Which Email Client, Outlook or Gmail | Should You Choose? [2023]
Many people are just as devoted to their preferred email service as they are to their sports team. The globe seems to be very split on Outlook and Gmail as a result, therefore I made the decision to investigate this topic more.
Although I use Gmail, I made new accounts on each platform to test it out. Here is what I discovered.
A Comparison of Gmail and Outlook
Outlook: Best for Office 365 subscribers who favour improved organisation and desire the most free storage feasible.
Gmail: Users of Google Workspace who want a straightforward UI and advanced spam protection should utilise Gmail.
What is Similar About Gmail and Outlook
There are a few factors that won’t change the outcome because Outlook and Gmail are both capable email clients:
Free Plans: Gmail and Outlook both provide a wide range of free options.
Contact Management: You can import contacts from the majority of other well-known service providers using both services.
Customization: You can change the interface theme, density, and other features on both platforms.
Pricing: Gmail and Outlook both have paid business plans with comparable prices, however Gmail is marginally less expensive overall.
Use Outlook if You Prefer Microsoft. Use Gmail if You Like Google
Microsoft Office 365 and Google Workspace are the respective suites that Outlook and Gmail both interface with. No matter if you’re an individual or a business, integration will be the deciding factor in which platform you choose. It’s difficult to tell one platform is superior to the other unless you’re seeking for a particular feature (like labels on Gmail or folders on Outlook). Both systems are quite powerful and well-developed programmes. Like contrasting a PC and a Mac.
Each platform also has its own specific extensions, which can grant you access to extra features and functionalities that improve workflow or increase productivity. (While Outlook refers to them as add-ins, Gmail refers to them as add-ons.) Gmail has far more add-ons than Outlook and has thousands of them available in the Chrome Web Store.
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Gmail’s free Personal Plan Has fewer Invasive Advertising, Although Outlook Provides Greater free Storage
Although the aesthetics of an app can vary greatly depending on the user, I thought the Gmail interface was more user-friendly. While Outlook feels a little cluttered, it is simple to use and has a contemporary appearance.
I took note of the enormous and obtrusive adverts on the right side as soon as I logged into my Outlook account.
Since I work in marketing, I am aware that both platforms must generate revenue from advertising in order to keep their free versions available. Nevertheless, Gmail’s advertisements are discretely placed in the Promotions and Social tabs. I seldom ever see the adverts since I hardly ever click on those tabs in the first place.
Overall, I like the Gmail UI better than Outlook’s, with the advertising playing a deciding role.
Storage space is an additional factor to take into account when contrasting these free options. Although Gmail and Outlook both provide 15GB of storage, it’s important to remember that Gmail also shares space with Google Drive and Google Photos. So, if you frequently use other Google Workspace apps, you might exhaust your storage space more quickly than with Outlook.
Each Platform Takes a Unique Stance On All the functionality Required to Send Emails
Comparing email platforms should focus on how simple it is to send emails, which is likely the most significant factor.
Gmail uses a function called Smart Compose that offers advice on how to construct the email. You can choose from the available reply options or just start typing and the Smart Compose function will provide recommendations as you type. I discovered that this tool was fairly accurate in its suggestions, and I can typically compose a reply by simply following Gmail’s advice.
A similar option exists in Outlook called Text Predictions, but I found that it generally just finished the words I had already started to enter rather than making suggestions for the following few words like Gmail’s feature does.
The snooze feature, which lets you delay email notifications to a set time, and tools that let you plan emails to be delivered at a later date and time are just a couple of the many other features that both platforms provide aside from this particular one. Both platforms include helpful templates that come in handy when creating emails, as well as message reminders (referred to as nudges in Gmail) that remind you to follow up or reply to emails.
It’s Simpler to Search Emails In the Inbox with Gmail
It should come as no surprise that Gmail’s search function performs admirably. You can even filter your search results to only show emails that you wrote, emails with attachments, or emails that were sent or received within the last week. To further refine your search, you can even build your own custom filter.
One of the most common complaints I came across while studying Outlook on social media was that its search tool sometimes returned unrelated results. They still have search filters that are identical to those in Gmail, so it is still possible to find the precise email you’re looking for (even if it takes a little longer). I definitely noticed the change.
Both Services Are Quite Safe, But Gmail Provides Greater Anti-Spam features
Email security is crucial, and Gmail and Outlook both provide their users with security. Both platforms offer security features like confidential mode, two-factor authentication, and encryption in transit.
The spam filtering capabilities of Gmail definitely stand out. In order to stop phishing and malware, Gmail uses powerful AI-driven spam filters. I can say as a Gmail user that I get very little to no spam in my mailbox. Since I haven’t used Outlook for very long, I can’t speak from personal experience, but a lot of Reddit threads talk about spam frequently getting into users’ inboxes.
While Gmail Uses Labels, Outlook Organises Emails Into folders
Outlook users can organise their inboxes using folders and categories. To stay organised, for instance, if you work with several clients, you may make a folder specifically for each client. If you still feel like you need more organisation, you may add another layer and make unique categories for each project you’re working on, as I did in the example below.
In general, I thought the Outlook folders and categories were really user-friendly, and I could easily see why people like them.
However, you can use Labels as both folders and labels. Gmail uses the Labels feature for organisation.
Conclusion: The Key Distinctions between Gmail and Outlook
Outlook may appear to be the better option on the surface, but the situation is much more complicated than that.
Even while Outlook offers more functionality, it limits you to the Microsoft universe. You might not find that objectionable, but others might. Because of its extensive selection of applications and third-party integrations, many people favour the Google ecosystem.
What works best for you and only you will ultimately determine whether to use Gmail or Outlook.
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