Gmail vs. Outlook vs. Apple Mail for Google Workspace

TL;DR: For optimal productivity, security and compliance, stop using third-party email clients. Even better, block access to them in Google Admin Console - now.

When we onboard Google Workspace clients, we encounter users who access Gmail via Outlook, Apple Mail and other third-party email applications far too often.

In doing so, they’re limiting their productivity and putting company data at risk.

Here are two big reasons why:

Gmail is more secure

Gmail blocks 99.9% of spam, phishing and malware from ever reaching inboxes - and in the rare event that such a message does make its way into a user’s inbox, they can be warned of its potentially malicious intent. Gmail’s safety warnings aren’t displayed by third-party email clients like Outlook or Apple Mail - leaving users vulnerable to attack.

In the rare even that such a user clicks on a malicious attachment (usually, a Microsoft Office document) in Gmail, it opens safely in the cloud where there’s zero ability for malware or ransomware to infect your device or company data. When a malicious attachment is clicked on in a third-party email client like Outlook or Apple Mail, it opens on the user’s device, where it can delete or infect other files with malware or ransomware.

Plus, Gmail safely stores all email conversations in the cloud - where they cannot be exfiltrated by employees after they leave the company, or leaked by unauthorized users when a device is lost, or stolen. Once the user’s password is changed or account access is revoked, they no longer have access to Gmail messages. Third-party email clients use vulnerable protocols like ActiveSync, Internet Message Access Protocol (IMAP) and Post Office Protocol (POP) to download a copy of each message to be stored on the local device, where they can be read by anyone.

Gmail’s security by design is reason enough to say goodbye to risky third-party email clients like Apple Mail and Outlook - but wait, there’s more - it will make your people more productive, too.

Gmail is more productive

Nobody wants to spend more time managing their email - and third-party email clients cause them to do exactly that.

Because it’s based in the cloud, Gmail takes advantage of a growing number of artificial intelligence and machine learning based features that help your people spend less time composing and managing email - and more time getting real work done.

Google Drive Access Checker automatically checks Google Drive files added to Gmail messages to ensure recipients have view, comment or edit access - and when they don’t, Gmail offers the sender a chance to provide one-click access. Third-party email clients send emails containing Google Drive links without checking for access, forcing recipients to request access, and senders to respond to such requests from every recipient.

Gmail’s Smart Compose and Smart Reply features literally know what your users are about to type, and write it for them - saving them keystrokes and seconds that add up to minutes, hours, days and more, the longer they use Gmail. The longer they use Apple Mail, Outlook, or other third-party email clients, they more it costs you.

Gmail nudges remind users of messages they forgot to respond to, and messages where they may be expecting a response from others, so they can follow-up. Third-party email clients like Apple Mail and Outlook can’t do this.

Gmail integrates with Google Calendar, offering users the ability to not only RSVP Yes, No, or Maybe, but also whether they’ll be joining in-person, or online, via Google Meet. Gmail can also turn email conversations into schedule meetings, pre-populated with email recipients, in a single click. Third-party email clients don’t even know your Google Calendar exists.

Gmail reduces costly context-switching by providing users with one-click access to Google Chat and Google Meet, where you can collaborate live in documents, assign tasks and more - all in one integrated experience. Third-party email clients aren’t designed to work with Google Workspace.

Plus, Google Workspace Marketplace allows users to install (subject to Administrator control, or course) dozens of applications that extend Gmail’s functionality by integrating with other cloud-based services you already use in your business. Want to turn a Gmail message into a task in Asana? Sure! Want to attach a file and send it for a signature in SignNow? No problem! Try that in Apple Mail or Outlook.

Finally, Gmail is always up-to-date for maximum productivity and security, with no software to install, update or manage. Apple Mail, Outlook and other third-party email clients all need to be managed - taking time away from growing your business.