Microsoft has been steadily advancing the rollout of its “new” Outlook for Windows email and calendar application. This blog post provides a detailed overview of this significant transition, outlining the rollout plans, feature comparisons, and methods for managing the change. Our aim is to help organisations prepare and adapt effectively to the new Outlook for windows app.
Overview of the New Outlook for Windows
The new Outlook for Windows, also referred to as the new Outlook email client, shares the same codebase as Outlook on the Web. This approach offers a unified and streamlined experience across platforms. Currently available for preview, developer Microsoft has announced that it is nearing general availability (GA). A toggle switch in the top-right corner of the classic Outlook client enables users to switch between the two versions.
By aligning the desktop mail experience with Outlook on the Web, the new Outlook ensures a consistent interface and feature set across devices. This includes seamless integration with services like Gmail, Hotmail, and Android, as well as improved calendar apps and enhanced management of sensitive information.
Why Is Microsoft Transitioning to a New Outlook?
Microsoft’s goal with the new Outlook for Windows is to provide a more consistent and integrated experience across devices. By unifying the codebase with the new Outlook app on the Web, users gain access to seamless updates, innovative features, and enhanced performance. This modernisation also supports hybrid work environments by offering improved synchronisation and flexibility. Additionally, it enables organisations to replace existing systems and prepare for a future focused on interconnected platforms.
Specific motivations for this transition include:
- Replacing Legacy Systems: The new Outlook is designed to phase out older applications like the classic Outlook and Windows Mail app.
- Enhanced Productivity: Modern features, such as improved notifications, advanced inbox management, and file attachments, streamline workflows.
- Broader Integration: The app integrates seamlessly with Office tools like Excel and PowerPoint, making it a central hub for business activities.
- Support for Flexibility: Features like work offline capabilities and cross-device synchronisation cater to the needs of modern, flexible work environments.
Rollout Timeline and Key Stages
Microsoft has outlined a phased rollout process for all versions of the new Outlook app:
- Opt-in Stage: Currently, the new Outlook is off by default, and users can switch manually. Feedback is collected when users revert to the classic version.
- General Availability (GA): Feature development continues, and organisations with the appropriate licensing receive regular technical support.
- Opt-out Stage: The new Outlook for Windows becomes the default experience, with the option for users to return to the classic Outlook client. Microsoft has committed to providing a 12-month advance notice before this stage.
- Cutover Stage: The final stage involves a complete switchover to the new Outlook, with no option to revert to the classic client. A 12-month advance notice will also precede this stage.
For Microsoft 365 subscribers, this transition will eventually be mandatory by default. However, perpetual licence holders will retain access to the classic Outlook until at least 2029.
Implications for Organisations
The phased rollout allows organisations to prepare for the transition while requiring IT teams to stay proactive. Early testing and feedback collection from customers can help identify challenges and optimise workflows, ensuring minimal disruption to user operations.
Organisations should consider conducting pilot programmes to test the new Outlook in specific teams or departments. This enables IT administrators to gather feedback, address potential issues, and build a smoother transition plan for the company or wider organisation.
Feature Comparisons
The new Outlook introduces several modern features while retiring some legacy functionalities. Below is a comparison of the new Outlook, classic Outlook for Windows, Outlook on the Web, and the soon-to-be-deprecated Windows Mail app:
| Feature | Outlook on the Web | Classic Outlook | Windows Mail App | New Outlook |
|---|---|---|---|---|
| Pin emails | Yes | No | No | Yes |
| Snooze emails | Yes | No | No | Yes |
| My Day view | Yes | Yes** | No | Yes |
| Inbox rules | Yes | Yes | No | Yes |
| Conversation settings | Yes | Yes | Yes | Yes |
| Loop components | Yes | No | No | Yes |
| PST file support | No | Yes | No | No* |
| Delegation | Yes | Yes | No | Yes |
| Offline support | No | Yes | Yes | No* |
*Coming soon **Supported in classic Outlook via the To-Do Bar
Key Advantages of the New Outlook
- Improved Productivity: Features like pinned emails, snooze functionality, and Loop components enhance collaboration and efficiency.
- Modern Interface: The redesigned interface is intuitive and integrates seamlessly with Microsoft’s broader ecosystem.
- Future-Proofing: Organisations adopting the new Outlook align with Microsoft’s long-term technology roadmap.
- Cross-Device Compatibility: By sharing its codebase with Outlook on the Web, the app ensures a consistent experience across mobile, desktop, and web platforms.
Limitations to Consider
Despite its advantages, the new Outlook currently lacks certain features such as PST file upload and support and offline functionality. These omissions may impact specific use cases, although Microsoft has indicated that updates addressing these gaps are in development.
Additionally, users accustomed to legacy features may require time and support to adjust to the new interface and workflow.
How to Control the Transition
For organisations not ready to adopt the new Outlook, various methods exist to manage its rollout and user experience.
1. Using the Microsoft 365 Apps Admin Centre
Administrators can use the Microsoft 365 Apps Admin Centre app to disable the new Outlook toggle:
- Sign in to the Microsoft 365 Apps Admin Centre.
- Navigate to Customisation > Policy Management and create a new policy.
- Enable the “Hide the ‘Try the new Outlook’ toggle in Outlook” policy.
- Disable the “Admin-Controlled Migration to New Outlook” policy.
2. Using Registry Keys
Manual configuration via registry keys allows administrators to disable the toggle:
- Hide the toggle:
[HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options\General] "HideNewOutlookToggle"=dword:00000001 - Disable automatic migration:
[HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options\General] "donewoutlookautomigration"=dword:00000001
3. Blocking Preinstallation of the New Outlook
To remove the new Outlook from Windows builds after 23H2, use PowerShell commands:
- For all users:
Remove-AppxProvisionedPackage -AllUsers -Online -PackageName (Get-AppxPackage Microsoft.OutlookForWindows).PackageFullName - Remove associated registry value:
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\WindowsUpdate\Orchestrator\UScheduler_Oobe\OutlookUpdate
4. Using Intune for Policy Management
Large organisations can leverage Intune for data and policy management:
- Navigate to Devices > Windows > Configuration and create a new policy.
- Add settings for “Admin-Controlled Migration to New Outlook” and “Hide the ‘Try the new Outlook’ toggle in Outlook.”
- Assign the policy to user groups to enforce compliance.
5. Engaging Stakeholders
Involving IT administrators and end-users early in the installation process is essential. Conducting training sessions and providing comprehensive documentation can minimise resistance and ensure a smoother transition.
Preparing for the New Outlook
Proactive management is key to a successful transition. Here’s how organisations can prepare:
- Communication: Inform all stakeholders about the upcoming changes, timelines, and benefits.
- Training: Provide resources and training sessions tailored to different user groups, ensuring familiarity with the new interface and features.
- Pilot Testing: Implement the new Outlook app in select teams to gather feedback and address any challenges before organisation-wide rollout.
- Feedback Mechanisms: Establish channels for users to report issues or provide input during the transition.
Conclusion
The transition to the new Outlook for Windows represents a significant milestone for Microsoft 365 users. While it introduces modern features and aligns with Microsoft’s long-term vision, organisations must prepare for the inevitable cutover. By understanding the timeline, comparing features, and utilising tools like the Microsoft 365 Apps Admin Centre or Intune, businesses can ensure a seamless transition while maintaining control over the process.
Proactive planning, clear communication, and stakeholder engagement will empower your teams to adapt and thrive in this evolving digital and mobile landscape. If you have any questions or require assistance, don’t hesitate to reach out. We’re here to help your organisation navigate these changes effectively.