Arpit Rajawat : Product/UX Designer

Microsoft Windows UI

Bridging the gap: Resolving UI inconsistencies in Windows for a seamless user experience

Have you noticed any UI inconsistencies in WIndows OS? If not please check some of them resolved here.

Microsoft has long been at the forefront of technological innovation, shaping the way millions of users interact with digital experiences. With a strong commitment to usability, accessibility, and cutting-edge design, Microsoft has continuously evolved its products to meet the changing needs of users.
Windows, as the flagship operating system, has transformed significantly over the years, introducing Fluent design language to create a more modern, sleek, and intuitive interface. This design philosophy emphasizes on (Light, Depth, Motion, Material, and Scale) enhancing productivity and ease of use across devices.

Role

Curious User & Researcher-Designer

Team

Only me as design researcher

Timeline

2 weeks

March 2025

Worked upon

Microsoft - Windows

Problem Statement

Windows, despite being one of the most widely used operating systems, suffers from UI inconsistencies across different parts of the system. Legacy and WIN32 UI elements coexist with modern Fluent Design components, leading to confusion and a disjointed experience for users. This inconsistency impacts usability, accessibility, and brand perception.

Objective

Identify key areas where UI inconsistencies exist in Windows.
Analyze their impact on user experience.
Propose a structured approach to resolve these inconsistencies.

Research & Analysis

To address the UI inconsistencies within the Microsoft Windows operating system, I've conducted a multi-pronged research approach combining user feedback collection using 1:1 interviews, usability and UX evaluations, and competitive analysis with competing platforms. This phase was crucial in uncovering pain points that hindered user experience and productivity in the Windows environment.

😥 Control Panel vs Settings

Duplicate features –
Common settings like Display, Network, and System Preferences are available in both the Control Panel and Settings app, sometimes cause confusion about where to go (search for).
Missing Feature Parity (in Settings) –
Some advanced tools (e.g., Advanced device settings, System restore) are only available in Control Panel, making the Settings app feel incomplete.
Outdated UI Interface –
The Control Panel still uses legacy visuals layouts from older Windows versions, which contrast sharply with Fluent UI in Settings.
Disjointed task flows –
Some tasks started in Settings redirect users to Control Panel or Prompt modals in legacy style, disrupting the user journey and trust in the UI consistency.

😥 Dialogs and System Prompts

Mixed UI Styles –
Dialogs vary in appearance—some use Fluent Design with rounded corners and shadows, others retain Metro or classic Win32 styles, creating a fragmented and outdated feel within the same platform.
Lack of Dark Mode Support –
Many older dialogs don’t support dark mode, causing abrupt and confusing theme changes when switching between modern and legacy interfaces.
Non-responsive Scaling –
Older dialog boxes and alert prompts do not scale properly on high-DPI displays, often appearing blurry, cropped, or with misaligned UI elements.
Outdated System tools –
Tools like Task Scheduler, Device Manager, and Disk Management retain legacy layouts with outdated UI paradigms, missing visual and interaction updates.

Microsoft Research work with interview questions

Competitive Analysis

To check and compare the other OS interfacess, I've conducted a competitive analysis by using 2 other popular OS (macOs & Linux-Gnome) interfaces to check the inconsistencies and gap in the experiences.

UI inconsistencies after Interface Audit

During the interface audit of Windows UI, several inconsistencies were identified across different system components. These include variations in iconography, spacing, button styles, and alignments especially between legacy "Control Panel" interfaces and newer "Settings" screens. Additionally, there are mismatches in dark/light theme implementation and inconsistent use of system dialogs. These inconsistencies can disrupt the user experience by creating confusion, reducing trust, and affecting overall usability for users.

Rectification in interface using same fluent design system

The primary solution I created involved consolidating fragmented UI experiences into a unified and consistent design language. Legacy modules are deprecated or visually aligned to match the Fluent design language, ensuring consistent iconography, images, button styling, spacing, alignment, and theme behavior across the OS. System dialogs and interaction patterns have been re-designed with modern components, replacing older Win32 elements to support responsive layouts, and theme adaptability. This ensures that both light and dark modes behave predictably across all surfaces, minimizing cognitive load and visual friction for users. You can check some of the UI inconsistencies rectified in the mock images below.

Takeaways

Impacts

Enhanced User Trust & Satisfaction - By unifying the visual language across windows OS, users experienced a more predictable, seamless, and intuitive interaction—leading to improved user confidence and trust.
Reduced Cognitive Load - Consistency in icons, spacing, and interaction patterns significantly decreased the mental effort users needed to switch between various system settings and modules.
Streamlined Development & Maintenance - Aligning with the Fluent Design System can enable developers to reuse components more efficiently, reducing UI debt and improving design scalability and also can make it future-ready and scalable.

What I learned?

While solving this Windows interface inconsistency challenge, I come to know that true design impact isn’t always about creating something new—it’s about bringing clarity, harmony, and trust back to what users already know and rely on. It reminded me that even the smallest visual details, when aligned thoughtfully, can restore confidence and elevate the entire experience.

Visual Consistency is More Than Aesthetic – Inconsistencies aren't just visual distractions—they directly affect usability, user trust, and task efficiency.
Legacy Systems Need Careful Handling – Transitioning away from older UI patterns requires phased planning, especially when users have long-established habits.
User Feedback is a Design Compass: – Insights from user resaerchs and Insider Programs proved crucial in identifying real-world friction points and validating design decisions.
Design is a Continuous Journey – Modernizing UI isn't a one-time task—it’s an iterative process that evolves with technology, user needs, and accessibility benchmarks.