Google Workspace Training / User / Gmail

Outlook v. Gmail: Main Differences

There are many differences between Outlook and Gmail’s general approach to messaging workflow. Below are some of the main conceptual differences between the providers.

View & Group Messages

• Outlook: View messages and their replies by default as individual entries in your Inbox.
• Gmail: Group messages and their replies by default in conversation threads so you see multiple related messages in one view.

Spell Check

• Outlook: Spell check automatically while composing.
• Gmail: Check spelling after composing.

Message Forwarding

• Outlook: Attach and forward multiple messages.
• Gmail: Forward all or select messages in a conversation thread.

Delete / Archive Messages

• Outlook: Delete messages, typically to save space.
• Gmail: Archive messages to declutter your inbox.

Sort / Find Messages

• Outlook: Sort messages by sender, date, or size.
• Gmail: Find messages by sender, date, topic, and more using Gmail.

Organize Messages

• Outlook: Organize messages in folders.
• Gmail: Tag messages with labels.

Color Coding

• Outlook: Assign color categories to messages.
• Gmail: Color-code your labels.

Important Messages

• Outlook: Flag important messages.
• Gmail: Star or add markers to important messages.

Manage Incoming Mail

• Outlook: Manage incoming email with rules.
• Gmail: Manage incoming email with filters.

Set Follow-ups

• Outlook: Flag messages for follow-up.
• Gmail: Add messages to your tasks list or a Follow Up label.

Alerts / Notifications

• Outlook: Get desktop mail notifications via Desktop Alerts.
• Gmail: Enable desktop notifications in your web browser.

Share Mailbox / Delegation

• Outlook: Share a mailbox.
• Gmail: Delegate your mailbox to individuals or use Google Groups to share more broadly.