Is Microsoft Outlook Right For Me?

Before you begin...

Microsoft Outlook is available as of mid-January 2013 to faculty and staff on an as-needed basis. To request Outlook, please submit a service request at cedarville.edu/itr. For installation instructions, see the Installing Microsoft Outlook help page.

Microsoft Outlook does not replace Google as your email service provider, but rather provides you with an alternate way to view your email, calendar, tasks, and contacts.

Note:

If you use a Mac computer, there is no advantage to installing Outlook. The only way the technicians have been able to run Outlook on a Mac is using an IMAP setup, so there is no calendar functionality at all.

Email: How is Outlook different?

New Features of Outlook (cannot perform these tasks in Google Apps)

  • Contains almost all of the enhanced functionality of an email client program (more like GroupWise)
  • Preview messages in preview pane available in Outlook
  • Use folders instead of labels to organize emails
  • Sort emails by Date, To, From, Size, Subject, Attachment, etc. in ascending or descending order
  • Easily create and use multiple signatures and include images (e.g., department logos) in email signatures; default signature can be set to any of these signatures or to none
  • Flag items as important for other Outlook users (importance indicator does not display in Google Apps)
  • Use "Mailto:" hyperlinks with Outlook set up as email client
  • Use "Save and Send" feature in Microsoft Office programs with Outlook set up as email client
  • Use "Delay Send" emails (but only if Outlook is still open and running at the time the email is scheduled to send; otherwise, the email sends upon Outlook start-up)

Enhanced Features of Outlook (can perform similar tasks in Google Apps)

  • Use colored categories similar to GroupWise to visually sort emails
  • Access delegated email accounts and send email as owner of delegated email address (need to BC owner so they have a copy of sent item); delegated email has no reference to delegee in "From" field
  • Access archived emails (All Mail in Google Apps) from [Archived] folder in Outlook

Disadvantages of Outlook (can perform these tasks in Google Apps but not in Outlook, or with neither)

  • Cannot retract sent emails
  • Need to run some initial setup to use Microsoft Outlook
  • Synchronizing with Google Apps may take a while on Outlook startup if you receive a high volume of emails
  • Must synchronize Outlook with each individual email account every time it is launched (especially important if you have been delegated several accounts)
  • Must still use Google Apps on any new machine (e.g., at home, techcart, traveling, etc.) as Outlook is machine-specific
  • IT does not have a Microsoft Outlook client available for home use (like we did for GroupWise)

Calendar: How is Outlook different?

New Features of Outlook (cannot perform these tasks in Google Apps)

  • Turn an email into a meeting without losing the original email, or assign a task by sending it to someone else
  • View multiple calendars side by side (good for monitoring multiple calendars and viewing availability)
  • Delegate tasks (assign them to other people)

Enhanced Features of Outlook (can perform similar tasks in Google Apps)

  • Schedule meetings with others and create new appointments
  • Delegate and view shared calendars
  • Delegate and receive delegated appointments and calendars

General layout and navigation in Outlook

New Features of Outlook (cannot perform these tasks in Google Apps)

  • View email, calendar, tasks, and contacts in one area/view (not separate tabs as in Google Apps); can view a small calendar and task list along with emails in the same window.

Enhanced Features of Outlook (similar to Google Apps)

  • Can make any changes in Outlook Mail or Calendar and still view those changes in Google Apps if you access your email via Google Apps at a later time
  • Can create and manage contacts and contact lists/groups

Disadvantages of Outlook (can perform these tasks in Google Apps but not in Outlook, or with neither, or setup required in Outlook)

  • Must be fluent in both programs (Google Apps and Microsoft Outlook)
  • Must search for Cedarville contacts from the directory; unlike Google Apps, Outlook does not auto-fill Cedarville directory contacts, but it does add them to “Suggested Contacts” as you contact them in Outlook
  • Cannot use Outlook with mobile devices
  • Cannot use chat feature
  • Cannot access Google Drive documents in Outlook
  • Cannot use "Lab" features from Google Apps in Outlook
  • Must install Outlook on each computer that it is used on, and must duplicate customized settings for each machine
  • Have to synchronize with Google Apps the first time, which can take an hour (or more) depending on how many emails/calendar items you have
  • Must synchronize changes made in Outlook on other computers or in Google Apps each time Outlook is opened, which takes additional start-up time


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