Outlook or Gmail: Which Email Service Is Better?

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Philippe Gloaguen


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Are you looking for an email service between Outlook and Gmail, but you don't know which one to choose? Find out which one to choose here.

Maybe you are looking to improve your email services, but aren't sure which application to choose. Choose Google's Gmail? Or does Microsoft's Outlook better suit your needs?

While the two appear to have comparable functions, they are quite different and offer different benefits depending on your needs. In this article, you'll learn everything about Outlook and Gmail, as well as how they compare.

Outlook or Gmail: a brief overview

Outlook is a desktop email client that also functions as a webmail service. It is developed and marketed by Microsoft, with over 500 million users worldwide. Outlook is available in both free and paid versions and includes contacts, calendars, and task management features.

Gmail is a free email service provided by Google. It was first released in 2004. You can access Gmail from a web browser on a computer, many third-party mail apps, and mobile apps for Android and iOS devices. Gmail is more than just an email service; integrates Google Drive, Calendar and Docs.


When compared to their respective features, Outlook beats Gmail hands down. Equipped with automatic email management, cleanup tool that allows you to delete multiple email threads, and customizable templates, Outlook may be all you need.

Folder archive in Outlook it is even more functional than in Gmail, as it locates your “Archived Messages”. Outlook also integrates contacts and calendar within its interface, making it easy to schedule a meeting.

On the other hand, Gmail sends all the emails you store in a general folder (All messages). This could cause a lot of confusion, especially if you are a new user.

Another weakness that Gmail has is that it doesn't integrate calendars and contacts into the app itself. Rather, it has them as separate apps built into Gmail. Navigating from app to app can be quite tiring and frustrating if you're drafting an email urgently.

Most people agree that Outlook takes the day when it comes to features.


Gmail's interface is one of the best you'll find in any email service provider. It is divided into two main strips, the menu showing mail categories such as inbox, drafts and so on, and the main section showing the emails.

Gmail takes a minimalist approach and is simple yet attractive to look at. It's not complicated and has a toolbar across the top for easier access.

On the other hand, Outlook has many options within a single ribbon running across the screen. They can be quite confusing for a new user. However, once you get the hang of them, you will appreciate their usefulness and accessibility.

Storage options

When using Gmail, you can upload your files to your Google Drive and share them via Gmail. For example, whenever you try to upload a file that is too large to your email, Gmail will automatically ask you to upload it to your disk. The process is just a click away.

Outlook, on the other hand, uses OneDrive to store files. The integration between Outlook and OneDrive isn't as simple as you might want.

When it comes to storage, Outlook offers its users 15GB of storage for their free accounts and another 5GB for any new free OneDrive account. Their paid Microsoft 365 account comes with 50GB of storage, where users can store any file format.

Gmail's free storage is 15GB, which serves both Google Drive and Gmail. You'll need to subscribe to a G Suite Basic account with 30GB of storage to get additional space.

If storage is one of your main preferences, Outlook is the way to go!


Whatever your emails are about, be it personal or commercial, you need the highest level of security when sending them over the internet. So what is the safest email service for you?

The best thing about Gmail is that it offers automatic encryption for your emails. Gmail uses Transport Layer Security (TLS) to encrypt your message while it's in transit. That way, it has an extra layer of security. It also offers its users 2-step verification every time they log in for added security.

Although Outlook has an encryption option that you can use, it requires you to click on it every time you send an email. Imagine the risk you could take if you forget to encrypt a sensitive message!

In this case, it is best to use Gmail if you are sending highly sensitive information or content over the Internet.

App integrations

When using Gmail, there are many app extensions you can add to make your work easier and more productive. You can also add Grammarly, Slack, Evernote, and Zoom add-ons directly to your Gmail by installing the add-ons from the Internet.

You can integrate Trello, GitHub, Asana and many more if you are an Outlook user. As for add-ons, Evernote, Grammarly, and Boomerang are all available in Outlook.

Depending on the types of apps you use for your daily activities, Gmail and Outlook offer great options for app integration.

Customer service

While both email services have the direct support and community of their respective providers, the Google Help Center boasts great ease of access. It also has a large community of users who help each other solve problems and advise each other on minor problems. Additionally, G Suite offers its users 24/24 live customer support.

On the other hand, Microsoft offers dedicated support for its Microsoft 365 users and free chat support for free Outlook users.

If customer support is a huge thing for you, then you should go for Gmail.

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