Digital & Technology · Knowledge Hub

Outlook: Classic vs New

Two versions, one mailbox. Your email, calendar and contacts are exactly the same in both. What changes is mostly the look, where a few things live, and a small number of features that are still on their way. Here is the picture at a glance.

Key Outlook Classic New Outlook Stays the same Works differently Not yet in New
01

How each one works

This is the difference underneath the surface, and it explains why offline working behaves differently between the two.

Outlook Classic

A program on your PC

Outlook app on your computer Local copy of your mailbox Microsoft 365 server syncs when online

Keeps a full copy on your machine, so it works well offline and syncs up when you reconnect.

New Outlook

One experience, everywhere

Windows Mac Web Microsoft 365 server

Built like a website, so it looks the same across devices but needs an internet connection to work fully.

02

What changes, what stays

Most of what you do every day carries straight over. A few things have moved or behave differently, and a short list is still being added to the New Outlook.

Stays the same
  • Your emails, calendar and contacts Same mailbox, nothing is moved or lost
  • Your folders
  • Search, flags and categories
  • Reporting junk and phishing Now works in shared inboxes too
  • Rules Most carry over, a few may need redoing
Works differently
  • The look and feel Cleaner, more modern layout
  • Settings have moved Now behind the gear icon, not File then Options
  • Some buttons renamed or relocated
  • Search wording A few advanced search terms differ
Not yet in New
  • Full offline working Limited compared with Classic
  • Quick Steps One-click automations
  • Older add-ins Some third-party plug-ins are not supported
  • PST archive files Handling is more limited for now
03

Where things moved

If you switch over, here is where to find the handful of things that have changed places.

Report New Outlook Inbox Sent Drafts Deleted Archive 1 2 3 4
1
Report button sits top left, for flagging junk or phishing in one click.
2
Settings (gear icon) top right, this replaces File then Options.
3
New Outlook toggle top right, flick it to switch back to Classic any time.
4
Folders and messages stay where you expect, on the left and centre.
04

Which should I use?

You are not locked in either way. Use the toggle to move between them while you decide.

Best for most people

Go with New Outlook

  • You mainly do everyday email, calendar and contacts
  • You like a cleaner, simpler layout
  • You want the newest features as they arrive
  • You report from a shared inbox

Stay here for now if

Keep Outlook Classic

  • You often work offline with no connection
  • You rely on a specific older add-in or plug-in
  • You use Quick Steps or heavy automation
  • You work with PST archive files day to day

Do I need to switch right now?

No rush. You have plenty of time.

New Outlook is where Microsoft is adding all the new features, but Classic is not going anywhere soon. Move when you are ready.

NOW

Both available. Switch freely using the toggle in the top right corner.

THROUGH 2026

New keeps improving. Missing features and shared mailbox controls continue to arrive.

2028 ONWARDS

Classic stays supported well beyond this, so there is no cliff edge.