Businesses largely rely on emails for both internal and external communications, which have official nature. Despite a variety of modern communication options, emails continue to maintain exclusivity as a formal communication channel. There are several email service providers for businesses, with the most popular ones being Zoho Mail and Gmail. Which one should you choose for your business – Zoho or Gmail? This blog explores it.
Caught between Zoho mail vs Gmail for your business? Seek our expert help to make an informed decision.
What is Zoho Mail Used For?
Zoho Mail is a popular email service that is used by businesses for their internal and external communication. It offers a secure email infrastructure with the additional capability of smooth integration with numerous Zoho solutions. Using Zoho business email, companies can ensure that they have a safe, confidential, and comprehensive communication channel for all of their official purposes.
Features Of Zoho Business Email Service
All-in-one Email Suite:
Zoho Business Email acts as an all-in-one email suite with advanced tools and features for managing multiple purposes and needs like task management, communication and team collaboration.
Easy Migration Tools:
If you are currently using any other email service, switching to Zoho comes quite handy with its user-friendly and easy-to-use migration tools. Whether it is contacts, emails or calendars, you can move them easily to Zoho using these tools.
Zoho Streams:
Zoho Streams is an advanced feature within Zoho Email that allows you to avoid emails getting cluttered over time. It simplifies email management through tagging, commenting or sharing with ease.
Email Sharing:
When you need other team members to see a specific email or thread, you don’t have to forward it to them. Instead, using Zoho’s advanced email sharing option, you can select the recipients who should see the message and make it accessible to them easily.
eDiscovery and Email Retention:
Zoho Mail’s eDiscovery and retention features let you store important messages based on their relevance or priority for quick auditing and easy retrieval and help ensure no messages go unnoticed or undiscoverable.
Unified eWidget Panel:
eWidget is a sophisticated feature that allows you to access other Zoho apps or third-party apps from within Zoho Email without having to open or access them separately. It fulfills an additional layer of convenience.
Centralized Control Panel:
The centralized control panel within Zoho Mail empowers businesses to manage everything – from email configuration to domain settings to user accounts and access privileges from a single place – avoiding complicated processes.
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Zoho Mail Vs Gmail: Major Differences
Zoho Mail | Gmail | |
Reading View Customization | In Zoho Mail, you can customize how an email should appear when you open it for reading in four ways - vertically, horizontally, in a new window or in a new tab. | Gmail allows you to customize the reading view in three different styles - without splitting the inbox from the reading pane, splitting and showing the reading pane either on the left or right of the inbox. |
How Conversations Appear | Zoho Mail lets you display conversations within your email in chronological order, with the most recent ones appearing at the top of an email thread. You can enable this feature for the entire emails or specifically for individual emails. | In Gmail, there is no option to change the default conversation view, which is the recent emails appearing at the end of an email thread. |
How to manage attachments? | Zoho Mail comes with an attachment viewing pane where you can view all attachments. If you want to view the attachments in bigger sizes, you can open and view them separately on the browser. | Gmail offers thumbnails for every attachment within the email. Click on it, and you can view it. |
Undoing sent messages | In Zoho Mail, you can customize undo-send messages by specifying the duration you want this feature to remain doable. Once this has been configured, whenever you send, the undo send message option will remain active for the duration you set it to be doable. | Although Gmail lets you undo send messages, the duration is very limited - 30 seconds. It means as soon as you send a message by mistake, you should undo it or else it, is going to be treated as sent forever. |
Options for replying, forwarding and printing emails | There are straightforward options for both replying to and forwarding emails which come below every email conversation. To print an email, you can click on the more option at the top of the email and select Print from the dropdown. | In Gmail, you can reply to or forward emails by clicking on the buttons below the email conversation. You can print the entire email thread by clicking on the print icon at the top of the email or specific conversation by choosing print from the more options represented by the three dots above the specific message. |
Use of email templates | Zoho Mail offers great flexibility and convenience with email templates. You can create multiple email templates and use them whenever needed for sending quick emails either by using them as they are or with edits as you choose. | Gmail offers Standard email templates which you can use to simplify the process of drafting new emails every time. |
Spelling corrections | On your Zoho small business email account, you can draft error-free messages as it comes with a sophisticated correction feature. Besides spell checking, it supports a custom dictionary where you enter new words for future use, get grammar corrections etc. | Like Zoho free business email, Gmail also supports spell check, which prompts correct spelling when you misspell a word while composing emails. |
Integrated features | Zoho Mail comes with a left pane known as the 'app switcher' or left pane which allows you to access many of the integrated Zoho features such as bookmarks, contacts, tasks, calendars and notes. | Gmail lets you access additional Google features that might be helpful for you while using email through its App Launcher, which can be seen at the top right corner on the left of the Google Account icon. |
Options for filtering or searching emails | Both Zoho free email and premium email offer advanced search filters to help you locate specific emails easily. You can filter messages or any other items within the email app like notes, tasks or events, based on multiple search criteria. | To locate specific emails within Gmail, you can use the search mail bar at the top and type the keywords. Gmail also allows refined searches through search operators. |
Handling of larger-sized attachments | Zoho Mail supports larger attachments up to 1 GB. When you add these attachments, Zoho business email creates links for them and places them on your email, making the handling of the attachments much easier. | With Gmail, direct sending of larger-sized attachments is not possible as it supports only up to 25 MB files. For files exceeding this size, you need to upload them into Google Drive, get their links and share them with your recipients |
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Conclusion
Both Zoho Mail and Gmail offer amazing features for corporate needs. However, based on our comparisons and analysis of business requirements among small and medium enterprises, we have found Zoho mail free business email to have an edge over Gmail in multiple aspects. The former wins in terms of customization options, integration and customer support and scalability. Need help with Zoho Mail implementation? Contact Techtron today.