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Editor’s note: This publish may be the third in Matt’s “Which Tool When” series. You are able to compensate for past posts below!


With the development of Microsoft Teams in 2016, organizations found a brand new “which tool when” scenario at work arena: which tool will i use for communication and collaboration? Outlook and Teams immediately spring to mind. The 2 apps each their very own weaknesses and strengths. When you are deciding which to make use of, keep a few of these guidelines handy.

Outlook and Teams can overlap a bit within their use cases, however i think it is makes lots of sense for their services for separate reasons. How you wish to communicate is usually the deciding factor which to make use of when: Outlook or Teams.

I won’t say this information is prescriptive for those individuals every situation, however i will uphold the advice made because sound practice for taking advantage of both apps and improving the way you communicate with your colleagues, customers, vendors, and everybody else you train with.

Unsure which situations demand Outlook or Microsoft Teams? Read this article. Click To Tweet

Condensing a normally lengthy story, you’ll be using both Outlook and Teams for that near future for that a lot of reasons I recieve into below. Here’s why.

Microsoft lately folded out what’s likely the very best graphical representation (that I have seen) of using their communication-based apps. The interior loop, outer loop, and open loop are essential to bear in mind when speaking Teams versus Outlook.

Teams is actually designed for your inner loop. Should you not like this marketing speak, consider the continual back-and-forth conversations you’ve and file editing you need to do with individuals you train with regularly (including exterior folks).

Teams isn’t nearly chatting it supports live, concurrent file editing, the opportunity to bring websites and apps straight into Teams as tabs, and audio/interactive video. All on desktop and mobile, and all sorts of without departing a main application.

Teams is the best place to will work. Conversations are informal, short, and to the stage. It’s known as Teams because you’re dealing with close-knit… teams. Including exterior people not inside your network!

Outlook is perfect for your open loop. You are able to email anybody with their email, however, you always wish to watch that which you say within an email lest someone important receive it as being a forward, right? So, email is much more formal, more concrete, and fewer arbitrary. Keep Outlook for delivering official messages to customers, vendors, etc.

So, consider discussions within Teams as internal. True, your organization might be 10,000 strong, dealing with 5,000 vendors and clients, while your group is just 20. But stick with me on internal meaning your workgroup. Any communications you’ve with someone who’s not already a part of your group is exterior, whether they’re in your organization or maybe they’re in a different entity.

Now, if you’d leave at this time saying, “I still don’t get why I’d use Teams,” consider the number of occasions you obtain unnecessary email, short messages on lengthy email chains which are difficult to scroll through, and “okay,” “thanks,” and “got it” type responses.

You hate individuals emails. You know people you receive an excessive amount of email constantly. Teams makes them usability issues a factor of history, all because of the chat-based UI and, frankly, the thumbs-up button. Within my work existence, we use Teams almost solely. I have no idea my colleagues phone figures because, well, we use Teams for those our communication needs (even texting and calling).

Teams is made on Office 365 Groups. Developing a Team results in a Group with membership that you simply designate. Using Outlook to arbitrarily email includes no Group consideration, but Outlook also offers connections to Groups. Rather of chatting in Teams for this Group, you email backwards and forwards towards the membership. Actually, each Team really comes with an Outlook Group mounted on it. It will get type of complex, but this infographic might help simplify it.

There’s an excellent method to juggle both a group and it is connected Outlook Group. Keep the working together in Teams and Outlook for communicating more formally with outsiders.

My suggestion would be to have internal discussions in Teams and all sorts of exterior discussions in Outlook, and keep your conversations organized, saved, and available in your Group. Your emails get stored centrally inside the Office 365 Group behind your Team as well as your chats remain in Teams natively. You are able to expand about this as increasing numbers of colleagues elsewhere inside your organization adopt Teams and begin getting together with them in Teams rather, but for now, Outlook it’s still number 1.

If you are thinking about juggling Outlook and Teams inside the same Group (and also you should have an interest), There is a Teams/Outlook Group guide to help you get began.

Another big factor you utilize Outlook for is scheduling go to conferences. Really, not necessarily. You’re using Outlook to schedule conferences. You’re likely using Skype for Business to go to conferences.

And, if you are unaware yet, Microsoft Teams is eating up Skype for Business in next season. (A minimum of, the cloud/Office 365 version is. Skype will stay being an on-premises choice for the lifecycle of Skype 2019 at the minimum). So, you’ll really finish up using Microsoft Teams in Outlook even though you hadn’t planned onto it.


Q&ampA: Achieve Microsoft Teams and Yammer Adoption As soon as possible


So, Teams includes your calendar and conferencing in a different way so you aren’t jumping between apps (as if you use Outlook and Skype). This is actually the situation both in the desktop and mobile versions of Teams.

The gist of conferences here’s that, yes, you can keep using Outlook to schedule conferences, but when you will be using Teams eventually, why don’t you begin right now?

As always, which tool to make use of depends upon the problem you face. Teams may be the new darling of collaboration. And why shouldn’t it’s? Leave Outlook for that formal stuff and stay with Teams for that everyday stuff.

Be sure that you make use of the major Teams advantages and look out for some Teams pitfalls.

You are able to take care of the latest Outlook and Teams developments on various resource websites. Listed here are a couple of:

What exactly are your ideas? Which tool would you prefer and why? Comment below and I’ll make sure to chime along with some responses.


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