Outlook vs Gmail in 2025: Which is Better?

We often encounter queries from users struggling to choose an efficient email client for personal or professional use. Some of the prominent email providers are Gmail, MS Outlook, Yahoo Mail, and more. Specifically, Gmail and Outlook hold a huge user base. Comparing Outlook vs Gmail and choosing between them can be quite confusing. Each of them has different features and capabilities. So, this blog will point out the difference between Outlook and Gmail. Moreover, if you’ve already decided, use the Email Migration Tool to switch email clients easily.

User Query 1- “I have always explored Google applications for emailing and other organizational work. Using Gmail has been familiar to me since 2009. However, due to increasing professional requirements, I am looking for a better and more productive email client. Many of my colleagues recommended using MS Outlook. However, MS Outlook’s features and functions seem way more complex than Gmail. Is Gmail better than Outlook? Suggest me some better alternatives, if not.”

User Query 2- “Currently, I have set up a startup. So, I was looking for a perfect email client for my business. After much research and comparison, I found that Gmail and Outlook are two prominently known email clients on the internet. When I searched for Outlook vs Gmail, I encountered many differences. To some extent, Gmail is much more efficient and easier to handle than Outlook. On the other hand, some features of Outlook are better than Gmail. Consequently, I am highly doubtful of whether to choose Gmail or Outlook. If you can help me figure out which is better: Gmail or Outlook, it would be great. Your opinions will be appreciated.”

Therefore, let us explore more about them to figure out, which is better: Outlook vs Gmail Business?

Gmail versus Outlook: Quick Recap

Email serves as the cornerstone of communication for numerous businesses. The more easily accessible and user-friendly the email client is, the better. Even a minor inefficiency of email clients can disturb your entire internal communications. Therefore, you must choose it wisely.  So, let us begin with a simple overview of Gmail and Outlook.

About Gmail!

Gmail, is an email platform owned by Google. It is a widely used email service and is an integral part of Google Workspace. Out of two choices, Gmail has a user base of more than 1.8 billion active users globally as of 2024.

It is popular among users due to its user-friendly interface, top-notch security features, and integration with other Google services. Moreover, it is free to use. But, Gmail covers the maintenance expenses through advertisements shown in your inbox. However, if you need Gmail for professional reasons, it can be used as part of Google Workspace too. You can opt for G Suite subscription plans as per your business requirements.

About MS Outlook!

Outlook is an email service provided by Microsoft. It is both webmail as well as desktop-application-based. Outlook works beyond just sending and receiving emails. It possesses a wide range of features including a calendar, contact management, and more.

Although Outlook is available for free, there is also a premium version available. This premium version offers additional benefits such as personalized email addresses, advanced security measures, and an ad-free experience.

Outlook vs Gmail: Comparison

Both Gmail and Outlook have their strengths and weaknesses, which can make it difficult to determine a clear winner. However, when you closely examine their functionalities and accessibility, you can figure out the difference between Outlook and Gmail. Let us compare the features and functionalities of both email clients based on different criteria.

Interface

In terms of User Interface, Gmail is a clear winner. Understanding the user interface of the email clients is the top-most requirement. It should be simple and easy to use. Hence, Gmail offers a more intuitive interface than Outlook. In addition, it provides customizable themes and a tabbed inbox feature for better organization of emails.

On the other hand, Outlook also has a user-friendly interface with customizable layouts. But lacks quick access to various features such as calendars, tasks, and contacts. Well, it consists of three panels: navigation, content, and preview panel. In which, the Navigation panel contains email folders. Next, the Content panel shows email information. Lastly, the Preview panel is used for quick scanning. Thus, understanding the Outlook interface can be comparatively difficult.

Cost

If we compare their pricing or cost, Gmail offers free service for personal use. You can utilize its features and services on a free version like composing, sending, and receiving emails. Moreover, it offers up to 15GB of free space shared with your emails, drives, photos, documents, and other Google storage. If you buy the subscription or premium version, it offers extra space, a customized email address, and undefeatable security.

When we take a glance over Outlook, it offers limited features in its free version. Although you can also use 15GB of free storage in Outlook, it restricts access to advanced features. These advanced features include contact management, calendar integration, and email organization. Further, with the subscription version, you can use extra storage, collaborative tools, and security measures features.

Tool’s Features

Both Gmail and Outlook facilitate multiple advanced features for ease of users. Thus, both are the most preferred email clients. In this section, we will have a detailed discussion about their features to understand- Is Gmail better than Outlook?

For Productivity

In the case of Outlook vs Gmail productivity, Outlook is the best. Due to its services, you can manage and maintain your tasks, appointments, notes, journals, etc.

However, Gmail also offers numerous productive features. For instance, an option to snooze emails, schedule, send, etc. Besides, Google provides applications such as Google Contact, Chat, Meet, etc, to ease work and collaboration.

For Collaboration

Outlook allows for collaboration on the join meetings, sharing documents, projects, and others on Microsoft Teams. On the other side, Gmail allows you to work and share documents with your teammates, friends, and colleagues. For instance, you can share documents such as Google Docs, Spreadsheets, Slides, etc.

For Security and Privacy

Outlook vs Gmail- in terms of security and privacy, both provide unbeatable features. If you’re wondering, is Gmail more secure than Outlook?, then your answer is a tie. Both email clients facilitate some common security features. Such as spam filtering, two-factor authentication, advanced threat protection, message encryption, virus scanning, and data loss prevention.

Apart from this, Gmail protects from phishing protection and secure browsing too. While Outlook has some unique and strong security features for enterprise-level usage.

For Storage

In terms of storage in Outlook and Gmail, Gmail offers 15GB of free storage to its users. The free space includes Google Workspace application storage along with attachments. If we talk about Outlook.com, it provides 15GB of free space for email. In addition, you get 5 GB of free cloud storage with your Office account. It is used to store your files and photos in OneDrive, and email attachments. It also stores data from Microsoft 365 applications such as MS Word, Excel, PowerPoint, etc.

Integration and Compatibility

Next, in Gmail versus Outlook, we will discuss the integration of the email servicer. Well, they both facilitate access to numerous software or third-party tools to integrate. In the case of Outlook, you can integrate with Office 365 such as MS Word, Excel, Slides, Emails, and others. As well as it integrates with Microsoft applications including OneDrive, SharePoint, etc.

In Gmail, you can integrate with the Google Workspace applications including Google Contacts, Docs, Meet, and other services.

Customer Support

When we talk about Outlook vs Gmail for Business Email, we have to consider customer service as well. If users need assistance, they should get proper or better assistance services. Although. there are various means of customer support including phone, email, and through other services.

Outlook offers very strong and effective customer support. However, effectiveness depends on the issues arising. Also, it resolves the issue or query as soon as possible. Additionally, it facilitates services through various means. On the other hand, Gmail supports email services. Still, Gmail offers to assist users in resolving the issue along with detailed troubleshooting methods.

Limitations of Outlook and Gmail

Before you reach the conclusion of Outlook vs Gmail, here are some of the limitations of both email clients.

Gmail

• It limits the size of attachments you can send and receive.
• Gmail’s business model depends on targeted advertising.

Outlook

• It is not a wise choice if you are looking for a one-time purchase or free alternatives.
• The functioning of Outlook heavily relies on a good internet connection.

Now, you can better compare and analyze both email clients. Further, choose the best one that suits your requirements.

Conclusion

In this Outlook vs Gmail, we discussed the differences and compared them with different perspectives. The blog focuses on its advanced features, security and privacy measures, storage, and others. Hopefully, this blog will help you to choose the best email client.