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Microsoft product guide
Microsoft Outlook
Outlook is Microsoft’s email, calendar and contacts app. Behind it sits Exchange Online, the business mailbox service that keeps mail, meetings and contacts in sync on every device.
- Best for: every employee who uses business email
- Where it runs: Windows, Mac, web and mobile
- Included in: Microsoft 365 plans that include email
- Optional add-on: Microsoft 365 Copilot
What Outlook does for your business
The features clients ask about most, with an example of each in daily use.
Business email on your own domain
Send and receive as you@yourcompany.com with a 50 GB mailbox on Business plans. In practice: Staff keep a professional address that stays with the company when people leave.
Calendar and scheduling
See colleagues’ availability, send meeting invites and book rooms. In practice: Find a time that works for five people in one click with the Scheduling Assistant.
Shared mailboxes
A team shares one address such as support@ or sales@ without sharing a password. In practice: A support team triages one inbox and nothing gets answered twice.
Rules, flags and focused inbox
Sort mail automatically, flag follow-ups and keep important messages at the top. In practice: Invoices go to a finance folder automatically.
Built-in spam and malware filtering
Exchange Online filters most junk and malicious mail before it reaches the inbox. In practice: Fewer phishing emails reach staff in the first place.
Copilot in Outlook
Summarize long threads, draft replies and prepare for meetings. Requires the Copilot add-on. In practice: Summarize a 40-message thread before a client call.
Which plans include Outlook
Every plan below includes an Outlook mailbox. Business Basic and F3 include the web and mobile apps; the desktop Outlook app comes with the plans that include Microsoft 365 Apps.
| Plan | Outlook version | Listing |
|---|---|---|
| Microsoft 365 Business Basic Web and mobile Outlook | Web, mobile | View listing |
| Microsoft 365 Business Standard | Desktop, web, mobile | View listing |
| Microsoft 365 Business Premium Adds advanced security and device management | Desktop, web, mobile | View listing |
| Microsoft 365 E3 | Desktop, web, mobile | View listing |
| Microsoft 365 E5 Adds advanced security, compliance and analytics | Desktop, web, mobile | View listing |
| Exchange Online (Plan 1) Email only, no Office apps | Web, mobile (desktop with Microsoft 365 Apps) | View listing |
Variants of these plans without Teams, and Non-Profit and Education versions, are also available. Ask us and we will point you to the right one.
Add Copilot to Outlook
Microsoft 365 Copilot is a separate per-user licence that can be added to eligible Microsoft 365 plans.
For IT buyers
Licensing and deployment notes
- Mailbox size: Business plans include a 50 GB mailbox; Exchange Online Plan 2 and E3/E5 go to 100 GB and add an archive.
- Plan limits: Microsoft 365 Business plans are capped at 300 users per organization.
- Migration: Mail can be migrated from Google Workspace, IMAP or on-premises Exchange. Plan cutover timing and DNS changes ahead of time.
- Authentication: Set up SPF, DKIM and DMARC for your domain, and turn on multi-factor authentication for every mailbox.
- Security add-ons: Business Premium includes Defender for Office 365 Plan 1 and E5 includes Plan 2. Check the plan for the exact level of protection.
- Copilot: Copilot in Outlook needs a Microsoft 365 Copilot licence per user on top of an eligible base plan.
Not sure which plan fits your team?
Tell us how many people need Outlook and what they use it for, and we will recommend a plan.
Disclaimer: Microsoft may change features, pricing, plans or packaging at any time. Details here are a guide, not an offer; confirm current details on the listing or with us before you buy.
