What is Microsoft Outlook?  Here’s Everything About it!

Microsoft Outlook is used as an email client to send and receive emails. It also has various functions such as contact managing, calendar, note taking, journal logging, etc. It is a stand-alone application as well as multi-user software. Therefore, it is beneficial for an individual for email purposes and an organization that requires features like a calendar, task management, mailbox, etc.

Initially, it was for computers only, but later on, various versions were released, which made Outlook compatible with android devices, mac devices, and laptops.

What is the difference between Gmail and Outlook?


Gmail is Webmail, which requires an internet connection to access emails. Microsoft Outlook is an email client, meaning users can access emails without using the internet because emails got saved on the computer. 

The Outlook was initially ‘Hotmail,’ launched in 1996; later, it was changed to MSN Hotmail and then Windows Live Hotmail before it was finally adopted as Outlook by Microsoft’s business email client in 2013. Google launched Gmail in 2004.

Gmail is a free email service developed by Google, while Outlook is developed and marketed by Microsoft.

In Outlook, you can configure your email account of any service provider like Zoho Mail, AOL Mail, Hot Mail, Yahoo Mail, etc., while Gmail configures only accounts with the @gmail.com extension.

Gmail and Outlook both access emails through POP3 or IMAP protocol.


Gmail storage is 15 GB for free service, and users can increase storage by buying monthly or annual subscription plans accordingly. In contrast, Outlook has 15 GB of free storage for email and an additional 5 GB of storage with a free One Drive account; it can be increased to 50 GB if you have Microsoft 365 subscription.

Attachment Capacity:

Outlook users might find it disappointing that it provides only a 20Mb combined attachment limit; for larger files, Microsoft recommends the user to upload the file on cloud storage services like one drive and then share that file link in the mail. Gmail has an attachment limit of 25Mb. 


Gmail contains a label that helps to categorize your email. Users can give several labels to an email, then, later on, a user can find a particular email by clicking a specific label from the left panel, user can also search by a label. While In Outlook, users can add multiple folders in an outlook email account, in which users can group similar emails. For example, you make a new folder named “VIP file,” in which you can transfer all your important emails to this folder.

 Gmail contains a Star icon that users can use to bifurcate mail, while Outlook has a flag that the user uses to bifurcate mail. In addition, various colors are available to flag mail which users can choose according to their needs.


Gmail has basic security features like two–factor authentication and the ability to block and prioritize specific senders. Although, at the same time, Outlook is somewhat similar, it doesn’t have the same protection as Gmail. One benefit of Outlook is that you can create password-protected folders. 

Additional Features:

Gmail account comes with Access to additional features like Google Sheets, Docs, Slides, etc. While the user can access other features for Outlook only if the user signs up for office 365, Access is limited to the free version. 

Premium Features:

Premium features of Gmail include custom domain, removal of ads, increased storage, advanced endpoint management, and additional attendees in Google Meet. Premium features of Outlook include increased storage, Custom domain, and full Access to Excel, MS Word, PowerPoint, and all office 365 programs.

Which is better: Gmail or Outlook?

Gmail and Outlook have various features that make your overall email experience great, depending on your work preference. Gmail is better for individual users, while Outlook seems to be the better option for large organizations because of its robust features. Once familiar with the application, it will increase productivity in the workplace.

 Frequently Asked Questions

What is Outlook for iOS? 

Microsoft Outlook for iOS is an email client designed to work on iPhones and iPad. Users can Download Outlook on iOS devices from App Store for free.

How do I start using Outlook?

  1. Open Outlook >Select File >Add Account 
  2. Enter your Email address >Select Connect. Else 

Enter your name> email address> password >Select next

  1. If prompted, Enter your password>Select Ok
  2. Select Finish

What is my Outlook email address?

 To find your connected email address in Microsoft Outlook,

Step 1) Select File 

Step 2) click on Account Settings

Step 3) Select the Email tab

What is the difference between Outlook and Outlook365? 

Outlook is an Email client application of the Office suite. This Outlook is installed only on your Desktop, and it has various versions like Outlook 2007, Outlook 2010, Outlook 2013, and Outlook 2016. In comparison, Outlook365 is a Web-based email client available only to the subscriber of the office365. Office 365 lets you share contacts and calendars and edit documents and mailboxes in real-time through collaborative tools. 

What are the benefits of Outlook?

  1. Outlook is user-friendly and easy to navigate due to its self-explanatory navigation menu.
  2. It has a shared calendar feature that helps you keep connected, Set tasks, and Event reminders.
  3. To Quickly perform the task, it uses keyboard commands
  4. Keep emails organized
  5. Supports various devices
  6. Provides improved/best security
  7. Manage contacts

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Karly Wood

Karly Wood, a Wellington-based journalist, excels in covering Apple and tech trends. With a diverse background in public safety, government, and education reporting, her insights bridge multiple disciplines, offering readers a well-rounded perspective on today's technological advancements. Contact Her Team:- jaysukh.pharma@gmail.com [OR] admin@howtoisolve.com

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