Gmail vs. Outlook: Which One Is Better for Business?

Email is still the most dominant communication method in the business world, and companies today can choose from more email services than ever before. The goal of this Outlook vs Gmail comparison is to find out which of these two popular email services is better for business and explain how Clean Email can be used to manage both of them.

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Outlook vs. Gmail

According to Gartner, 13 percent of publicly listed companies use either Outlook or Gmail for business. What about the rest? The remaining 87 percent either use a combination of Outlook and Gmail, or they use an on-premise, hybrid, hosted, or private cloud email setup.

“Although it is still early days for cloud email adoption, both Microsoft and Google have achieved significant traction among enterprises of different sizes, industries, and geographies,” said Nikos Drakos, research vice-president at Gartner.

This Outlook vs Gmail rivalry is great news for companies because both Microsoft and Google are working hard trying to make their products more attractive.


Regular users can use Outlook and Gmail for free, and the same is true for companies. The situation is, however, different when email alone isn’t enough. To make this Outlook vs Gmail for business comparison accurate, we must compare the cost of Microsoft’s and Google’s subscription services, which are called Office 365 and G Suite respectively.

The most affordable Office 365 subscription plan, called Office 365 Business Essentials, costs $5 per user per month, and it includes business email and other business services on PC, Mac, or mobile. It doesn’t include Office applications. A tier above it is Office 365 Business, which costs $8.25 per user per month and includes Office applications plus cloud file storage and sharing on PC, Mac, or mobile. It doesn’t include business email.

Finally, there’s Office 365 Business Premium, which is essentially a combination of the previous two subscription plans, offering business email, Office applications, and other business services on PC, Mac, or mobile for $12.50 per user per month.

Just like Office 365, G Suite starts at $5 per user per month. The most affordable plan, called Basic, includes business email through Gmail, video and voice conferencing, secure team messaging, shared calendars, Google Docs, and limited cloud storage. Companies that would like unlimited storage and archiving are encouraged to upgrade to the Business plan, which costs $10 per user per month. There’s also the Enterprise plan, which includes advanced controls and capabilities for $25 per user per month.


Microsoft is very generous when it comes to storage, offering email hosting with 50 GB mailbox and custom email domain address and file storage and sharing with 1 TB of OneDrive storage. That’s a lot of cloud storage space for not much money, which is why Google has recently updated its two more expensive G Suite plans to include unlimited cloud storage (or 1 TB per user if fewer than 5 users). This chapter of our Gmail vs Outlook for business comparison is a tie.


Let’s take a closer look at Gmail vs Outlook security, a topic that’s of great concern to all companies. The good news is that both Google and Microsoft have added support for two-factor authentication.

Google has its Google Authenticator app, which implements two-step verification services using the Time-based One-time Password Algorithm and HMAC-based One-time Password algorithm. Microsoft has Microsoft Authenticator, which provides an extra layer of security on top of your PIN or fingerprint. Both apps work great and make it much harder for hackers to compromise email accounts.

Google and Microsoft also use advanced spam filters, which do a good job of filtering out spam and phishing emails as well as detecting malicious attachments. Microsoft’s spam filter is known to misfire from time to time, blocking legitimate emails alongside illegitimate ones. While slightly annoying, it’s better to be safe than sorry.

When it comes to Outlook vs Gmail privacy, Outlook’s terms of service seem clearer and more respectful than Gmail’s. That’s largely because Google makes money from advertising and analyzing emails allows it to better target ads.


Both Outlook and Gmail come with cloud storage and a suite of office applications. Most computer users are already deeply familiar with the office applications included with Outlook. Word, Excel, and PowerPoint have been around for ages and it’s hard to come close to them in terms of functionality.

However, that didn’t stop Google from trying, which is how its web-based software office suite came to life. Included in it are Google Docs, a word processor, Google Sheets, a spreadsheet program, and Google Slides, a presentation program. Most users will be completely happy with Google’s office suite, but power users most likely won’t be able to live without Microsoft Office.

Manage Outlook and Gmail with Clean Email

Even though Outlook and Gmail have powerful spam filters capable of filtering out fake and malicious emails, email overload is still a problem that plagues most users of these two email services. Clean Email is a bulk email organizer compatible with Outlook and Gmail, and its purpose is to help email users reclaim control over their inboxes.

Clean Email works with Gmail and Outlook business accounts

Thanks to intelligent algorithms that only analyze email headers that contain subject line, sender and recipient information, dates, email size, and similar metadata, Clean Email can organize email into convenient bundles, allowing you to manage email in bulk. It takes just a few clicks to remote, archive, or label hundreds of emails, and you can tell Clean Email to apply the same actions automatically to all incoming emails in the future.


The result of this Gmail vs Outlook comparison is clear: both Gmail and Outlook are great web services that can help companies of all sizes gain a competitive edge and establish themselves as industry leaders. The choice really boils down to personal preferences, which is why most companies use a combination of Gmail and Outlook. Regardless of how you decide after reading this Gmail vs Outlook comparison, you should always use Clean Email to manage your inbox and improve your productivity.

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