Safest business e-mail tool? Google Apps for Business Gmail vs. Microsoft Outlook 2010

Real Estate Broker/Owner with Phoenix Property Shoppe AZ Broker BR030809000

Safest business e-mail tool? Google Apps for Business Gmail vs. Microsoft Outlook 2010

The battle has begun, and these two competitors are fierce.

Google Apps for Business's Gmail vs. Microsoft Outlook 2010

Google Apps for Business Gmail vs. Microsoft Outlook 2010

I want to find an e-mail tool that is, first & foremost, secure and safe for my business. Running a business, I need to know that my e-mails are as protected and safeguarded as possible. I know every e-mail host has its flaws – none are perfect – but which is better?

I’ve been using the free version of Gmail, and it’s been great so far. Everything is labeled & organized, and I always get excited to use the calendar feature because it’s so EASY to use and coordinate with the rest of the team. But, is this the best & more secure e-mail tool for my business?


Gmail Pros

  • I already know how to use Gmail (for the most part).
  • Security: Gmail recently switched to https which encrypts your mail as it travels between your web browser and Google’s servers. Using https helps protect data from being snooped by third parties, such as in public wifi hotspots. Gmail will still always encrypt the login page to protect your password.
  • Google Apps for Business offers more storage with 25GB of space.
  • Tons of applications to use - Google Docs, Gmail for business, Google Calendar, Google Groups, Google Video, Google Wave, Google Sites.
  • Can use and log in to Gmail from anywhere.
  • Cost: $50/user/year
  • Can create a domain-branded e-mail address (more professional).
  • Google securely hosts and streams your videos, so employees don't need to share videos over email, or burden IT with a complex on-site video solution.
  • Create a website for your company on Google; no coding or HTML required. 


Gmail Cons

  • Secure enough?
  • Should I be putting EVERYTHING business related in the hands of Google? And online?
  • Could my Gmail be easily hacked? There are some horror stories out there about how some small businesses have had their Gmail hacked in to, therefore giving easy access to all the business's private & confidential information. Just how SECURE is Google Apps for Business's Gmail?


  • Outlook Social Connector (OSC): While checking e-mail, you can view an aggregated collection of information about the sender, right to your Inbox. The OSC shows the recent messages you've exchanged with that person.

    Outlook Pros

  • Social networking tool: you will be updated with everyone's activities such as changes to their personal status, websites they tag, profile updates to their MySite, documents. (Much like Facebook, Twitter, LinkedIn)
  • Who replied to who? Outlook figures that out.
  • Non-webhosted e-mail management.
  • Can sync multiple email accounts from services such as (Hotmail, Gmail) or just about any other provider to Outlook 2010.
  • Condense, categorize and ignore lengthy email exchanges with a single click using Conversation View
  • Users can set the program to ignore emails from specific people, though the program doesn't delete them.
  • Able to eliminate inbox clutter by cleaning out duplicate emails, usually sent as part of a group conversation.


Outlook Cons

  • Cost: $150 (Approx.)
  • Non-webhosted e-mail management.
  • Some have reported problems syncing their e-mail hosts/accounts to Outlook. 
  • Not as many tools as Google Apps for businesses.
  • Outlook focuses a little TOO much on the social networking aspect.
  • Need to make sure your computer meets the requirements for the program.

Here's where I would love your help.

What e-mail tool are you using for your business? Do you know any horror stories from others who have used Gmail? Success stories? How about Microsoft Outlook 2010?

Anything you could tell me would be great! I have a deadline, too, and I have to make this decision by the end of the week...Aaah!


Posted by
Phoenix Property Shoppe  



Anna "Banana" Kruchten
Designated Broker & Owner

Phoenix Homes For Sale


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Cynthia Larsen
Safe Haven Realty - Cotati, CA
Independent Broker Serving Sonoma County, CA

Anna Banana - I use MS Outlook and sync it to my Treo phone. Outdated, yes, but it works for me. I haven't had any problems with Outlook.

I had to come back to update my comment. I use godaddy for e-mail, MS Outlook for my contacts. All synced and/or accessible from my Treo.

Aug 03, 2010 09:46 AM #1
Mike Jaquish
Realty Arts - Cary, NC
919-880-2769 Cary, NC, Real Estate

I'm going to watch this thread, Anna.

I have Outlook 2007 on MS Hosted Exchange for WebMail and consider it quite buggy, but that may be my provider's plug in.

Not a Google fan, and not wanting to give them more dominion.

And I am looking for a solution, neither GOOG or Outlook, but will read what folks have to say.

Aug 03, 2010 09:47 AM #2
Anna Banana Kruchten CRB, CRS, Broker
Phoenix Property Shoppe - Phoenix, AZ
Arizona's Top Banana of Real Estate!

Cynthia - I've got both of those as well.  I'm looking for the best solution for all of us to be in 'the cloud' and keep info protected.  Hmmmmmmmm

Mike - I wasn't wanting to go to the gogel thing as well but it sure has it's benefits. 


What ARE you all using for your Data Base - other than Top Producer?

Aug 03, 2010 09:53 AM #3
. 4Terra Land Brokers .. 828-776-0779 Asheville NC
What's Most Important to YOU? Call(828)-776-0779

Hi Anna~

I use Outlook. I've been doing that for a Dinosaur's Age and have not had one problem....

Aug 03, 2010 09:56 AM #4
Wanda Kubat-Nerdin - Wanda Can!
Prado Real Estate South - St. George, UT
So Utah Residential, Referral & Relocation REALTOR

Hmmmm...I use Gmail and I've been happy with it Anna. I will come back to see what others use and their experiences. You should get some great feedback!

Aug 03, 2010 10:00 AM #5
Liz Loadholt
Liz Loadholt- AgentOwned Realty- Covering SC - Mount Pleasant, SC
Realtor--Broker-in-charge - Trainer--Relocation Director Covering SC

Anna --- I am truly a Google person -- I tell people that I have been googlized ---our company does everything on Google -- you can filter your emails with Google just like on Outlook --- you can forward gmail to other accounts --- love it, love it.

Aug 03, 2010 10:32 AM #6
Teral McDowell
Referral Patners LLC - Murphy, TX

HI Anna, I use both resources. I am a MS OFFICE fan from the beginning and I am awaiting to receive 2010. Gmail is great for cloud computing but not for long term storage. Outlook saves your emails as data files and you can back them up easily or archive them in multiple places for safe keeping. When I am out and about I read my emails online but when I need to store them, hello Outlook.

Aug 03, 2010 01:02 PM #7
Anna Banana Kruchten CRB, CRS, Broker
Phoenix Property Shoppe - Phoenix, AZ
Arizona's Top Banana of Real Estate!

janeanne -I use outlook at well - it's just harder to used when I'm not at the office base I have to shift to webmail.  That's why gmail seems to work better for that.

Wanda - I hope so!  I need to pull this together fast and this is the place with those in the know!!

Liz - I just emailed you!

Teral - that has been my concern, backup and safekeeping with gmail.  It's easy with outlook but how do you use it when you're out and about?  I have to go to webmail  and it's kind of crazy going back and forth.

Aug 03, 2010 01:18 PM #8
Mike Jaquish
Realty Arts - Cary, NC
919-880-2769 Cary, NC, Real Estate


Here is one Outlook Webmail opportunity:

It is cheap and appealing, and easy to set up.  I use the service, MS Hosted Exchange and Outlook 2007, with a GoDaddy competitor, and have had quite a few problems.  That vendor also tells me that they will have Outlook 2010 shortly.

It is much better than manually filing and filtering email on a couple of machines, but is not accurate or robust if you keep a LOT of emails, and I keep all client emails, which can be 300-400 through the course of agency and contract to closing.

The vendor has to offer their plug in to make your Outlook download work, and maybe the plug in is the problem, but speaking with a couple of other vendors somewhat confirms that Outlook has foibles.

Issues:  Limitations on the number of rules and filters is a known issue, and I receive no notification of deactivated rules that are discontinued if I go over the limit.  So, emails just stop going into some folders.  Also, poor syncing, where emails I have filed or deleted are on my home or office desktop after I leave the other location, and I have to manually file or delete again.  This should not happen.

I am actually researching email programs to put on a hosted server.  It just shouldn't be this hard, and I am bucking the Google bandwagon trend.

I might try the GoDaddy service for a year, but don't have faith that Outlook on MS Hosted Exchange is a good solution.

Aug 03, 2010 04:48 PM #9
Pamela Seley
West Coast Realty Division - Murrieta, CA
Residential Real Estate Agent serving SW RivCo CA

Anna, I think Outlook is more difficult to use.  I like Google.  Never had my email hacked into but I change my password frequently.  Google docs, profile and buzz are neat features too.  I haven't used up all the free storage yet, but if I had to purchase more, seems like a fair price.  I say go google. 

Aug 03, 2010 06:33 PM #10
Rebecca Gaujot, Realtor®
Perry Wellington Realty, Adam Conrad, Broker - Lewisburg, WV
Lewisburg WV, the go to agent for all real estate

Anna, I use google and love it.  Will keep watch and see what others have to say on this subject.

Aug 04, 2010 12:46 AM #11
Chanda Barrick
Keller Williams Indy Metro Northeast - Indianapolis, IN
in referral

Anna, I don't think it's so much Outlook that would provide you with added security...You would have to go with Exchange. You could then use Outlook Webmail or the thick client (Outlook)....My guess is that it would be very costly to implement that type of solution...

Aug 04, 2010 07:05 AM #12
Jan Mullins
First Credit Union - Chandler, AZ

Hi Anna,

This has come in quite handy! 

Am I going to be able to meet you at Rain Camp in Prescott on the 26th? 

Aug 04, 2010 08:29 AM #13
Teral McDowell
Referral Patners LLC - Murphy, TX

Hi Anna, I set up a pop email account on my phone same as outlook but it's not outlook. I can read/write emails while I am away or I can read/write them in Outlook. I too have the ability to read/write from the webmail account if I so choose. So I have several options for keeping up with emails.

Another thought, I read sometime back that emails would be replaced with social networks and we do see that happening.

Hope you can find the best solution for you. Oh, and I don't know if anyone mentioned but you can set your gmail account to use your domain of choice email, i.e., godaddy into gmail.

Aug 04, 2010 12:43 PM #14
Carra & Shae Riley
Brokers Guild Cherry Creek Ltd - Westminster, CO
Helping people Transition at all ages!

Anna.. what a dilema for all of us.. my concerns are your concerns.. putting all my information in cyber space.. ... I can do that in the cloud for easy access but still am holding on to a hard back up. If something did happen to the cloud storage....Cow Pies everywhere... so I still want a back up.. Teral is right about outlook and your phone e-mails.. you can have the best of both worlds. I love working on projects with Google Docs.. nothing better to collaborate... We just installed MS 2010 and love it!  Power Point is incredible!  Only $50.00 for the google for the year.. pretend we had a great lunch.. and if it doesn't work.. oh well the parts that work are great for the $50.00.  Just my thoughts.. I think you need both with a balance....where you put your collaboration docs..... is still the issue. Not much help from here.:(

Aug 05, 2010 10:01 AM #15
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