written by DARREN COLEMAN posted on December 28, 2021

Comparison: Microsoft Outlook Or Gmail?

Which is the right email solution for you?

Microsoft and Google are two of the most recognizable names in the world of technology, so it should come as no surprise that they both have something great to offer businesses looking to add a productivity suite to their tech arsenal—Microsoft 365 and Google Workspace.

Microsoft 365 or Google Workspace?

Despite having very similar current functions, their roots couldn’t be more different.

Microsoft Office has been around in one version or another for many years, with programs like Word going back to nearly the beginning of personal computing. Google Workspace, on the other hand, started as the powerhouse Google search engine, eventually offering users the option to edit documents collaboratively and growing from there.

While they’re both pretty similar on the surface, the advantages and disadvantages of each of these offerings start to become more apparent when we take a closer look at the details.

Both Microsoft 365 and Google Workspace grant access to cloud storage, email (using a company domain or @outlook/@gmail), and 24/7 support. Both allow you to create and edit Microsoft 365 file types, although some formatting may be lost between Google Workspace and Microsoft 365 thanks to compatibility issues.

However, how their email solutions measure up is a different matter…

Which Email Solution Is Right For You?

Microsoft Outlook 

Outlook is among the most popular email and calendar applications used in the business world today. The desktop software we all know and love bundles with Microsoft 365 at the enterprise pricing level, with the business pricing level granting web-only access.

One of Outlooks biggest draws is its feature-rich user experience:

  • Rules: Automatically manage emails as they enter your inbox
  • Custom Experience: Build and automate your own email templates
  • Clean Up: Automatically delete duplicate messages in an email thread
  • Dedicated Archive Folder:  Store emails that you want to keep but no longer want in your main inbox.

You’re also able to access your complete email archive both online and offline from any browser.


Gmail, while being seamlessly integrated into the Google Workspace environment, simply doesn’t offer the same quality of user experience as Outlook.

Your inbox is accessible through your web browser only, unless you use third-party software—which means if you already have Outlook software installed, you can use your Gmail account for desktop email access, but there is no desktop version of Gmail.

Default smart sorting categories use multiple default tabs that assign priority to incoming messages but offer no customization. You’re limited to default categories that can be removed, but not changed.

There is no Gmail equivalent to rules and quick steps, and while offline browsing is available through Chrome or Safari only, you must have everything downloaded beforehand in order to access it offline, and can only go back a month into your archive. Google Workspace also limits your ability to customize your number of panes, leaving you stuck with three. When you archive an email in Gmail, it’s stored in an “All Mail” folder (compared to Outlook’s  “Archive,” which could be confusing for some users.

What Else Does Microsoft 365 Offer You?

Beyond a robust email platform, Microsoft 365 offers a range of additional benefits:

  • Access Your Apps From Anywhere: You need to be able to use your tools from anywhere and Microsoft 365 gives you that flexibility. Access your email, meetings, and other services online. Create, edit, and share Word, PowerPoint, Excel, and OneNote files online and stay up to date with everyone’s changes in a file, even if they’re made at the same time.
  • Use Any Device: Whether you prefer a laptop, a tablet, or even your smartphone, Microsoft 365 is accessible on any type of device and backed up by a robust set of security features.
  • Do Your Work When & How You Want To: With Microsoft 365, you can start a draft at work, update it on the train ride home, and finish it at your home office in the morning. By working in the cloud, you enjoy unparalleled access to your work, no matter where you are.

The Verdict: Outlook or Gmail?

The bottom line is that Outlook easily outpaces Gmail’s capabilities. It simply offers more features and user-centric benefits.

If you’re looking for something that’s thoroughly integrated and natively talks to itself and its related products, Microsoft’s offering is an extraordinary option. It’s the most robust, feature-laden, professional-looking, and customizable software suite available on the market today.

Microsoft 365 does everything and does it very, very well. Google Workspaces is a solid product that is very minimalist and serviceable for basic needs, but Microsoft 365 is the most popular option for a reason.

Need Expert Assistance With Microsoft 365?

Coleman Technologies is proud to be a premier Microsoft partner, offering a wide range of technology services designed to help you keep your organization’s Microsoft products running smoothly and effectively.

If you’re not getting the Microsoft expertise you need, then don’t wait any longer to make a change. Contact the Coleman Technologies team to discuss how your Microsoft solutions can be optimized for the way you use them.

Watch The Latest Tech Videos From Coleman

Subscribe To Our YouTube Channel

Everything you need to know to protect yourself from Phishing!

Technology Spotlight – The Ransomware Threat