I recently replaced Gmail web with Notion Mail on the desktop. However, since Notion Mail isn’t available on Android and iOS, many of you have asked me about my preferred email app on my Pixel 8.
I tried dozens of Gmail alternatives on Android, and I finally settled on Microsoft’s solution to manage my ever-growing inbox.
This isn’t a casual swap. It’s a calculated decision due to several factors. Let’s go over the key reasons why Outlook for Android has become my superior alternative.
5
Outlook is better at organizing emails
One of the game-changers for me with Outlook has been the Focused Inbox. Gmail has its Primary tab, but in my experience, it never quite lived up to the hype, often letting promotional emails or newsletters sneak through.
Outlook’s Focused Inbox is a different beast entirely. It intelligently separates your incoming mail into two tabs: Focused and Other.
The Focused tab is where my important emails land – messages from people I frequently interact with, direct communications, and anything Outlook’s AI deems critical.
The Other tab is for everything else – newsletters, social media notifications, promotional offers, and more that directly don’t concern me.
Granted, the Focused tab was a hit-and-miss for me a few months ago. But Microsoft seems to have improved it with better algorithms, and now it works as expected.
It’s like having a personal assistant who has already sorted my email before I even get to it.
4
The built-in calendar is a productivity booster
Ever since Microsoft acquired Sunrise Calendar, the company has been working hard to improve its calendar offering in Outlook. This isn’t just a basic appointment tracker but a powerful and integrated tool that simplifies my scheduling and event management.
I can access all the essential views I need: a clear daily view to see my immediate commitments, a weekly view to plan my upcoming days, and a broad monthly view to get an overview of my entire schedule.
All the relevant details, like meeting locations, attendees, and reminders, are easily accessible and editable within the app.
It’s a shame that Microsoft retired the TV and sports calendar in Outlook for all platforms. I can no longer track my favorite team’s schedule. I’m hoping to see the feature coming back in the future update.
3
Outlook works well with major cloud service providers
Outlook seamlessly connects with services like Google Drive, OneDrive, and Dropbox, and makes file management an absolute breeze. This is a huge win for me because my files are scattered across different cloud platforms.
What I love most is how I can access these files directly within the Outlook app. You can go to the Files tab, and connect all the cloud providers.
This means that if I’m about to send an email and suddenly remember I need to attach a document I saved on Dropbox, I don’t have to leave Outlook, open my Dropbox app, find the file, download it, then go back to Outlook and attach it.
Instead, I tap the attachment icon, select Dropbox from the list of cloud services, and attach it.
Even better, I don’t need to download third-party apps for these cloud services to check my files.
2
I prefer Outlook’s theming engine
This point might be personal, but the visual appeal of an app matters to me, and this is where Outlook’s theming engine beats Gmail’s approach, even with Google’s Material You support. Gmail’s UI is subtle, sometimes even bland.
Outlook offers a more direct and vibrant way to personalize the app’s look and feel. I can dive into the settings and pick a theme that truly pops. For instance, during Pride month, I loved being able to apply a vivid Pride theme.
Outlook also allows for wallpaper-based themes that change the app’s accent color as well as apply an eye-catching picture at the top of my inbox.
1
Outlook excels at small details
While Gmail is a capable email app, it misses out on several basics. For instance, when I’m drafting a new email, Outlook provides a robust text editor that feels more comprehensive than what I got with Gmail.
Another handy feature, thanks to that deep calendar integration I mentioned earlier, is the ability to share my availability directly within an email.
I can tap the calendar icon, and Outlook shows me my calendar and lets me select a specific time block for a meeting.
Unlike Gmail, there is an option to lock an app with biometrics as well.
Finally free from Gmail
So, there you have it. The decision to uninstall Gmail in favor of Microsoft Outlook turned out to be a game-changer in my workflow.
From its superior interface and integrated calendar to its robust search capabilities and better handling of multiple accounts, Outlook has proven to be a more efficient experience for me.
If you are tired of the growing limitations of Gmail or are curious about what else is out there, I encourage you to give Outlook for Android a try. However, if you are looking for an open source Gmail alternative, check out Thunderbird.
