How Many People Use Outlook Email?
To date, there are over 4.48 billion email users around the world. Outlook continues to maintain a strong presence in the email ecosystem, with over 400 million active users worldwide as of late 2024.
It currently holds about 4.38% market share for email platforms. This places it among the top email platforms globally, and this is largely driven by its integration with Microsoft Office and its strong features geared towards professionals.
💡 Outlook is an excellent platform for those who receive multiple email communications every day. To avoid dealing with overwhelming clutter, the Clean Email app has features that help keep your mail organized.
Over the years, it has remained one of the best practices in Outlook email management, allowing users to automatically categorize emails, declutter their inboxes, and prioritize important messages through the web, Mac desktop, and mobile apps for iOS and Android.
What Is the Most Used Email in the World?
In comparison, Apple Mail and Gmail lead with roughly 53.67% and 30.70% market share, respectively, making them the top two email platforms for professional and personal use.
However, Outlook holds a strong position. It’s particularly well-liked among businesses and enterprises that prioritize seamless calendar integration and need advanced email tools.
Do More People Use Outlook or Gmail?
While Gmail is one of the most widely used email services, and is Outlook’s market share remains substantial, and it’s particularly strong in the professional sector. Outlook’s user base has shown steady growth over the past years, especially with how it’s been expanding its services and strengthening key features that long-time users already love.
Gmail typically is more popular among younger, tech-savvy users. Outlook, on the other hand, appeals more to professionals and older generations who are more used to a structured platform. Businesses often prefer Outlook because it has strong security features and enterprise-grade functionality.
💡 Clean Email complements both platforms by offering a unified way to manage email clutter. The Unsubscriber tool, for example, enables users to effortlessly opt out of unwanted newsletters without needing to manually unsubscribe on the page. This way, they get to focus on more important conversations and communications.
Do People Still Use Outlook Email?
Outlook Email is known for constantly innovating and improving key features. As mentioned, it remains highly relevant in 2025, particularly among professionals and enterprises. The platform isn’t going anywhere, as Microsoft has been quietly refining its features (more on that later).
Microsoft has given Outlook a fresh interface and tools that cater to both personal and professional users, instead of just being purely a business platform.
Its deep integration with Office 365 is also a solid selling point for those who juggle between tasks, meetings, and emails all in one place.
While some might assume it’s outdated, recent updates have modernized its interface and expanded its capabilities. Regional trends indicate strong adoption in North America, Europe, and Asia, with 1.5 million of its users residing in the United States. Outlook also maintains a strong presence in other professional settings worldwide, particularly in regions with high enterprise software adoption.
Do Professionals Use Gmail or Outlook?
The choice between Gmail and Outlook often depends on specific needs.
- Gmail has a user-friendly and easy-to-navigate interface as well as collaborative tools that make it a good choice for startups and freelancers who aren’t handling large teams or mass communications.
- Outlook, on the other hand, has a robust calendar system, task management features, and enterprise-grade security that appeal to larger organizations.
Many businesses prefer to use Outlook because of its built-in calendar and contacts features that allow communication and schedule management to be more efficient. Unlike Google, which uses labels to separate and manage emails, Outlook allows users to create designated folders for their emails. This is useful for keeping inboxes tidy and organizing emails based on category, sender, or importance.
Despite Gmail’s dominance in the market, a sizable chunk of users prefer Outlook. The platform’s appeal lies in its advanced business features and superior integration with Microsoft products, which assist businesses in operating at scale. Businesses often prioritize Outlook for its reliability and extensive tools designed for corporate environments.
💡 Clean Email adds value to Outlook users by simplifying email organization. Features like Auto Clean automate repetitive tasks, allowing users to focus on what matters most.
Using Both Outlook and Gmail
If you’re looking to simplify your email workflow, transferring your emails from Outlook to Gmail can help. Gmail provides built-in tools to make the process smooth and accessible. Here are two easy methods:
Method 1: Use Gmail's Import Feature
- Log into your Gmail account, click the gear icon, and select See all settings.
- Go to the Accounts and Import tab.
- Click Import mail and contacts, enter your Outlook email address, and follow the prompts.
- Choose to import your mail (and contacts if needed) and click Start import.
Method 2: Export and Import via Outlook Desktop App
- Open your Outlook platform and select File, then Open & Export, then Import/Export.
- Choose Export to a file and complete the process to save the .pst file that has your emails.
- In your Gmail settings, go to Forwarding and POP/IMAP and enable IMAP.
- Add your Gmail account to Outlook via File then Add Account.
- Use Import/Export to import the .pst file into your Gmail account.
Beyond convenience, merging your accounts provides a consistent user experience. You can manage emails, calendars, and contacts from one interface, creating a streamlined communication hub.
Is Outlook Obsolete?
No! Outlook is anything but obsolete. In fact, it’s keeping pace with the demands of modern email users, thanks to continuous updates and thoughtful innovations.
🎯 Microsoft recently introduced the new Outlook for Windows, which brings a sleek, unified experience to desktop users. The updated design focuses on ease of use, with features that simplify email management, enhance productivity, and integrate seamlessly with Microsoft 365 apps.
For example, the new Outlook includes enhanced spam filters to reduce unwanted emails and AI-powered tools that help prioritize important messages. It also offers features like schedule send, personalized calendar views, and a streamlined navigation pane, all designed to make staying on top of emails easier than ever.
These updates make Outlook a competitive choice for both personal and professional users, proving that it’s evolving to meet the needs of today’s fast-paced, hybrid work environment. Rather than being outdated, Outlook is positioning itself as a modern, efficient, and reliable email platform that can hold its own against newer competitors.
For now, users can opt to try out the new version of Outlook to explore and navigate the platform. However, the classic version will soon be unavailable once the newer version becomes more established.
What Is the Best Personal Email Service?
The answer totally depends on individual needs. Gmail offers simplicity and integration with Google services, while Outlook provides advanced features for power users and professionals.
💡 For those looking for enhanced email management, Clean Email is a powerful tool. Its Unsubscriber and Screener features allow users to personalize their inboxes, ensuring they only receive emails that truly matter.
When equipped with Clean Email, Outlook’s strengths are enhanced. You can use Outlook to be effective and save time with your tasks.
Challenges with Outlook Email and How to Overcome Them
Outlook is a powerhouse email client, but it’s not without its quirks. For one, it can feel like you’re learning a new language when you first start using it. With so many features packed into one app, figuring out where to start can feel overwhelming.
Then there’s the issue of managing mailbox size. If you’re the kind of person who holds onto emails “just in case,” you’ve probably noticed your inbox gets a little sluggish over time. And while Outlook is great for a lot of things, tracking email productivity isn’t one of them. It doesn’t come with built-in analytics, which makes it harder to see how you’re spending your time.
💡 However, the platform is relatively easy to learn. It’s also important to equip it with tools like Clean Email that help make email management much easier.
How Clean Email Helps Outlook Users Save Time
We all know managing and cleaning up emails can be a time suck. That’s where Clean Email comes in to save the day. First off, let’s talk about bulk email cleaning. If your inbox has turned into a black hole of unread messages, this feature lets you clear it out in minutes. No need to go through each email one by one.
And if you’re tired of doing the same email cleanup every week, Auto Clean automates the task and frees up time dedicated to sifting through your inbox. It sets rules to handle repetitive tasks, like clearing out old newsletters or archiving updates from that app you forgot you signed up for.
Another important feature is Clean Email’s Smart Folders. They organize emails into categories like Online shopping or Social notifications, so you’re not digging around for that one receipt you swear you saved.
📌 Best of all, you can enjoy these features across all devices, not just on the web but also on iOS and Android mobile apps.
The Future of Email Management
Email isn’t going anywhere. It’s actually set to be more relevant than ever. This year, the number of emails sent per day is expected to hit 378 billion. More than half the world is still relying on email as a primary way to connect, whether it’s for work, catching up with friends, or managing subscriptions.
Artificial Intelligence is also a valuable tool in making email management even more efficient to enhance the email experience. These tools are incredibly effective at flagging spam and can also sort your messages, highlight the most important communications, and even draft quick responses for you. Imagine your inbox working smarter, not harder. It’s a built-in virtual assistant that automatically does the work for you.
Another big shift is the rise of mobile-first emails. With 40% of emails being opened and responded to on mobile, it’s no surprise that email designs are getting a makeover for smaller screens. Everything is being optimized for a swipe-and-go experience. Interactive emails are also growing more popular, with clickable buttons, polls, and quizzes that can be answered right on the email. All these efforts are going towards making emails more dynamic and engaging.
Staying on top of these email trends is largely about making your life easier and your communication smoother. These changes are reshaping how we think about our inboxes and how we use them every day, and they’re set to define the way we experience email in 2025 and the years to come.
Outlook in 2025
Outlook is set to remain a key player in the email world, thanks to its robust features, seamless integration with Microsoft’s ecosystem, and dedicated user base. Its ability to cater to diverse needs makes it a trusted choice for millions worldwide.
However, as inboxes grow more cluttered and email management becomes increasingly complex, tools like Clean Email are essential for maintaining productivity and organization.
Clean Email’s innovative features, such as Smart Folders for automated sorting, Unsubscriber for decluttering, and Auto Clean for repetitive tasks, transform Outlook into an even more powerful productivity hub. These tools work hand in hand with Outlook’s capabilities, empowering users to take control of their inboxes with minimal effort.
FAQs
Why do people use Outlook instead of Gmail?
People often choose Outlook for its robust calendar integration, advanced email organization tools, and enterprise-grade security, making it a favorite among professionals and businesses.
What percent of people use Outlook?
Outlook holds about 4.38% of the global email market share, with over 400 million active users worldwide.
Why do people prefer Outlook?
Outlook is preferred for its seamless integration with Microsoft Office, structured interface, and powerful features tailored for professionals, such as task management and secure email handling.
Do More People Use Outlook or Gmail?
Gmail is more widely used globally, particularly among younger users, while Outlook has a strong foothold in professional and enterprise environments.
