Whether it’s managing emails, scheduling meetings, or organising tasks and contacts, Outlook version delivers a seamless user experience to enhance your productivity. They do, however, cater to different needs depending on your specific requirements and use cases.
- Outlook: A full-featured desktop application, available for Windows, macOS, and mobile (Outlook app)
- OWA (Outlook Web App): A web-based version accessible through any browser on desktops or mobile devices (via the web).
While OWA is more suitable for basic functionality, Outlook is more suitable for those who rely on heavy email processing and task management.
The most notable change is the user interface, which could be challenging to navigate when moving over from Outlook to OWA or vice versa. Ultimately, both offer core Microsoft Outlook features. Outlook is more robust and suited for professional, high-demand environments, while OWA is a convenient, no-install solution for lighter, web-based usage.
Mail: folder pane
Feature |
Outlook desktop |
Outlook on the web |
| Folders list | Y | Y |
| Favorite folders list | Y | Y |
| View PSTs | Y | N |
| Create new folder | Y | Y |
| Rename folder | Y | Y |
| View/Send mail from Shared Mailboxes | Y | Y |
| Access to Public Folders | Y | Y |
| Microsoft 365 Groups | Y | Y |
Compose New Message/Reply
Feature |
Outlook desktop |
Outlook on the web |
| MailTips - recipient is OOF or outside of organisation |
Y | Y |
| Insert/change signatures | Y | Y |
| Follow Up/Flag when creating email | Y | N |
| Set High/Low importance | Y | Y |
| Add Voting buttons | Y | N |
| Spell check | Y | Y |
| Attach files | Y | Y |
| Attach links to files from OneDrive for Business |
Y | Y |
Message list actions
Feature |
Outlook desktop |
Outlook on the web |
| Conversation view | Y | Y |
| Toggle conversation view with classic | Y | Y |
| Flag/Follow up | Y | Y |
| Categorise | Y | Y |
| Ignore conversation | Y | Y |
| Clean up thread | Y | Y |
| Report as junk | Y | Y |
| Assign Policy archive or retention policy |
Y | Y |
| Mark as Clutter | Y | Y |
| Focused Inbox | Y | Y |
| Move to Spam folder | Y | Y |
Mailbox controls
Feature |
Outlook desktop |
Outlook on the web |
| Work Offline mode | Y | Y |
| Create inbox rules | Y | Y |
| Set automatic replies, (OOF) |
Y | Y |
| Y | Y | |
| App Themes | Y | Y |
Contacts
Feature |
Outlook desktop |
Outlook on the web |
| Connect to multiple accounts |
Y | N |
| Exchange Server | Y | Y |
| Exchange Online | Y | Y |
Search
Feature |
Outlook desktop |
Outlook on the web |
| Local search | Y | Y |
| Server search | Y | Y |
Additional comparisons
Outlook desktop |
Outlook on the web |
|
| User interface |
|
Simplified interface, consistent with modern web design principles, but offers fewer customisation options than the desktop app |
| Performance | Generally faster, as it is a locally installed application with the ability to cache emails and other data | Dependent on internet connection, with performance varying based on browser speed and network conditions |
| Offline access | Fully functional offline, including the ability to create, read, and send emails, which will sync when internet is available | Limited offline functionality (some versions of OWA for Microsoft 365 provide offline mode but are less comprehensive than Outlook desktop app |
| Integrations and add-ins | Supports a wide range of add-ins and integrates well with desktop apps like Word, Excel, PowerPoint, and Teams | More limited in terms of add-ins and integrations compared to the Outlook desktop app, though it does integrate with Microsoft 365 and Teams |
| Security | Offers advanced security features, including encryption, multi-factor authentication, and advanced threat protection when connected to an enterprise environment | Similar security features, but relies on the web browser’s security. Multi-factor authentication and encryption are supported, especially for enterprise users |
| Use case |
Best for users who need a comprehensive email client with all features, advanced configurations, and offline access Ideal for corporate or power users |
Best for users who need access to email and calendar via a web browser, especially for light or mobile use Convenient for occasional or remote users |