Microsoft Outlook vs Google Workspace

by Gralio Feb 03, 2025

Microsoft Outlook and Google Workspace are leading productivity suites. Outlook excels in email management and Microsoft ecosystem integration, while Google Workspace shines in cloud-based collaboration and accessibility. Choose Outlook if you prioritize deep Microsoft integration and robust email features. Opt for Google Workspace if cross-platform accessibility, real-time collaboration, and a wider range of productivity tools are more important.

At Gralio.ai we help to simplify your decision-making process by offering detailed, side-by-side software comparisons like this one, to help you confidently choose the tool that aligns with your business goals.

This comparison was created by analysing 7007 reviews and 60 websites, saving 1 day, 15 hours, 25 minutes of reading.

Microsoft Outlook

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Google Workspace

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About

Microsoft Outlook is an email and personal organization software. It allows you to manage emails, calendars, contacts, and tasks in one place. Outlook integrates with other Microsoft Office tools, making it easy to share files and collaborate with colleagues. It's a popular choice for businesses of all sizes due to its comprehensive features and seamless integration with the Microsoft ecosystem.

Google Workspace is a suite of online productivity and collaboration tools for businesses of all sizes. It includes popular apps like Gmail, Calendar, Drive, Docs, Sheets, Slides, Meet and more. Google Workspace aims to provide a seamless and integrated experience for communication, document creation, file storage, and team collaboration, all accessible from any device with an internet connection. It stands out with its user-friendly interface and strong collaboration features.

Summary

Main difference

Microsoft Outlook is a powerful email client deeply integrated with the Microsoft ecosystem, ideal for businesses heavily reliant on Microsoft software. Google Workspace offers a broader suite of cloud-based productivity tools, making it better for businesses prioritizing collaboration and accessibility from any device.

Relative strengths of Microsoft Outlook (compared to Google Workspace)

Strong integration with Microsoft Office tools: Seamlessly works with other Microsoft apps like Word, Excel, and PowerPoint.
Robust email management: Offers advanced features for organizing, filtering, and managing emails.
Excellent for on-premise and hybrid environments: Caters to businesses with on-premise or hybrid infrastructure.

Relative weaknesses of Microsoft Outlook (compared to Google Workspace)

Limited cross-platform compatibility: Primarily designed for Windows and macOS, with limited mobile functionality.
Less collaborative features compared to Google Workspace: Lacks the real-time co-editing and collaborative features of Google Workspace.
Higher cost for cloud features: Requires a Microsoft 365 subscription for cloud storage and online collaboration.

Who is using Microsoft Outlook and Google Workspace?

Fivos Aresti

Partner @ ColdIQ

Kevin Indig

SEO Authority | Growth Advisor | Hypergrowth Partner

Ane Wiese

SEO Lead at saas.group | Data-driven SaaS SEO

Brice Maurin

CEO&Founder La Growth Machine

Brendan Hufford

SaaS Marketing - Growth through Content, Community & SEO

Rob Timmerman

Founder of a 20-year-old full-service digital agency

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Who should use Microsoft Outlook VS. Google Workspace

Microsoft Outlook is a versatile email client and personal organizer ideal for businesses of all sizes. Users praise its seamless integration with other Microsoft Office tools and ease of use, especially the "rules" feature. However, some users have reported issues with photo attachments and the outdated design of the web version.

Google Workspace offers a comprehensive suite of online productivity and collaboration tools, including Gmail, Drive, and Meet. Users appreciate its user-friendly interface and seamless integration with other Google services, especially for educational purposes. However, some users have reported occasional service outages and limited offline access. With flexible pricing plans, it's suitable for businesses of all sizes looking to streamline communication and enhance teamwork.

Ideal for small, medium, and enterprise businesses.
Suitable for most industries, including Healthcare, Finance, and Technology.

Ideal for small, medium, and enterprise businesses seeking enhanced productivity and collaboration.
A good fit for various industries, including Healthcare, Finance, Education, and more.

Microsoft Outlook and Google Workspace features

Supported

Partially supported

Not supported

Type in the name of the feature or in your own words tell us what you need

Anniversary content

Partially supported

Outlook can track anniversaries but does not natively support historical content. Users can manually add it.

Not supported

Google Workspace does not directly support anniversary content features.
Press resources

Not supported

Press resources are not supported in Outlook.

Not supported

Google Workspace does not directly support dedicated press resource features.
Custom business email

Not supported

Outlook supports custom business emails via Microsoft 365, not Gmail.

Supported

Google Workspace allows custom email addresses with your domain.
Productivity Tools Integration

Partially supported

Outlook integrates with Google Drive and Dropbox for attaching files, but not for syncing emails or tasks.

Partially supported

Google Workspace supports integration with Google Drive natively, but integration with Dropbox would require third-party integrations or workflows.
Shared workspaces

Partially supported

Shared workspaces are supported via integration with other Microsoft products like Teams and SharePoint.

Supported

Google Workspace supports the creation of shared workspaces for teams to organize and collaborate on documents through its Shared Drives feature.
Shared inbox

Supported

Outlook supports shared mailboxes for team collaboration.

Supported

Google Workspace supports shared inboxes using Google Groups and Collaborative Inboxes.

Qualities

Value and Pricing Transparency

-0.13

Neutral sentiment

+0.01

Neutral sentiment
Customer Service

+0.48

Rather positive sentiment

+0.32

Rather positive sentiment
Ease of Use

+0.76

Strongly positive sentiment

+0.9

Strongly positive sentiment
Reliability and Performance

+0.02

Neutral sentiment

+0.48

Rather positive sentiment
Ease of Implementation

+0.51

Rather positive sentiment

+0.63

Rather positive sentiment
Scalability

+0.04

Neutral sentiment

+0.33

Rather positive sentiment

Microsoft Outlook and Google Workspace Pricing

No data

User sentiment

Neutral

-0.13

We couldn't find a pricing page for Microsoft Outlook.

Google Workspace offers flexible pricing plans based on the number of users. All plans include a suite of productivity and collaboration tools, including Gmail, Drive, Meet, Calendar, Chat, Docs, Sheets, Slides, Keep, Sites, Forms, and AppSheet. Users can choose from four plans: Business Starter, Business Standard, Business Plus, and Enterprise. Each plan offers different storage limits, meeting participant limits, and additional features.

Plans

User sentiment

Neutral

+0.01

See full Pricing page

Microsoft Outlook and Google Workspace review insights

7007 reviews analysed from and

Users love

Seamless integration with other Microsoft Office tools
Easy to use and straightforward
The "rules" feature is very useful
Robust security

Seamless integration with Google Classroom.
User-friendly interface.
Excellent collaboration features.
The virtual background feature is great.

Users dislike

Attaching photos doesn't have preview on opening the mail sometimes makes it irritating.
Old design and needs to be reload multiple times to review newly landed emails in the web version of out look
The mobile version doesn't provide feature to open separate window for writing messages while viewing other messages.
Limited storage capacity

Occasional service outages are a concern.
Limited offline access.
Google sheet is not as feature rich as MS Excel.
Can\'t upload large files to Drive.

Microsoft Outlook and Google Workspace Ratings

Glassdoor

3.5/5

(2)

Company health

Employee growth

3% increase in the last year

No data

Web traffic

11% decrease in the last quarter

No data

Financing

No data

How do Outlook's Microsoft ecosystem benefits compare to Workspace's collaboration features?

Outlook's Microsoft ecosystem benefits center around tight integration with other Microsoft apps like Word, Excel, and PowerPoint, facilitating seamless file sharing and collaboration within that environment. While Workspace also offers collaborative features like shared drives, calendars, and real-time document editing, its strength lies in broader cross-platform accessibility and a generally more user-friendly interface for collaborative work, rather than deep integration with a specific software ecosystem.

Which product better supports diverse team communication needs, email vs. integrated apps?

Google Workspace better supports diverse team communication needs. While Outlook excels as an email client and integrates well with other Microsoft tools, Google Workspace offers a broader suite of integrated applications, including chat, video conferencing, and shared workspaces, fostering more dynamic and varied communication styles. This integrated approach promotes real-time collaboration and reduces reliance on email for quick exchanges, making it a more suitable choice for teams with diverse communication preferences.

What are the advantages of Microsoft Outlook?

Microsoft Outlook's advantages include seamless integration with other Microsoft Office tools, enhancing productivity for users already within the Microsoft ecosystem. Its familiar interface and ease of use make it readily adoptable for a wide range of users. The robust "rules" feature allows for powerful email automation and organization. Finally, Outlook is known for its robust security features, vital for protecting sensitive business information.

What are the disadvantages of Microsoft Outlook?

Some users dislike Outlook's occasional requirement to reload to see new emails in the web version and the limited functionality of the mobile app, such as not being able to open a separate window for composing messages while viewing others. Limited storage capacity is also a common complaint.

Alternatives to Microsoft Outlook and Google Workspace

Spike

Spike is a communication and collaboration platform designed for businesses of all sizes. It consolidates team chat, email, video conferencing, file sharing, and project management into a single, unified workspace. This streamlines communication and eliminates the need to switch between multiple apps. Spike offers a free plan as well as paid plans with advanced features, and users can connect their existing email domain or obtain a new one directly from Spike.

Microsoft 365

Microsoft 365 is a cloud-based subscription service that provides access to familiar applications like Word, Excel, and PowerPoint, alongside cloud services like email, online storage, and teamwork tools. Offering a range of plans for businesses of all sizes, it allows users to work from anywhere with an internet connection, collaborating on documents in real time and improving productivity through its suite of integrated apps. Microsoft 365 aims to be a central hub for communication, content creation, and data management for modern businesses.

CloudFiler

CloudFiler is an email management tool designed for businesses of all sizes that use Microsoft Outlook and Microsoft 365. It allows employees to organize emails by project, client, or topic, and makes it easy to find any email later. It works on all devices, including phones, tablets, and computers, even when you are not connected to the internet. CloudFiler stores your emails on your company's servers or in cloud services like Sharepoint and OneDrive, giving you control of your data. It is easy to set up and manage for even small IT teams.

ClickUp

ClickUp is a comprehensive work management platform designed to consolidate various work processes into one centralized location. It offers a wide array of features including task management, project planning, document collaboration, communication tools, goal setting, and automation options. ClickUp aims to enhance team collaboration, improve visibility across projects, and streamline workflows for increased productivity regardless of team size or industry.

Zoho Workplace

Zoho Workplace is a comprehensive suite of online office productivity and collaboration tools designed for businesses of all sizes. It offers a unified platform including email, file management, word processing, spreadsheets, presentations, and meeting software. The platform emphasizes team collaboration through features like instant messaging and a social intranet. Zoho Workplace aims to simplify work processes and boost productivity by bringing all essential tools into a single, integrated platform.

Microsoft Teams

Microsoft Teams is a communication and collaboration platform designed for businesses. It offers chat, video conferencing, file sharing, and integration with other Microsoft Office apps. Aimed at improving teamwork and productivity, Teams centralizes communication and provides a hub for all work-related activities.

Page co-authored by

Michal Kaczor

CEO at Gralio

Michal has worked at startups for many years and writes about topics relating to software selection and IT management. As a former consultant for Bain, a business advisory company, he also knows how to understand needs of any business and find solutions to its problems.

Tymon Terlikiewicz

CTO at Gralio

Tymon is a seasoned CTO who loves finding the perfect tools for any task. He recently headed up the tech department at Batmaid, a well-known Swiss company, where he managed about 60 software purchases, including CX, HR, Payroll, Marketing automation and various developer tools.

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