What’s the difference between Microsoft’s Outlook app and Outlook 365?
With the introduction of Microsoft 365, Microsoft programs can be accessed in multiple ways.
The most common ways to access Outlook and email are via the desktop, or via the web app, however Outlook can also be accessed via a mobile app.
Firstly, some definitions.
App – an app is the abbreviated term for application or program.
Microsoft 365 – covers the range of Microsoft programs available as part of what is a Microsoft Office program subscription which is paid on an annual or monthly basis.
It covers the core four programs Microsoft Excel, Word, PowerPoint and Outlook plus additional programs depending on the subscription level or model.
Now let’s get onto what the difference is between the web app and the desktop version and where and why you might use each.
Let’s talk about
The Web App
To access Outlook via the web app, you need to go to www.office.com and log in. Normally you would log in using the email address and password of your Microsoft 365 account which, if you work in an organization would have been set up when you first started, or if you set it up yourself, when you created your Microsoft 365 subscription.
When you access the web version a range of general options are available. These include being able to send and receive emails, access contacts, notes and calendar. All of which can also be done in the desktop version.
The web app also offers the ability to create some simple Rules and Quick steps to manage your workflow.
The web app is perfect for people who need email access less frequently, perhaps those in roles that aren’t a majority administrative, or desk based.
The Desktop program
To access Outlook via the desktop, there may be an icon on the task bar at the bottom of your computer screen, a desktop icon, or it can be accessed by clicking the Windows key and typing in Outlook or navigating to the Outlook program via the alphabetically listed icons.
The desktop program offers the ability to view the calendar side by side with email. Although the calendar can be activated to display beside email in the web app, the calendar view and options are more detailed in the desktop version.
The desktop version is perfect for those who are primarily office based. Additionally it also offers a broader range of options for Rules and Quick steps.
Both the desktop and the web app access the same inbox and calendar which is based on your Microsoft 365 log in.
Summary
The choice of which you use will depend primarily on how you use Outlook in your day-to-day activities.
The web app offers reduced options to the desktop version, but if your needs are simple, the web app may be all you need.
Either way, it is reassuring to know that you now have so many ways to access your emails when you are out and about.
Here’s a little video I put together to show you the differences.
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