The New Outlook – What Small Businesses Need to Know

Microsoft is rolling out a new version of Outlook—and here’s why it matters to your business.

If you’ve noticed a pop-up asking you to “Try the New Outlook,” you’re not alone. Microsoft is actively replacing the classic desktop version of Outlook with a fresh, modern version that’s already appearing on many Windows 11 devices.

But what’s changed—and should you switch?

🔍 Why Is Microsoft Pushing the New Outlook?

Microsoft wants to make Outlook faster, simpler, and more consistent across devices. Right now, there are several versions of Outlook: the classic desktop app, the Mail & Calendar app, Outlook on the web, and mobile versions.

The New Outlook for Windows combines all of these into a single experience, so what you see on your desktop matches what you see on your phone or in a web browser.

It’s also designed to work better with Microsoft 365 tools like Teams, To Do, Loop, and Copilot (Microsoft’s new AI assistant).

🆚 Classic Outlook vs. New Outlook

Here’s a quick comparison of the two versions:

One of the advantages of the new Outlook is faster search capabilities. The desktop version of search appears to have become slower and less accurate. The new Outlook version seems to be both faster and better at discovering the information required.

👩‍💼 So, Should You Switch?

Yes – if:

• You use a Microsoft 365 email account
• You want a cleaner, simpler email app
• You like having the same look across all devices

Hold off – if:

• You rely on shared mailboxes, .PST files, or custom add-ins
• You use POP3/IMAP email accounts not hosted in Microsoft 365
• You work offline frequently or travel without internet access

📅 What’s Next?

• Microsoft will fully replace the Mail & Calendar app in Windows 11 with the New Outlook by the end of 2024.
• Businesses using Microsoft 365 will eventually be encouraged to switch, especially to take full advantage of AI tools like Copilot.

💡 Our Recommendation

We recommend testing the New Outlook on a non-critical PC first to see how it fits with your workflow. If your business relies on Microsoft 365, this transition could simplify how you manage email and collaboration.

Need help evaluating or rolling out the New Outlook? Get in touch—we’re here to support you.