Outlook vs Gmail: Which Email Platform is the Best for Your Spending plan?
Microsoft 365 and Google Workspace are the dominant efficiency suites worldwide of software as a service (SaaS), both offering a vast array of applications that modern companies need.
While the functions of a number of these applications are similar, Microsoft and Google's exclusive offerings each have their own peculiarities, for better or even worse.
In this post, we will look at e-mail through Microsoft Outlook and Google's Gmail for Business. Independently, the set are the leading e-mail applications in business by market share and are pillars of M365 and Workspace, respectively.
Email may seem simple on the surface, but the differences between Outlook and Gmail show that things are more complicated than sending and getting mail.
The functions of each are various, beginning with how they are accessed, and ending with the security and privacy provided.
Prices
Microsoft 365 and Google Workspace are priced monthly, per user, and have various tiers of rates. As it refers to the mail accounts themselves, the distinction in tiers normally only affects storage area.
Using Microsoft's Business Basic strategy ($ 5/month/user when billed each year), each user gets 50 GB of e-mail storage space, which is independent of the extra 1 TB of cloud storage in OneDrive.
Bear in mind, the most standard level of M365 does not consist of any of Microsoft's desktop applications, consisting of Outlook. Users buying this plan will need to more than happy with the Outlook web app.
On the other hand, Google's Business Basic strategy ($ 6), offers simply 30 GB of storage overall, combining email storage and drive storage together.
That's right, 60% of the mail box storage offered Microsoft accounts for 100% of your total storage on Google's most inexpensive plan.
That discrepancy is likely an attempt by Google to upsell users to their premium strategies, with their Standard plan ($ 12) leaping to 2 TB of drive storage, and the Plus strategy ($ 18) going to 5 TB.
Microsoft provides 2-5 TB of drive storage with their business offerings, but mailbox storage can basically be unlimited through unlimited archiving beginning with the E3 strategy ($ 32).
A grid showing the rates and storage capabilities of Microsoft 365 and Google Workspace
Scoring round 1 here, let's call it a draw. At the cheapest level, the 2 platforms are similar, and Gmail's web app could be worth the extra dollar per month.
As you move up plans, the Outlook desktop app could swing your choice, as we will go over later on. Bear in mind, Microsoft's pricing is based upon an annual dedication, while Google does not use annual discount rates as of this post.
This post is just covering the 2 suites through the scope of their e-mail applications, and these costs cover many other features. If cost is your main factor, consider each suite in total prior to deciding.
Relieve of Use
The most significant difference between the two suites general is Microsoft's desktop apps, which are even more feature-packed relative to Google's web apps.
While the functions are not as different in between the e-mail applications, the full Gmail experience is only accessible through a web internet browser.
With Outlook's desktop app, users get the full Exchange server experience, with the added advantage of being able to read and prepare emails while offline.
For example, if you are on a plane, replying to e-mails and dealing with files you plan to send out later on may be the best usage of your time.
With Outlook, you do not require to await the web to continue working, just to provide your work.
Gmail's user interface can't be reached without web connectivity unless you first jump through some hoops.
At the time of this writing, you will need to use Google's Chrome browser, have Gmail bookmarked, and sync your email via their offline feature, the dependability managed it services of which has been arguable for many years.
Both have mobile applications, so that problem can be worked around, but responding to a bunch of work e-mails on a mobile device can be a struggle.
The complete suite of Microsoft Office desktop applications will be a much bigger benefit for Microsoft in comparing other apps, but we'll still give Outlook a small, however significant, advantage over Gmail due to ease of use.
Searchability
As you would expect, the company known for its search engine enables you to find e-mails you require more dependably.
Gmail's advantage starts with its classification utilizing labels. Multiple labels can be applied to each email or thread, and subcategories can be produced within labels to produce more of a filing system.
If several labels have actually been applied to a single email or term, those messages will appear under each label. Labels permit you to auto-filter inbound e-mails based on hand-chosen criteria.
In Outlook, sorting is restricted to folders, forcing users to categorize each email/thread into a singular place.
When it comes to the real search function, both permit users to search utilizing keywords, in addition to folders/labels, senders, and date received.
Gmail not just has much deeper advanced-search functions, by all accounts, but it is likewise flat-out more accurate.
This is the first strong win for Gmail, as Outlook's searchability and categorization are not as robust.
Security
Microsoft is the leader in this category, and it is not especially close. Their remarkable standing is not just large, however it is apparent on 2 various fronts.
Google has actually come under fire recently concerning its handling of individual information, with reports that the business scans user e-mails. More notably, Google supposedly tracks your area, your activity, and even your voice for the function of targeted ads.
Meanwhile, Microsoft is far more transparent about their privacy policy and the data they collect.
If your business transmits delicate or individual data routinely, it probably goes without saying that you would feel more comfy utilizing Microsoft and Outlook. Even if you aren't sending out and getting private data, it would take a lot of other advantages to surpass such obvious privacy concerns.
For managers, Outlook offers a lot more internal security in the type of approvals. While Outlook's folder organization does not present the exact same searchability as Gmail's labels, it does give users the capability to permit and prohibit certain actions within folders.
Outlook provides users 10 differing functions to pick from, along with a custom-made role where the supervisor can hand-select specific actions one by one.
Functionally, this permits managers to hand over jobs to their subordinates without providing full-scale access to more important details. It likewise stops dissatisfied employees from possibly stealing or deleting information considered sensitive.
You can hand over account access to others in Gmail, which is basically like handing over the secrets to your car. You can't designate levels of gain access to, conceal private messages, or perhaps see messages sent out by your delegate on your behalf.
Among, if not the most crucial category is a runaway win for Outlook. With detailed alternatives and a personal privacy policy that is much more transparent, Microsoft 365's email platform stands alone.
Calendar
Technically, Google Calendar is not a part of Gmail, though all it requires to sync the two is a Workspace account and a few clicks through Gmail's menu.
For the sake of taking a wider take a look at Microsoft 365 and Google Workspace, we'll compare Outlook's calendar to Google Calendar here.
Gmail users regreted the platform's combination with other companies or clients who used Outlook.
Some grievances consisted of that updates to standing meetings made from Outlook accounts would not update in Google Calendar, and the failure to press updated details to participants.
In Addition, Google Calendar will immediately attempt to turn all of your video conferences into a Google Meet call. Its default setting will instantly post a Google Meet link into your calendar entry, and that function needs to be disabled by an administrator.
Otherwise, both platforms have actually included integrations with the other, and by all accounts, they work effortlessly. For all intents and functions, this function is a draw.
Verdict
Like a lot of things, this decision mostly boils down to individual preference. Much of the distinctions in between Outlook and Gmail have benefits based on how your company operates, as well as your budget.
Ultimately, the transparency and security of Outlook make it the more powerful offering. If you find yourself sorting through countless emails a day, nevertheless, Gmail might be the right choice for you.