Blog

Which Email Platform is Better for You, Outlook or Gmail?

Which Email Platform is Better for You, Outlook or Gmail?

Email remains an incredibly useful tool in the business setting, assisting with a wide variety of communication needs. However, in order to make the most of your emails, you need to have an email client that permits you to do so. Here, we’re pitting two major email clients against each other to see which one offers the features that best suit your business and its needs.

To do so, we’ll be examining each of our contenders, Microsoft Outlook and Google’s Gmail, based on the same considerations. To start, let’s consider the actual interface that a user must navigate in each option.

Interface

Your preferences will come heavily into play as you weigh the two very different interfaces against each other, as each takes a very different approach. Gmail keeps it very simple, clearly and prominently labeling a user’s options to make it relatively easy to grow accustomed to. Different options will appear based on context - hidden until the user completes an action or accesses the in-message menu.

Outlook, on the other hand, takes the opposite tack - giving users a plethora of options to make use of (to the point that a user could potentially review multiple email accounts simultaneously). However, as many could find all of the options Outlook offers to be intimidating, the Office 365 version of Outlook does offer a trimmed-down version of the option Ribbon that stretches across the top of the screen. All you have to do to switch between these options is to click on the downward caret in the far right of the Ribbon.

Nevertheless, it offers its users so many options that Outlook presents its greatest weakness - its complexity. In addition to the Ribbon - stuffed with options as it is - there are three panes that make up the rest of the program. First, you have a comprehensive list of all email accounts you use Outlook to manage, second, a list of your messages that allows you to run inbox-specific searches and sort them based on assorted criteria, and third, a basic reading pane to view your messages, with the options to reply, reply all, or forward the message. That said, Outlook is what the majority of businesses have been using for decades, so chances are you are pretty familiar with it.

Composing Messages

This is a really important consideration to take into account when you are trying to determine the best email client, as you might assume. While Outlook may arguably have too many features displayed in its various menus and toolbars, this issue was not carried over into the message composer… although this is not to say that a user is exactly short on options when it comes to formatting their email message. Microsoft has also made it easy to share documents stored in OneDrive, a user’s PC, or items created in Outlook itself. The Ribbon, of course, offers a litany of other features to make creating, scheduling, and reviewing your emails much simpler.

Comparatively, while Google offers a little less through Gmail, the apparent focus on simplicity gives a user a very usable solution with all the features that most will ever really need. Attaching media to an email can admittedly be a complicated process, namely due to the three separate ways to do so. There’s a button to insert files from the computer’s storage, a button for inserting photos from Google Photos, and a button to insert files from your Google Drive. Finally, as a very compelling feature, Gmail allows you to cancel a message that is being sent if you catch your mistake quickly enough.

Email Management

Finally, in order for you to actually be productive as you use your email, it is best that you have some level of organization to it. This is why both of our subjects today feature some degree of management functionality.

Outlook, for instance, offers subscribers to Office 365 an automated means of prioritizing emails through its Focused Inbox feature. After a little bit of time “training” this feature, you can rely on it to separate your important messages from incoming sales and other promotional correspondence. Messages in the same conversation can be consolidated, making conversations much simpler to read, and folders and subfolders can be used to keep better track of them.

A user in-the-know can also create rules in Outlook to make the management of their emails even easier. For instance, a rule can be created that automatically files any messages with the word “Project” in the subject line into a specialized folder, as well as other actions based on assorted criteria.

Gmail is similarly customizable, in terms of management and organization, with folders and tabs to differentiate your messages between and settings that can be configured to automatically take care of this differentiation for you. However, if one of your conversations branches out into multiple threads, Gmail can become somewhat confusing, as all of its messages are just arranged chronologically. Having said that, Gmail somewhat redeems itself with its Labels. Labels allow you to organize your email based on the context of the message, by applying a label to each message as it comes in. These labels can also be nested within each other - so let’s say that you were involved in a lot of project work, you could create a folder for project-related emails, and sub-folders for individual projects.

There are a lot of considerations to make when deciding upon an email platform, with far more variables than we’ve covered here. For more assistance, reach out to the expert consultants at White Mountain IT Services. We can help you decide upon the best business technology for your needs, allowing you to focus on other pressing matters. Give us a call at 603-889-0800 to learn more.

Related Articles

  • What You Need to Know About the Growing FinTech Market Money needs to move in order for the economy to work. Traditionally, banks are the major lending institutions, and as a result have to adhere to a myriad of regulations. To provide an equitable system that people aren’t afraid to utilize, there are a lot of checks and balances that have put in place...
  • Three Reasons VoIP is a Great Choice for Businesses If you’re trying to run your business without considering communication, you’re crippling your business unnecessarily. One of the ways that you can improve communications is by capitalizing on a modern phone system that uses the cloud. You might be surprised by how great a cloud-hosted VoIP solution...
  • What Could Possibly Be Wrong with Your Computer? Slow computers are one of the small annoyances in an office that can implicate a much larger issue is hidden. The frustration stems from not being able to get anything done, whether it’s because the computer isn’t responding to your commands or it’s so slow that you can’t accomplish anything notewor...
  • Why Should Your Vendors Decide What’s Right for Your Busines... You serve as a vendor to your clients, providing them with a necessary good or service. Likewise, you have vendors that provide you with the goods and services that enable you to do so. However, how well are your vendors managed? What is Vendor Management? Putting it simply, vendor management is ...
  • 3 Ways VoIP Can Enhance Your Employees’ Collaboration: Here’... It’s not every day that you encounter a business technology solution that’s capable of connecting all of your employees together in a quick and easy way. Voice over Internet Protocol, or VoIP, is a great way for your business’ employees to collaborate, both in and out of the office. We’ll go into th...
  • Do You Know How to Determine Your Computing Needs? In most businesses today, the computer is an essential tool. Taking this into consideration, you need to make sure that your staff is equipped with the right tools for their given job… but which tool is the right tool? Here, we’ll review the determinations that will help you make the best choice of ...
Had Enough?If your business seems to be caught in a never ending cycle of computer problems and complaints, perhaps you have been focusing on the symptoms rather than the source of the problem. The underlying cause is most likely a lack of professional IT management. At White Mountain, we take responsibility for the operation, management and support of your IT infrastructure. Don't settle for the IT systems cycle of torture,there is a better way, give White Mountain a call today...

- Onsite Service Coverage Area -

Onsite Computer Support Services are available to businesses within 100 miles of Nashua New Hampshire. We have excellent onsite coverage from Concord NH, south through Manchester NH and then down into Boston. From Northern and Central Mass we cover from Worcester, east to the North Shore, including the Salem and Portsmouth NH area.

 

603-889-0800

White Mountain IT Services
33 Main Street Suite 302
Nashua, New Hampshire 03064

 

 padlock1  Cyber Security Toolkit

cloud desktop2 Cloud Desktop Login

Open Positions