Editor's note 7/15/2024: this post has been updated twice since it was first published, as we continue to improve the new Outlook for Windows.
The new Outlook for Windows is bringing a wave of innovation to the next version of Outlook. As we continue on our journey, we’ve received several questions about how licensing works for work and school accounts in the new Outlook for Windows. This post will answer these questions and provide details about a recent improvement which updates the new Outlook to match the behavior of classic Outlook for multi-account scenarios.
Using Outlook in single account scenarios
To use the Outlook for Windows desktop app (either the classic or new version) with a Microsoft 365 organizational email address, you need to purchase a plan that includes the desktop versions of the Microsoft 365 apps. We offer various different pricing options for Small Businesses, Enterprises, Schools and Governments, either directly on our website or through partners. Using the Microsoft 365 plans for small business as an example, a Business Standard or Business Premium plan provides access to a Microsoft 365 email address and the desktop versions of Outlook (and the rest of the Microsoft 365 apps). The Business Basic plan provides access to our productivity tools through the web and mobile versions of Outlook and Microsoft 365.
Using Outlook in multiple ‘work or school’ account scenarios
Some organizations choose to provide multiple email addresses with different licenses to their users. In the classic Outlook for Windows today, users could install and activate the desktop app with an initial account that was properly licensed for desktop use (e.g. Business Standard, Enterprise E3). Once Outlook was properly licensed by that initial account, users could add additional accounts like Business Basic and Enterprise E1 as secondary accounts.
How multi-account licensing will work in the new Outlook going forward
When you add an account to the new Outlook for Windows, we will read the license of that account. If you have a Business Standard account (or any account that includes a license for desktop apps) added to Outlook, that license will apply, and you can add any secondary email accounts regardless of licensing status (e.g. Business Basic). This also applies to personal accounts with a Microsoft 365 Personal or Family, as these plans include the license rights to the Microsoft 365 applications for desktop. Once one of these accounts is added to Outlook, you can add Business Basic, E1 or similar accounts as secondary accounts.
Feb 2024 update: In the early preview of the new Outlook for Windows, we didn't allow adding accounts with Business Basic and Enterprise E1 license as secondary accounts, regardless of what other accounts were added to the app. That was fixed in February 2024.
July 2024 update: A prior version of this blog post noted that the new Outlook for Windows would only check the license of the primary account, which is either the first account added to Outlook or the one chosen by a user in Settings. Since July 2024, Outlook now checks the license of all accounts added to the app. So, if any account logged into the app has a license to use the desktop applications, you can add any other types of accounts to the app.
FAQ
Which commercial and personal licenses provide the rights to use the Outlook desktop applications on Windows and Mac, when set as the Primary Account?
Home:
Microsoft 365 Personal, Microsoft 365 Family
Work or school:
SMB: Microsoft 365 Business Standard, Microsoft 365 Business Premium, Microsoft 365 Apps for business
Enterprise: Office 365 E3, Office 365 E5, Microsoft 365 E3, Microsoft 365 E5, Microsoft 365 Apps for enterprise
Education: Office 365 A3, Office 365 A5, Microsoft 365 A3, Microsoft 365 A5, Microsoft 365 Apps for education
Government: Office 365 G3, Office 365 G5, Microsoft 365 G3, Microsoft 365 G5, Microsoft 365 Apps for enterprise
What if the first account I add is a free personal email address like Outlook.com or Gmail?
The new Outlook provides a free, ad-supported version of the app for use with personal email addresses. At any time, you can add a Microsoft 365 work or school email address with rights to the Outlook desktop apps, or a personal email with a subscription to Microsoft 365 Personal or Family to upgrade to the premium version of Outlook adding additional features and removing ads.
If you would like to add other Microsoft 365 commercial accounts with web and mobile access only, you’ll first need to add an account that has the rights to desktop apps.
Can Microsoft 365 accounts with a Frontline license be added to the new Outlook?
No. Microsoft 365 for frontline workers helps support employees whose primary function is to work directly with customers or the general public. For example, providing services, support, and selling products, or employees directly involved in the manufacturing and distribution of products and services. Users with these licenses are required to use the web and mobile versions of Outlook and Microsoft 365 apps. See this article for more details: Changing from a Microsoft 365 E plan to a Microsoft 365 F plan - Microsoft 365 for frontline workers....
How do I add a Microsoft Account that was created with a non-Microsoft email address to the new Outlook for Windows?
When you create a Microsoft Account, you have the choice of creating an Outlook.com email address or using your existing non-Microsoft email as your username (e.g. Gmail, Yahoo). Currently, the new Outlook for Windows only supports adding Microsoft Accounts with an Outlook.com, Hotmail.com, Live.com or MSN.com email address. You can do this in Settings > Accounts > Email Accounts, or by clicking the "Add Account” button in the bottom of the folder list.
If you purchased a Microsoft 365 Personal or Family subscription with a Microsoft Account that was created with a non-Microsoft email address, you will need to add an Outlook.com alias in order to connect it to Outlook. To do so, follow the instructions here: How to add an email address or phone number to your Microsoft account - Microsoft Support. You will need to make the Outlook.com alias the primary alias, before you can add it to Outlook.
We hope this update makes managing the new Outlook for Windows easier and, please, let us know if you have any feedback in the comments.
