Perhaps you are looking to improve your email services, but you're unsure of which application to choose. Do you choose Gmail from Google? Or will Outlook from Microsoft be a better fit for your needs?
Although the two appear to have comparable functions, they are quite different and provide varying advantages depending on your requirements. In this article, you'll find out all about Outlook and Gmail, as well as how they compare.
Outlook vs. Gmail: A Brief Overview
Outlook is a desktop email client that also functions as a webmail service. It is developed and marketed by Microsoft, with more than 500 million users worldwide. Outlook comes in both free and paid versions and includes Contacts, Calendars, and task management features.
Gmail is a free email service provided by Google. It was first released in 2004. You can access Gmail from a web browser on a computer, many third-party mail apps, and mobile apps for Android and iOS devices. Gmail is more than just an email service; it integrates Google Drive, Calendar, and Docs.
So, here’s how Gmail and Outlook compare:
1. Features
When put in comparison to their respective features, Outlook beats Gmail hands-down. Featuring automatic email management, the Cleanup tool that lets you delete multiple threads of emails, and customizable templates, Outlook may be everything you need.
The Archive folder in Outlook is also more functional than the one in Gmail, since it singles out your “Archived messages”. Outlook also integrates your contacts and calendar within its interface, making it easier for you to schedule a meeting.
On the other hand, Gmail sends all the emails you archive into a general folder (All Mail). This could bring about lots of confusion, especially if you are a new user.
Another turn-off that Gmail presents is that it does not integrate calendars and contacts into the app itself. Rather, it has them as separate apps integrated into Gmail. Navigating from app to app can be rather tiring and frustrating if you are urgently drafting an email.
Most people agree that Outlook takes the day when it comes to features.
2. Pricing
Unless you are using your email services for commercial purposes, it is convenient to use the free option. Both Gmail and Outlook offer free subscriptions to their users. However, to get the best from both providers, you will need to choose a payment plan and stick to it.
Their payment plans offer the same services. The major difference lies in the storage space available for each plan. They range as follows:
Gmail’s G Suite’s Basic plan goes for $6.00 each month with 30 GB of cloud storage. The $12.00 business plan offers unlimited storage with more than five users and 1 TB with less than 5. You can also enjoy Vault services on the basic business plan. G Suite’s Enterprise plan goes for $25.00 and offers the same features as the business plans with additional security features.
To use the paid versions of Microsoft Outlook, you will need to either subscribe to the premium subscription or purchase the Microsoft 365 package. The premium package prices are as follows:
You can get the Microsoft 365 Home at $6.99 each month or an annual subscription of $69.99 for each user. Microsoft 365 Personal, on the other hand, goes for $9.99 a month and $99.99 annually.
Microsoft Office suite goes for a one-time cost of $159.99. However, you should know that you cannot buy Microsoft Outlook at a one-time price. You will have to renew your subscription from time to time.
Gmail is the most affordable option when it comes to pricing.
3. Interface
Gmail’s interface is one of the best you will find in any email service provider. It is sectioned into two main strips, the menu that displays your mail categories such as your inbox, drafts, and so on, and the main section displays the emails.
Gmail takes a minimalist approach and is simple yet appealing to look at. It is not complicated and has a toolbar running across the top for easier access.
On the other hand, Outlook has plenty of options within a single ribbon that runs across the screen. They can be rather confusing to a new user. However, once you get the hang of them, you will appreciate their usefulness and accessibility.
4. Storage Options
When using Gmail, you can upload your files into your Google Drive and share them via Gmail. For instance, whenever you try to upload a too big file on your email, Gmail will automatically prompt you to upload them to your drive. The process is just a click away.
Outlook, on the other hand, uses OneDrive to store files. The integration between Outlook and OneDrive is not as seamless as you may wish it to be.
When it comes to storage space, Outlook offers its users 15 GB storage for their free accounts and an additional 5GB for any new free OneDrive account. Their paid Microsoft 365 account comes with 50 GB storage, in which users can store any file format.
The Gmail free storage is 15 GB, which serves both Google Drive and Gmail. You will have to subscribe to a G Suite Basic account with 30 GB of storage to get additional space.
If storage is a top preference for you, then Outlook is the way to go!
5. Security
Whatever your emails are about, whether they’re personal or commercial, you need the highest level of security when sending them over the internet. So, what’s the most secure email service for you?
The greatest thing about Gmail is that it offers automatic encryption for your emails. Gmail uses Transport Layer Security (TLS) to encode your message as it is in transit. This way, it has an extra layer of security. It also offers its users 2-step verification each time they log in for more security.
While Outlook has an encryption option that you can use, it requires you to click on it each time you send an email. Imagine the risk you may face if you forget to encrypt a sensitive message!
In this case, it is best to use Gmail if you are sending highly sensitive information or content over the internet.
6. App Integrations
When using Gmail, there are plenty of app extensions you can add to make your work easier and more productive. For instance, your Google Chrome browser can allow you to use Giphy, Boomerang, and even Gmelius (which you will find very helpful if you are collaborating as a team).
You can also add Grammarly, Slack, Evernote, and Zoom add-ons directly to your Gmail by installing the add-ons from the internet.
You can integrate Trello, GitHub, Asana, and many others if you are an Outlook user. As for add-ons, Evernote, Grammarly, and Boomerang are all available on Outlook.
Depending on the types of apps you use for your daily activities, Gmail and Outlook have great options for app integration.
7. Customer Support
While both email services have direct and community support from their providers, Google’s Help Center boasts great ease of access. It also has a wide community of users who help each other troubleshoot problems and advise each other on fixing minor problems. What’s more, G Suite offers its users 24/7 live customer support.
On the other hand, Microsoft offers dedicated support for its Microsoft 365 users and free chat support for free outlook users.
If customer support is a huge thing for you, then you should go with Gmail.
Your Perfect Fit
Finding your perfect email service is not an easy feat. Both Outlook and Gmail offer superb services, ranging from their features to their app integrations and customer support.
The best way to narrow down to your ideal provider is to make a list of your priorities and compile and judge which of the two meets them all. You may have to sacrifice one or two features, but at the end of the day, whatever meets your needs is your ideal bet!