Technology

New Outlook: These 15 features should convince users to switch

Many users continue to put off switching to the new Outlook. Now Microsoft is beating the drum again and lists 15 functions related to mailbox, calendar and personalization in order to finally make the change palatable to users.

Battle for Outlook users

Microsoft is currently working hard on Outlook. At the end of April, many new functions were announced. The implementation then followed in May and brought features such as an “all accounts” view. Nevertheless, many users still use the “old” Outlook. The Redmond company therefore continues to advocate for a change. In this move, a list of 15 productivity functions is presented. The innovations are intended to show how everyday work can be made easier through the modernized software. Many users hesitate to switch because the classic Outlook version is often perceived as having more functions. The old client is based on an architecture that has evolved over decades, while the new variant is essentially a web application. As a result, some of the usual tools are still missing. Nevertheless, according to Microsoft, the revised program offers advantages.

Like the company in a current one Blog post explains, a function called Sweep automatically cleans up the inbox. Users can choose to delete promotional emails after a certain period of time or only keep the most recent messages in a conversation. The software also allows you to defer messages to a later date. Shipping can also be planned more flexibly.

Focus on calendar and appointments

In the area of scheduling, the developers highlight the improved overview. Users can save specific calendar views and quickly switch between layouts when needed. If users cannot attend a meeting, the software also offers an RSVP function. This signals that you are foregoing the meeting, and you will automatically receive a summary with recordings and transcripts afterwards.

To make the transition from the classic version easier, the program also integrates various personalization options. The following aspects should make operation noticeably more pleasant in everyday life:

Selection of familiar keyboard shortcuts

Renamed individual accounts for better differentiation

Modern designs including dark mode

Simplified sharing of folders including automatic assignment of rights

Microsoft Outlook: 15 Productivity Features – Complete List

Pin email: This makes it easier to keep track of important emails.

Put email on hold: Users can temporarily put an email thread on hold for a specific period of time until it becomes relevant again. This can be useful if you don’t want to actively follow a thread or simply want to come back to it at a later time.

Add multiple categories at once: Users can assign multiple categories to an email using a simplified interface.

Sweep: Users can define automated moving processes for their inbox to declutter it instead of cleaning it up manually.

Schedule sending: Emails are sent at a specified time. This can be useful if recipients are in different time zones.

Simplified Folder Sharing: The sharing process has been simplified so that permissions are automatically applied to parent folders.

Join a meeting: This is an RSVP option that allows users to let others know that they cannot join the meeting but still want access to a summary.

Save calendar views: Users can save different views for the calendar depending on their workflow.

Improved meeting tracking: Organizers have more options for viewing meeting responses, such as: B. the ability to sort and download them. This is particularly useful if there are many participants.

Meeting Summary: The Outlook calendar displays a meeting summary with recordings, transcripts, and shared files.

Filtered views: This allows users to organize their calendar, making it easier to overview and plan.

Hurdles when changing the system

Despite the advertised innovations, it remains to be seen whether the arguments are sufficient. The majority of the functions mentioned are already available in a similar form in the classic email client. While the modernized interface and automation offer clear benefits, some users continue to complain about longer loading times. For corporate customers, the mandatory change has therefore been postponed until 2027. The old version of Outlook will continue to receive security updates until at least 2029.

Priti Rajpoot