The new Outlook replaces the classic version with a cleaner interface and better integration with Microsoft 365

Microsoft's new Outlook for Windows is a redesigned email client that works alongside or replaces the classic Outlook you may already have. The switch is optional — you can keep using classic Outlook indefinitely — but the new version offers a simpler layout, faster performance on most machines, and tighter connection to Microsoft 365 services like Teams and OneDrive. The process takes about five minutes and you can switch back to classic Outlook at any time if you change your mind.

The new Outlook works with the same email accounts you already use: Outlook.com, Gmail, Yahoo, and corporate Microsoft 365 accounts. Your emails, calendar, and contacts move over automatically once you sign in. You do not need to read anything separately if you already have Microsoft 365 or Windows 11 — the new Outlook is built in.

Key Takeaways

  • The new Outlook is already installed on Windows 11 and available as a free read on Windows 10; you launch it from the Start menu or Microsoft Store.
  • Your existing email accounts sign in with the same username and password, and your messages and calendar sync automatically.
  • You can run both classic and new Outlook at the same time, so testing the new version does not force you to abandon the old one.
  • Switching back to classic Outlook takes one click in settings if the new version does not work for you.
  • The new Outlook works offline and syncs changes back to your email server once you reconnect.

Finding and opening the new Outlook on Windows 11

On Windows 11, the new Outlook is already installed. Open the Start menu and type "Outlook" — the new version appears at the top of the results with a blue icon and the word "Outlook" in white. Click it to launch the process. If you see two Outlook icons in the results, the one with the blue background is the new version; the older one has a different design.

The first time you open new Outlook, you may see a welcome screen asking you to sign in. You can also access Outlook through the Microsoft 365 app if you have it installed — click the grid icon in the top left and select Outlook from the menu.

Getting the new Outlook on Windows 10

Windows 10 does not include the new Outlook by default, but you can read it free from the Microsoft Store. Open the Microsoft Store app (search for "Microsoft Store" in your Start menu), then search for "Outlook" in the store's search bar. The new Outlook appears with a blue icon. Click "Get" or "Install" to read it to your machine.

The read takes a few minutes depending on your internet speed. Once installed, the new Outlook appears in your Start menu and you can launch it the same way as on Windows 11. If you do not have the Microsoft Store app, you can also read Outlook directly from Microsoft's website — search "Outlook for Windows" and look for the official Microsoft read link.

Adding your email accounts to new Outlook

When you first open new Outlook, you see a sign-in screen. Enter the email address you want to use — this can be an Outlook.com address, Gmail, Yahoo, or a work Microsoft 365 account. Click "Next" and enter your password on the screen that follows. If your account uses two-factor authentication (a code sent to your phone or generated by an app), you will be asked for that code before access is granted.

Once you sign in, new Outlook downloads your recent emails, calendar events, and contacts automatically. This can take a few minutes if you have years of email history. You can add more accounts by clicking the settings icon (gear symbol) in the bottom left, selecting "Accounts," and clicking "Add account." Repeat the sign-in process for each additional email address.

If you use a corporate Microsoft 365 account, your IT department may have set up rules about which version of Outlook you can use. Contact your IT support team if you see an error message during sign-in — they may need to enable the new Outlook for your account first.

Moving your settings and rules from classic Outlook

The new Outlook does not automatically copy over email rules, signatures, or custom folders from classic Outlook. You will need to recreate these manually in the new version. Start with your email signature: click the settings icon in the bottom left, select "Mail," then "Compose and reply." Under "Signature," type or paste your signature text. You can set a different signature for each email account if you have multiple addresses.

For email rules (filters that automatically sort, delete, or flag messages), click settings, then "Mail," then "Rules." Click "Add rule" and set up each rule the same way you had it in classic Outlook. This takes longer if you have many rules, but the new Outlook's rule builder is straightforward — you choose a condition (like "from a specific sender") and an action (like "move to folder").

Custom folders you created in classic Outlook do not transfer over, but you can create new folders in the new Outlook by right-clicking on your inbox and selecting "Create folder." Your actual emails do sync, so you will not lose any messages — you just need to recreate the organizational structure.

Testing new Outlook without losing classic Outlook

Both versions of Outlook can run at the same time on the same machine. You can open new Outlook, test it for a few days, and keep using classic Outlook for your actual work until you are confident the switch is right for you. This is the safest way to explore the new version without disrupting your email routine.

To use classic Outlook while new Outlook is installed, search for "Outlook" in your Start menu and look for the icon that does not have the blue background — it will say "Outlook (desktop app)" or show an older design. Click it to open the classic version. Your emails appear in both versions because they are syncing from the same server, so any message you read in one version shows as read in the other.

Switching back to classic Outlook if you change your mind

If you decide the new Outlook is not for you, switching back takes one click. Open new Outlook, click the settings icon in the bottom left, scroll down to "Default mail app," and select "Use classic Outlook as default." The next time you click an email link in your browser or another program, it opens in classic Outlook instead of the new version. You can keep the new Outlook installed without using it, or uninstall it entirely from the Microsoft Store or Control Panel.

Your emails, calendar, and contacts remain on your email server regardless of which version you use, so switching back does not delete anything. If you uninstall new Outlook and want to use it again later, you can reinstall it free from the Microsoft Store.

Frequently Asked Questions

Will my emails disappear if I switch to new Outlook?

No. Your emails stay on your email provider's server — Gmail, Outlook.com, or your company's mail server — and both versions of Outlook access the same messages. Switching versions or uninstalling new Outlook does not delete anything.

Can I use new Outlook with Gmail or Yahoo?

Yes. New Outlook works with Gmail, Yahoo, Outlook.com, and Microsoft 365 accounts. Sign in with your email address and password the same way you would in any other email client. Some providers may require you to generate a special password for security reasons — Gmail calls this an "app password" — but the process is straightforward.

What happens to my calendar and contacts when I switch?

Your calendar events and contacts sync automatically once you sign in to new Outlook. They appear in the calendar and people sections of the new app. Any changes you make in new Outlook sync back to your email provider, so your data stays in sync across devices.

Does new Outlook work if I am not connected to the internet?

Yes. New Outlook stores recent emails locally on your machine, so you can read them offline. Any changes you make — like moving a message to a folder or marking it as read — sync back to your email server once you reconnect to the internet.

Can I use new Outlook at work if my company uses Microsoft 365?

Usually yes, but it depends on your company's policies. Some organizations restrict which email clients employees can use for security reasons. Check with your IT department before switching — they can tell you whether new Outlook is allowed and may need to enable it for your account.