Microsoft is replacing the default Windows Mail app with the new and improved Outlook for Windows 11 systems.
The tech giant is no stranger to changing up what apps come built-in with their operating system. In the last decade, they’ve replaced outdated apps and introduced new ones to stay current, like swapping Internet Explorer for the Edge browser and adding new features such as the snipping tool. These changes ensure you have the latest tools at their fingertips, keeping the system fresh and functional.
Many Microsoft Office users are already familiar with Outlook, but today, we'll dive into the new features introduced in the new update of the Microsoft Outlook app, set to replace the default Mail app in Windows 11.
Windows Mail vs. Microsoft Outlook
In early 2024, Microsoft announced that the new Outlook for Windows would be the default email client on new Windows 11 devices, pre-installed and free to use. This update is available on any device running Windows 10 or later. Notably, users with a paid Microsoft 365 subscription benefit from an ad-free experience while using Outlook.
Microsoft has made a significant change in 2024 by setting Outlook as the default email client on new Windows 11 devices. This move marks a shift towards a more unified and advanced email experience for Windows users. The January 2024 Outlook update is available for devices running Windows 10 and later, allowing you to upgrade to a more powerful email client.
While Windows Mail provides basic email functionalities such as sending and receiving emails, Microsoft Outlook offers richer features, especially for those using a paid Microsoft 365 subscription, which provides an ad-free experience. In contrast, Windows Mail remains a free app but is slated to be phased out by the end of 2024, making way for a more streamlined focus on Outlook.
Outlook distinguishes itself with its advanced features, integrating mail and calendar functions into one application. This seamless integration enables you to manage emails, appointments, and tasks efficiently within a single interface, making it a preferred choice for advanced users.
New Outlook Update and Improvements
Microsoft has released the first major update for Outlook after it became the default email application of Windows 11. With the latest update, Outlook becomes more accessible and user-friendly, especially for those who rely on screen readers.
Better Screen Reader
Collaborating with industry leaders like NVDA and JAWS, Microsoft has fine-tuned the screen reading capabilities, making your interactions smoother and more intuitive.
With this update, screen readers now prioritize reading the email message content immediately upon opening an email, rather than first detailing the sender, email address, and subject line. This adjustment allows for a more efficient and focused reading experience.
To take advantage of this cutting-edge technology, simply go to View > Reading Pane > Hide, then head over to View > Conversations > Show Each Message Separately.
Search Improvements
Outlook's search functionality has been further streamlined to improve user efficiency. When conducting a search, the system now prioritizes the most accurate result, especially when narration is enabled. This adjustment reduces the need to sift through an entire list of search results, allowing you to quickly and easily locate the desired information.
Integrated Immersive Reader
The Immersive Reader, a well-regarded feature in Microsoft Office, has now been integrated into Outlook. This feature allows you to reduce visual clutter and distractions while reading emails, by customizing the appearance of text. You can adjust text size, spacing, and font to suit your preferences, creating a more tailored and comfortable reading experience.
To enable the Immersive Reader in Outlook, go to View > Immersive Reader.
New Shortcuts
Microsoft has introduced new keyboard shortcuts in Outlook to facilitate a more efficient workflow:
- F6: Switch between the Navigation, Message, and Reading Panes.
- Ctrl+Y: Access the Navigation Pane, type the initial letters of a folder’s name, and press Enter to view its messages.
- Alt: Activate the ribbon directly by pressing Alt, simplifying navigation.
Additionally, the Tab and Arrow keys can be used to navigate within messages or through grouped elements in the Reading Pane.
New Features in Outlook (January 2024 Update)
The January 2024 update for Microsoft Outlook brings a range of new features to enhance user experience and boost productivity. These updates focus on providing a more intuitive, organized, and efficient email management system.
Minimalist Layout
One of the most noticeable changes in the new Outlook update is its minimalist design. Microsoft has adopted a cleaner, more streamlined interface, aligning it closely with the web version of Outlook. The update introduces a simplified ribbon interface, reducing clutter by using fewer icons and text, making it easier for you to navigate.
For users who prefer the traditional look, Outlook offers the option to switch back to the classic ribbon layout. The update also introduces a “Density” setting, allowing you to choose between Roomy, Cozy, and Compact options. These settings adjust the spacing and layout of the email list and reading pane, giving you greater control over your interface preferences.
Simplified Settings Access
To enhance accessibility, Microsoft has relocated the Settings icon to the top-right corner of the Outlook interface. This change makes it easier for you to access and adjust their settings. The settings menu is now organized into categories, such as general settings, email, calendar, and premium features, providing a more intuitive navigation experience.
You can also customize appearance themes, choosing from Dark mode, modern, and classic options. These themes enhance visual appeal and improve the overall user experience by catering to individual preferences.
My Day: To-Do and Calendar Integration
The January 2024 update introduces the “My Day” feature, which enhances the integration between Outlook’s To-Do and Calendar functionalities. Located on the sidebar, the My Day feature allows you to toggle between their To-Do list and Calendar, providing a quick overview of tasks and upcoming events.
You can easily add tasks by dragging emails into the My Day panel as tasks or calendar events. This feature is particularly useful for managing follow-ups and deadlines, as tasks created from emails include a link back to the original message for easy reference.
Pin and Snooze Emails
Managing a busy inbox can be challenging, but Outlook's new pin and snooze features help you stay organized. The pinning feature allows you to pin important emails, keeping them at the top of the inbox for easy access.
The snooze feature offers the flexibility to set aside emails that aren’t immediately urgent temporarily. You can select the snooze option, choose a specific time and date, and manage snoozed emails to be reminded later. This functionality helps clear the inbox while ensuring that important emails are addressed more conveniently.
Email Scheduling
The email scheduling feature introduced in the January 2024 update allows you to compose and schedule emails to be sent later. This is particularly useful for avoiding sending emails during inconvenient times, such as late at night or over the weekend.
To schedule an email, you can compose a message, click the drop-down menu next to the “Send” button, and select “Schedule Send.” The scheduled emails are stored in the Drafts folder until they are sent, allowing you to manage communications.
Organize with Categories
Outlook’s categorization feature is enhanced in the latest update, providing you with a powerful tool for organizing emails. Users can access the “Categories” feature through the Settings icon under the Accounts tab. This feature allows you to create, rename, and favorite categories for quick access.
Categorizing emails helps you maintain an organized inbox, with visual cues such as category colors, making it easy to identify categorized emails at a glance. This organization can enhance productivity by simplifying locating and managing emails related to specific projects or topics.
How to Upgrade to the New Outlook for Windows
Upgrading to the new version of Outlook is straightforward. You can access the new version from both the existing Outlook app and the Windows Mail app. A “Try The New Outlook” button is available, which initiates the confirmation process for switching to the updated version.
Once confirmed, Outlook will close and reopen with the new build. Upon opening, you may see helpful tips that guide them through the new features, helping them get accustomed to the updated interface and functionalities. If you wish to revert to the older version, they can toggle off the “New Outlook” button and provide feedback on their experience.
Conclusion
The January 2024 update of Microsoft Outlook brings a host of new features and improvements that enhance email management and user experience. From a minimalist layout to advanced organization tools like pinning, snoozing, and categorizing emails, Outlook continues to provide a comprehensive solution for managing digital communication.
With its integration of mail, calendar, and tasks in one app, Outlook remains an essential tool for both personal and professional use. We encourage you to explore these new features and optimize your use of Outlook for more efficient and productive email communication.