Buzz
Both Outlook and Gmail user interfaces are fairly straightforward, uniquely designed to facilitate easy navigation.
In the 2018 Outlook update, Microsoft introduced a new Ribbon bar, designed to reduce clutter in the inbox and to align with other Office software. Users can personalize or remove commands to suit their work nature and preferences.
Additionally, the inbox list in the app is updated, featuring flagging and image tagging so users can easily locate important emails.
By default, the Outlook reading pane is disabled, but users can activate it at any time if desired. The folder window is also updated to include favorite folders, personal folders, and group icons.
Overall, the user experience of Outlook for Windows is much simpler, allowing users to navigate and customize according to their preferences.
Historically, Gmail has always prided itself on its simple inbox view, quick email sending, and provision of customizable features for users.
Additionally, the service integrates filters and labels for email management, the ability to filter emails by groups such as 'from,' 'to,' and the ability to identify emails with attachments.
In the latest Gmail update in 2018, Google introduced a completely new user interface, embedding calendar and tasks within the inbox, as well as adding features for email recall, reminders, improved automatic response, and better offline functionality.
It seems Google is leveraging Machine Learning technology to make Gmail smarter, providing users with a better experience.
2. Storage Capacity
Both Microsoft and Google offer 15 GB of free storage for users of their email services. However, the total storage of an account is used for both Gmail, Google Drive, and Google Photos. Additionally, no business users opt for the free service.
Google provides unlimited cloud storage for both Business and Enterprise packages, or up to 1TB for businesses with fewer than 5 users.
Previously, Microsoft did not specifically mention the storage information they provide to users. In recent years, Microsoft has revealed that they provide 15 GB of storage for each Outlook account, and users can pay to purchase additional storage space.
Office 365 subscriptions for businesses are provided with 50 - 100GB of free storage, depending on the package they are using, and 1TB of total storage as standard.
3. Integration and Add-ons Capability
Both Gmail and Outlook are part of office software suites, including applications, word processors, spreadsheets, and presentation tools.
Users of Google Docs, Sheets, and Slides can invite others to collaborate and edit documents in real-time, or suggest edits, track changes, or review the entire document editing history.
Additionally, with Gmail, users can open attached files right within the app or integrated services for review and editing, ... .
Similarly, Outlook also provides users with access to Word, Excel, PowerPoint, and OneNote right within the email app.
Both email services integrate contacts and calendars, providing users with a seamless experience, as well as scheduling emails, filters, flags, and intelligent search. Outlook also integrates numerous add-ons (or as Microsoft calls them, add-ins), including online payment platforms like PayPal and other add-ons like GitHub, Twitter, and Trello.
4. Attachment File Size
Typically, business users can send emails with attachments larger than the default file size if the server allows by compressing the file or saving it to cloud storage services like OneDrive, Dropbox, iCloud, or Google Drive and sharing the link.
Outlook limits the maximum attachment file size to 20MB for business emails.
Gmail supports attachment file sizes of up to 25MB; if the size exceeds this limit, Gmail will automatically add a Google Drive link.
5. Support for Video Conferencing Services
Both Gmail and Outlook are integrated with and support video conferencing services. Google Hangouts is very user-friendly, and Microsoft users can integrate Skype for Business with the email app to conduct online meetings.
With Gmail Business, Hangouts video meetings can have up to a maximum of 25 participants, while with Gmail Enterprise, the number of participants can go up to 50.
Outlook users have access to standard Skype, and subscribers to the Office 365 Premium package can access Microsoft Teams and create video meetings with a maximum of up to 250 participants.
6. Security
The security features on Outlook and Gmail are slightly different. Although both email services support two-factor authentication and integrate AI-based spam filters.
Google is working with Machine Learning algorithms to limit the increasingly common Phishing attacks. From now on, if an email is considered malicious, it will be marked in red, while emails with lower risk will be marked in yellow.
This article has just answered your question about Outlook and Gmail, which email service is better for businesses? Hopefully, after reading this article, readers can make a decision whether to choose Outlook or Gmail.
