Outlook or Gmail – a strategic decision
Email remains one of the most important tools in the corporate world. But opinions differ when it comes to choosing the right email client. While some rely on Microsoft Outlook as the established standard, others swear by Gmail and the strength of the Google ecosystem. At first glance, both solutions appear similar: sending emails, managing calendars, organizing contacts. But under the hood, there are significant differences that can be crucial for everyday life in your company.
The pros and cons of Outlook
Outlook has been an integral part of the business world for decades. Companies that already work in the Microsoft 365 world benefit most from its deep integration. Outlook is more than just an email program—it is a complete organizational tool.
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The pros and cons of Gmail
Gmail started out as a simple webmail service and has evolved into a fully-fledged business solution with Google Workspace. Its strength lies in the clarity of its interface and the familiar powerful Google search.
Its close integration with other Workspace tools—Docs, Sheets, Drive, and Meet—is particularly valuable. Documents can be easily shared and edited together in real time, and video conferences can be started directly from your inbox.
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Artificial Intelligence – the new factor
The integration of artificial intelligence is changing the way we deal with emails and digital workplaces.
With Copilot, Microsoft has introduced an AI that is directly integrated into Outlook, Teams, and Office programs. It can be used to summarize long email threads in a few key points, automatically suggest replies, and schedule appointments directly from an email. The close connection to other Microsoft 365 services is particularly powerful: tasks are automatically added to Planner, meetings are prepared in Teams, and documents can be edited directly in Word or Excel.
Google is pursuing a similar approach with Duet AI. Here, the focus is on cloud-based collaboration: emails can not only be drafted or translated, but also optimized in terms of content. In addition, the connection to Docs, Sheets, and Meet is very close – Duet AI creates presentations from email content or summarizes meeting minutes, for example.
Integration with ERP systems—flexibility is key
Email and calendar integration is a central component of many companies' ERP systems. Whether SAP, Odoo, or other solutions – smooth interfaces save time and ensure that communication and business processes go hand in hand. There is no clear favorite between Outlook and Gmail; rather, the choice depends on the ERP provider and the company's own IT orientation.
With SAP, the connection to Microsoft solutions is particularly strong. This is due to the close partnership between SAP and Microsoft, which has existed for years. Official add-ins and connectors make it possible to transfer emails and appointments directly from Outlook to SAP. This proximity is particularly advantageous in large organizations where SAP is frequently used and Microsoft infrastructures are already standard.
Odoo, on the other hand, tends to take a more open approach, as it does in general. As an official Google partner, it offers particularly streamlined integration with Gmail and Google Workspace, for example for synchronizing emails and calendars. At the same time, there are also interfaces and connectors to Outlook and Microsoft 365, allowing companies to work in both worlds.
The choice therefore depends less on the ERP system itself and more on the existing system landscape and your own preferences.
Security and Administration
Both providers are investing more and more in security. Two-factor authentication, phishing protection, and comprehensive compliance tools are now standard features. However, there are differences in administration:
Outlook with Microsoft 365 offers very granular control options and is ideal for companies with high regulatory requirements, such as in the financial or healthcare industries. In addition, companies can decide whether to use Microsoft's cloud services or to operate their mailboxes or email server in their own hosting environment – which creates additional flexibility in terms of data protection and compliance.
Gmail with Google Workspace focuses on simple, centralized administration, which is particularly attractive for smaller IT teams. However, hosting here is exclusively cloud-based; there is no alternative to operating in your own environment.
The question is therefore not whether the systems are secure, but what kind of control you need.
Our Conclusion
Outlook or Gmail? Both solutions have their strengths. Those who already use Microsoft tools such as Teams or SharePoint intensively will get the most value out of Outlook. Companies that want to work in a cloud-based, agile, and collaborative manner will find Gmail to be a suitable solution. And in some cases, a hybrid strategy is also conceivable in order to combine the advantages of both worlds.
As a certified Microsoft and Google partner, we can help you make this decision. We provide independent advice, help you choose the right solution, and support you with secure implementation, whether you choose Outlook with Microsoft 365 or Gmail with Google Workspace. So that your email communication not only works, but also actively advances your business.
