New Outlook what you need to know

We are now recommending the New Outlook for most clients, as Microsoft continues to move email, collaboration, and AI features to a modern, cloud‑based platform.  Microsoft have now introduced support for shared mailboxes which removes the major impediment to moving to the new system.

Below is a clear summary of why we recommend it, what benefits you get, when it may not be suitable, and what your alternatives are.

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✅ Why We Recommend New Outlook

🔍 Faster, More Reliable Search

New Outlook uses Microsoft’s cloud‑based search, rather than searching local mail files.

This results in:

• Faster search results
• More accurate results across large mailboxes
• Better searching of shared mailboxes and archives

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🤖 Microsoft Copilot & Modern AI Features

New Outlook is required for the full Microsoft Copilot email experience when using the desktop app, including:

• Email thread summaries
• “Catch‑up” insights for long conversations
• AI‑assisted drafting and responses

✅ Important note:
If you wish to keep Classic Outlook, you can still access Copilot summaries and the latest search experience by using Outlook on the web at:

👉 https://outlook.office.com/mail/

This allows users to retain Classic Outlook for day‑to‑day work while still benefiting from Microsoft’s newest AI features in the browser.

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📬 Better Support for Modern Mailboxes

New Outlook now fully supports:

• Shared mailboxes
• IMAP accounts such as Gmail and BigPond (Telstra)
• Microsoft 365 and Exchange Online

This enables easier access to multiple inboxes in a single, modern interface.

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✍️ Cloud‑Based (Roaming) Signatures

Signatures are stored in the cloud rather than on an individual computer, meaning:

• The same signature appears across all devices
• No re‑setup when replacing or upgrading PCs
• Consistent branding across Outlook on the web, Windows, Mac, and mobile

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🌐 Consistent Look Across Devices

New Outlook provides a consistent user experience across:

• Outlook on the Web
• Windows
• Apple Mac
• Mobile devices

This reduces confusion and improves ease of use.

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🛠️ Improved Stability for Large Mailboxes

Classic Outlook relies on large local mail files, which can occasionally:

• Become corrupted
• Cause performance issues
• Lead to repeated Outlook repair prompts

New Outlook reduces reliance on local mail files, helping to:

• Improve stability
• Reduce corruption‑related issues
• Perform better with large mail volumes

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📎 Attachments in New Outlook

✅ Files can be dragged and dropped from your computer into an email.

⚠️ Attachments cannot be dragged:

• Between emails
• Out of emails directly onto the desktop

To reuse an attachment, it must be saved first.

📝 About saving/opening single‑message files in New Outlook

• Some of you  save emails as offline message files  in the ,msg format.  New Outlook now supports saving in this format or eml in most cases as Microsoft is rolling out this feature now.
• Open: New Outlook can open .eml, .msg, and .oft files (online), via Open with → Outlook (new), double‑click, or drag‑and‑drop onto the reading pane (size limits apply for .msg/.oft).

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⚠️ When NOT to Use New Outlook

New Outlook is not suitable for all users. We do not recommend it in the following scenarios:

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1️⃣ Legacy POP‑Only Email Accounts (e.g. iPrimus)

If your email provider only supports POP (not IMAP or Microsoft 365):

• New Outlook is not reliable
• Traditional local storage workflows may break

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2️⃣ Sending Emails Directly from MYOB

If you send emails from:

• MYOB Premier (Legacy)
• MYOB AccountRight Plus using Outlook integration

Classic Outlook is required to:

• Save sent emails correctly
• Maintain audit trails
• Ensure reliable operation

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3️⃣ Complex or Advanced Rules

If you rely on:

• Complex inbox rules
• Legacy automation
• Advanced Outlook customisation

Some of these features are not yet fully available in New Outlook.

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✅ Summary

New Outlook is recommended for users who want:

• Faster search
• Improved stability
• Cloud‑based signatures
• Shared mailbox and IMAP support
• Copilot and AI‑assisted features

Classic Outlook can still be retained for:

• POP‑only accounts
• MYOB email workflows
• Advanced or legacy configurations

✅ Even when using Classic Outlook, users can still access:

• The latest search experience
• Copilot summaries
• AI features
  by using Outlook on the web at:

👉 https://outlook.office.com/mail/

We assess your specific set up and will guide you to the most suitable option.