From Features to Security: A 2024 Guide to Choosing Between Gmail and Zoho Mail
What is Zoho Mail?
Features of Zoho Mail
Streams: This feature simplifies internal communication by allowing you to post updates, tag team members, assign tasks, and plan events all from a single platform.
Email Sharing: Facilitates collaboration on email content by enabling you to tag and share emails with your contacts directly through Zoho Mail.
Email Retention and eDiscovery: Ensures the safe storage of all organizational emails, providing an easy way to locate specific messages as needed with its eDiscovery capability.
eWidget: Through the eWidget panel, you can connect Zoho Mail with other Zoho apps and numerous third-party services, allowing immediate integration of your preferred applications directly from your inbox.
Control Panel: The extensive Control Panel grants administrators within your organization the authority to effectively manage email accounts and user settings.
Introduction to Gmail: Gmail is a prominent email service, providing users with 15 GB of storage for their emails and functionalities to easily search for and locate specific emails. Furthermore, Gmail introduces an organizational system that clusters related emails into cohesive conversational threads.
Gmail’s Key Features:
- Options for labelling and sorting emails
- A dedicated mobile application
- The ability to schedule emails
- Function to recall sent emails
- Capability to set up automation rules
Comparing Zoho Mail with Gmail: For current Gmail users, it might be worth considering a switch to Zoho Mail to discover its unique advantages. By comparing the two, one can gain insight into the distinct features and benefits that a new email account with Zoho Mail might offer.
1. Email Viewing Options
Zoho Mail’s Conversation View: Arrange your email threads in Zoho Mail as conversations with the latest emails are displayed at the top, in reverse chronological order. This setting can be adjusted for each email individually.
Gmail’s Conversation Mode: Gmail organizes your emails into conversations, placing the most recent messages at the bottom.
Opening Emails in Zoho Mail: Choose to open emails in various layouts, such as vertically, horizontally, in a new tab, or window.
Gmail’s Reading Pane: Adjust the reading pane in Gmail via settings to view emails with no split to the right or left of the inbox.
Managing Email Attachments: Zoho Mail includes an Attachment Viewer to see all email attachments directly in your mailbox, allowing for browser-based viewing. Gmail displays attachments as thumbnails at the top of emails.
2. Email Sending Features
Actions in Zoho Mail: Zoho Mail supports sending, forwarding, and printing emails and the ability to reply and publish emails.
Gmail’s Email Actions: Gmail enables email sending, receiving, replying, forwarding, and printing.
Undo Send Feature: Zoho Mail and Gmail offer an “Undo Send” option, which is customizable in the settings to allow a grace period after sending an email.
Email Templates: Create, edit, and save email templates in Zoho Mail for repetitive use, while Gmail also supports standard email templates.
3. Integrated Applications
Zoho Mail’s Built-in Apps: Access pre-installed applications like calendar, tasks, contacts, notes, and more directly from Zoho Mail’s dashboard.
Gmail’s Add-ons: Utilize Calendar, Keep, and Tasks from Gmail’s interface for integrated productivity.
4. Searching and Filters
Zoho Mail’s Advanced Search: Utilize powerful search filters in Zoho Mail to effortlessly locate emails, tasks, events, and notes.
Gmail’s Search Capabilities: Find emails in Gmail using the search bar and advanced search operators for precise filtering.
5. Email Composition
Large Attachments in Zoho Mail: Send attachments up to 1 GB with Zoho Mail, converted into links within emails.
Gmail’s Attachment Limit: Gmail caps attachments at 25 MB, directing users to Google Drive for larger files.
Spell Check and Grammar: Zoho Mail features spell check and custom dictionary additions, while Gmail offers spell check and auto-correction post-composition.
Out of Office Replies: Set automated responses in both Zoho Mail and Gmail for times you’re unavailable, excluding automated emails in Zoho Mail.
6. Storage Options
Zoho Mail Storage Plans: Zoho Mail’s free account includes 5 GB of personal storage, with options to upgrade to 10 GB or 50 GB through paid plans.
Gmail’s Shared Storage: Gmail allocates 15 GB of free storage per user, shared across Google Drive and Google Photos.
Pricing Comparison Between Zoho Mail and Gmail
Both are not entirely free when evaluating the cost of Gmail versus Zoho Mail, yet they don’t rank among the top-tier paid email services. The key factors in deciding are the specific functionalities required and the need for a custom domain email address.
Gmail provides a plan that remains free indefinitely for those content using an @gmail.com email address and managing within a 15 GB storage limit. Google One extends this capacity for individuals needing additional storage, with prices beginning at $18.83 annually for 100 GB. For business users desiring email addresses with a custom domain, the starting price is $8 per user monthly.
Similarly, Zoho Mail has a lifelong free plan with a 5 GB storage limitation. Unlike Gmail, Zoho allows users to use its free plan with a business domain, given that one already has one. Should there be a requirement to include more users, expand storage, or acquire extra features, charges apply. Zoho’s pricing for its paid plans starts at $1.20 per user monthly, and a plan comparable to Gmail’s offerings is priced at $1.57 per user monthly.
Which Email Service is Right for You?
Zoho Mail and Gmail are two widely used email platforms that offer comparable features. However, there are specific scenarios in which Zoho Mail outshines Gmail, while Gmail is more advantageous in other situations. Both email services provide robust features with unique strengths and benefits.
Regarding business usage, Zoho Mail often provides more advantages than Gmail. However, choosing between the two platforms ultimately depends on your needs and preferences. Take some time to assess what matters most for your workflow and communication to decide which email service suits your requirements best. Are you interested in exploring Zoho Mail?
To elevate your email communication strategy to its fullest potential, consider reaching out to xponential Digital, an esteemed Zoho Certified Partner. Our team is committed to unlocking the power of Zoho Mail for your business, ensuring seamless, efficient, and secure email interactions. Let us help you transform your email communications into a powerful tool for success.
