When you think of Microsoft Outlook, you may think of a premium email client. But did you know there's also a free web version of Outlook? It's true, and in this article, we're going to compare the desktop and the online version head-to-head.

The obvious difference between the Outlook desktop client and the Outlook web version is that the desktop version of Outlook isn't free. It comes as part of the Microsoft Office 365 package, which isn't cheap unless you're a student or educator.

How does the free Microsoft Outlook web version measure up against its desktop counterpart? Let's have a closer look at Outlook web vs. desktop.

1. The Email Layout

What can you expect when you sign up for a free online Outlook account? As part of the Office Online suite, Microsoft Outlook makes up the communications hub for your online productivity. The layouts of this hub in Outlook.com and Outlook desktop application show several similarities.

Outlook Web Client User Interface
Outlook Web Client User Interface

You use Microsoft Outlook on the web within your browser, just like you'd use your Gmail account. Account navigation, including all the sub-folders, shows up in the left pane. The actual emails and email previews show up on the right. This is true for both online and desktop clients.

Outlook Desktop version User Interface

If you prefer, you can open Settings and choose to hide the Reading Pane. In Outlook for web, open Settings and scroll to the bottom for reading pane options. In Outlook desktop version, open the View tab and find Reading Pane options in the Layout group.

In both versions, when the reading pane is off, your selected message will fill the window. You can click the back arrow to return to the folder.

Another difference is that the desktop version has more icons and features in the Ribbon. We'll get into some of those features below.

For now, know that you can slim down the Ribbon in the desktop version. This is nice if you prefer the web version's streamlined look. Just open the Ribbon dropdown menu and select Simplified Ribbon.

2. Inbox Management Tools

You probably already organize emails into folders, but another very effective organization tool that Microsoft Outlook provides in both versions is inbox management.

You can find Outlook Categories in the web version by selecting an email and clicking on Categories in the top menu. These are color-coded labels that help you organize your inbox.

Outlook Web Categories

You can change any of the category names by clicking Manage Categories and then adding a new category.

In the desktop version of Microsoft Outlook, categories are available as well.

Right-click on the email and select Categorize. You can also left-click the email, click on the Home tab, and choose Categorize from the ribbon menu.

Outlook Categories in the desktop app

You need an organized approach when you're getting a lot of emails. Once you start using categories to sort things out, you'll never believe you were able to get by without them.

Management of your inbox is easy in both versions. In addition to categorizing, you can add follow-up flags. These flags can have customized due dates and reminders attached, too.

3. Outlook Rules

Rules are a powerful feature that works in both versions of Outlook. You can get to Rules in Outlook.com by clicking on the ellipsis in the top menu and then choosing Create rule from the dropdown menu.

You can go to Settings > View all Outlook settings > Email > Rules.

Outlook Web Rules Menu

Inbox rules available here include sorting incoming messages based on who sent it, who it was sent to, and words in the subject line. You can set exceptions and extra conditions, too.

The action list for Outlook web is also robust. It lets you move, copy, delete, pin, mark, forward, redirect, or send. This is in addition to several other options, and the ability to set multiple actions.

Microsoft Outlook desktop also has all these options, and then some. When you click on Rules from the Home menu's Move section and select Create Rule, you'll see the Rules Wizard. You can add conditions such as the sender or recipient of the email, anything in the subject line, etc.

However, if you click the Advanced Options button, you'll see many more options. You can have a rule activate on various criteria. For instance, when the email is marked as important, when it has specific words mentioned, whether you're cc'd or not, and so on. There are tons of options for the resulting action, too.

4. Automatic Replies

Another feature in both versions is automatic replies from Outlook Mail. These are great for whenever you're out of the office.

Outlook Web Automatic Replies menu

In Outlook web, these are set up from Settings > View all Outlook settings > Automatic replies. Then, all you have to do is define the time period when you'll be away and unable to answer emails, and you're done.

The same feature exists in Outlook for desktop. Access it via File > Automatic Replies. Like Rules, the Desktop version has more options. You can select special Rules to apply for automatic messages.

Automatic reply rules are highly convenient. You can even set up forwarding, which is very handy if someone is filling in for you while you're out.

5. Outlook Add-Ins

Outlook Desktop Add-Ins

In both versions of Outlook, you'll find a Get Add-ins option. On desktop, it's the orange grid icon at the right of the Ribbon menu. In Outlook.com, you can access it by opening the ellipsis menu within an email.

Outlook Web Add-Ins

These are apps you can plug into your Outlook.com account to help enhance your online email client. This includes integrations like PayPal e-transfers, Uber Ride reminders in the Calendar, and saving emails to your Evernote workbooks.

Outlook Web Extras

Besides the major perk of being free, Outlook web has some extra features that you don't get in the desktop version.

1. LinkedIn Integration

Outlook web LinkedIn Preview

Outlook.com can sync with your LinkedIn account. You can view a preview of any contact's LinkedIn page through their Profile Card. When you click your profile picture on an email, Outlook will scan for a matching LinkedIn account. Click the account name to link it.

2. Accessibility

Because Outlook Online is a web app, you can access it from anywhere. Being connected to your email is important, so this protection against missed messages is a bonus.

Desktop Outlook Extras

So, what can you do with the desktop version of Microsoft Outlook that you can't do online? Quite a bit, actually.

1. Multiple Email Accounts

Outlook's desktop email client also allows you to use many email accounts in one place. For instance, your live.com account, formerly known as Hotmail. You can also add Gmail and Yahoo! accounts, as well as other providers.

You can integrate your Gmail account with Outlook for desktop easily. You only need to set up a POP or IMAP account. Be sure to also set an app password for Windows in your account settings.

When your account is ready, go to File > Account Settings > Manage Profiles > Email Accounts. Enter the username and email address you want to link. Then enter the special app password you generated.

Once you close the wizard, you may be prompted to sign in to your newly-linked account. Once you do that, you're ready to go.

You can't check Gmail, Yahoo!, or other email accounts on Outlook.com. But you can import your contacts from other accounts as Outlook CSV files.

2. Calendar and Task Integration

Outlook Desktop Meeting Request

Your Microsoft Outlook web account will include a task app and a calendar app. But those aren't quite as tightly integrated with your email client as they are in Microsoft Outlook desktop.

With Outlook for Desktop, you can schedule a meeting from emails, create tasks from emails, and more.

3. Auto Archive

Outlook Desktop Auto Archive options

Also, with the desktop client, you get a really powerful tool called AutoArchive. This lets you automatically file away your older emails. It keeps your inbox nice and lean with little or no effort on your part.

This alone is enough of a time-saver for many people to opt for the desktop version of Microsoft Outlook.

4. Customize the Menu

Of course, the most powerful part of the Outlook app is the ability to customize it. You can use the VBA developer that comes with Microsoft Office.

Outlook Desktop Options to Customize the Ribbon

You can enable this menu item in File > Options > Customize Ribbon. Select Developer from the list of items on the right. Now you'll see the VBA customization options in the Developer tab.

Outlook VBA Options

Which Version Is Right for You?

How do you decide whether to use the Outlook web app vs. Outlook desktop? The answer is, it depends on what's most important to you.

  • Is it important for you to have access to your email client from any computer and from any location? Is LinkedIn connection a must? If that describes you, then you'll want to go with the online version of Outlook.
  • Are you more interested in tightly integrated scheduling, task management, and organization? Are you looking for a more robust set of rules you can use to automate the management of incoming emails? If this is you, then you'll want to invest in the desktop version of Microsoft Outlook.

No matter which version you choose, going with Microsoft Outlook gives you peace of mind. You can rest easy knowing that you're using a Microsoft product that is full-featured and constantly updated.

Microsoft also includes a scaled-down email client in Windows 10 and later. It's called Mail, and if you really want a desktop app but don't want to pay for Outlook 365, it's worth considering.