Key Terms
Gmail: An email service provided by Google, along with the web and mobile platforms used to access it. Gmail can be used as a free personal account or as part of a paid Google Workspace subscription for businesses. It offers 15 GB of free storage shared across Gmail, Google Drive, and Google Photos.
Microsoft Outlook: An email management application (not an email service itself) developed by Microsoft. It is typically paired with Microsoft Exchange Server for email service and is included in Microsoft 365 (formerly Office 365). Outlook can also be configured to manage email from other providers, including Gmail.
Google Workspace: Google’s suite of cloud-based productivity tools (formerly called G Suite), including Gmail, Google Drive, Docs, Sheets, Slides, Calendar, and other apps. Google Workspace is the business-tier version of Google’s free productivity tools, with additional storage, admin controls, and custom domain email.
Microsoft 365: Microsoft’s suite of productivity tools (formerly Office 365), including Outlook, Word, Excel, PowerPoint, OneDrive, OneNote, and Teams. Available as both web-based and downloadable desktop applications with tiered pricing for individuals and businesses.
Gmail Labels: Gmail’s organizational system that replaces traditional folders. Unlike folders (which limit each email to one location), labels can be applied multiple times to the same email, allowing a single message to appear under multiple categories simultaneously.
Thread View: Gmail’s default conversation display that groups all messages in an email conversation into a single line item in your inbox. This reduces inbox clutter but can be confusing for users accustomed to Outlook’s single-message view. Thread view can be toggled off in Gmail settings.
Gmail is an email service provided by Google along with the platforms used to access it. Microsoft Outlook is an email management application — not an email service itself — that is typically paired with Microsoft Exchange Server and included in Microsoft 365. It is technically possible to link a Gmail account to Outlook, using Outlook’s interface with Gmail’s email service. Gmail can also be accessed via a Google Workspace account — see our detailed comparison of Google Workspace vs. Gmail for more on that distinction, or our comparison of Microsoft Outlook vs. Exchange. This guide compares Gmail and Outlook head-to-head across 15 categories for both personal and business use.
How Do Gmail and Outlook Compare on Cost, Storage, and Ads?
Quick Answer: Both are free for personal use. Gmail offers 15 GB of free storage (shared across Gmail, Drive, and Photos) compared to Outlook’s 5 GB. Outlook’s desktop app requires a Microsoft 365 subscription (~$60/year). Both show ads on free accounts. Gmail wins on cost and storage; ads are a tie.
Cost. Both services are free for individual users, but the Outlook desktop app (rather than the web version) requires a Microsoft 365 subscription, which costs approximately $60 per year and includes Word, Excel, PowerPoint, and other Office programs. Google Workspace is Google’s equivalent suite, but most of its core apps and features are accessible for free to individual users. Gmail wins on personal cost.
Storage. Gmail provides 15 GB of free storage, though this is shared across Gmail, Google Drive, and Google Photos — if you store 14 GB of photos, you will have little room for email. Outlook starts with 5 GB of storage with the potential to increase over time. Both offer more storage at paid tiers. Gmail wins on free storage.
Ads. Both free accounts include ads. Gmail displays ads at the top of your inbox marked with “Ad,” and you can manage your ad preferences. Outlook shows display ads on the right side of your inbox with similar customization options. Ad prevalence is comparable, making this a tie.
How Do Gmail and Outlook Compare on Security, Search, and Contacts?
Quick Answer: Security is a tie — both offer two-step authentication, spam detection, and trusted sender verification. Gmail has a significantly more powerful search function with advanced filtering by labels, dates, attachments, and more. Contacts management is comparable across both platforms.
Security. Both Outlook and Gmail provide two-step authentication and built-in spam detection. Both offer trusted sender or verified sender icons. Gmail additionally lets you see when and how your account was last used — one of several Gmail security tricks that improve account protection. However, email security depends primarily on your personal habits — strong passwords, two-factor authentication, and phishing awareness — rather than which platform you use. Security is a tie.
Search. Gmail’s search is far more robust than Outlook’s. A basic Gmail search quickly finds results with simple keywords. Advanced search allows filtering by labels, tabs, categories, senders, recipients, subject lines, attachments, body content, date ranges, and message size. Outlook’s search offers a straightforward bar with folder and contact filters, but lacks Gmail’s depth. Gmail wins on search.
Contacts. Both services allow importing contact lists from any major provider (including from each other) and uploading CSV files for manual import. Both suggest contacts when you start typing in the address field. Contact management is comparable, making this a tie.
How Do Gmail and Outlook Handle Organization and Customization?
Quick Answer: Outlook uses a traditional folder/subfolder system with message flagging. Gmail uses labels, categories, stars, inbox tabs, and thread view. Labels are more versatile than folders (one email can have multiple labels). Gmail is significantly more customizable, with togglable features and extensive add-on support. Organization preference depends on what you are used to.
Organization. Outlook follows a familiar folder and subfolder system. You sort emails into categories by client, project, or urgency, flag important messages, or pin them to the top of a folder. New replies appear as separate inbox entries by default. Gmail uses labels and categories instead of folders — a single email can have multiple labels applied simultaneously, making it more versatile than a one-folder-per-email system. Gmail also uses thread view by default (grouping all messages in a conversation together, which can be toggled off), inbox tabs that auto-sort emails into categories like Social and Promotions, and a system of stars and marks for prioritization. Both approaches work well, so organization is a tie based on personal preference.
Customizability. Outlook allows theme changes and some inbox layout adjustments, but Gmail offers far more options. Almost everything in Gmail is customizable — size, placement, design, and togglable features including semi-hidden Labs settings that can improve productivity. Gmail also supports a much larger ecosystem of third-party add-ons. Gmail wins on customizability.
Add-ons and apps. Outlook has some third-party integration capacity, including tools like Outlook email analytics. However, Gmail’s openness to add-ons is difficult to match — there are dozens of apps, add-ons, and extensions for Gmail that function as Chrome extensions or are built directly into the Gmail interface. Gmail wins on add-on ecosystem.
How Do Gmail and Outlook Compare on Consistency and Communication?
Quick Answer: Both platforms are highly reliable with rare service interruptions. Outlook occasionally has client-to-server syncing issues. Gmail has built-in Chat; Outlook integrates with Skype/Teams. Consistency is a tie; Gmail wins slightly on built-in chat convenience.
Consistency and reliability. Every major email server is robust enough to provide consistent service. Outlook occasionally experiences connectivity issues between the desktop client and the email server (usually syncing issues, not server problems). Both platforms are equally affected by internet connection quality. Consistency is a tie.
Chat. Gmail has a built-in Chat function accessible at any time without leaving the interface. Outlook accomplishes instant messaging by integrating with Skype or Microsoft Teams, which is slightly less convenient than a native chat feature. Gmail wins slightly on built-in chat.
How Do Gmail and Outlook Compare for Business Use?
Quick Answer: Google Workspace and Microsoft 365 are comparable in functionality and pricing. Google Workspace offers more third-party integrations and simpler pricing. Microsoft 365 has more polished desktop apps and greater employee familiarity. Neither has built-in email analytics, but both support third-party tracking tools. Setup difficulty is similar.
Google Workspace vs. Microsoft 365. Google Workspace includes Gmail, Google Drive, Docs, Sheets, Slides, Calendar, Keep, and several other web-based apps. Microsoft 365 includes Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, Skype/Teams, and downloadable desktop apps. In terms of functionality and app count, they are approximately equal. Microsoft 365’s downloadable desktop apps may be more convenient and polished than Google Workspace’s purely web-hosted apps, and most employees are more familiar with Microsoft’s product lineup. However, Google Workspace offers a larger third-party integration ecosystem. For a thorough comparison, see our in-depth guide on Google Workspace vs. Office 365. The slight edge goes to Google Workspace for flexibility.
Pricing. Google Workspace offers Basic, Business, and Enterprise plans at approximately $5, $10, and $29 per user per month, with unlimited storage at the highest tiers. Microsoft 365 offers Business Essentials, Business, and Business Premium at approximately $6, $10, and $15 per user per month, with discounts for annual commitments. Maximum storage is 1 TB cloud plus 50 GB email. Pricing is comparable but structured differently, making this a tie.
Setup and management. Both solutions have gone through multiple evolutionary cycles and are straightforward to set up. Gmail’s setup is slightly faster and more intuitive in most cases, but the difference is small. Outlook’s optional desktop apps add minor setup time. Neither solution should occupy employees for too long. Setup is a tie.
Trackability. Neither Outlook nor Gmail has a built-in email productivity tracking solution. Both support third-party analytics add-ons that can track email volume, response times, and contact activity. Trackability is a tie.
Intuitiveness and learning curve. Outlook benefits from widespread familiarity — most professionals have used it at some point and are comfortable with its interface. Gmail benefits from extensive customizability, allowing you to configure it to work almost any way you want. The tradeoff is that Gmail takes longer to fine-tune to your preferences, while Outlook works well out of the box for most users. Intuitiveness is a tie, depending on your background. For help with the productivity implications of each platform, see our guide.
Which Is Better Overall: Outlook or Gmail?
Quick Answer: Gmail wins on cost, storage, search, add-ons, customizability, and chat. Outlook wins on familiarity for Microsoft users. They tie on security, organization, contacts, consistency, pricing, setup, trackability, and learning curve. Gmail is the more versatile option overall, but the best choice depends on your existing workflows and preferences.
Across 15 comparison categories, Gmail wins 6 (cost, storage, search, add-ons, customizability, and chat), Outlook wins none outright, and 9 categories are ties where both platforms perform comparably or where preference depends on individual workflow. Gmail’s advantages are most pronounced in its search capabilities, third-party app ecosystem, and customizability. Outlook’s advantages are primarily around familiarity for longtime Microsoft users and desktop app availability.
The most significant differentiator is Gmail’s openness to third-party applications. The sheer number of integrations available for Gmail compared to Outlook makes it the more extensible platform for users who want to customize their email workflow. If you are interested in switching from Outlook to Gmail, we have a step-by-step guide to help you through the process.
For additional email provider comparisons, see our guides on Gmail vs. Apple Mail, Gmail vs. Yahoo Mail, and Gmail vs. Hotmail.
Frequently Asked Questions About Outlook vs. Gmail
Is Gmail better than Outlook?
Gmail wins on cost, storage, search, add-ons, customizability, and chat. They tie on security, organization, contacts, consistency, and business setup. Gmail is more versatile overall, but Outlook may be the better choice if your team is deeply embedded in the Microsoft 365 ecosystem.
What is the fundamental difference between Outlook and Gmail?
Gmail is an email service and platform provided by Google. Microsoft Outlook is an email management application (not an email service) that is typically paired with Exchange Server for email service. You can link a Gmail account to Outlook and use both together.
How much free storage do Gmail and Outlook provide?
Gmail provides 15 GB free (shared across Gmail, Drive, and Photos). Outlook starts at 5 GB with the potential to increase. Both offer additional storage at paid tiers.
How do Gmail and Outlook handle organization differently?
Outlook uses folders and subfolders with message flagging. Gmail uses labels, categories, stars, inbox tabs, and thread view. Labels are more versatile because one email can have multiple labels. Both systems work well; preference depends on your background.
Which has better search: Gmail or Outlook?
Gmail has significantly more robust search, with advanced filtering by labels, tabs, senders, recipients, subject lines, attachments, body content, date ranges, and message size. Outlook’s search is simpler and less flexible.
Is Gmail or Outlook more secure?
Both provide two-step authentication, spam detection, and trusted sender verification. Gmail also shows last account access details. In practice, email security depends more on personal habits than platform choice. Security is a tie.
Which is better for business: Google Workspace or Microsoft 365?
They are close to equal. Google Workspace offers more third-party integrations and simpler pricing. Microsoft 365 has more polished desktop apps and greater employee familiarity. Pricing is comparable. See our detailed Google Workspace vs. Office 365 comparison for a full breakdown.
Can you use Gmail with Outlook?
Yes. You can link your Gmail account to the Outlook application and use Outlook’s interface with Gmail’s email service. You can also use almost any email account with Outlook while still accessing it through its original app. See our comparison of Outlook vs. Exchange for more on how Outlook works with different email services.
Jayson is a long-time columnist for Forbes, Entrepreneur, BusinessInsider, Inc.com, and various other major media publications, where he has authored over 1,000 articles since 2012, covering technology, marketing, and entrepreneurship. He keynoted the 2013 MarketingProfs University, and won the “Entrepreneur Blogger of the Year” award in 2015 from the Oxford Center for Entrepreneurs. In 2010, he founded a marketing agency that appeared on the Inc. 5000 before selling it in January of 2019, and he is now the CEO of EmailAnalytics and OutreachBloom.
I’m with GMAIL and beset with problems, the maddening thing is there’s no easy way to contact them. Im so P/O’d right now Im looking for a new source
Yeah I’m sorry, but I don’t agree in the slightest…. G-suite is not as intuitive as 365, not as versatile and a real pain in the a**. Add to the fact that everything is cloud or web app based with G-suite is really frustrating. All google apps seem like botched or beginner versions of 365 applications. Even the templates are are not as nice…
There are also a lot of low value additional functions in the G-Suite like the preview view. Sure you get to see a spread-sheet quickly, but none of the functions are there; little value. I have never done a preview not to open the file afterwards.
I really do not recommend G-suite for anyone who needs to be efficient or values the quality of their work. It’s comparable to an off brand product made of off brand ingredients. If all you want is a snack go for it, but if you are looking for a full course meal, avoid at all costs; you will be disappointed.
You really need to update this and not just write (updated 2024)
You can now communicate through Outlook with Teams.
Outlook’s search function also now resembles Gmail’s.
I’m sorry I would like to disagree. I think this review is based on a google lover. And I’m not. So I would disagree even without logical reason. I use both services, gmail just because I had used android and Microsoft stopped Windows phone.
I think Outlook accomplishes for me many things than gmail. Maybe I haven’t used Gmail that much, but outlook is just amazing. From UI to functionality.
Again, am not logical in this review. I’m Microsoft based.
Thanks for the review btw
G-Suite is nowhere near as good as Microsoft 365 (previously known as Office 365). The apps, the design and the depth are brilliant with M365. G-Suite is a knock-off web based version that is nowhere near as polished product.
Google has managed to topple some of Microsoft’s products with better versions (i.e. Internet Explorer v Google Chrome, Hotmail/Outlook v Gmail), but they aint even close in making G-Suite a threat to Microsoft 365 in terms of features and overall better product. Though I’m glad Google are trying to compete as it’ll keep Microsoft on its toes, and the competition always benefits the consumer.
The review did not mention the ability to archive older emails offline. The google approach is to leave everything on the server, but I am inundated with about 20GB of emails a year. So very April 1st I create an offline pst in outlook , label it as last year, and move all the older emails to there. The folder can be backed up in box or whatever, and that way I have files that can be handled and not a single 50GB file which will inevitably get corrupted at some stage. This is a crucial advantage to Outlook, in my opinion. And BTW we are using outlook and gsuite software on gmail accounts, outlook support is on “best effort” only
LOL! You are a Google Cloud partner, of course Google wins.
We are a Google Cloud Partner but I stand by this review as a long-time user of both email clients.
Goggle is a giant pain in the …….. I use gmail because of the normal ease between phone, ipad and computer. However i use either Outlook or safari to retrieve my email. The biggest problem is goggle keeps blocking my mail to outlook but not safari which is very frustrating if i am on my computer.
I use Outlook through Microsoft 365 which goggle used to accept as 3rd party. Who knows anymore ? I use 3 different email addresses and problems vary daily.
This review is written by someone who doesn’t have much in-depth knowledge of Office products. Saying that Google Docs and Sheets are comparable to MS Word and Excel is a joke. With Google, I can’t even show hidden characters, which is a necessary to create nice polished documents.
Google has perhaps created the best search engine, searching in Gmail is a headache. Also, the way Gmail keeps mail conversations together, it’s impossible to know which email you are replying too.
I dislike Google and Microsoft for everything they stand for, and yes I have over 20 years of sys admin experience, but I have to say that Microsoft did one thing right, and that’s Office. Everything else is terrible. So I’m not bias.
Thank you. This was helpful.
Gmail is far superior. Its like comparing Google to Bing.
Google allows recall of an email to a maximum of 30 seconds whereas Outlook allows a longer period.
Outlook is the superior email client by a landslide. We use Google for business and it sucks. I could throw it in the trash every day, over and over again.
I use both, and IMHO Outlook is a far superior email interface. It provides more functionality and a better view than Gmail.
Both products have their pluses and minuses but one point rarely mentioned by reviewers is that you can change your email address on a Microsoft account but you cannot change your gmail address on a Google account.
On a Microsoft account, the email address is an alias to the account. You can have up to 10 aliases on an account. If your Microsoft email address is compromised, you can delete the compromised email address from the account and set up another email address alias to access the account. Both email addresses will direct mail to the same inbox. After a transition period, you can delete the compromised email alias.
You cannot change a gmail address for a Google account. If the gmail address is compromised and you need to get rid of it, your only option is to open up a new Google account with a different email address. Gmail aliases (which are a great feature that Microsoft mail does not have) are not an workable alternative because your email address remains the same.
I use both Google and Microsoft email accounts and email addresses with both have been compromised. It was easy transitioning to a new Microsoft email address but moving all of Google account data into a new Google account is much more difficult
Our company has forced us to switch from Outlook to Gmail. While there are workarounds in Gmail, Outlook enabled me work efficiently without being especially clever. 1) In Outlook, typing symbols, Greek letters, subscripts, and superscripts was built-in and easy. For Gmail, I had to make a Word document of frequently used characters, and I have to paste the character into emails. 2) In Outlook, I used the option for keeping my replies to emails in the same folders where I’d stored the originals. This even prevented having to re-file sent email if I used an old email as a template and changed the Subject line. Gmail has nothing like this, so using an old email to create a new one is more difficult, and requires re-tagging. 3) With Outlook, I could simply move sent emails to folders. With Gmail, sent emails stay in the sent folder until somebody or some programmed rule removes them; this makes the sent folder less useful. Deleting from the Sent folder completely deletes an email, and there’s no workaround. 4) In Outlook, I could backup my email in a .pst file. I don’t know how to back up Gmail. To summarize, using Outlook was more efficient and secure.