Redefining productivity with Outlook

The iterative nature of product design means that when something launches, it marks the beginning of a journey, not the end. How do people respond? What features are most loved or liked? What needs to change? Since launching the new Outlook for Windows last September—complete with new theming, enhanced motion design, deeper Copilot integrations, and more—we’ve seen great momentum and wanted to take a moment to pull back the curtain on our ethos and process.

One of the hallmarks of the new Outlook for Windows is the high degree of personalization, craftsmanship, and intelligence woven into all facets of the experience. As a tool thoughtfully designed for everyone—from folks new to email, to Outlook experts adept at harmonizing work and life—we strive to carefully balance advanced professional features with the varied needs of our diverse user community. One size does not fit all, and we’ve carefully curated each experience to be as distinct as the person using it.

For those of us here at the Outlook Experience Studio, a cross-disciplinary group of designers and researchers, we’ll continue transforming how people engage with their email and calendar within the Microsoft 365 ecosystem. We’re excited to raise the curtain on a new era of productivity, connectivity, and user-centric innovation, and invite you to witness firsthand the finesse of our craftsmanship and the charm of personalization.

An upgraded email experience

Our mission has always been centered on empowering users to boost their productivity and efficiency. These principles have guided our design philosophy, which is grounded in simplicity and aimed at delivering a delightful user experience. With the introduction of the new Outlook for Windows, we’ve embarked on a daring reimagining, positioning user feedback at the heart of our efforts.

Recognizing that the definition of the best email and calendar client varies from user to user, we’ve adopted a nuanced approach. Our lens is focused on three key pillars that are center stage in Outlook for Windows: Craftsmanship, Personalization, and Intelligence.

Embracing craftsmanship: Elevating precision and user experience

In our pursuit of excellence, we’ve dedicated this year to carefully addressing hundreds of craftsmanship issues. Our commitment to refining our product goes beyond fixing minor misalignments or bugs. We undertook significant investments, including a comprehensive overhaul of the entire grid system. This elevates the visual hierarchy across various densities and guarantees responsiveness amidst changing window sizes.

Our dedication to craftsmanship also extends beyond typical design parameters by incorporating motion design throughout our process. By employing strategic motion design, we enhance user interactions through fluid transitions and intuitive gestures, effortlessly guiding users’ focus and simplifying their journey. This deliberate approach strategically counteracts common challenges such as cognitive overload and change blindness, aiding a seamless and intuitive navigation experience.

Motion design can subtly signal changes within a product, gently drawing attention to new or updated features without overwhelming the user. Through elegant animations and visual cues, motion can help break down complex processes into more manageable sequences. By reducing the cognitive load and guiding the user’s focus in a logical, step-by-step manner, the interactions feel more intuitive and less strenuous—significantly enhancing the user experience by infusing it with a sense of natural flow and ease.

Our preliminary motion studies (see the example) underscored the functional benefits of motion design. By focusing on user needs that surface with evolving design patterns, we provide practical solutions and enrich the user experience with delightful interactions.

Personalization: Crafting a unique experience

At the heart of our design philosophy lies a deep understanding that a one-size-fits-all approach falls short of meeting our users’ diverse needs. Recognizing the unique ways individuals interact with and find comfort in our product, we see it as our duty to offer a customizable experience.

Understanding that preferences are as unique as fingerprints, we embrace the diversity in how you interact with your emails. Whether crafting the perfect layout for your inbox, choosing a reading pane that feels just right, or finding the ideal balance of information density that speaks to your rhythm, we get it—customization is critical. Your email experience should be as personal and unique as you are, and we’re here to ensure it fits like a glove tailored to your tastes and needs.

This year, we’re thrilled to unveil our latest strides in personalization: the launch of neutral and mountain themes. These initial offerings are just the first steps in our ongoing quest to provide modern, customizable themes to all our users. For us, personalization is more than a feature— it’s our commitment to recognizing and honoring the preferences of each individual. We’re committed to ensuring that every interaction with Outlook feels distinctly personal and perfectly aligns with each user’s approach to completing tasks, making every Outlook experience uniquely yours.

Intelligence meets innovation

Guided by our core design philosophy of crafting intuitive, user-focused solutions, our vision is to create product experiences that elevate your productivity while infusing your workday with a sense of accomplishment.

With Copilot by your side, the fusion of innovation and intelligence transforms your email experience in Outlook. Whether you’re drafting high-stakes emails or seeking to make your messages more impactful, Copilot delivers expert suggestions to elevate your success.

We’ve centered our design around an unparalleled intelligent user experience, leveraging the sophisticated power of AI to redefine how you craft emails. Copilot integrates seamlessly in Outlook and actively assists in creating emails that stand out for their clarity, impact, and precision. It suggests ways to enhance the effectiveness of your messages, ensuring they’re free from errors, and intelligently reminding you to revisit important conversations at just the right moment. This personalized guidance aims to elevate your writing, making your messages more engaging and understandable. Streamlining your email drafting process and saving you time and effort also boosts your confidence in your communication. Enhancing user productivity and satisfaction is at the heart of what we do, ensuring Outlook remains an indispensable tool in your daily professional toolkit.

A tribute to collaboration

The success of product development goes beyond groundbreaking innovation and sleek designs—it underscores the crucial role of collaboration. This process transcends the boundaries of individual teams, bringing together project managers, developers, designers, marketers, and others in a unified effort to turn a vision into reality. Such a collective approach not only enhances the creative journey but also ensures the final product resonates with the needs and expectations of its users, with every contributor offering unique insights and expertise.

The success of Outlook on Windows highlights the profound impact of collaboration in producing exceptional results. It serves as a powerful reminder that teamwork and mutual dedication are indispensable in pushing the boundaries of innovation and shaping the future.

We’re eager to hear your thoughts on the new Outlook for Windows!

Please share your experiences, suggestions, or any exciting ways you use it daily. Let us know if you have any feedback or ideas for improvements (in Outlook on Windows, click Help > Feedback).

Your feedback is crucial as we continue to refine and improve Outlook. Together, we can shape the future of productivity. Thank you for joining us on this thrilling journey, and feel free to check out some helpful additional links!

• New Outlook for Windows now available – Microsoft Community Hub
• The new Outlook for Windows is here – YouTube
• Introducing Copilot in Windows 11, new AI tools, and more

For more of Tasha Lufti’s work click here.