Microsoft Desktop Outlook Licensing Enforcement

Microsoft 365 Desktop Outlook Licensing Enforcement Change

Microsoft has made a change to their licensing policy regarding access to the Desktop version of Outlook.

Outlook Desktop may no longer work in your environment due to the change which is detailed below. This has been brought about due to Microsoft changing rules on which licensing can access Outlook Desktop. This change has been incremental by Microsoft, so it may not affect all of your workstations or emails at once.

Please read the information below if there are questions or more information is needed on the topic. This may cause offices to change, restructure, and in some cases acquire additional licensing which may affect monthly billing. In the majority of cases, offices are able to utilize the web version of Outlook with their current licensing and may not require much change.

Digital Technology Partners (DTP) will do everything in our power to minimize the costs incurred due to the Microsoft change. DTP may need to escalate tickets regarding this matter in order to review and plan solutions with office management.

Overview of Recent Changes to Outlook Licensing

Microsoft's Transition to "New Outlook":

Microsoft is shifting to a newer version of Outlook, "New Outlook", which includes changes that have impacted how the Desktop version of Outlook is accessed. Alongside this transition, Microsoft has made changes that may affect your current “Classic” Outlook access.

Impact on Licensing:

These changes are affecting organizations that use the Desktop version of Outlook based on licensing.

What This Means for Your Organization

Potential Effects on Your Office:

Your office may be affected by this change, especially if you currently use the Exchange Online Plan 1 license. If you are directed to this document this is most likely the case.

Access via Web:

All accounts will still be fully accessible via the web version of Outlook.

Alternative Solution - Configuring Online Outlook:

We can configure the online Outlook version to appear as a button on your toolbar, like how you currently access the Outlook Desktop app.

User Interface Changes: The user interface of the online version may differ slightly from the old desktop experience.

Next Steps for Your Office

Do You Need Outlook Desktop on All Workstations?

If your office requires Outlook Desktop on all or only specific workstations, DTP will need to review your current email goals and licensing structure to determine the best solution. Outlook Desktop is only required if software accesses it directly or if the office requests explicitly to maintain using the Desktop Outlook version. Do remember that this may incur additional licensing to maintain.

Necessary Licensing Changes:

In most cases, it will be necessary to add additional licensing to your account if you need to continue using Outlook Desktop. Additional licenses will incur additional monthly cost.

Official Documentation:

You can read more official Microsoft documentation about the licensing changes and how they affect the new Outlook version here.

Current Common Practice:

Many accounts are currently using the Exchange Online Plan 1 license, which is now restricted from being the primary account for Outlook Desktop. Exchange Online licenses have been used as they are a more affordable option for Outlook mailboxes. If your office does not absolutely require Desktop Outlook, using the web version is sufficient and no licensing change may need to be made. The only time Desktop Outlook is required is if the office utilizes software that integrates with email by directly accessing the application instead of the email account.

Changes Effective July 2024:

As of July 2024, Microsoft has started to enforce and verify different licensing standards for the Desktop version of Outlook, your account may no longer be able to be added back to the application unless it has the appropriate licensing.

All accounts will still be accessible through the web at Outlook Log In | Microsoft 365.