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11 Advantages of Using the Outlook App Rather than Apple Mail

Jaden Ambrose
By Jaden Ambrose | Sep 28, 2023 9:21:55 AM


In today’s digitally connected world, email remains an essential tool for communication, both in our personal lives and in business. Choosing the right email application can significantly impact your productivity, organization, and overall email experience.

Microsoft Outlook stands out as the superior choice for those who desire top-tier email management tools. Outlook has a user-friendly interface coupled with many advanced features that elevate your email experience. With customizable swipe gestures, a powerful search function, seamless file attachments integrated with popular cloud storage services, and efficient email organization options, Outlook is the ideal choice for personal and professional use. Its cross-platform compatibility ensures a consistent experience across various devices, and its security options, including the control for Office 365 administrators to disallow non-Outlook email clients, make it a secure and reliable choice for businesses.

While Apple Mail is the default email app for Apple devices, it caters more to the casual user. It excels in its simplicity and seamless integration with other Apple devices and applications. However, for those seeking a robust email app that can handle the demands of a busy professional life, it falls short in comparison to the features of Outlook.

Now, we’ll discuss the 11 advantages that set the Outlook App apart as the ultimate email management tool.

Effortless Email Triage

Outlook simplifies email management, particularly on mobile devices. Focus on essential messages and deal with the rest when you're at your desk.

One of the standout advantages of using the Outlook app is its ability to simplify email management, especially on mobile devices. It allows you to prioritize your email flow efficiently, enabling you to focus on essential messages while leaving the less critical ones for later. This approach ensures that you stay on top of your communication, even when you're on the move, making it a valuable asset for professionals juggling multiple tasks and responsibilities in today's fast-paced world.

Swipe for Quick Actions

Outlook's custom swipe gestures provide a streamlined email experience. You can tailor these gestures to match your preferences, simplifying routine tasks. Whether it's a swipe to delete, archive, flag/unflag, mark as read/unread, move to folders, schedule, or read and archive, Outlook allows you to choose. This level of customization is particularly helpful for those who want to stay organized and prioritize their inbox efficiently, especially when it comes to flagging and managing important tasks. With these gestures, Outlook ensures that managing your emails is not just efficient but also personalized to your workflow.

Powerful Search Functionality

Outlook's search capabilities have continually improved since 2017 and simplify the process of finding specific emails and files in your collection. Outlook's search not only locates what you need but also suggests relevant contacts and displays recent files for quick reference. Whether you're searching for an important message from months ago or trying to locate a critical document, Outlook's robust search function makes it efficient and frustration-free.

Seamless Availability Sharing

Outlook's calendar management function is a great tool for professionals on the go. When it comes to responding to meeting requests, Outlook simplifies the process. You can quickly send your availability to others, allowing them to see when you're free or busy, streamlining the scheduling process. Additionally, Outlook enables you to effortlessly convert emails into calendar invites, turning discussions and plans into meetings with ease.

Multi-Calendar Support

When it comes to managing multiple calendars, Outlook is a great tool for professionals with intricate scheduling needs. With Outlook, you can access and view not only your own calendar but also those of your direct reports, shared resources like conference rooms, and any coworker who decides to share their schedule with you. This feature simplifies the coordination of meetings, events, and appointments, allowing you to stay organized and ensure that your team is on the same page.

Simple File Attachments

Outlook streamlines the process of attaching files to emails, making it straightforward and efficient. Whether you need to send important documents, presentations, or spreadsheets, Outlook ensures that the task is simple. What sets it apart is its seamless integration with various cloud-based storage services such as Dropbox, Google Drive, Box, OneDrive, and OneDrive for Business. This means you can easily attach files from these platforms without the need to download and re-upload them, saving you time and ensuring that your email attachments are always up to date.

Integrated Communication

Outlook takes communication and collaboration to the next level with its seamless integration of Skype and Teams. When scheduling meetings and sending calendar invites, you can include meeting links for Skype or Teams directly within your calendar events. This integration streamlines communication efforts, ensuring that participants can easily join virtual meetings without the need for additional setup or external links.

Enhanced Email Organization

Outlook's email organization features set it apart as a powerful tool for managing your inbox effectively. It offers efficient ways to categorize and manage emails to ensure that you can prioritize and follow up on important tasks. Whether it's flagging messages for follow-up, categorizing emails into folders, or setting up rules for automated organization, Outlook provides an array of tools to keep your inbox neat and orderly. This level of organization is valuable for professionals who receive a high volume of emails daily and need to stay on top of critical communications. With Outlook's enhanced email organization capabilities, you can reduce clutter and focus your attention on what truly matters, boosting your productivity and efficiency.

Focused Inbox

Outlook's Focused Inbox feature automatically sorts important emails into a designated folder, ensuring that your primary inbox remains streamlined and free from distractions. By doing so, it helps you stay organized and prioritize your critical communications. Whether you're juggling work-related emails, personal messages, or newsletters, the Focused Inbox feature tailors your email view to highlight what truly matters, allowing you to manage your time and attention more efficiently. Outlook's Focused Inbox allows you to maintain a clear and organized email workspace, ultimately enhancing productivity and reducing the stress associated with email overload.

Cross-Platform Compatibility

Outlook ensures a consistent and seamless email experience across various devices and platforms. Whether you're using a Windows PC, a Mac, an Android smartphone, or an iOS tablet, Outlook offers a unified and user-friendly interface that remains consistent. This means that your emails, calendars, and contacts are always synchronized, no matter where you access them. This is a great tool for professionals on the go, allowing you to stay connected and organized regardless of your device preferences.

Increased Security Options

Outlook goes the extra mile in strengthening your email security, especially for businesses using Office 365. Office 365 administrators have the option to disallow email access from non-Outlook email clients. This added layer of security is valuable in preventing potential security breaches and serves as a strong defense against malicious email apps and unauthorized access. It's a proactive measure that reinforces the protection of sensitive company information and safeguards against potential threats, making Outlook a great choice for businesses and organizations prioritizing email security.

In a world where efficient communication is vital, your choice of email application can significantly impact your daily life. With Outlook’s intuitive features, seamless integration, powerful search capabilities, and robust security options, Outlook caters to a wide range of needs, from the busy professional to the casual user. While Apple Mail serves its purpose for Apple device users seeking simplicity, it falls short in comparison to the feature-rich Outlook.

For those in search of a top-tier email management solution, Outlook is the superior choice that can revolutionize the way you manage your email, boost your productivity, and keep you organized in today's fast-paced digital landscape.

Contact us to discover how Lloyd can elevate your IT capabilities, implementing cutting-edge solutions, and empower your business for success.


Read next: Enhancing Your Cybersecurity with EDR: A Step Beyond Antivirus


Topics: Security, Community, Office 365, Microsoft, Consulting, Collaboration, SharePoint, Digital Transformation, Business Continuity, IT Strategy, Business Success, Tech Tips

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