The new Outlook version for Windows is not intended as a replacement for the classic Outlook, but as a successor to Windows Mail and is also offered free of charge. It offers a revised design and improved integration with other Microsoft 365 services, but also comes with some limitations that can affect everyday working life.
Compared to the classic version, the new Outlook is more customisable: there is less control over notifications and attachments end up in the "Downloads" folder by default, with no option to choose where to save them. The "Undo email" function has been removed and replaced by the "Undo send" option, and the popular "Find related messages" function is no longer available, making it more difficult to track email conversations.
Creating personal rules or saving emails in certain files is also restricted, which can affect organisation and productivity for power users. Users who rely on detailed customisation and offline access in particular could therefore experience challenges when using the new version.
However, there are various options for affected users to continue using the older version with the familiar functions. For example, the new app can be deactivated via Exchange Online PowerShell, making it possible to use the classic version again. Alternatively, organisations can postpone the rollout of the new Outlook version until the essential functions have been reintegrated - an option that many companies choose to ensure that important tools are not affected.
Overall, although the new Outlook offers a modern interface and better integration into the Microsoft 365 ecosystem, it still lacks some functions that are particularly important for power users and more complex email environments.