Microsoft 365 Help Which app should I use?
Choose the app that is easiest for the task. Having the same work account does not make every feature available on every device.
| Task | Windows app | Mobile device app | Web on a computer |
|---|---|---|---|
| Outlook inbox rules | Available; classic also has rules that require Outlook to stay open | Create and edit using Outlook on the web | Available for your work mailbox |
| Outlook recall | Available for eligible work messages | Available in supported versions for eligible work messages | Available for eligible work messages |
| Email signature | Supports formatted signatures | A simple mobile signature; set it separately | Supports formatted signatures |
| OneDrive save device space | Use Free up space after files finish syncing | Remove the offline copy / choose Online only | Files are already online; downloaded copies still use space |
| Edit Word, Excel, PowerPoint | Use a licensed desktop editor, or open the file on the web | The dedicated Office app is usually the supported editing route | Edit supported files with permission and the appropriate licence |
| Teams test call | Make a test call in supported work desktop app | Check permissions and make a short test with a colleague | Check pre-join controls and test with a colleague |
| Teams on a phone browser | — | Use the Teams mobile app | The web guide is for a supported desktop browser |
| Polls and charts | Create supported polls; create charts in Excel and share them | Poll features vary; some meeting setup needs desktop/web | Broad poll setup support, subject to company settings |
Licences, app versions and administrator policies can change what you see. Each task guide includes the relevant limits and links to Microsoft guidance. If an option is absent, use the suggested alternative or contact the office.
New Outlook and classic Outlook
Both are Windows email apps. Where steps differ, the Outlook desktop guides let you choose a version. Compare the menu labels in the guide with your screen. New Outlook can also have a File tab, so that tab alone does not identify the version.
OneDrive and the company filing system
OneDrive is tied to an individual work account. Permanent documents owned by the whole business normally belong in the company's SharePoint library or the appropriate Teams channel. Ask where a file belongs before creating a second shared copy.