Comparing email services is quite simple: You look at each services’ offerings side-by-side to get a sense of which service is truly the best overall. In this comparison guide, we’ll be talking about Outlook vs Gmail from a business perspective.
When the battle is Outlook vs Gmail, which email service is best? We’ll find out below as we compare Outlook vs Gmail appearance, organization, storage, and security.
Outlook vs Gmail
Outlook vs Gmail: Appearance
Gmail has been around for quite a while, as has Outlook. But Gmail has done less to update its appearance, and that much is obvious from the amount of visual clutter present in any Gmail inbox, no matter the view you select (such as condensed or cozy).
Gmail’s tabs and abundance of text both in the inbox area and on the sidebars and navigation bars can be overwhelming, while the forced integration with Google+ can be bothersome for those of us (read: most everyone) who don’t use Google+ regularly. Gmail is visually cluttered and not aesthetically pleasing.
Outlook is the more aesthetically pleasing of the two email services. It’s designed more cleanly, with no tabs or areas that seem overwhelmed with text. The color scheme is black and white and would be considered minimalist, which is nice to see when you go to access your probably-overflowing inbox.
Outlook vs Gmail: Organization
Gmail uses a label system with tabs to organize emails into different themed inboxes. Gmail’s search feature can locate messages as long as you can remember any part of the message info – sender, subject line, body of the email, topic, etc. Gmail also has an emphasis on setting up filters to further organize your inbox, but filters don’t do much in the way of organization unless you take some time to properly set them up.
Instead of labels and tabs, Outlook uses a folder system to virtually file your emails. The folders are intuitive to use – you can simply drag and drop your emails into the right folder. You can also assign categories to your emails, and you can access the category view through Quick View on the sidebar.
Search on Outlook is much better with Outlook 2016. The email service has also added Groups so you can keep up with team members and their message history, meetings, and more. Outlook also analyzes the way you open emails to move those you’re unlikely to read into a separate folder to make your important messages more noticeable.
Outlook vs Gmail: Storage
Gmail starts you out with 30GB of storage – but that amount must be shared across all your Google apps. Email attachments are limited to 25MB in Gmail. Using Google Drive in conjunction with Gmail can alleviate this concern.
Outlook starts you out with 1TB of storage and you can upgrade to unlimited for a price. Attachments in Outlook are limited to 100MB (Gmail=25MB). Clearly, Outlook offers more storage capabilities for larger companies and those that send a lot of large attachments.
Outlook vs Gmail: Security
Security is one area where the two email services cut it close. Both offer most of the same security features. Gmail uses two-factor authentication and encryption to secure your account. It also supports IMAP, while previous versions of Outlook did not.
Outlook also uses two-factor authentication and encryption to secure your account. Outlook 2016 supports IMAP, a new feature for the email service. Outlook 2016 also has more IT tools to help prevent data loss and has added more encryption capabilities.
Overall Winner: Outlook
Outlook wins in appearance, organization, storage, and security. Outlook 2016 has come a long way from previous versions of the email service and the additional features and upgrades make this service the best choice for business owners and professionals. When it comes to Outlook vs Gmail, Outlook is the winner!