New Outlook vs. Classic Outlook

Have you started to experiment with the “New Outlook” yet? Calling all Outlook users – Microsoft is looking to make changes to this key application over the next few years, and we are all going to need to make some adjustments to how we work within Outlook soon.

I started to research this topic after a classroom experience during a private class at our Albany location this week. We were teaching a class on the “New Outlook” – and live in class, some of the features (specifically, a search feature) was removed for certain users as a Microsoft update went into production. The exact timeline on the move from classic to new Outlook seems fuzzy, but here is a summary of what is going on from our content development team here at Logical Operations:

• Initial rollout. In July 2024, Microsoft began rebranding the existing Outlook as “Classic Outlook” while deploying both Classic and New Outlook versions on systems.
• Opt out phase. (We’re in this phase now.) New Outlook becomes the default mail program for Office, but users can still revert to Classic Outlook through a separate installation.
• The “cut-over” phase. Begins early 2028. Classic Outlook is removed from core Microsoft 365 installations, meaning new deployments will automatically include New Outlook.
• End of support. Support for Classic Outlook will continue through 2029, offering several more years of usage before full deprecation.

Here’s a product comparison between the two Outlook versions::

What’s missing from New Outlook?

• Add-ins & Automation (no VBA, COM, VSTO, Quick Steps, or Custom Forms & Templates. Advanced rule creation (e.g., run scripts, complex conditions) is simplified or missing.
• Account & Data Management – Full POP accounts and local PST file management are absent or limited in New Outlook.
• Multiple Profiles – You can maintain multiple Outlook profiles in Classic; New Outlook is profile-limited.
• Shared Mailbox Management – More advanced shared mailbox features (delegation, folder permissions) are restricted.
• Offline Access – Full offline capability with local caching is only in Classic Outlook.
• Email & Messaging Features – Full Word integration for mass emails is gone. “Recall this message” and similar tools are missing. Voting buttons in email and other built-in workflow tools are not fully supported. Rich Signature & Formatting are lost or limited.
• Calendar & Scheduling – Multiple overlapping calendars, detailed color coding, and some custom views are missing.
• Meeting Management Features – Declining while keeping meetings on your calendar, advanced recurring series options, and delegate permissions are limited.
• Calendar Overlay & Side-by-Side Views – Some complex overlay views may not exist.
• Advanced Search & Filters – Classic Outlook provides folder-specific searches, Boolean operators, and advanced filters that may be missing or simplified.
• Folder Hierarchy & Shortcuts – Full folder tree navigation, favorite folders, and custom shortcuts are less flexible.
• Third-Party Integrations with legacy enterprise systems (ERP, CRM, ticketing systems) are not yet supported in New Outlook.
• Offline Export/Import – Exporting mailboxes, PST files, or performing offline backups is fully supported in Classic, not in New Outlook.
• Drag-and-Drop Rules & Customization – Some UI-based customizations, drag-to-move, and “right-click → custom action” workflows are restricted.
• Ribbon Customization – Classic Outlook allows full ribbon and Quick Access Toolbar customization; New Outlook has minimal customization.
• Folder Rights Management – Classic allows detailed folder permission control per mailbox or delegate.

The use-case from our class in Albany this week demonstrates how knowledgeable and flexible a user needs to be in order to conduct their work functions long-term. Gone are the days of learning how to use a specific product and being set for ten years or so – disruption (for better or worse) seems to be happening more and more in Microsoft products, and will happen regularly as Microsoft updates the interface and design for core applications, like Outlook. We need to be ready with a deeper knowledge on how to work within applications in the event of sudden interface changes (and be ready for the big refresh coming soon to Outlook).