How a Collaboration Suite Like Gmail Trumps Standalone Email Clients Like Outlook

by Denise Hazime on April 23, 2015

Email for Business

There is a huge difference between using a collaboration suite, such as Google Apps for Work, and a standalone email program like Outlook. A collaboration suite brings email out of the dark ages of being siloed in its own program and integrates it with all the other software services your business uses every day. Using Gmail rather than a standalone email program also allows you to access your email across all devices, not just on one device or computer.

Why We Still Use Standalone Email Programs – Old Habits Die Hard

It’s 1999. To set up your email, you have entered your POP3 server information into Outlook, Eudora or another email client. You screamingly connect to the Internet on your modem and wham – 15 minutes later you have all of your new emails for the day. If you have a laptop and you’re traveling, you say a prayer to the tech gods that nobody uses your computer while you are out of the office so it doesn’t poll your email. Thankfully, it’s 2015 and we don’t have to work this way anymore.

There is a false sense of security in using a standalone email client – some people think that if the email is only stored on one machine, and not in the cloud, it is more secure. This is simply not the case – if a hacker wanted to get into your email, they would get at it from the server side, not from your individual machine. Plus, if something happens to your computer and you haven’t chosen to keep emails on the server, all of your old emails will be gone. Gmail is much more secure than the old-fashioned way of handling email; Google protects your data on the server side with multiple security protocols, and you can add in 2-step authentication if you really want to lock it down.

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Make Your Email Work with Everything Else

In the modern-day workplace, Gmail is a dashboard for launching a number of applications. You can integrate third-party applications like Salesforce with your Gmail so that customer data is automatically added to Salesforce, along with a record of your customer communications with a particular client. You can send meeting invites directly from your Google Calendar with Gmail, and even start a video call with co-workers. A standalone email client just doesn’t give you the depth of versatility that Gmail does.

Seamless Integration with Third-Party Applications

While Outlook can correspond with software services like Salesforce through the use of plugins, multiple items need to be set up at the individual user level to make use of these plugins. With Gmail, one installation by your email service provider and you’re using Gmail with Salesforce in real time – no syncing, making sure the proper boxes are checked, or anything else associated with plugin use. We’ll let the process speak for itself – here’s how to integrate Outlook with Salesforce. Now, to calm you down, have a look at how to integrate it with Gmail. Simple, and much less to worry about at the user level. It’s like this with almost any third-party application.

Native Collaboration Features in Gmail Are Bolt-Ons in Outlook


To really work effectively with each other, users in any organization need to be connected to their colleagues. If you’re on the Outlook ecosystem, you can install Microsoft Lync to get presence, video conferencing, and all the collaboration features that you’re looking for – at a significant cost. Or you can just use Gmail as part of the Google Apps for Work suite, which already comes with all of these features.

From a bottom line perspective, you just pay per user for the license for Google Apps for Work and this gives you access to everything Google has to offer – Vault, Docs, Drive, Gmail, Hangouts and more. All at an enterprise-class security level. Or you can pay for multiple licenses for Microsoft Lync and Office – and have much more setup work for your IT department in the process.

Gmail Works for All Sizes of Business

Gmail is very simple to administer. If you have a small business, it’s easy to add and delete users. If your business is a larger organization that has compliance or legal concerns, Gmail has built-in features to ensure that emails are sent and received in compliance with HIPPA, stored in Google Vault for easy retention for e-discovery, and much more.

In short, you can continue to get bolt-ons in the form of plugins for Outlook to scale your standalone email client up to something resembling a collaboration suite, or you can just get the whole thing right in the first place with Google Apps for Work for less of a spend. Gmail is ready for anything your business wants to do with it, without intensive syncing, installation of plugins, or minute user-level tasks. It just gets the job done and gets your team collaborating quickly and efficiently.

Start a Google G Suite Trial

With your Google G Suite account, you’ll have access to email, video conferences, online storage, and other business tools. With UpCurve Cloud you get personalized and prompt service from a Google certified sales engineer, during your 2 week trial at no additional cost.

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