When it comes to email clients, there are two major contenders: Gmail and Outlook 365. Both have their own advantages and disadvantages. Outlook has been around longer than Gmail, but that doesn’t necessarily make it the better option. The best way to find the right email client for you is to understand the differences between the two.
The Differences between Gmail and Outlook 365
Keeping Emails OrganizedIf you deal with hundreds of emails each day, organization is a really big factor when choosing an email client. Outlook and Gmail both do a good job of keeping things organized, but they do so in different ways.
Outlook uses a folder system – kind of like a filing system you would see in an office. Emails can easily be dragged and dropped into whichever folder you want. You can also assign messages to different categories, and then view each category though the Quick View panel.
Gmail doesn’t use a folder system, per say. Instead, it uses a label system, and these can be nested in the same way a folder system can. Setting up filters can be a bit of a hassle, but that extra bit of time spent creating them makes it so much easier to find what you’re looking for in the future.
Keeping Emails SecureMicrosoft and Google are giants in the tech industry, so naturally, they’ve implemented some great security features. With millions of people using their email clients, they have to take extra steps to keep user accounts secure.
Both Gmail and Outlook have a two-step authentication system in place and encryption. Two-step authentication adds an extra step to your Gmail or Outlook 365 login, but will help secure your account against hackers.
The new version of Mail 365 also supports IMAP, which adds to the platform’s security.
Storage NeedsSurprisingly, Gmail falls a little short in the storage department. Currently, users only get 30GB of space across Google apps. Outlook offers 1TB. However, you can always upgrade to unlimited storage.
Gmail also limits attachment sizes to 25MB, whereas Outlook allows for attachments up to 100MB. However, you can use Google Drive to overcome these attachment limitations.
In reality, both Gmail and Outlook offer more than enough space for the average user. Unless your company requires an exceptional amount of storage, you shouldn’t run into any issues.
User ExperienceFunctionality is great, but what about user experience? Outlook and Gmail both have advantages and disadvantages in this department.
Admittedly, Gmail is a bit more cluttered than Outlook. Outlook is cleaner and simpler. However, Gmail does allow you to compose an email in a pop-out window while looking at another email at the same time. You can do this all in the same window, which is convenient for people who love to multi-task.
The Quick View in Outlook is clean and simple. It makes it easier to find what you’re looking for. Gmail’s filters can make searching and finding messages just as easy, but there are a few extra steps involved. One place where Gmail stands out is its ability to customize and use add-ons that make organization easier.