Both Gmail and Outlook are the two most commonly used email applications. Every organization whether it is a large MNC company or a small company uses Gmail and Outlook for various tasks. When the user needs to pick one email application: Gmail or Outlook, then it becomes quite a difficult task. However, the choice of the user depends on his/her requirements. Still, every time the users are in a terrible dilemma on selecting either Gmail or Outlook. Thus, in this blog post, we are going to discuss how Microsoft Outlook can be better than Gmail. This will help the user to make the best selection without any confusion.
A Feature-Based Comparison On Why Outlook is Better than Gmail
|Microsoft Outlook||Gmail (Google Mail)|
|Introduction||· Outlook is a Personal Storage Manager developed by Microsoft. |
· Mainly used as an email application.
· Includes calendar, task manager, note-taking, contact manager, journal, and web browsing.
|· Gmail is a free web-based email service provided by Google.
· Accessed from a web browser anywhere in the world via an Internet connection.
|Storage||· Outlook storage capacity starts from 5GB and it can be increased as per the use of storage.
· It also has cloud-based One-Drive storage.
|· Gmail has 15 GB of storage space which also includes Google Drive and Google Photos in it. |
· On a paid basis, Gmail also gives the option to increase the storage space as per the needs.
|Security||· Outlook includes a built-in junk mail filter.||· To identify emails as spam, Google has included machine learning technology.|
|Search Options||· In Outlook, it is easy to find files.
· Just need to search any combination as per your requirements.
|· In Gmail, search for any file or any mail is done by using elements like Labels, Categories, From, To, Subject, Keyword, Attachment, Files, Date.|
|Mobile Friendly||· In January 2015, MS Outlook introduced Outlook for phones and tablets with Office 365.||· For most mobile phones, Gmail is an inbuilt application. |
· One just had to Sign-In with Gmail ID in the mobile app.
|Instant Messaging||· Outlook Skype is used for instant messaging.||· For instant chat, Gmail has an instant chat option also known as Hangout.|
How can actually Microsoft Outlook be better than Gmail?
There are many organizations that prefer Outlook over Gmail. Now, what makes Outlook the first choice of users over Gmail? Users can get the perfect answer to this question in the section given below. As we are going to discuss some factors which make Outlook the best pick as compared to Gmail.
Integration Across Email, Calendar, and Contacts
Email is one of the most commonly used ways of communication for numerous organizations. Outlook is one place for all the users to carry out an effective communication process. Outlook is a hub, whether it comes to setting up meetings, finding more information about contacts, dial into conference calls, or jump onto the online meetings. On the other hand, Gmail frequently tries a new experience such as new composes or new Inbox.
Offline Access to Email
Offline access to emails is always a big topic for all users. With Outlook, the user does not have to worry about the Internet connection. They can also work on emails without being connected to the Internet. For example, if the user is working with Outlook while traveling on an airplane, then also he/she can read and respond to email. The email will be automatically sent when the Internet connection is re-established. With Gmail offline, the user can only access the past month’s email when there is no Internet connection.
Organize Email Your Way
Every user has a different way of working and managing files and folders. Some sort the folders in alphabetical order. When it comes to searching, some simply search the email while other look for the email in specific bins. Outlook provides a better way to organize folders and files as per the user choice and requirements. In Gmail, the users are limited to only use labels to organize emails.
Categorize Email Items to Stay Organized
Since we clearly know why Outlook is better than Gmail, Outlook provides the ability to assign categories to various items such as message, task, message calendar, etc. Moreover, the user can easily assign an item to multiple categories to classify it in a more precise way. Outlook also has the ability to color-code the categories for the users who need visual cues. This helps the users to recognize how they spend time across different areas just by looking at the color-coding of the event on the calendar at a glance.
More Benefits of Outlook Over Gmail
Multiple ways to find an email.
- Flags changing the importance of email
- Rules to minimize email clutter
- Rich Contact information
- Scheduling Meeting rooms
- Sharing and delegation calendars
Note: If a user wants to migrate to Outlook from Gmail, they can opt for MBOX Converter, to quickly convert Gmail MBOX files to PST format.
There are many organizations and users who use Outlook and Gmail. But when it comes to picking the best email service, then it becomes confusing and complicated. As it depends on the user’s requirements which email service they want to opt for Outlook or Gmail. However, in the above section, we have listed some factors which help us figure out why Microsoft Outlook can be better than Gmail!