft Copilot Integration
A significant new addition is the inclusion of Microsoft Copilot, a tool designed to assist with everyday tasks using AI. Copilot helps streamline processes like scheduling meetings, responding to emails, and organizing tasks, making it a powerful feature for busy professionals. This is a feature exclusive to the New Outlook and is especially useful if you rely on AI to save time and increase efficiency.
Calendar Enhancements
The Calendar module is another area where New Outlook for Windows shines. While both versions offer similar views and options, the new version includes features like in-person events, which are not available in the Classic version. It also provides improvements in meeting insights and the ability to edit all future events in a series, something not yet supported in Classic Outlook.
Another handy feature is the ability to preserve declined meetings on your calendar, which allows you to keep track of meetings you’ve opted out of—something useful for reference purposes.
Email Pinning and Snoozing
If you’re someone who struggles to keep track of important emails, the New Outlook has two great features for you: Pinning and Snoozing.
- Pinning: This lets you pin an important email to the top of your inbox, ensuring it’s always visible when you open your email.
- Snoozing: Sometimes an email isn’t urgent, but you don’t want to forget about it. The Snooze feature allows you to remove the email from your inbox temporarily and have it reappear at a later, more convenient time.
These two features are a boon for staying organized, especially if you manage a high volume of emails.
Simplified Task Management
Task management also receives an upgrade in the New Outlook for Windows. While the Classic Outlook includes the Tasks module, New Outlook offers a more integrated approach with Microsoft To-Do. You can quickly add tasks and keep track of deadlines from within the app, making it easier to stay on top of your workload.
Advanced Functionality: What’s Still Missing?
Of course, with all new software, there are always some gaps that need filling. The New Outlook for Windows, while impressive, is still catching up with some features that long-time Outlook users may miss.
COM Add-Ins and Custom Forms
For those who rely on COM Add-ins or custom forms for advanced functionality, you may want to stick with Classic Outlook for now. The New Outlook does not currently support these, which could be a dealbreaker for businesses that depend on them.
LDAP and Offline Support
Another limitation in the New Outlook is the lack of LDAP support and full offline capabilities. Both are crucial for users in certain environments. However, offline support is marked as “upcoming,” so this might change soon.
Security and Compliance
On the security front, both Classic and New Outlooks offer features like block sender and sensitivity labels. However, certain advanced features, like S/MIME encryption, are still on the “upcoming” list for the New Outlook. This means if your organisation relies heavily on email security, you might want to wait for these features to be implemented before making the switch.
How to Switch Between Classic and New Outlook
If you’re currently running Office 2021, you have the flexibility to switch between Classic and New Outlook. Here’s how:
- Enable New Outlook: If your account is supported, you’ll see a toggle switch in the upper-right corner of Classic Outlook. Clicking this switch will download and launch the New Outlook for Windows.
- Switch Back: Don’t worry if the New Outlook isn’t to your liking. You can easily switch back to the Classic Outlook by turning off the toggle at any time. Your data and settings will be preserved, so there’s no risk in trying out the New Outlook.
This flexibility is great for users who want to test the waters before fully committing to the new version.
Final Thoughts: Which Version is Right for You?
In summary, both Classic and New Outlook for Windows have their strengths. Classic Outlook is a tried-and-true platform, packed with every feature imaginable, making it ideal for users who rely on advanced setups or custom integrations.
New Outlook, meanwhile, is perfect for users seeking a modern interface, enhanced productivity features like Microsoft Copilot, and a more streamlined workflow. While some features are still being added, it’s clear that Microsoft is focused on making New Outlook the future of email management.
So, what do you think? Will you make the switch to New Outlook for Windows, or does Classic Outlook suit your needs better? Let us know your thoughts!