The Windows Desktop Outlook app has always been a paid product, and a relatively expensive one, too. But recent licensing changes now make it free for Windows 11 users. If that sounds interesting to you, read on.
Normally About $100
In my last blog article and newsletter, I talked about the new Office 2024 rollout that occurred on October 1, 2024. If you read that article, and looked at product pricing, then you saw that adding desktop Outlook costs around $100 for a non-subscription, perpetual version. For a subscription version, you’ll pay about $100 a year for the whole Office suite including Outlook. Sure, you can get a free equivalent of Outlook if you don’t mind using Outlook for the Web, but many Outlook users want only the desktop version, and that normally costs you.
New Free Desktop Outlook
Not anymore. Starting sometime in 2024, Windows Desktop Outlook became free for Windows 11 users. You might even have it on your computer now. Here is how to check. Open the Windows 11 Start menu and search for “Outlook,” there is a good chance you will see an icon named “Outlook (new).” It looks like this.
This is the new free one, and it was auto installed on your computer by Microsoft sometime in 2024, probably during a Windows OS update. You’ll see this even if you purchased no previous subscription or perpetual license for Outlook or Office.
If you don’t see it initially, then in the Start menu, list your apps alphabetically (click All apps in upper right) and scroll down to the O’s. That should show it, assuming it’s installed. If it is not installed, it will be soon. If it is there, click on it, and you open a full copy of Windows Desktop Outlook.
Old Mail App Going Away
Why is Microsoft now giving away desktop Outlook?
Mainly because Microsoft, throughout 2024, is sunsetting their old Mail (and Calendar) apps on Windows 11 and they need a replacement, the new Outlook is that replacement. Let me explain that.
In case you don’t know, Windows has long had a free email app simply called Mail, and it looks like this in the Start menu app list.
Similarly, there has long been a free Calendar app. And at one point there was also a People app. These old, free, desktop apps were designed as simplified, low-tech solutions for users who needed basic Mail or Calendar functionality, but not much more.
However, Microsoft has decided they will gradually remove these apps from Windows 11 in 2024. And starting in 2025, those apps will become completely unavailable. A full copy of Outlook will take their place.
Different Icon
Again, if you open this free app, you’ll open a full copy of Windows Desktop Outlook. But note, this free Outlook version is slightly different from the paid version, though not very different. First, its icon is different as you can see below.
And note this: if you already installed Outlook from a Microsoft 365 subscription, then this free app will be installed and appear in addition to the Microsoft 365 subscription version of Outlook, and so you’ll likely have two Outlook icons for the apps as I show below.
The subscription icon is at the top, and the new, free Outlook is at the bottom. On that bottom icon, beyond the different name, notice the different icon artwork, having a color-band approach instead of the small squares.
Functional Difference?
Other than the icon, are there any other differences between the free and the paid Microsoft 365 subscription version? The only difference I’ve noted so far is this: at the time this video was made, the free version always launched into the new Outlook, but the subscription version allows you to launch into the older classic Outlook. Let me clarify.
In the paid Outlook that you get with a Microsoft 365 subscription, by now you know you can flip the Try the new Outlook toggle to OFF (see below) to reach classic Outlook. Classic Outlook is the older, non-web-centric version of Outlook. It’s what we have all been using for years.
And here’s the important point about this: If you then quit the Outlook app, when you restart Outlook later, the subscription version will launch back into the same mode you had open before—in this case, classic Outlook. Essentially, your decision to use classic Outlook is saved. That’s convenient if you have no intention of using the new Outlook.
But the free copy always launches into the new Outlook, no matter how you leave it. You can still switch to classic after it launches since that same toggle is there and you can immediately use it. But again, new Outlook is always the first choice upon launch. That behavior is not terrible since it only takes a moment to toggle it back to Classic, but it’s a little cumbersome.
Again, this is the only difference I’ve seen so far between the subscription version of Outlook and the free Windows 11 version. If you see other differences, please let me know.
[*Update*. In the comments and emails I am getting in response to this article and this question about anyone seeing other differences, many of you are getting confused about that statement above. You seem to think I am comparing the old *classic* outlook to the *new* Outlook, and yes, there are huge differences there. But that is not the comparison I am making in this article. In this article, I am comparing the *free* outlook to the *subscription* Outlook. That’s a very different comparison *End Update*]
To see Microsoft’s formal 2024 announcement of the free Outlook release and read more about the sunsetting of Mail and Calendar, go to this link: Windows Mail and Calendar becoming new Outlook
Summary
A lot is happening in the Outlook world right now, as well as in the To Do task app world. For example, the new Outlook on August 1 entered General Availability (GA), meaning it is no longer in preview but rather it is now considered a fully supported app. And To Do is making tons of linkages into cloud apps like Teams, Planner, and into the new Outlook.
I have a whole new video course about using To Do with MYN; it’s available at this link: MYN To Do Video Course. In that course, I show some of Outlook’s integration with To Do. Furthermore, to help you get started with the new Outlook, I am about to add a set of about 10 new videos to that course. They will dive deeply into the new Outlook: what it is, why you might want to use it, and how to use it. These will be inserted in section H of the course videos; you will see them there by late November or early December. All owners of the MYN To Do video course will get access to those videos at no charge when they are ready and released. I’ll announce their release in an upcoming newsletter.
Hi Michael,
One key difference between Outlook (New) and Outlook is that Outlook (New) does not currently support .pst or .ost files on the desktop – it’s cloud only. So if you like to archive your emails into .psts or .osts on your desktop, you cannot in Outlook (New).
What‘s worse, your email credentials get stored in Microsoft‘s cloud, and Microsoft themselves retrieve your emails into their cloud, instead of the Outlook client. The Outlook client then accesses the emails in Microsoft‘s cloud, instead of directly connecting to your email provider. Effectively, Microsoft inserts themselves as an intermediate in all your email communication.
In the new Outlook if you are using a @gmail email address, the function to send an email to the ToDo App is not visible.
In the comments and emails I am getting in response to this article and this question about anyone seeing other differences, a lot of you are getting confused about the article. You seem to think I am comparing the old *classic* outlook to the *new* Outlook, and yes, there are huge differences there. But that is not the comparison I am making in this article. Rather, in this article, I am comparing the *free* outlook just released to the *subscription* Outlook. That’s a very different comparison, and the two are essentially identical.
Is it possible to timebox ToDo tasks onto my Outlook calendar? I use Todoist now and am able to do what I want with another app, Tascaly. If I don’t get to it, I can change the day and time. If I complete a task, it shows on my calendar with a checkbox to show it is done.
Microsoft’s decision to offer the Outlook desktop app for free to Windows 11 users is a positive change, helping to save costs for users without reducing the features and quality of use of the app, especially when the old Mail and Calendar apps will be removed in the future.
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Yes, Microsoft now offers a free version of the Outlook desktop application for Windows users. This new Outlook app is pre-installed on Windows 11 systems starting from the 2024 update. You can access it by searching for “Outlook (new)” in the Start menu. This version allows you to manage multiple email accounts, including Gmail, Yahoo!, and others, in one place. It also integrates with calendars and offers various productivity features
Offering the Outlook desktop app for free on Windows 11 is a smart and user-friendly decision. It maintains high functionality and quality while saving users money, particularly with the upcoming retirement of the Mail and Calendar apps.
Microsoft’s move to provide the Outlook desktop app for free to Windows 11 users is a welcome improvement. It ensures users retain access to a powerful email tool without added costs, especially as the older Mail and Calendar apps are phased out.
Providing the Outlook desktop app for free to Windows 11 users is a thoughtful and cost-effective move. It guarantees users continue to have access to a top-tier email solution, especially as the older Mail and Calendar apps are set to be retired.
Thanks for the clear and insightful breakdown of Outlook’s pricing changes! It’s interesting to see how Microsoft is shifting its approach to the desktop version. With so many users relying on Outlook for both personal and professional use, these changes could have a significant impact.
I appreciate the way you clarified the differences between the free and paid versions—something that’s often confusing with Microsoft’s evolving licensing models. Do you think this move will encourage more users to switch to web-based Outlook, or will the desktop version remain the preferred choice for businesses? Looking forward to your thoughts!
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The Windows Desktop Outlook app, previously a paid product, is now free for Windows 11 users following recent licensing changes. This new version replaces the old Mail and Calendar apps, which Microsoft plans to sunset in 2024. While the free Outlook launches into the new interface by default, users can switch to the classic version. The primary distinction between the free and paid subscription versions is this launch behavior. For more details, check Microsoft’s formal announcement regarding these changes and the transition to the new Outlook.
The Windows Desktop Outlook app is now free for Windows 11 users, replacing the old Mail app. It features one-click copying, file conversion, and supports both the new and classic Outlook. The new version offers a streamlined experience with open-source code and multilingual options.
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Providing the Outlook desktop app for free on Windows 11 is a thoughtful and practical move. It ensures users have access to a powerful and reliable tool without added costs, especially with the phase-out of the Mail and Calendar apps. This approach not only enhances user experience but also demonstrates a commitment to delivering value and convenience.
Awesome update on Desktop Outlook going free for Windows 11! It’s great to see Microsoft making it accessible, especially with the Mail and Calendar apps phasing out—definitely a smart move for productivity!
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Wow, free Desktop Outlook for Windows 11 users? That’s a game changer! I’m glad Microsoft is offering this, especially since they’re phasing out the old Mail app. Maybe I’ll finally ditch web-based email and give the desktop version another try. The new Office 2024 rollout sounds interesting!
Maybe I’ll finally ditch web-based email and give the desktop version another try. The new Office 2024 rollout sounds interesting!
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