Which is better Gmail vs Outlook?

With the popularity of real-time communication apps like Slack, WhatsApp and Skype , you might be surprised to learn that email is still the primary communication tool at work - and with 3.9 billion users worldwide, that's unlikely to change anytime soon .

Dominating the field are Gmail and Outlook - the two most popular email providers in the world.

Although there are many similarities between the two, Microsoft Outlook is more of an email client, while Gmail is essentially webmail. The main difference between an email client and webmail is that with an email client, users can access their emails without using the internet because the emails are kept on the computer. Since Gmail is webmail, an internet connection is required to access email. If you don't have Gmail, we recommend Google account to buy it .

But which one is right for you? Let's see how Gmail mailboxes compare to Outlook mailboxes in 12 key areas:

History of Gmail and Outlook

There's quite a bit of history behind the dominance battle between Gmail mailboxes and Outlook mailboxes.

Let's take a quick look at the timeline.

• Outlook was originally called Hotmail and launched in 1996
• Microsoft acquired Hotmail in 1997 and changed its name to MSN Hotmail
• MSN Hotmail was subsequently renamed Windows Live Hotmail
• Gmail launched in 2004 - to great fanfare because it offered 1GB of free storage
• Eventually, Windows Live Hotmail was renamed Outlook in an attempt to compete with Gmail

Despite struggling to compete, Outlook has only 9% of the email client market share as of 2020, compared to 28% for Gmail.

Gmail vs Outlook: Features

Outlook's folders and file system

Outlook has a traditional folder and file system, very similar to most other email service providers. Its familiarity makes onboarding easier.

However, one of the downsides is that Outlook's folder and file system can be limited. Emails can only be assigned to one folder, which limits how efficiently you can organize your mail.

Gmail labels

In typical Google fashion, the introduction of Gmail changed the face of email with its innovative tag and category system. It might take a little time to understand, but Gmail tabs win in features and functionality, no doubt about it. The ability to add layers of granularity to your inbox is second to none on top of folders and file systems.

Winner: Gmail

Gmail vs Outlook: Design

Design can be very subjective. When choosing an email service provider, people will always have their own opinion on the look and feel they like.

Today, Outlook arguably looks a bit dated, while Gmail feels a bit more advanced.

Basic Gmail Design:

Outlook interface:

Because the design and feel are so subjective, it's hard to declare the winner of this round.

Winner: Personal preference

Gmail vs Outlook: Productivity

A recent study found that office workers receive around 121 emails a day, and that number will rise to 126 by the end of 2020. Be able to customize your workflow.

Add-ons and extensions

Let's take a look at some of the most popular add-ons, extensions, and add-ons for both services:

Mail

1. Right Inbox – Right Inbox is dedicated to helping people be more productive. There's a suite of tools to help enhance your inbox, from email reminders to customizable email templates.

2. Crystal Knows - Have you ever wanted to find out more about someone before an important meeting? Crystal Knows can only use publicly available data to predict someone's personality.

3. Voila Norbert – Norbert is a Chrome extension that helps you build lists and connect with interested people for resourceful relationships. It's invaluable for tasks like sales and outreach.

appearance

1. Docsend for Outlook – Docsend is a popular secure file and document sharing tool. You can see who is reading your files and how much they actually read. This is especially useful if you are sending a proposal.

2. FindTime---Unfortunately, meetings are inevitable. The only thing worse than a meeting that takes too long is a barrage of emails that precedes it in order to schedule a date and time that works for everyone. FindTime simplifies the process of determining when all attendees are free.

3. Evernote - If you're an Evernote user, their Outlook add-in is a great way to save time on projects and move your notes straight to your inbox.

Who won this round?

simple. With more customization options, Gmail easily wins.

Winner: Gmail

Additional reading:

30 Best Gmail Extensions for 2022

Gmail vs Outlook: Cost

appearance

Personal use of Outlook in your browser is free. But be warned - these accounts have some limitations. Office 365 is required to use the app, currently around $60 per year.

Mail

Gmail is also free for personal users (if you use it for work, you may need a paid account). As a standalone product, Gmail just skips Outlook for the win.

Winner: Gmail

Gmail vs Outlook: Storage and Attachment Limits

As you know earlier in this article, the amount of storage your account provides for free is critical to gaining market share.

So how do Gmail and Outlook compare?

The free service caps Gmail storage at 15 GB, and Outlook now has 15 GB of free email storage, followed by 5 GB for storing files on its OneDrive cloud offering.

What about attachment size?

Gmail allows you to send attachments up to 25 MB in size. Outlook, on the other hand, has a maximum attachment size of 20 MB, so that's not much of a difference.

Winner: Outlook Click to Buy Microsoft Mail

Gmail and Outlook: Connectivity

It is not uncommon for users to have multiple email accounts these days. The problem with having multiple email accounts is that you need to manage them somehow. Many choose to use third-party tools to help manage this. One of the most popular products on the market is Thunderbird.

So how do Gmail and Outlook stack up in terms of connectivity?

Gmail supports POP and IMAP . It's also pretty easy to set up -- in fact, you can check out our Gmail SMTP setup guide here.

Outlook also supports POP and IMAP. This means there isn't much callable between the two. While there is some anecdotal evidence that Gmail is faster, there isn't any hard data available.

Outlook is a bit lost because it's not as intuitive as Gmail to set up.

Winner: Gmail (just pinch it because it's easier to set up than Outlook). Click to buy Google Mail

Gmail vs Outlook: Chat

Research shows that 46% of customers prefer live chat to email, compared to 29%.

The good news is that both Gmail and Outlook include instant chat. So if you want to have a quick conversation with someone instead of starting an ongoing thread with a long email, you're in order.

Gmail has built-in chat that you can use anytime. It used to be Google Hangouts, but in 2020 it was renamed Google Chat.

The latter offers the same service, but has been updated with a robust team-based experience and integrated with G Suite for a better experience.

Outlook's instant messaging feature is Skype, which also doubles as video and voice calling. Skype has strong end-to-end encryption. This means that neither Microsoft nor anyone can see your messages.

Plus, Skype has a more modern design that Google Chat can't match. It's easier on the eyes than the latter. Clearly, these two functions get the job done.

Winner: Outlook narrowly wins this one

Gmail vs Outlook: Security

Security between two email services is difficult to analyze. Unless you understand the architecture of both systems, it's hard to tell exactly which is better.

Now, it's safe to say that neither solution is often broken. This is why many users consider them safe. But for this review, we have to dig a little deeper.

And the only way to do that is to analyze the functions and products associated with their security systems.

That said, both Gmail and Outlook have spam detection and come with a two-step authentication solution. Additionally, these companies offer features that allow you to enable the "Verified" or "Trusted Senders" icons from trusted senders.

The only thing that tries to get Gmail ahead is its ability to see how and when your account was last used.

That said, email security often depends on the user's security protocols and measures. Comparing these tools in this category yields a tie.

Winner: Tied (personal preference)

Gmail vs Outlook: Customizability

Outlook allows you to change the appearance of the application with custom or pre-selected themes. You can slightly change the way your inbox works, like how you put things.

However, Outlook really can't compete with the plethora of solutions Gmail offers.

You can customize almost everything on Gmail, from the location and size to the overall design of your inbox and the features you use.

You can turn most features off or on. Plus, you can access semi-hidden features and settings that can improve your overall productivity and experience.

Additionally, Gmail allows for the integration of numerous add-ons, which helps make it ideal for individuals with specific tasks.

The only major downside to Google's product is its popularity. There's a good chance you can't find the username you're looking for.

Winner: Gmail Click to Buy Google Mail

Gmail vs Outlook: Customer Support

Outlook and Gmail offer direct support from the parent company. They also have solid community support options. This allows you to seek help from other users by asking questions or solving problems.

Gmail's Help Center is an easy-to-navigate support structure. Individuals using G Suite have access to a 24/7 customer support team to provide them with real-time assistance.

On the other hand, Microsoft provides free online chat support to its users. Microsoft 365 users receive dedicated technical support.

The free versions of both Gmail and Outlook are limited to online-based support. To get expert service, you must level up. That being said, Outlook knocks out Gmail in this department thanks to the free option's live chat support.

Winner: Outlook Click to Buy Microsoft Mail

Gmail vs Outlook: Search

Google is the king of search. It controls 90% of the search engine market. So, it's fair to say that Gmail has similar "genes" in its built-in search capabilities.

With a basic search, you should be able to extract whatever you're looking for in seconds. In addition, Gmail users can take advantage of various advanced technologies by entering shortcuts.

Microsoft Outlook has a similar search function. It also has advanced technology for quickly finding the data you need.

For example, the Quick View folder allows you to search your messages. However, we all agree that the search functionality on Outlook is not comparable to Gmail due to its complexity.

Winner: Gmail

There are many things you need to consider when choosing an email service, from storage to attachment limits.

Clearly, though, if you want to stay on top of email in 2022, you have to choose Gmail (sorry, Microsoft).