This really is one of the more interesting debates in the whole business apps “VS” world. Both Google and Microsoft have a full package of apps. There is a Microsoft Office Word/Excel counterpart in Gmail with Docs/Sheets that are almost as useful and developed as Microsoft products. You don’t even have to install anything whatsoever. 

We’ve decided that it’s time to settle it once and for all - which email service is better for business - Microsoft Outlook or Gmail? (and all the entourage that goes with it).

Both Gmail and Outlook have a strong audience of email users that prefer one over the other. Which one will it be? We’re going to get to the bottom of it!

So, where do we start? With the features, of course! Why use an email provider if it doesn’t have all the features you need? There is no reason to be honest, so let’s talk about what you can get with both email providers.

Gmail

Gmail has many features and, most importantly, extensions that you can add to your basic work system. Some of the most interesting ones are the follow-up reminders and translation that is starting to be almost on par with the real thing. Also - pretty much everyone owns a Gmail account these days, so Google Workspace is useful when doing some work together. 

The same goes for Google Calendar, as it allows you to differentiate between different Gmail accounts with color. With Google email client for business, you get 2TB of cloud storage with Google Drive. Of course, there is an unlimited storage space option that costs more (20$ a month). Gmail users also are very keen on mobile apps that are a given on most Android phones. 

Gmail will also remind you when you have missed an attachment. It’s pretty useful, especially if you send many documents or pictures to your coworkers. You get a grammar check and a fill-in service if you opt into it, which can save you time. 

One of the most important reasons people choose Gmail is that you can transfer money with it or send a request. Of course, there are many more features, but those are the most important ones that can help you decide which webmail service to use.

Microsoft Outlook

This one has a lot of built-in elements. You can manage your emails in a much more efficient way, and there are many things you can customize. Also, it has a built-in browser, appointment booking tool, and many calendars you can synchronize. 

When it comes to security features - it is the top! Outlook app will get rid of any malicious attachments that will come your way. Outlook Business Email really has a lot to offer. With advanced threat protection and advanced security features, you can be sure no one will get to your emails.

Additionally, with many business plans, you get different amounts of storage, usually around 1TB. You can get some more according to your preference, but there isn’t unlimited cloud storage like in the case of Gmail. Although, you can get so much space that you will probably never use even half of it. 

Outlook users also appreciate their mobile apps and message encryption which is on a different level from the Gmail comparison. 

Outlook also has a great search bar that will help you find, sort, and get the information you need with no problem. It also has a missing attachment notification and, on top of that, Ignore Conversations feature, multiple calendars to manage, and, much, much more than that.

Verdict 

If you need to work in an online work where time is of the essence and productivity is the main goal - choose Gmail. If you need something more advanced in managing your team’s emails and have a really developed system of inboxes and calendars, you should definitely choose Outlook. Indeed the latter is a more advanced system, although the features in Gmail can be useful in many situations. It is surely a draw.

With so great companies, when it comes to the size, you have to add all the additional elements that go with an email account. Webmail services are not only the “how much storage” or “user interface” differences but also many apps that are compatible with the product. In this case, we’ll be comparing Google Workspace and Microsoft Office.

Google Workspace

As we’ve stated before, Google Workspace works best when you work in a dynamic online space with lots of things that need to be done in a collaborative effort. With Google, you get Google Docs, Google Sheets, Google Hangouts, Gmail, Google Presentations, Calendar, Chat, and many additional elements. It’s really well crafted and works well with third-party integrations. In a business world that needs teams to work together on a project - it does not have a competitor.

Microsoft Office

Microsoft’s product is more of a traditional office experience. And - it’s advanced. Both Outlook and Gmail have a lot of similarities when it comes to the package you get, but in the case of Workspace, you feel like it’s just a demo version of the Office. 

That is why - if you need a collaborative tool, Google is your go-to product. If you need to do something more advanced than just working together on a sheet of digital paper, you should opt into Office. Outlook offers a lot more than Gmail, and you get Word, Excel, Microsoft Teams, and PowerPoint with it. Email management is really on another level regarding the Office product.

Verdict

It really is similar to the first point on our list. If you want to work with your colleagues - do it with Google. For any other reason - choose Office. Although free users are commonly found in Google spaces, Outlook offers free plans as well! With so many complicated things this app can do, you can’t go wrong with Office. Point for Microsoft.

This one is more of a personal preference, although - it can influence which product you get. As it turns out, people like to feel at home with their apps, and in the case of some of them, even though they can do a lot more than their competition, they are just too uncomprehensive to use. You can notice this kind of thing with Apple products. Even though they often offer less for more, people use it because the system they provide is so ergonomic that it doesn’t even matter. So, let’s see how it plays out in the case of our business email providers.

Gmail

Here, the case is rather simple. Google emphasized the modern start-up creator aesthetic. Everything is flashy, “cool,” and easy to use. It is built for working with others, as we’ve stated many times before. 

Workspace users also enjoy the productivity tools with Sheets and Docs, where you can switch between suggesting and editing modes. There isn’t much customization, but with so many add-ons, you can create something suited for your line of work. Gmail’s interface is the equivalent of performance over-complication.

Outlook

Here, the case is much different. Default settings in Outlook look like a completely traditional email provider, meaning it can highlight important messages, and send sensitive data with Confidential Mode. 

There are a lot of customization options and extensive features that can help you with it. The key differences in Outlook vs Gmail fight come down to the following - at first glance, Google is your happy place, and everything is colorful and easy. 

But with the more advanced options, Outlook wins as you just can do so much more with it. Gmail vs Outlook comparison is similar to the previously mentioned iOS vs. Android. One of those is a superior system regarding the advancement of the product and features they provide, but most people aren’t even aware of it. The same goes for Outlook. The desktop version is outstanding in doing much more than Gmail can ever do, but you have to sacrifice the ergonomy.

Verdict

It has to be a draw with a slight nod towards Microsoft. When it comes to some simple email messages, it really is a similar product. Gmail feels easier and more fun to use. But with some additional hours spent with each app, you just have to say that the professional email for business can be only one.

Well, there is probably no surprise in saying that in the modern world, the importance of information privacy cannot be understated. Email accounts are especially vulnerable to attacks and malicious emails. So, while choosing email clients, you must consider that. How does it play out in the case of those two competitors?

Gmail

Well, sometimes two-factor authentication isn’t enough. In the case of the Google product, there have just been too many serious problems with it to call it safe and sound. Of course, if you’re careful, no data will leak out, but if you make a stupid mistake - it will cost you. A lot!

Outlook

On the other hand, Microsoft is really solid and transparent when it comes to data security. All Microsoft apps are well protected from phishing emails and third-party attacks. It’s just overall a very solid system.

Verdict

Definitely a point for Microsoft. Most users will probably never have such problems, but the good and safe system should be judged not by with it does for most people but by how it handles tricky situations. In the case of Microsoft, it’s just much safer.

And here we are, where it all breaks down - money. Whether we like it or not, it is a major factor in deciding which client we’re going to use. In both cases, you can use some free version or something more advanced if you need it. How does it play out?

Gmail

The last two have also access to unlimited cloud storage with Google Drive.

Outlook

With Office 365 up - you get an additional 1TB of file storage and sharing with One Drive.

Verdict

Prices are similar, although - Google Workplace tends to be a bit more expensive. More storage space for all feels great, although there is less of it for each user. It has to be a draw then.

We live in a pretty strange and interesting world when it comes to online workplaces. With the recent COVID-19 epidemic, Video Conferencing became one of the most important features to look for in the modern office workplace. Third-party apps like Zoom had a lot to offer back in the day, but it’s always great to have a package that is compatible with all your other apps.

Google Hangouts Meet

In the case of Google’s product, the idea is rather straightforward. If you need to call someone or make a conference - you just do it. There is no additional story to it. If you want to chat though, you can use Hangouts Chat, an entirely separate app. Everything is easy to use, and you’ll be the master of it in no time.

Microsoft Teams

Teams, on the other hand, is a sophisticated messaging and conferencing system with many additional features. It has a much more developed system of communication and chatting. People are also installing this one for their personal use, although with the recent addition to the Android system of Google Hangouts call available on every phone, it can change in the near future.

Verdict

Microsoft Teams is the better of the two systems. It allows the user to call the other team members and send them messages and attachments. In the case of audio-video options, the Outlook side clearly has a better system.

Here we are, at the final verdict line. So, which system is better for business? We should surely be on the Team Microsoft side from the total points score. And, to be honest, there isn’t anything that Google can do that is impossible to accomplish with the Microsoft system.

Moreover, Microsoft has a much wider selection of tools, customizations, apps, and features that can be useful in office spaces. The verdict is not simple as that, though. It depends on what you need in your system and how you will use it. If you need the most advanced and complicated system on the market that will do anything you need and even exceed your expectations - Outlook for business is for you. You will not find anything even comparable to it when it comes to complexity, with Excel being a kingdom of its own remark.

On the other hand, you don’t always need email services that can do everything all the time, everywhere. Sometimes you just need a digital sheet and a couple of digital pens to create and complete a task at hand.

For that - Google has a much easier-to-master system with handy elements of collaboration. But - it’s a battle, so there has to be a winner. And that winner is Microsoft Outlook.

Thanks for checking out our article on which email provider is better for business. The battle was long and windy, but we hope we made it at least a little easier for you to decide which system to pick. You must remember that the most important questions to answer are: What do I need this system to do for me? What kind of tasks are my employees going to be doing? How big is my team?

In any case, we hope we have provided some useful information and now you can be sure of what you need. 

If you have any questions about our article or any other - feel free to ask. Also - if you have any suggestions for an article we could provide, let us know. We’re more than happy to dive into it! Anyways, remember to share this article with anyone who might need it. Thanks for reading, and have fun picking!