Outlook 2016 for Mac vs. Windows: A Detailed Feature Comparison
Summary– Outlook 2016 for Mac vs. Windows reveals key differences in features, performance, and compatibility. This quick comparison highlights what each version offers and helps users choose the right fit for their needs.
Outlook 2016 marks a new chapter for power users on both Windows and Mac platforms. Designed by Microsoft, this release aims to bring a unified yet platform-specific experience to email, calendaring, and productivity tools across both operating systems.
For Mac users, Outlook 2016 has been widely welcomed as a major milestone, a powerful solution for those who rely on Microsoft Office within the macOS environment. Meanwhile, the Windows version continues to offer a more comprehensive and mature feature set, particularly when it comes to email handling, calendar management, and integration with other Office applications.
Although both versions come from the same developer Microsoft Inc. their capabilities are shaped by the underlying operating system. This means users will encounter key differences depending on whether they’re using Outlook on macOS or Windows.
This guide explores those differences in detail, providing a side-by-side comparison of features. Whether you’re switching platforms or just want to know what you’re missing (or gaining), this breakdown will help you understand where Outlook 2016 for Mac stands compared to its Windows counterpart.
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A Major Milestone for Mac Users
Outlook 2016 for Mac represents a significant step forward by Microsoft’s development team. It’s built with the goal of bringing the familiar, robust interface of Outlook for Windows into the macOS ecosystem complete with a modern graphical user interface (GUI) tailored to Mac users.
While it successfully mirrors much of the Windows Outlook experience, there are still several important differences particularly in areas involving advanced functionality and feature depth.
Below, we’ll highlight some of the most notable differences between Outlook 2016 for Mac and Windows, focusing on core features and capabilities.
Local Email Storage Capabilities
Outlook stores emails locally using data files, ensuring offline access to mailbox items when no internet connection is available. In the Windows version, the Outlook Data File (.PST) plays a central role in managing and storing this information.
- PST Import is supported by both Outlook 2016 for Windows and Mac.
- PST Export, however, is only available in the Windows version. Outlook 2016 for Mac does not support exporting to PST format.
- Outlook for Mac uses its own file format, OLM, but importing OLM files into Windows Outlook is not supported.
- Both versions support conversation view, allowing users to track emails as threads within a single folder.
Managing Multiple Accounts and Contact Search
Both Outlook 2016 for Mac and Windows provide the ability to integrate multiple email accounts into a single mailbox. This is especially helpful for users who manage personal and work accounts from one interface.
Additionally, both versions include advanced contact search capabilities, enabling users to quickly find entries stored in the Outlook database or Address Book.
Table Creation in Emails
Creating tables directly within Outlook varies between platforms:
- Windows Outlook 2016 allows full support for native table creation in email messages.
- Outlook 2016 for Mac does not support table creation directly, but users can copy and paste tables from Word as a workaround.
Contact Photos and Identity Preview
Both Outlook 2016 for Windows and Mac offer preview panes for email attachments, and display the contact photo associated with each email sender or recipient. This applies across the mail view, contact list, and calendar, providing a more visual and personalized user experience.
Calendar Features and Differences
Outlook 2016 includes calendar features on both platforms, but with some differences:
- Outlook for Mac supports week numbers in the day and week views, but does not support mini calendars or a full month view layout as flexibly as Windows.
- Outlook for Windows offers a more complete calendar experience, including day, week, and month views, all with week number support and easier navigation.
Exchange Server Compatibility
Outlook 2016 is designed to work smoothly with Microsoft Exchange environments on both platforms, though functionality varies:
| Feature | Windows | Mac |
| Offline Address Book (OAB) | Supported | Supported |
| Server-side Modifiers | Supported | Supported |
| Manage Exchange Distribution Lists | Supported | Not supported |
| Personal Distribution Lists Sync | Not supported | Not supported |
| Category Sync (with Master List) | Not supported | Supported |
- Outlook 2016 for Mac offers the ability to sync categories and even share the master category list with Windows Outlook, something the Windows version doesn’t do in reverse.
- Exchange server distribution list management is a major limitation on Mac, as it cannot create or modify distribution lists.
Additional Integration & Online Features
Outlook 2016 for both platforms comes equipped with a number of shared features:
- Synchronization with Exchange for email, calendar, contacts, tasks, and notes.
- Full Gmail support, allowing users to sync Gmail folders into Outlook.
- Support for Lync presence and creation of online Lync (now Skype for Business) meetings.
- Compatibility with online archives for storing older emails outside the main mailbox.
Information Rights Management (IRM) Support
Both Outlook 2016 versions support IRM policies to protect sensitive information. However:
- Outlook for Mac goes a step further by integrating with Active Directory and Microsoft Azure Rights Management, offering more modern and flexible data protection features compared to the Windows version.
Final Thoughts
Outlook 2016 is a highly versatile email client, designed to meet the needs of both Mac and Windows users. Its robust feature set supports a wide range of business environments from small enterprises to large corporate organizations.
