What Is Microsoft Outlook?

Microsoft Outlook is an application that's used mainly to send and receive emails, but it can also manage contacts and other information through tasks, notes, and calendar events. Some versions of Microsoft Outlook cost and others are free.

The Evolution of Microsoft Outlook

Microsoft Outlook was introduced to the public in 1997 and was included with Microsoft Office 97. The free Outlook Express was included with Windows XP. Since then, Microsoft has released many updated versions, each offering more features than the one before.

Outlook is included in many of the Microsoft 365/Office application suites. It’s important to note that not all versions include Outlook, though. For example, Outlook is available in Microsoft 365 for Home but isn't included in Office Home & Student 2021 for PC.

Do You Need Microsoft Outlook?

If you only want to send and receive emails, then you don’t need to purchase Microsoft Outlook. This is true even if you have a Microsoft email account, like a Hotmail or Outlook web account. You can use the Mail application included with Windows or a different email app.

Another way to access your mail is from your provider’s website. While the Outlook app can connect with your Gmail account, for example, your mail is also accessible online at mail.google.com. This is true for basically all other email accounts, although webmail tends to have fewer features when compared to desktop apps.

Microsoft Outlook lets you sync your personal data with your phone, tablet, and other computers. You can sort your email into folders based on rules, send Out Of Office messages automatically, flag emails for follow-up, and get email from Exchange servers. The latter means that you can get work email as well as personal email from the same Outlook application, even when you are away from the office. You can't do that with the Mail app that comes with Windows. You can also delay the sending of emails, ask for read receipts, and more.

It’s also possible to integrate your personal data with Microsoft Outlook. It includes an address book, calendar, task list, and virtual sticky notes. What you put in the calendar can be synced to your other devices. You can delegate tasks to others and also share and delegate calendars.

How to Know If You Already Have Outlook

You might already have a version of Microsoft Outlook on your device. You should find out before you make a purchase. It's easy to check:

• Windows: Press the Windows key to open the Start menu, then search for Outlook.
• Mac: Look for Outlook in the Finder sidebar, under Applications.
• Phone/Tablet: Search for Outlook using your device's search tool.

Where to Get Microsoft Outlook

If you're sure you don’t already have a Microsoft Office or 365 suite that includes Outlook, you can get the latest version with Microsoft 365. It's a subscription service that you can pay for monthly or yearly. If you’re not interested in a recurring payment like that, consider using the free editing or purchasing the standalone version.

Outlook is free to use on Windows and Mac. You do not need a subscription to access the email or calendar features, but it does include ads.

You'll need to pay for additional features like more OneDrive storage and access to other Microsoft apps like Word, Excel, PowerPoint, and OneNote. These features and more, bundled in Microsoft 365 Personal and Microsoft 365 Family, are available through the Microsoft Store.

Alternatively, purchase Outlook separately if that's all you want. It's a one-time purchase for one PC or Mac.

Microsoft Outlook Has Lots of Identities

People reference Outlook in many ways, creating confusion around how one term differs from another. Microsoft Outlook is simply a single app for managing email and other personal data. However, for the sake of completeness, understand that you might hear Microsoft Outlook referred to by these terms as well:

• Outlook
• Outlook 365
• Outlook email
• Microsoft email
• Outlook Express
• Outlook Online
• Outlook Hotmail
• Microsoft Office email