Difference between Gmail, Outlook and Apple Mail for Google Workspace

Confused about the best email for Google Workspace? Don’t worry here is the solution. Let’s get into the world of Gmail, Outlook, and Apple Mail within Google Workspace, each boasting unique functionalities and user experiences. Discover the disparities in features, interface designs, and compatibility to determine the best fit for your productivity needs and organizational preferences

Gmail Vs. Outlook Vs. Apple Mail

Features	Gmail	Outlook	Apple Mail
Platform	Web, Android, iOS	Web, Windows, Mac, Android, iOS	Mac, iOS
Organization	Labels, Filters, Categories	Folders, Subfolders, Focused Inbox (AI-powered sorting)	Mailboxes, Smart Mailboxes (customizable views)
Search	Powerful search with filters	Advanced search capabilities	Built-in search
Integration	Integrates with other Google services (Drive, Calendar, etc.)	Integrates with Microsoft Office suite and other business tools	Integrates seamlessly with the Apple ecosystem (iCloud, Calendar, etc.)
Security	Two-Factor Authentication, Secure TLS	Two-factor authentication, Information Rights Management (in paid versions)	Two-Factor Authentication
AI Features	Smart Reply suggestions, Priority Inbox (categorizes important emails)	Focused Inbox, Calendar Insights	Siri integration for voice commands and dictation
Cross-Platform Compatibility	Excellent	Excellent	Best for Apple users
Cost	Free with ads (paid plans for increased storage)	Free version with limited features, paid plans with advanced features	Free
Free Storage	15 GB (shared with Google Drive)	15 GB (Free Outlook.com version)	Varies depending on iCloud storage plan

Choosing the right email platform for Google Workspace

1. Gmail offers the most free storage space.
2. Outlook is best suited for business users due to its tight integration with Microsoft Office.
3. Apple Mail provides a smooth user experience for Apple device users.
4. The best choice depends on your individual needs and preferences. Consider factors like platform usage, desired features, and integration needs.

Features of Gmail

Storage Limitations

It would be great if your email provider could keep unlimited data. But when it comes to Gmail, you must pay for additional storage.

Ads

No one likes to see advertisements when attempting to focus on something essential or have a meaningful conversation. So even though Gmail likes to keep itself free by showing ads, you may not like them.

Security

Ensuring the highest security level is crucial when interacting with digital or online services. With its dominant market position, Gmail is vulnerable to hacking attempts.

Not A Lot Of Customization

Without a doubt, Gmail has evolved to include more personalization choices. Custom-built apps like Right Inbox are made for a reason. That way, you can enjoy more powerful features.

Not A Whole Lot Of Suppor

Looking at Google’s lack of live agents and support resources alone would lead you to believe that they aren’t concerned about their users. But the fact is that even after being Google’s premium user, you don’t receive personal attention from Google.

Gmail Login

Features of Outlook

Email

An essential feature of Outlook is email. It can do all the usual things an email client does, such as receiving, writing, and sending emails. Put your emails in specific folders and automate their delivery by setting up rules.

Calendar

With Outlook Calendar, you can easily manage your schedule by viewing multiple calendars simultaneously and adding events. Even though you can utilize it solo, teams will find it the most beneficial. Send out meeting invitations, check for conflicts, get RSVPs, or propose new times from within the app.

Tasks/To Do

Microsoft To-Do is replacing Outlook’s old Tasks feature. To-Do is an app that helps you organize your tasks, give yourself and others reminders, set due dates, and share lists.

Notes

Make private digital notes and see them in Outlook or your desktop. Sort your notes into lists or use colour coding.

Outlook Login

Apple Mail Features for Google Workspace

Clean Interface

With its clean interface, Apple Mail makes checking and organizing your mailbox simple.

Smart Inboxes

Stay on top of your inbox with the automatic organization of emails based on sender, recipient, or attachment properties.

Schedule and Reminders

Make sure nothing critical gets missed by scheduling emails to be sent later or setting reminders.

Signature and Templates

The user can create and save personalized email signatures and templates for recurring tasks.

Transfer between devices

Complete an email you started on your Mac easily using your iOS device.

iCloud Mail

Keep all your emails in one place and access them from any device with Apple Mail and iCloud Mail.

Apple Mail Login

Best Email For Google Workspace

This guide highlights security and integration considerations when deciding between Gmail, Outlook, and Apple Mail.

Google Workspace Email Client Security

Use Official Gmail Apps

Downloading Gmail apps from official sources ensures the highest security for your inbox and data. Google prioritizes user safety and invests heavily in secure web and mobile applications.

IMAP vs POP security for google workspace

Using protocols like IMAP or POP to access Gmail on other email clients can be risky. These protocols download data to devices, potentially exposing vulnerabilities. Additionally, managing security settings becomes more complex when using third-party clients.

Data Loss Prevention

Since Gmail data resides in the cloud, losing a device doesn’t compromise security. Simply reset your login credentials, and your data remains safe. This eliminates the risk of data breaches compared to storing emails on local devices.

Google Workspace Email Client Integrations

Seamless Workspace Integration

Gmail integrates seamlessly with other Google Workspace apps like Calendar, Drive, and Docs. This allows for a smooth workflow, with tools readily available within your inbox.

Enhanced Productivity

The Google Workspace Marketplace offers various add-ons that integrate with Gmail. These tools can boost productivity by bringing in data from other sources or displaying information from your CRM.

Google Calendar Integration with Gmail

Integrating Google Calendar with Gmail eliminates the need for separate calendar software. Sharing and managing calendars becomes easier with a centralized online platform.

The Bottom Line

Gmail offers the most robust security features and seamless integration with other Google Workspace tools. This makes it the preferred choice for a secure and efficient email experience within the Google Workspace ecosystem.

Conclusion

Using the official Gmail application will provide you and your team with several advantages, such as higher productivity, improved security, and the ability to access your data from any of the products or services offered by your organization. It may be challenging to alter your current workflow. Still, there are compelling arguments in favour of using Gmail.com versus Mail. App or Outlook.

Compare Gmail, Outlook and Apple Mail – FAQs

Can we use Google Workspace if we historically have used Microsoft Office files?

Yes. For businesses that deal with Microsoft Office files, Google Workspace offers several valuable features. In addition to many more file formats, Google Drive can store documents with the.docx,.xls, and. pptx extensions. These files can be accessed and edited with locally installed Office software through Google Drive for desktops if preferred.

The three Google products—Docs, Sheets, and Slides—make it easy to create, modify, and share documents like one would with Microsoft Word, Excel, or PowerPoint. In addition, Gmail makes it easy to save, open, or edit any attached Office files.

Is it better to use Apple Mail or Gmail?

With their advantages, Apple Mail and Gmail each provide a wealth of features that users will find helpful. While many prefer Apple Mail due to its tight interaction with the Apple ecosystem, Gmail is more popular due to its adaptability and artificial intelligence capabilities.

Is Apple email better than Outlook?

Apple Mail can be ideal if you are highly dedicated to the Apple ecosystem and emphasize simplicity. Microsoft Outlook, on the other hand, is the finest choice if you are looking for an advanced email client that packs many features and can use artificial intelligence.

Is it better to use Outlook or Gmail for business?

In most cases, both options work well for businesses. Gmail’s proactive protection against spam and viruses, particularly on lower-tier plans, makes it a potentially superior choice for typical small businesses.