Windows 11 did not come without a bang. Not a lot of people get (actually) excited about a new Windows — but Windows 11 came after six long years of Windows 10’s existence. It brought a lot to the table, including a new user interface (UI) for Outlook.

Activating the new Outlook UI is not mandatory, but it can bring you several benefits:
  • From a design standpoint, the new UI will be more aligned with the look and usability of Windows 11
  • The updated UI introduces improved navigation features, making it easier to access essential tools and settings with fewer clicks.
  • Enhanced integration with other Microsoft 365 applications allows for seamless workflow and productivity boosts, enabling users to manage emails, calendars, and tasks more efficiently.
  • The new Outlook UI includes better accessibility options, ensuring that users of all abilities can have a more comfortable and productive experience.

If you’re looking for a guide to help you understand the new Outlook UI, this is it. Keep reading and find out more.

Understanding the new Outlook UI

When Windows 11 was released, the main purpose behind it was to enhance simplicity and provide users with a more seamless, integrated experience. From how you search for apps to how you shut down your Windows machine, everything in the Windows 11 interface is thoroughly consistent with the concept of “keeping things easy, within reach, and uncomplicated.”

The new Outlook UI is no different. It follows the same design principles, with a clean and modern look, minimalistic icons, and streamlined navigation. The goal is to provide a clutter-free workspace where users can focus on their tasks without any distractions.

Overview of UI enhancements

Some of the most important UI enhancements for the new Outlook include:

  • A simplified ribbon interface. The updated ribbon now has a simpler, more modern layout that takes up less space on the screen. It also includes new features such as quick actions and suggestions to improve productivity.
  • Customizable toolbar. Users can now customize their toolbar by adding or removing buttons according to their preferences and needs.
  • Improved search functionality: The search bar is now easily accessible at the top of the Outlook window, making it easier to find emails, contacts, and calendar events quickly.
  • Dark mode support: Windows 11’s dark mode is fully integrated into Outlook, providing users with a visually pleasing experience that reduces eye strain.

Comparison with the traditional Outlook interface

The traditional Outlook interface catered to users who preferred a more traditional, familiar layout. It included a standard toolbar with all the necessary features and tools neatly organized into different tabs.

However, with the new Outlook UI, Microsoft has taken a bold step towards modernization and integration. The simplified ribbon interface and customizable toolbar make it easier for users to personalize their experience and access frequently used features without having to navigate through multiple tabs.

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How to enable the New Outlook UI

Updating the new Outlook is a fairly easy process. All you have to do is:

  1. Go to your Outlook app.
  2. Click on “File”, then on “Office Account”.
  3. On the right side, click on the drop down menu next to “Update Options”.
  4. Click on “Update Now”.
  5. Allow the app to update. Once done, turn on “New Outlook” using the toggle in the upper right-hand corner.
  6. A prompt will appear on screen. Click on “Switch”
  7. If you want to, you can switch between “Simplified” and “Classic” ribbon using the drop-down in the upper right corner of the screen,

Troubleshooting common issues during activation

Although the new Outlook is quite good, there are some common issues people have been complaining about. Some of the most widespread ones include the following:

WebEx Scheduler and shared mailboxes

At the time, the new Outlook does not work with shared mailboxes. As a result, you will not be able to use the WebEx Scheduler.

You can use it when you turn the new Outlook off (using the toggle). Then you will have to start a new meeting/ event and click on the WebEx Scheduler icon in the taskbar.

You might be prompted to log in. If that happens, enter your email address, login to Cisco WebEx, and you might see an error message (“having a problem communicating with….”). Click to escape from that error message, then start a new meeting and click on WebEx Preferences first. Sign in, then close your browser tab.

Now you will be able to go back to the meeting. Click on Add WebEx meeting as normally, and create the invite.

New Outlook Archives

If you want to see your email archives in your new Outlook, you will have to manually import them into your email. To do that, you need to first export your data from your current Outlook and then import it into the new UI:

  1. Open old Outlook and go to “File”.
  2. Click “Open & Export” from the menu on your left-hand side.
  3. Click on “Import/ Export”
  4. Click on “Export to a file” (and then click on “Next”)
  5. Select “Outlook Data file (.pst)” and click “Next”.
  6. Choose which folders you want to export.
  7. Choose the location where you want to save these files.
  8. Click on “Finish.”
  9. Toggle on the new Outlook UI version.
  10. Go to “Preferences” and then “General”.
  11. Make sure the “Hide on My Computer folders” option is not checked.
  12. Click on “File” and then “Import on My Computer Data.”

Opening EML Files

EML files are the files you get when you save an Outlook email. Normally, double-clicking on them will open them in Outlook, but there seems to be an issue with this on the new Outlook. 

To open and see your EML files you can right click on them and choose “Open with Outlook” (make sure it’s not “Outlook (new)” though!)

Exploring the benefits of the New Interface

Switching to a new interface on an app you’ve used since forever can be an odd experience. Your reflexes, your habits, and your familiarity all go out the window. But there are two main benefits to embracing the new Outlook UI:

Enhanced integration with Microsoft services 

New apps are more likely to efficiently communicate with other new apps. Plus, they are more likely to get continuous support from their mother companies (Microsoft, in this case), and will likely last longer on the market before they are phased out.

The new Outlook UI offers better integration with Microsoft Teams and SharePoint, making for seamless collaboration among users. This enhanced connectivity allows for easier sharing of documents, scheduling meetings, and accessing shared resources directly within the Outlook interface, resulting in a more cohesive workflow and improved productivity.

Productivity features and improvements

The new Outlook came with many new productivity features and improvements (and some have ben added since the release, even.

Easier integrations with M365

The new Outlook interface provides enhanced integration with Microsoft services, allowing for seamless collaboration and communication within tools like Teams and SharePoint. Additionally, it introduces numerous productivity features that streamline workflows and make managing tasks more efficient for users.

Microsoft Copilot

The New Outlook UI facilitates improved collaboration and productivity by seamlessly integrating with Microsoft services such as Copilot, which allows you to write emails faster, summarize emails, and connect with all your enterprise data—including chats, documents, meetings, and emails—right from within Outlook.

A more seamless Calendar experience

The new Outlook UI not only enhances integration with Microsoft services like Teams and SharePoint, but it also introduces productivity features such as Calendar, which streamlines your day, allowing you to be more productive, take better meeting notes, and ensure perfect collaboration across all your teams.

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Personalizing Your Outlook experience

You can also customize your new Outlook to fit your needs (and what you like, in the end.) Here are some of the features you can personalize:

Customization options 

The new Outlook allows users to customize various elements, including themes, layout, and notification settings. You can choose from a selection of themes to change the visual appearance of your inbox, making it more visually appealing and aligned with your personal taste.

Additionally, you can adjust the layout to suit your workflow, whether that means prioritizing your calendar, focusing on your inbox, or creating a more streamlined task management view.

Setting preferences for individual use

There are some setting preferences you might want to consider adjusting in the new Outlook as well, depending onbhow you like to work. Some of these include:

  • Email folders
  • Default font and formatting for new emails
  • Auto-saving drafts
  • Setting reminders for important emails.
  • “Focused inbox” options

Adding and Managing Email signatures in the New Outlook UI

Your email signature is about more than just displaying your name and contact information; it is also a reflection of your personality and brand. The new Outlook offers various features and customization options to help you create the perfect email signature for both personal and professional use.

Creating an Email Signature on the new Outlook UI

To add an email signature in the new Outlook, follow these simple steps:

  1. In the top right corner, click on “Settings” (the gear icon).
  2. Select “Compose and reply.”
  3. Add your signature as you normally would.
  4. If you have multiple signatures, make sure you select the one you want as a default (respectively, which signature you want to use for replies and forwards.)

For an extensive guide on how to add an email signature that looks good in older Outlook versions, kindly check our article, How to Add a Signature in Outlook in All Versions.

As you will see, across all Outlook versions (including the new one), creating a good looking signature can be a bit of a hassle — especially if you don’t know HTML or don’t have much time on your hands.

Fortunately WiseStamp has a very easy to use solution for that. With our email signature generator and designer all you have to do is create the signature and then paste the HTML code (generated automatically) into your Outlook signature. The best part is that WiseStamp allows you to add very cool features to your signature, including YouTube videos, high-quality graphics, and so on. This way, you can make your Outlook signature more in tune with your branding.

Email signatures are a simple, often forgotten and undervalued way of maintaining  professionalism and branding in your communication. A simple signature can act as an introduction, reminder, and marketing channel all in one — so make sure you invest a bit of time into making sure your team’s signatures are all in order, whether on Outlook or not.

To
Subject
Make it yours
Outlook 365 email signature with image, logo, and social icons

Outlook 365 email signature

Conclusion

For its security, smart features, and excellent integration across the Microsoft suite, the new Outlook UI offers the most efficient and productive email experience for users.

It can feel like a bit of a learning curve, but, in the end, it’s just a fresher, more updated version of the classic email tool we’ve all grown to love and rely on. With its customization options, seamless integrations, and productivity features, the new Outlook is willx enhance your workflow and improve collaboration within your teams.