Outlook vs Gmail: Which One to Use for Personal and Professional Email FREE Download

1. Key features
2. Interface
3. Brass and seek/filter out options
4. Integrations with other tools
5. Security features
6. Personal use pricing
7. Business plans pricing

🤫 If you'Ra in a rush, I think that Gmail is a major option for most mass, though it mostly depends on what you value. To learn where that comes from, you'll need to read our grumbling Outlook vs Gmail comparison.

Features

Let's kick things off with a prompt look at the features of Outlook and Gmail.

The obvious do here is "email." Well yeah, both of these tools help you with email. Merely there are also smaller features that will control how you interact with your netmail. And both platforms as wel go beyond just offering email.

First, let's consider the email-specific features:

Outlook vs Gmail: email features

	Outlook	Gmail
Clear project	✅	✅
World Wide Web interface	✅	✅
Background software	✅	❌
Mobile apps	✅	✅
Option for custom email address	✅	✅
Folder system	✅	❌
Label/chase after organization	✅	✅
Snooze emails	✅	✅
Free memory	15 U.K.	15 GB
Bond limit	20 MB	25 Megabyte
Cloud storage integrating	✅ (OneDrive)	✅ (Google Drive)

And so, both platforms besides offer some other notable features that are improved into the email interface:

Outlook vs Gmail: additional features/tools

	Outlook	Gmail
Calendar	✅	✅
Old World chat/electronic messaging	✅	✅
Video calls	✅	✅

Interface

Let's take a look at the interfaces. Both Gmail and Outlook cave in you a lot of options for customizing your interface, so there's no "unmatched" interface in both tools. With that being aforesaid, you should drive a reputable approximation of the feel of each interface in this mail service.

Prospect

Outlook divides the interface into five main columns of varying size. The bulk of the interface is trine columns:

1. First column – switch betwixt different folders.
2. Second pillar – view a list of emails.
3. Third tower – see the text of an email or compile a reception (once selected).

When you first undefended it, it leave look like this because you haven't selected any email:

If you flick on an email, you'll see that specific email along with the nourished string of the conversation (if there cause been multiple emails back and onward):

When you write a new email, it will supersede the email viewer with a text editor.

You'll get tabs at the bottom that net ball you quickly switch back to the email viewer for the email that you ingest open. This tabbed functionality is notable because it's something that Gmail doesn't offer.

Or, if you reply to an email, IT will just add the electronic mail compose boxwood below the existing emails.

From the tabs on the very small sidebar on the left, you can quickly jump out to your calendar, contact list, files, surgery to-do list (tasks).

Gmail

The Gmail interface is in disagreement into cardinal columns, with only two columns taking up the bulk of the factual estate of the realm. This makes information technology feel a little less busy, at to the lowest degree in my personal notion.

You can move 'tween different inboxes/labels in the sidebar on the left and view a list of all your emails in the middle:

If you barefaced an email, Gmail will replace the email list with a good view of that electronic mail (and whatsoever other emails in the wander). You can expand and collapse emails in the thread as needful:

To write an email, you induce two options:

• If you'Re replying to an present e-mail, the email compose box will appear in the thread.
• If you're composition a newborn netmail, it will appear as a popup box (that you can make full-screen if you want more real estate of the realm).

Personally, I like the popup approach because it makes it comfortable to compose a completely new message while still looking at an email thread. With Outlook, you could use the tabs to apace switch back and forth, but you can't come across both at the same time.

🏆 Winner:

Picking an interface is subjective, and so this one could go either direction. Personally, there's no contest between Mentality vs Gmail, I prefer Gmail's interface – but I too use Gmail all daytime so I'm more familiar with it.

Basically, my personal opinion is biased because Gmail feels "normal" to ME while Mentality feels "foreign." So – hopefully the screenshots will help you choose which interface you recollect is the winner.

Organization, search, and filter

Now, let's start moving into around many nitty-coarse areas, starting with the options that you give for organizing your emails and searching/filtering when requisite.

Once you have a whole sle of emails, it can comprise helpful to receive an organization system to preserve track of them all. That, combined with a strong search and filter system, can help you delay on top of thousands of emails.

Outlook

Mind-set lets you organize emails using different folders as swell as categories (which function more like tags). If you like the folder attack, that's a full point in Prospect's party favor equally Gmail doesn't offer folders (though you can buoy achieve a similar effect with Gmail):

To find emails, you can also search using the barroom at the crest. When you seek, you can consumption basic search operators such atomic number 3 "from:[e-mail protected]" to reveal emails from that cover.

You can also expand a drop-falling with specified filters:

Gmail

Gmail handles things a trifle differently when it comes to organization and search.

First, Gmail leave try to mechanically filter your incoming emails by three inboxes:

• Primary
• Social
• Promotions

I think this feature is useful to quickly filter out a lot of unimportant emails…just it's not cold so you'll postulate to verification those other tabs to make sure Gmail didn't accidentally send an important electronic mail to "Promotions." Thankfully, you give the axe drag-and-drop emails between the different inboxes and Google will remember your choices going forward.

To organize emails, you'll commence two flying options to star them or mark them every bit life-and-death. Beyond that, you can besides apply your ain labels/tags:

However, you can't make your own custom folders like Outlook allows, though you can create parent labels and sub-labels, which lets you achieve similar organization.

Corresponding Outlook, you can search using the box at the top, including search operators. However, Gmail's search operators are much robust, which gives you Thomas More tractableness. For example, you can look for past "is:uninformed" to solitary return emails that are unread; OR "before:2021/08/30" to bear witness emails received before Aug 30th 2022.

You can also expand a drop cloth-down to show more filters:

Another useful sink in option is that you can select whatever email and select "Filter emails like these" to mechanically show similar emails.

🏆 Winner:

It depends on what you value. Outlook offers more governing body because you get both custom folders and categories, while Gmail only supports labels.

However, I personally prefer Gmail's search interface because it allows more operators and I find operators to be easier to use than the full filter out user interface.

Integrations and apps

For more advanced workflows, you might want an email customer that has apps and integrations with third-party tools. Hither's how Mind-set vs Gmail heap up in that abide by.

Prospect

To extend Outlook, Microsoft offers extensions called contribute-ins (not "add-ons"). You can browse all of the add-ins here, but in superior general you'll get options for:

• HubSpot, Salesforce, and other pop CRM tools.
• Zoom and otherwise television conferencing tools.
• Trello and other project direction tools.
• Todoist and other to-exercise inclination apps.

Gmail

Gmail has a built-in supplement system that you can access from the Gmail interface called the Google Workspace Marketplace.

You can view the full leaning hither, merely you'll get the same sorts of add-ons as Outlook including:

• Salesforce and other CRM tools.
• Zoom and other video conferencing tools.
• Trello and other project management tools.
• Todoist and separate to-do list apps.

In addition to the dedicated Gmail app marketplace, you can also come up Gmail extensions in the form of Chromium-plate extension, which give you another boulevard to cover Gmail.

🏆 Winner:

It's a tie because both propose extensions for the essentials. If you feature a limited integrating that you need, I recommend checking the list above.

Security

When it comes to securing your email account, one of the biggest things that you can do beyond having a strong password is mount up two-factor in authentication.

With cardinal-factor authentication, you need to both let a corporeal item in your self-will (like your smartphone) and enter your password to log in.

It's possible that hackers could get access to your email parole, simply it's unlikely that they could ever find both your password and the two-factor tool around.

Some Gmail and Outlook support 2-factor authentication via the following options:

• Text edition message
• Authenticator app (TOTP) – you can role any authenticator app that supports common protocols, including Google Appraiser, Authy, and others.
• Physical hardware – e.g. the YubiKey.
• Backup codes – save musical accompaniment codes just in case you fall behind your two-cistron method.

Outlook also lets you verify using your Windows PC – via your face, fingerprint, or PIN.

Basically, both Gmail and Outlook give you all the tools that you need to keep your e-mail business relationship secure.

Personal use pricing

In this section, I'll focus along personal use pricing. In the next section, I'll cut through business pricing.

For personal use, some Gmail and Outlook have free options.

With the detached plans, you derriere use both for essentially unlimited emails forever, all without spending a penny. Both also impart you identical storage – 15 GB.

However, there are expected paid options for own use with both services, thusly let's get over through with them.

Mentality personal pricing

In addition to the free plan, Mindset offers a paid service called Microsoft 365 Personal (formerly Office 365). With the premium plan, you puzzle the favourable extra benefits:

• No ads.
• 50 GB of Outlook mailbox depot – instead of 15 GB on the free be after.
• Dedicated desktop apps for Windows and Mac – the uncommitted version only gives you apps for web, Humanoid, and iOS.
• 1 TB of OneDrive storage at no additional cost.
• Desktop versions of the Microsoft Office apps (Word, Excel, etc.) – the autonomous version lone gives you access to web versions of Office.
• More advanced message encryption.
• The option to use a customised domain name – e.g. [netmail protected]. You must role GoDaddy to register the domain, which is sort of annoyance.
• Automatic auspices for unsafe links and malware scanning for attachments.

Microsoft 365 costs $69.99 per year or $6.99 per month for one person. Surgery, you can get a family plan for up to vi mass for $99.99 per year or $9.99 per calendar month.

Gmail pricing

Unlike Outlook, Gmail is 100% unfreeze. Gmail also gives you free entree to or s of the insurance premium features from Microsoft 365. For example, you get:

• Reflex auspices for unsafe golf links and malware scanning.
• The option to use a custom domain, though it requires a sort of workaround (you can pay for a more straightforward setup – more happening that next).

Nevertheless, there is one area where you might need to pay – storage. As your account ages, or if you get sent a ton of attachments, you might start bumping functioning to the storage limit on your account.

This is unlikely if you're strictly victimisation the account for email. But information technology can happen if you're also taking vantage of Google Drive, Docs, Sheets, etc.

To add storage to Gmail, you'll need to increase the storage for your entire Google account (so this is the same storage victimised for Drive, Docs, etc.). This is divergent from Outlook where Outlook splits the Outlook mailbox storage and OneDrive store.

Here are your options:

• 100 United Kingdom – $1.99/month or $19.99/year.
• 200 GB – $2.99/month or $29.99/class.
• 2 Atomic number 65 – $9.99/month or $99.99/year.
• 10 Tuberculosis – $49.99/calendar month.

🏆 Success:

Slight edge to Gmail. While both offer free plans, Gmail's free plan gives you more features and information technology's cheaper to add storage to Gmail.

Business plans pricing 💼

If you're just a casual user looking a physical email address, you don't need to seem into this section.

But if you want to access advanced business features and manipulation Gmail or Outlook for your own custom business email address – e.g. [email protected] – you'll probably be interested in the business plans.

Some Gmail and Outlook tender premium business organisatio plans for individuals or teams:

• Outlook calls it Microsoft 365 Business.
• Gmail calls it Google Workspace.

Of the ii, Google Workspace is cheaper if you're strictly looking at email. Looking beyond email is trickier because Microsoft's business plans include features that Google doesn't offer, such as Microsoft Teams (a Drop-off alternative).

You can watch the pricing below – line that Microsoft 365 Business only includes business email on the Measure plan and above:

Microsoft 365 Business:

🏆 Winner:

Google's occupation plans are cheaper if you'Ra alone looking at netmail. However, Microsoft 365 Business can offer better value if you'll use other features like Teams.

Outlook vs Gmail: Which should you role?

Overall, both Outlook and Gmail are quality tools, so, in large depart, choosing betwixt them really just comes down to personal predilection.

Both are free for personal use. Both provide all the core features that you need for email, including useful features same snooze. And some offer identical storage (15 Gilbert).

For personal email, your determination in truth just comes down to:

• Which interface you like ameliorate.
• Whether you have a in-person preference for organizing – e.g. folders and categories (Mindset) vs labels and sub-labels (Gmail).
• Whether there's a specific add-in/integration that you need to optimize your workflows.

If you believe you'll blow old the 15 GB storage limits, storage pricing might too play a role in your decision.

 If you're unruffled not sure where to start, I recommend Gmail. I mean Gmail's interface is finer for nigh people and it offers each the features that most people need in an email client.

The rest of the world seems to jibe with my recommendation – Gmail has a 34% food market share while Mindset has hardly 7%.

If you require to learn how to get started with both Gmail and Mindset, you can check out our full tutorial along setting up a professional electronic mail address.

Execute you still let whatever questions about Outlook vs Gmail? Let us know in the comments and we'll try to help!

Layout and presentation past Chris Francis Scott Key Fitzgerald and Karol K.

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Outlook vs Gmail: Which One to Use for Personal and Professional Email FREE Download

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