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Switching to Gmail from Microsoft Outlook

Differences between Gmail and Outlook

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Now that you've switched from Microsoft® Outlook® to Google Workspace, learn how to use Gmail as your new mail program.

What you need:
"" 10 minutes
Account Google Account

Get Gmail: Web (, or iOS


In Outlook... In Gmail...
View messages and their replies by default as individual entries in your Inbox Group messages and their replies by default in conversation threads so you see multiple related messages in one view
Spell check automatically while composing Check spelling after composing
Attach and forward multiple messages Forward all or select messages in a conversation thread
Delete messages, typically to save space Archive messages to declutter your inbox
Sort messages by sender, date, or size Find messages by sender, date, topic, and more using Gmail
Organize messages in folders Tag messages with labels
Assign color categories to messages Color-code your labels
Flag important messages Star or add markers to important messages
Manage incoming email with rules Manage incoming email with filters
Flag messages for follow-up Add messages to your tasks list or a Follow Up label
Get desktop mail notifications via Desktop Alerts Enable desktop notifications in Chrome
Share a mailbox Delegate your mailbox to individuals or use Google Groups to share more broadly

Table of contents

Section 1: Access Gmail

1.1 Get Gmail on your devices
1.2 (Optional) Add multiple Google accounts
1.3 Create a browser bookmark
1.4 Add a Gmail desktop shortcut

Section 2: Make Gmail look like Outlook

2.1 (Optional) List messages separately
2.2 Add a reading pane
2.3 View your Google Calendar in your inbox
2.4 Create task lists
2.5 Add a signature
2.6 Use and change keyboard shortcuts

Section 3: Send email

3.1 Compose a new email
3.2 Format text and add images or attachments
3.3 Use spell check
3.4 Send and undo send

Section 4: Reply to email

4.1 Reply to, forward, and print email
4.2 Change recipients and subjects
4.3 Save attachments

Section 5: Organize email

5.1 Archive or delete
5.2 Sort and filter vs. Search
5.3 Folders with color categories vs. Labels with colors
5.4 Flags vs. Stars and importance markers
5.5 Rules vs. Filters

Section 6: Collaborate in Gmail

6.1 Start or join video meetings
6.2 Use Google Chat in Gmail
6.3 Vacation notifications
6.4 Desktop notifications
6.5 Mail delegation
6.6 Shared mailbox

Section 7: Get Gmail productivity tips

7.1 Read and respond to email offline
7.2 Snooze email
7.3 Remember to follow up
7.4 Email templates
7.5 Priority inbox

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