25 Aug Migrating from Classic Outlook to New Outlook for Windows: What You Need to Know

Migrating from Classic Outlook to New Outlook for Windows: What You Need to Know

Microsoft is introducing a new Admin-Controlled Migration to New Outlook policy that is designed to make the transition from the classic Outlook for Windows to the new Outlook for Windows seamless for both IT administrators and end users. This policy empowers IT admins to guide users through the migration process while offering a structured and user-friendly experience.

Understanding the User Experience

The migration to the new Outlook for Windows is not abrupt; instead, it is carried out in three distinct steps, ensuring that users have the opportunity to adapt to the new interface and features gradually. Here’s how the transition process unfolds:

Step 1: Initial Encouragement

Upon enabling the migration policy, users will first encounter a teaching callout the next time they launch Outlook. This callout serves as a gentle nudge, encouraging users to explore the new Outlook for Windows. At this stage, users have the option to switch to the new version or continue using the classic Outlook. Refer the Figure 1.

Step 2: Organizational Recommendation

If a user decides not to switch during the first session, they will see a Business bar message during their next session. This message, which reads, “Your organization recommends using the new Outlook for Windows. If you skip this now, you’ll be taken to the new experience the next time you start Outlook,” reinforces the importance of transitioning to the new Outlook, while still giving the user some control over the timing. Refer the Figure 2.

Step 3: Final Push to Migrate

In the subsequent session, if the user has not yet switched to the new Outlook, they will encounter a blocking prompt. This prompt strongly encourages them to make the switch. Although users can toggle back to the classic Outlook at any time, this step makes it clear that the new Outlook is now the preferred option.

Prerequisites for Enabling the Migration Policy

Before IT admins can enable the migration policy, it’s crucial to ensure that the toggle for the new Outlook is available to users. If the toggle has been previously hidden via Group Policy Object (GPO) or the Windows Registry, users will not experience the migration process. To enable the toggle, IT admins can follow the instructions provided by Microsoft under “Enable or disable access to the new Outlook for Windows.”

Setting the Admin-Controlled Migration Policy

The Admin-Controlled Migration to New Outlook policy is a straightforward configuration that can be applied via GPO or as a registry key. Here are the details:

• Policy Name: Admin-Controlled Migration to New Outlook
• Possible Values:
  • 1 (enabled)
  • 0 (disabled)
• Registry Key: HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options\General “DoNewOutlookAutoMigration”: dword:00000001

Once this policy is enabled, it will trigger the migration process as described in the user experience section. The migration will only run once until the user switches to the new Outlook. However, IT admins can also configure an interval policy to ensure that users who revert to the classic Outlook are prompted to migrate again after a defined period.

Configuring the Interval Between Migration Attempts

Microsoft has introduced an additional policy to define the interval between migration attempts for users who toggle back to the classic Outlook after initially switching to the new Outlook. This policy offers flexibility in managing how frequently users are prompted to migrate:

• Policy Name: Interval between new Outlook migration attempts
• Possible Values:
  • 0/Not set: Migration will not be re-initiated.
  • 1: Migration will be attempted on every launch of classic Outlook.
  • 2-99000 (N): Migration will be re-initiated from step 1 after N days following a user’s switch back to classic Outlook.
• Registry Key: HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Options\General “NewOutlookAutoMigrationRetryIntervals”: dword:00000001

It is important to note that this interval policy will only take effect if the Admin-Controlled Migration policy is enabled.

Key Considerations for Migrating to the New Outlook for Windows

As your organization prepares for the transition to the New Outlook for Windows, keep these critical points in mind:

• Compatibility: The New Outlook isn’t supported in on-premises environments or sovereign clouds. Ensure your setup is compatible before enabling the migration.
• Control and Management: You can manage the availability and deployment of the New Outlook, including hiding toggles, blocking new mailboxes, and transitioning from COM to web add-ins.
• Update Management: Features are introduced through service-based flighting, not build updates. Stay informed via the Microsoft 365 Roadmap and prepare for user migration with provided resources.
• Microsoft Support: Full support for the New Outlook begins in August 2024, with the classic version labeled “(classic)” in version 2407.

For detailed guidance, visit Microsoft’s official documentation on New Outlook for Windows.