A decade ago, the on-premise version of Microsoft Outlook was the longstanding benchmark email client for most businesses as the Windows PC dominated the marketplace .  However, with the advent and massive growth of smartphone platforms (like iOS and Android), mobile email client use has surpassed desktop and even webmail clients.  Since their iPhones and Galaxy S3s follow them everywhere they go, most users are often dealing with their email on a bus or a coffee shop just like they do in the office.  As a result, being efficient with email and having access to it anywhere has never been more important.  This is where cloud email comes in and is changing the IT landscape.  These days, Google’s Gmail email app now serves almost half a billion users.  Taking into account the popularity of Gmail,  Microsoft is playing catch up with their rebranded entry into the cloud email market, Outlook.com (i.e. a replacement for Hotmail).  Here are 5 reasons why Gmail makes life after Outlook seem pretty bright:

  1. Archiving archive – In Outlook, you have to delete email to make space.  In Gmail, you just archive it (store it for safe keeping) as you have 25 GB worth of space to start -this is years and years worth of email for most users.  In Outlook, once your mail file (.pst) gets too big, you need to compress it and store it offline. In Gmail, all you is archive an email to remove it from your inbox and it’s easily retrieved via search years from now.
  2. Labelling label – In Outlook, you folder and subfolder and sub-subfolder.  If you want an email filed in more than one folder then you need to copy it.  In Gmail, just label for the basics and use search for the rest.  Color-code your labels and even apply more than one label to an email.
  3. Search search – In Outlook, search is basic.  In Gmail, you are able to leverage the power of the world’s search leader.  For more information, refer to Gmail Search – 5 Reasons Why You’ll Never Folder Again
  4. Google Drive integration drive – In Outlook, users are well trained in the paperclip and attach all their documents to an email message.  Attach too much and your email will likely get bounced.  Attach a file of a blacklisted filetype and it’s likely to get rejected.  In Gmail, your documents are safely stored in the cloud and you send links to documents within emails instead of ginormous file attachments.  The likelihood of your email getting through to the recipient is much higher and you will have communicated better with the recipient by referencing the links within the body of the email instead of a giant file of file attachments.
  5. Mobile mobile – I saved the best reason for last given the rise in mobile use and the fact that this trend is going to continue.  There’s no Outlook for iOS or Android so you’re stuck using the iOS or Android native email apps.  If you’re not using an Exchange or IMAP account, then your email is not even in sync between your smartphone and your desktop.  With the Gmail app for Android and iOS (iPhone/iPad) you get all the rich functionality described above on your smartphone and there’s no translation involved.  Since your email resides in the cloud, it’s always in sync with all your devices.   For more information, refer to  New V2.0 Gmail App for iPhone/iPad – Time to Switch?


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Perpetual West is a Google Apps Consultant and Google Apps Authorized Reseller.   

Call us at 1 (877) 388-6400 to discuss how we can help your company get the most out of Google Apps for Business.


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