New Outlook vs. classic Outlook

Opportunities, stumbling blocks and how companies can master the changeover

Microsoft is getting serious: classic Outlook is being replaced, the new Outlook is the future. For companies, this means that changes are imminent. But don't worry: with the right strategy, the change will not be a risk, but an opportunity for greater security, productivity and digital simplicity.

In this article, we show you what is important, what pitfalls are lurking and how you can successfully guide your team through the change.

1. range of functions: reduction with perspective

The new Outlook is based on the web version (Outlook on the web) and comes with a modern, low-maintenance architecture. To enable this standardization, Microsoft has initially omitted many legacy functions.

What does this mean for companies?

• VBA macros, PST files, COM add-ins and offline archives are currently not available.

• Users who work with automated rules, complex mail flows or customized plugins will miss many functions.

• IMAP accounts are now supported, but POP3 accounts are not.

Our assessment:
For companies that rely heavily on individual extensions or locally stored data, a direct switch is not yet advisable. The functional backlog is noticeable, but is continuously decreasing.

2 Integration in Microsoft 365: your advantage for the future

A major advantage of the new Outlook is the deep, native integration into the Microsoft 365 world, without any additional add-ins or configurations.

This is new and better integrated:

• Tasks and appointments from To Do and Planner automatically synchronize with Inbox and Calendar.

• Microsoft Teams meetings can be created and managed without additional plug-ins.

• Outlook becomes the hub for Viva Insights, reminders, meeting preparation and collaborative work.

• Loop components can be inserted directly into emails and edited together in real time.

Advantage for companies:
Those who already work intensively with Microsoft 365 benefit from a standardized, networked working environment, less configuration, less interface maintenance, more efficiency.

3. security: modern standards as standard

Security is one of the key reasons for the switch. The new Outlook consistently relies on modern cloud security standards and offers functions that are only available to a limited extent or not at all in classic Outlook.

What has improved in terms of security?

• No local data storage: emails, attachments and calendar data are stored exclusively in the cloud. This reduces the risk of stolen or compromised end devices.

• Modern authentication with MFA, conditional access and role-based access is standard.

• Compliance, DLP and eDiscovery can be controlled directly via Microsoft 365 - without additional GPOs or local policies.

Risks and requirements:
The strong cloud orientation requires stable identity and access management. Offline work is only possible to a limited extent, which can be a problem when traveling, for example.

Conclusion:
IT security and compliance teams benefit enormously provided that the Microsoft 365 architecture is implemented properly. With our Managed Digital Workplace, our customers are optimally prepared for this.

4 Compatibility: The biggest hurdle for many organizations

Especially in heterogeneous or regulated environments, compatibility issues can make the switch difficult.

Typical stumbling blocks in practice:

• Add-ins or third-party solutions that are COM- or VBA-based do not work.

• Companies with Exchange on-premises or hybrid setups reach their limits, as many cloud-only functions are missing.

• Archiving or backup solutions that rely on local data must be converted.

Conclusion:
A structured preliminary analysis is mandatory. Without clarity about infrastructure and dependencies, the changeover can quickly become expensive or risky.

5 User experience: More modern, but with a learning curve

The new Outlook offers a tidy, modern user interface that is based on web and mobile design. For many this is progress, for others a change.

What is different?

• No more classic menu bars or ribbons

• Streamlined sidebar navigation

• Focus on email, calendar, tasks instead of overloaded menus

• Greater separation between workspaces

Consequence for companies:
Users who have worked intensively with the classic interface (e.g. secretariats, assistant roles, project coordination) need time and support. Training and "first look" sessions help to promote acceptance and confidence in using the new interface.

6 Recommendation for companies: How to make the changeover a success

A successful switch to the new Outlook requires a well thought-out plan. Our tried and tested approach:

• Analyze the status quo: Which functions and add-ins are in use? How is the data structure organized?

• Start the pilot phase: A test group defines typical use cases, collects feedback and uncovers technical hurdles.

• Prepare communication and change management: Inform employees at an early stage, explain benefits, provide training and onboarding material.

• Plan and implement rollout: Gradual migration starting with less complex departments. A fallback strategy is mandatory.

• Ensure follow-up support: Record questions centrally, use feedback systematically and incorporate improvements.

Conclusion: Outlook is changing: companies should follow suit

The switch to the new Outlook is not a cosmetic update, but part of a larger paradigm shift: more cloud, more integration, more security.

Even if not all the classic functions are available yet, the direction is clear. Companies that plan strategically now create clarity, avoid frictional losses and ensure user acceptance.

At Dinotronic, we support you with clear analysis, proven methodology and a secure managed workplace that not only works technically, but is also holistic and human.

Would you like to know whether your company is ready for the new Outlook?
Then talk to us and together we will make the changeover secure, structured and stress-free.