Comparison and Contrast: An Outlook Vs. Gmail Review

User Experience & Interface

Gmail

  • Email service that also offers web access
  • You can add and customize the background of your account on your laptop/desktop
  • The default view is a two-pane view, but the user can customize the number of panes they use.
  • Clean layout with the ability to customize their experience
  • Easy to use mobile app

Outlook

  • Email service that offers web access for its users
  • Keeps the blue/white color scheme that is familiar to those who use other Microsoft products
  • Design updates have removed the number of buttons and other clutter that had been present on other versions
  • Default three-pane view
  • Easy to use mobile app

Both Gmail and Outlook

  • Both email clients are easy to use and are considered intuitive. Things such as new emails and folders are easy to find and reside in a place where a person would think to look for them.
  • Both have phone apps that are free to download and easy to use
  • Both permit IMAP and POP account creation

Gmail Vs. Outlook: Features

Calendar

Gmail

  • You can tag a function as either a task, event, or a reminder.

Outlook

  • When you add people to a calendar event they are referred to as attendees and not guests.

Search

Gmail

  • Has advanced search features that allow the user to search by file size, email address, date, and keywords.
  • A separate search function that lets a user search through chat logs.
  • A separate search feature that allows the user to search for only contacts.
  • Ability to use search operators to facilitate faster searches for commonly referenced items/terms.

Outlook

  • Users can implement advanced search features that allow the user to look for information by day, file type, etc.
  • Create search operators for commonly searched terms.
  • Search contacts separately.

File System

Gmail

  • Folders are called labels instead of folders
  • Users can set up labels (folders) as well as nested labels (subfolders) to move emails into.
  • Messages can have more than one label.
  • Account comes preset with traditional folders like spam, inbox, scheduled, drafts, etc.

Outlook

  • Users can set up folders and subfolders to move emails into.
  • One email can only live in one folder at a time.
  • Account comes preset with traditional folders such as spam, inbox, drafts, etc.

Attachments

Gmail

  • Ability to preview files
  • Attachments are capped at 25 MB
  • Files larger than 25 MB need to be shared through Google Drive

Outlook

  • Ability to preview files by clicking on preview in the attachment menu
  • Attachments are capped at 20 MB
  • Files larger than 20MB that need to be shared must go through OneDrive or Sharepoint

Storage

Gmail

  • Individuals with free accounts get 15GB
  • If you exceed your 15GB, you can enroll in Google One to purchase additional storage, increasing your storage space to 100GB or more depending upon your plan
  • Gmail for Business accounts have storage levels from 30 GB to 5TB based on your plan level

Outlook

  • Users on free plans start with 100GB of storage across their accounts
  • Office 365 plans come with 6TB of storage in OneDrive
  • All Outlook for Business plans come with 1TB of OneDrive storage per user

Videoconferences

Gmail

  • Videoconferences and calls can be conducted through Google Meet or Google Hangouts
  • Google Meet is the equivalent to Zoom or GoToMeeting

Outlook

  • Videoconferences and calls can use Microsoft Teams
  • Microsoft Teams is equivalent to Zoom or GoToMeeting
  • Skype is now part of the Microsoft family and part of a 365 subscription plan

Integrations

Gmail

  • All Google apps will integrate
  • Chrome extensions can be applied for users that have Chrome as their web browser
  • Gmail add ons can be used to integrate with applications like Trello, Slack, Zoom, DocuSign, and others
  • Third-party apps can also be applied to your account

Outlook

  • Integrates with all Microsoft apps like OneDrive, Skype, and any Office products
  • Has the options for add ons (called add-ins) with businesses like Starbucks, PayPal, Yelp, and more
  • Add-ins are now available to Outlook users who use Mac devices
  • You can also set up Connectors and Actionable Mail with integrations with applications such as Trello
  • You can also integrate with third-party applications

Security Of Outlook Vs. Gmail

Gmail

  • Two-factor authentication
  • Ability to block certain senders
  • Phishing and malware detection
  • Alerts when suspicious activities or log-ins are detected
  • Confidential mode that removes sensitive information and attachments from the body of an email.

Outlook

  • Two-factor authentication
  • Ability to block certain senders
  • Ability to encrypt individual messages
  • Can set permissions to allow others to access and edit your calendars and other Outlook feature
  • Can create password-protected folders within your Outlook account
  • Can create items in your account and keep them private from others on the exchange

Costs For Using Gmail Or Outlook

Gmail

  • Gmail allows users to sign up and use an account for free. Users who create a premium account have the ability to create and use a custom email domain. Paid users also have ad-free accounts, 24/7 support, and 30GB of storage.
  • Premium Gmail accounts for individuals begin at $5 per month.
  • Gmail is also available for businesses. They can use Gmail to support their company email addresses or they can utilize Google Workspace (formerly known as G Suite) and have access to features like sheets, docs, email, meets, and more.

Outlook

  • Outlook allows users to sign up for an email account for free. However, not all features of Outlook will be available. Users who register for Office 365 will have access to the full functionality of Outlook and Microsoft products (ex: Outlook calendar, Word, Excel, etc.).
  • Outlook for individuals starts at $6.99 per month if they opt to subscribe to Office 365. Family plans that allow an individual to share with up to three other people begin at $9.99 per month. There had been a premium tiered version of just Outlook, but that service is being discontinued and merged into Office 365.
  • Outlook is also available for businesses. Outlook and most other Microsoft products are the standard for companies. 83% of enterprises use this email client.

Outlook Vs. Gmail: So What Do You Pick?

Outlook Vs. Gmail FAQ:

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