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With the rise in popularity of real-time communication apps like Slack, WhatsApp, and Skype, you may find it surprising that email is still the primary tool for communication at work – and with 3.9 billion users around the world, that’s unlikely to change anytime soon.
Dominating that space are Gmail and Outlook – two of the most popular email providers in the world. But which one is right for you?
Let’s see how they compare:
The History of Gmail and Outlook
There’s quite a lot of history behind the battle for dominance between Gmail and Outlook.
Let’s take a quick tour through the timeline.
- Outlook was originally called Hotmail and launched in 1996
- Microsoft buys Hotmail in 1997 and rebrands to MSN Hotmail
- MSN Hotmail is then rebranded to Windows Live Hotmail
- Gmail is launched in 2004 – with massive fanfare because it offered 1GB of free storage
- Eventually, Windows Live Hotmail is rebranded to Outlook to try and compete with Gmail
Despite working hard to compete, as of 2020, Outlook only has 9% of the email client market share compared to Gmail’s 28%.
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Gmail vs. Outlook: Features
Outlook’s Folder and File System
Outlook has a traditional folder and file system, much like most other email service providers. Its familiarity makes onboarding easier.
One of the downsides, though, is that Outlook’s folder and file system can feel restrictive. Emails can only be assigned to one folder, which limits how effectively you can organize your messages.
Gmail Labels
In typical Google style, Gmail’s launch changed the face of email on account of its innovative labels and categories system. It can take a little time to wrap your head around, but Gmail labels wins on features and functionality, hands down. The ability to add layers of granularity to your inbox is head and shoulders above the folder and file system.
Winner: Gmail
Gmail vs. Outlook: Design
Design can be very subjective. When it comes to choosing an email service provider, people are always going to have their own take on the look and feel that they prefer.
Today, Outlook arguably looks a little dated, while Gmail feels somewhat more cutting-edge.
The basic Gmail design:
The Outlook interface:
(Source)
As design and feel are so subjective, it’s difficult to declare a winner for this round.
Winner: Personal Preference
Gmail vs. Outlook: Productivity
A recent study found that office workers receive around 121 emails a day, with that number set to rise to 126 by the end of 2020. So if you’re going to keep your inbox clutter-free and your emails answered, you need to be able to customize your workflow.
Add-ons and Extensions
Let’s take a look at a few of the most popular add-ons, extensions, and add-ins for the two services.
Gmail
Right Inbox – Right Inbox thrives on helping people be more productive. There is a suite of tools that can help supercharge your inbox, from multiple signature management to customizable templates.
Crystal Knows – Have you ever wanted to discover more about someone, ahead of a key meeting? Crystal Knows can predict someone’s personality using only publicly-available data.
Voila Norbert – Norbert is a Chrome extension that helps you build lists and contact persons of interest to build resourceful relationships. It’s invaluable for tasks like sales and outreach.
Outlook
Docsend for Outlook – Docsend is a popular tool for secure file and document sharing. You can see who is reading your files and how much of those files they actually read. This is especially useful if you’re sending out proposals.
FindTime – Unfortunately, meetings are unavoidable. The only thing worse than a meeting that runs on too long is the chain of emails that takes place before it, in order to arrange a date and time that suits everyone. FindTime streamlines the process of pinpointing a slot in which all attendees are free.
Evernote – If you’re an Evernote user, then their Outlook add-in is a great way to save time on projects, and move note-taking directly into your inbox.
Who wins this round?
Simple. Gmail has so many more options for customization that it wins hands down.
Winner: Gmail
Additional Reading:10 Best Gmail Extensions for 2021
Gmail vs. Outlook: Cost
Outlook
Personal use of Outlook in your browser is free. Beware though – there are some restrictions on these accounts. Use of the app requires Office 365, for one, which is currently about $60 a year.
Gmail
Gmail is also free to individual users (if you’re using it for work, you may need a paid account). As a standalone product, Gmail just squeaks past Outlook for the win here.
Winner: Gmail
Gmail vs. Outlook: Storage and Attachment Limits
As you know from earlier in the article, the amount of storage that comes free with the account is crucial when it comes to winning market share.
So how do Gmail and Outlook compare?
Gmail storage is capped at 15 GB for the free service, whereas Outlook now boasts 15 GB of free storage for email and then an additional 5 GB for storing files on their OneDrive cloud product.
What about attachment sizes?
Gmail allows you to send attachments up to 25 MB. Outlook, on the other hand, has a maximum attachment size of 20 MB – so not a big difference.
Winner: Outlook
Gmail Vs. Outlook: Connectivity
It’s not uncommon nowadays for users to have multiple email accounts. The thing with multiple email accounts is that you need to manage them all somehow. Many people choose to use third-party tools to help manage this. One of the most popular on the market is Thunderbird.
So how do Gmail and Outlook stack up as far as connectivity is concerned?
Gmail supports both POP and IMAP. It’s also incredibly easy to set up – in fact, you can see our guide on Gmail SMTP settings here.
Outlook also supports POP and IMAP. This means there isn’t much to call between the two. While there’s some anecdotal evidence that suggests that Gmail is a little faster, there isn’t any hard data available.
Outlook loses out a little because it’s less intuitive than Gmail when it comes to setting it up.
Winner: Gmail (only pinching it because it’s easier to set up than Outlook).
There are many things you need to take into consideration when choosing an email service, from storage to attachment limits.
It’s pretty apparent though, that if you want to stay on top of your emails in 2021, you have to choose Gmail (sorry, Microsoft).
Key Difference – Email vs Gmail
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Email is a shortened name for Electronic mail. Email is a method of exchanging digital messages with the help of the internet. Gmail is an email service that is owned by Google. Therefore, the key difference between email and Gmail is that email is a method to exchange digital messages whereas Gmail is an email service provider. Let us take a closer look at both email and Gmail and get a better understanding of them.
What is Email?
The term Email is a short foterm of electronic mail. This is defined as a message transferred over a communication network such as the internet. The messages to be sent are entered with the help of a keyboard. If not, stored messages on a disk can also be sent over the network. Substantial use of this type of messaging started in the early 1960s. Now it is popularly known as email. Email now operates across the internet, and most devices that come with computing power come with email systems.
Email systems come with a text editor to compose messages. These messages can be edited in most editors. Basic formatting is also provided by some systems. By specifying the recipient, address messages can be directed to the recipient. The same message can be sent to many recipients. This is known as broadcasting. Electronic mail boxes store the messages that are sent. Nowadays, the recipient receives an alert when the mail is received. After the recipient has checked the message, he can store the message, forward it to other users or delete it. The copy of these messages can be printed as well, with the use of a printer.
In the early email days, both the sender and the receiver were required to be online at the same time for the email to get delivered. But it is not the case now. Today’s email model has been designed to store and forward email messages. The email servers of today are able to accept, forward, deliver and store messages. This eliminates the need for users to be online all the time to receive the messages. Only a brief connection with the server will enable the receiver to receive the mail.
What are the Special Features of Samsung Email app
The email app of Samsung is comprehensive, consistent, and provides a complete email experience to the user. Some may say that the stock android applications are the best to use on your mobile devices. This is true in some instances. The Gmail also comes with an option to integrate non-Gmail apps with it. There are many advantages of using Gmail for other email address. Some of them are the ability to delete notifications on android watch and to sort different emails into folders according to the type.
With Note series mobile phone, you will be able to include your signature with an S pen. There are also options to active links, edit numbers, styles and also fonts. The interface is also user-friendly with standard and conversational views. It can also perform as an inbox for multiple emails. Out of these emails, a priority inbox can be set up in order to prioritize email contacts irrespective of the email account.
However, there are more sync timing options with Samsung email app. While Gmail has only an app sync time of 1 hour Samsung email app has more. It has a sync time every four hours per day, and different email accounts can have different peak time syncs. This selection is available for days and weeks as well.
Further, Samsung email app is able to show all URL’s as tap-able links. This is not the case with Gmail. When composing emails word, formatting is also available with the email app. The Samsung email app is also easily supported by Gear S. The wearable device uses the Samsung email settings as its own.
What is Gmail? What are the Special Features of Gmail?
Gmail is a short term of Google Mail. Gmail is a free email service provided by Google that gives its user the opportunity to send and receive email over the internet.
The ability to store many gigabytes of data as email data storage is the most unique feature of Gmail. The users do not need to worry about exceeding the available storage limit which was a problem in the past. Gmail also allows its user to be inactive for up to nine months. Other competing email accounts require a login at least once every thirty days to keep the account in an active state. One of the smartest features of Gmail is spam detection where spam will be filtered. This is one of the best filters in the email arena up to date. Gmail also supports searches for specific messages inside the web based email service provider. Successive related messages are automatically stored into a conversational thread.
According to Larry Page, co-founder of Google, Gmail was created as a solution to problems faced by email users at that time. Some of the problems faced included the need to delete existing messages to free up storage limits and lack of search ability. At that time, the largest email providers like Yahoo and Microsoft only provided a few megabytes of storage for email and charged a fee for additional storage space.
Gmail makes profits by advertising to targeted users. Although targeted ads raised some privacy issues, Larry Page insisted that user information will be safeguarded, and annoying ads will not be displayed.
Virus filtering has also been built into Gmail. This feature cannot be turned off and restricts sending of execution files on the email as an attachment.
Gmail is also accompanied with a feature called Google Talk which is displayed on the left of the screen. This will enable the user to initiate a chat rather than sending an email that may take more time. Video and voice chats are also supported by this integration. Google Talk transcripts can be saved onto Gmail as well.
What is the difference between Email and Gmail?
Service Provider:
Email: Email is a method to exchange digital messages.
Gmail: Gmail is an email service provider.
Email cannot be used without an email service provider. There are many email service providers other than Gmail. Some of them are yahoo, Hotmail, etc.
Advertising:
Email: Email is not involved with advertisements.
Gmail: Gmail gets paid by advertising to a target audience.
System:
Email: Email is just a method of exchanging information.
Gmail: Gmail like many other email systems comes with web and POP based interfaces.
Gmail, like many other email systems, can be accessed with the help of a browser or an email reader such as outlook.
Features:
Email: Email is a general term for electronic mail
Gmail: Gmail is an email service provider that is filled with many features like spam filtering and inbuilt virus guard. There are also integrated features like Google talk that have been built into Gmail as an instant chat feature.
Users:
Email: Email is a general term known for electronic mail.
Gmail: Gmail is a popular email service provider with over billion active users. This is owned by Google. Gmail is one of the most popular email service providers around.
What is the difference between Samsung email app and Gmail
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Sorting and Priority
Samsung email app: Email contacts can be prioritized irrespective of the email account it is received in.
Gmail: Email can be sorted according to its type.
Combined Inbox
Samsung email app: Email accounts can be combined into one inbox. Priority can be set.
Gmail: Priority cannot be set.
Email Sync
Samsung email app: Has a sync time every 4 hours per day
Gmail: Gmail has only a max sync time of only one hour.
Peak Sync Time
Samsung email app: Email app has the ability to set peak sync times selecting days or weeks.
Gmail: Gmail does not come with the above feature.
Tap-able Links
Samsung email app: Samsung email app shows URLs as tap-able links.
Gmail: Gmail does not support the above feature.
Image Courtesy:
“Imagen – e-mail Marketing” RaHuL Rodriguez (CC BY-SA 2.0) via Flickr
“Gmail logo” By Google – Transferred from en.wikipedia to Commons. (Public Domain) via Commons Wikimedia
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