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Outlook vs. Gmail

Choosing to use Gmail or Outlook for business depends on your ecosystem preferences and needs. Discover the pros and cons of Gmail vs. Outlook in cost, features, storage, interface, and security and evaluate which email solution best aligns with your business goals. 
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Outlook vs. Gmail: Differences and Comparison

Gmail is an email service owned by Google and part of Google Workspace. In contrast, Microsoft owns Outlook email, and it’s included in the Microsoft 365 suite. Both Gmail and Outlook provide an email address and an interface to access your emails. That means they work as mail servers, letting you check your emails on the browser, personal computer, or mobile. 

Now that we have covered the basics, we will discuss each difference between Outlook and Gmail.

Outlook vs. Gmail in Costs:

Both Outlook and Gmail are free for personal web or mobile use. However, costs vary when it comes to the desktop app and for business use cases. 

The Outlook email cost is free. With the Outlook free version, you get mail and calendar services on web or mobile, 15 GB of mailbox storage, and 5 GB of OneDrive storage. 

With the Gmail free version, you get access to Gmail and other Google apps like Drive and Photos, with 15 GB of pooled storage between these services. 

Outlook for Desktop: In order to install Outlook on your computer, you have to subscribe to Microsoft 365. The personal plan is priced at $9.99/month. 

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Outlook for Business: Microsoft offers a “Business Basic” plan at $6.00/month, while a “Business Standard” plan is $12.50/month. These prices are the Outlook cost per user.

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Gmail for Desktop: There is no official Gmail desktop app. 

Gmail for Business: An official Google Workspace account starts at $7.00/month per user. 

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Should I use Outlook or Gmail?

Whether you choose Outlook or Gmail ultimately depends on your specific business priorities and existing technology ecosystem. Gmail excels for cost-conscious, mobile-first organizations. Its seamless Google Workspace integration enables real-time collaboration, and the platform supports thousands of third-party integrations for maximum flexibility. However, Gmail's shared 15GB storage fills faster across services, lacks a native desktop app for offline use, and its label-based organization requires adjustment for users accustomed to traditional folders.

Outlook proves ideal for enterprises prioritizing desktop functionality, Microsoft 365 integration, and advanced security controls. Its dedicated 15GB email storage supports thousands of messages, while the familiar folder structure minimizes training requirements for Windows users. The native desktop application ensures productivity during internet outages, and deep integration with Word, Excel, and Teams creates seamless workflows. Yet Outlook’s $6.99 monthly desktop fee can increase costs, its mobile functionality lags behind Gmail's, and the platform supports fewer integrations. 

Ultimately, when it comes to Gmail vs Outlook: Choose Gmail for modern, cost-effective collaboration or Outlook for traditional enterprise functionality with robust security controls.

 

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