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