The amount of time that office workers and businessmen spend on receiving, sending, composing and reading email is increasing every day. For this reason, it is important that we have the best email service in hand that not only makes the work easier for you but also helps to make your email work productive and effective. Today, we do Gmail vs Outlook, the two top email services, each having a huge number of users and a fair share of the email market.
Gmail vs Outlook
Google and Microsoft have been providing the email services for quite some time now, and both have been head to head as far as the popularity and attracting users is concerned. In today’s Gmail vs Outlook, we will compare both services in detail. We will look at the similarities and differences between the two services. We will also look at the advantages and disadvantages of using the services. And, on the basis of their features, we will find out which email services is better for office work, businesses, and general email chores.
So, read on to find out who is the winner in Gmail vs Outlook game.
A brief history of Gmail and Outlook
The Outlook was first launched in 1996 by Microsoft. Outlook’s first name was Hotmail, and it was rebranded to MSN Hotmail after one year of its launch. A second rebrand occurred after some time and the email service was renamed to Windows Live Hotmail. The current name, Outlook, was given to the email service after third rebranding in 2013.
When the Outlook was first launched, it offered a mere 2MB space for every account. Although the space size seems funny now, it was considered pretty cool at the time when the Outlook was first launched. The latest Outlook account offers up to 15 GB of space for the free version whereas the paid version can provide up 1 TB of account space. This is a great improvement when considered to its initial space offerings.
When Google announced that it was launching an email service called Gmail, many people laughed. The reason was the date of the announcement; it was the 1st of April in the year 2004. In addition to the date, there was another rather unbelievable claim by Google. Each Gmail account had 1 GB inbox space. It sounded unbelievable because Outlook was providing a few MBs of space at that time.
But time proved that Google was speaking the truth; and it was, in fact, offering 1 GB space per account. This not only attracted attention from users all over the world but also posed many challenges to its competitors including Outlook. So, the release of the Gmail was the day when the Gmail vs Outlook actually started.
Interface – Gmail vs Outlook
Being email services with millions and billions of users, both Gmail and Outlook have to come up with the best when it comes to user interface. The user interface is what dictates the user experience.
When compared, both Gmail and Outlook have a clean interface; both focusing on simplicity and ease of use for the users. Both services have done regular changes over time to meet the ever-changing needs of its users. The recent Gmail update brought many changes and improvements to the user interface. Many online polls have suggested that Outlook wins when it comes to giving the users a feel of email.
Folder, Labels, Categories
Here, we compare how Gmail and Outlook organize the email. When it comes to Outlook, it has a traditional folder structure with dedicated folders for the type of email. Moreover, there are categories to each email and Outlook automatically categorizes emails into categories such as Newsletter, Documents, Photos, and more. Users can also add categories to the email. The organization of the email is not strictly done on the basis of categories because, as we mentioned, the Outlook organizes on the basis of folders. So, when a user adds multiple categories for the single email, the email doesn’t go into multiple folders.
The Gmail, on the other hand, has a different organizational structure. This organization is based on labels. When an email is labeled multiple times, it can be found in multiple folders. Although folders are found in Gmail, they are not so strict and an email can be found in multiple folders based on the labels associated with it.
The search feature is what differentiates Gmail from all other services. It was the search feature that made Gmail stand out from its competitors when the email service was first launched. The ease to find an email in the inbox just like we find something on a search engine was a very unique and useful feature.
The search feature in Gmail is still its distinctive feature has added more advanced search tools to the search game more powerful.
Outlook also has a powerful search bar which makes it easy for the users to find an email in the saturated email account. There are quick view folders in Outlook that make the search operations quicker and easier.
Search is a feature present both in Gmail and Outlook. However, Gmail takes the lead as a pioneer of the search feature. Also, in the email organization, Gmail wins with better organization tactics in the form of labels.
Integrations and Extensions
Gmail does pretty well when it comes to integrating with Google apps and other third-party applications. It seamlessly integrates with Google Docs, and enables users to open documents, create documents, work on them, save them, and share them with other users; all while staying in Gmail.
Gmail also integrates easily with many third-party integrations. The addition of the right side panel to Gmail in the recent update makes it easier to work on Google apps as well as third-party apps while staying in the Gmail interface.
There is this called Google Labs in Gmail, this lab contains many experimental features and tools that the Gmail users can try and use in their daily operations. The Google Labs contains tools that may or may not be the most useful tools, but they are there and the user can try these at his own disposal.
As far as Outlook is concerned, it took a little time until it realized that extensions and integrations are very getting very important for daily email operations. So, it came to the party a little late. Having said that, the Outlook integrates easily with Online Office products such as Word, and Excel. It also integrates with OneDrive to make the file sharing easy and seamless. Microsoft has its own series of products that compete quite well with those of Google. Integration of products such as PowerPoint and OneNote give users more power to work online. While Outlook might miss certain features such as Google Translate in Gmail, it has products like Sway, a program that enables users to create multimedia posts.
Spam management and filters
Gmail stands out without a second thought when it comes to managing the spam. In only some rare instances, a spam email can evade the powerful spam filters of Gmail and make its way into your inbox.
Some users might confuse the ads that we in the Gmail with the spam. As we all know, the ads and promotional emails are not spam. However, Gmail doesn’t mix the ads with the primary email of the users and has different sections named Promotions and Social for the respective type of emails.
Outlook relies on simple and manual tools to deal with the spam. If a user finds a specific email or sender spam, he can categorize it as Spam in a couple of clicks. This not only removes the email from the inbox but also blocks all the future emails from that sender from reaching the user inbox. Moreover, it is easier to remove the spam email with the Sweep feature that allows deleting emails in bulk with a few clicks.
Storage capacities and attachment limits
Gmail was the first email service to provide storage in GBs. The Outlook managed to catch up to the storage competition eventually. Both Gmail and Outlook offer 15 GB of space on their free accounts.
The attachment limit is 25 MBs that includes the message as well. There are different ways in which you attach and view the docs in both services, but space wise, both Gmail and Outlook have a more or less same capacity on their free accounts.
The paid versions are different. Outlook can offer up to 1 TB of space whereas Gmail offers you unlimited space for photos in certain conditions.
There is very little to differentiate when it comes to Gmail vs Outlook. Both services provide more or less same features and same storage capacities. The interfaces might look a little different, but the way a user operates and the available tools for day to day email operations are also similar in both services.
Over the years, Gmail has been successful in gaining user attention and increasing its user base. Gmail has more users than any other email service including Outlook. So based on all the detailed discussion above, our final verdict is that Gmail wins the Gmail vs Outlook game.