Classic Outlook vs. New Outlook (2025): What has changed and what does it mean for you?

The familiar classic Outlook is increasingly giving way to the new Outlook for Windows. Microsoft has now firmly positioned this modern version as the future of email and calendar within Microsoft 365. But what’s new in 2025? And what does that mean for you as a professional?

1. User experience and design

The new Outlook has a sleek, minimalist design that closely resembles the web version of Outlook and other Microsoft 365 apps. It’s all about simplicity, speed, and consistency.

New: Themes and personalization options have been expanded. You can now apply custom colors and even AI-generated themes via Copilot.

Advantage: Do you mainly work with email and calendar and appreciate a modern, clear interface? Then the new Outlook feels more intuitive and calmer.

2. Speed and performance

The new Outlook is optimized for cloud integration and starts up noticeably faster than the classic version. Loading emails, attachments, and calendar items is smooth, and offline working has been improved:

New: Opening and saving attachments without an internet connection is now possible.

Note: Offline functionality remains more limited than in classic Outlook. For complex mailbox structures and heavy offline workflows, the classic version remains more powerful for the time being.

3. Features and compatibility

Microsoft has added a lot of functionality, but there are still limitations:

Added in 2025:

  • PST export: You can now export your mailbox to .pst files. Import will follow soon.
  • Improved shared mailboxes: More stable and easier to add to favorites.
  • Basic offline access: Emails and calendar items available without internet.
  • Save as .MSG: Save locally via right-click.

Not yet (fully) supported:

  • Macros and VBA scripts
  • Some advanced add-ins
  • POP3 accounts (IMAP only)
  • Public folders remain limited in support

4. Integration with Microsoft 365 and Copilot

The new Outlook is built around Microsoft 365 and AI. Copilot is now deeply integrated and offers powerful functions:

  • Summaries of email threads
  • Rewrite or compose emails based on prompts
  • Coaching for tone and clarity
  • Schedule meetings from emails
  • Smart inbox prioritization

New: Copilot can now also set rules, generate themes, and even automatically draft meeting requests with context from emails.

5. New features in the new Outlook (2025)

In addition to existing functions such as pinning and snoozing, there are new additions:

  • Open attachments offline
  • Export mailbox to PST
  • Warning when deleting folders with rules
  • Improved search function with AI
  • Microsoft Loop integration
  • Share emails directly with Teams

6. Limitations and points to consider

  • Less powerful offline mode than classic.
  • Add-ins and merge functions do not always work yet.
  • Privacy: external accounts (IMAP/Gmail) are synchronized via the Microsoft cloud, which means extra data processing.

7. Future vision

Microsoft is rolling out the new Outlook in phases:

  • Business customers: new Outlook standard since January 2025.
  • Enterprise customers: April 2026.
  • Classic Outlook will remain available until at least 2029, but will receive fewer updates.

Our advice

  • Stick with classic if you work with complex mailbox structures, local archives, or advanced workflows.
  • Switch to new if you are looking for a modern, fast experience and want to use AI and Microsoft 365 integration.
  • Both versions can still run side by side; switching is possible via the “New Outlook” switch at the top right.

Want to know more?

Do you want to stay informed of all new functions and updates? Microsoft offers an overview page with all changes and planned improvements:

What’s new in the new Outlook

Check this page regularly to make optimal use of the latest features.