{"id":11683,"date":"2026-01-27T15:12:17","date_gmt":"2026-01-27T14:12:17","guid":{"rendered":"https:\/\/prosteit.pl\/?p=11683"},"modified":"2026-01-27T15:12:28","modified_gmt":"2026-01-27T14:12:28","slug":"gmail-or-outlook-in-the-company-comparison","status":"publish","type":"post","link":"https:\/\/prosteit.pl\/en\/gmail-or-outlook-in-the-company-comparison\/","title":{"rendered":"Gmail or Outlook \u2013 choosing corporate email in practice"},"content":{"rendered":"<div data-elementor-type=\"wp-post\" data-elementor-id=\"11683\" class=\"elementor elementor-11683\" data-elementor-post-type=\"post\">\n\t\t\t\t\t\t<section data-particle_enable=\"false\" data-particle-mobile-disabled=\"false\" class=\"elementor-section elementor-top-section elementor-element elementor-element-754a204 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"754a204\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-181fa4f\" data-id=\"181fa4f\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-2fb5057d elementor-widget elementor-widget-text-editor\" data-id=\"2fb5057d\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p data-start=\"0\" data-end=\"275\">Choosing a business email address rarely begins with a cold analysis. More often, it begins with a simple question: <em data-start=\"92\" data-end=\"121\">\u201eIs Gmail or Outlook better?\u201d<\/em> And this is where the problems begin, because behind this apparent simplicity there are hidden <strong data-start=\"195\" data-end=\"274\">two completely different approaches to work, safety and cooperation in the company<\/strong>.<\/p><p data-start=\"277\" data-end=\"662\">For some, Gmail is synonymous with speed and simplicity, while for others, Outlook is synonymous with order, control, and integration with the rest of the corporate environment. But in practice, <strong data-start=\"432\" data-end=\"466\">we do not compare two boxes<\/strong>, but the entire work ecosystem: <strong data-start=\"494\" data-end=\"580\">Google Workspace vs. Microsoft 365<\/strong>, services versus applications, labels versus processes, convenience versus predictability.<\/p><p data-start=\"664\" data-end=\"738\">This article won&#039;t be about a &quot;holy war of tools.&quot; Instead, we&#039;ll show you:<\/p><ul data-start=\"739\" data-end=\"924\"><li data-start=\"739\" data-end=\"778\"><p data-start=\"741\" data-end=\"778\">\u2022 where Gmail actually makes life easier,<\/p><\/li><li data-start=\"779\" data-end=\"816\"><p data-start=\"781\" data-end=\"816\">\u2022 where Outlook gives your company an advantage,<\/p><\/li><li data-start=\"817\" data-end=\"924\"><p data-start=\"819\" data-end=\"924\">\u2022 and <strong data-start=\"821\" data-end=\"923\">why shared mailboxes, archiving and team work rules are more important than the appearance of the interface<\/strong>.<\/p><\/li><\/ul><p data-start=\"926\" data-end=\"1204\" data-is-last-node=\"\" data-is-only-node=\"\">Choosing a corporate email solution is a long-term decision, with consequences that will be felt for years to come. Therefore, instead of promises and buzzwords, we&#039;ll focus on the facts. Below, you&#039;ll find a practical comparison of Gmail and Outlook for businesses\u2014from the perspective of daily use, security, and management.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-539218a elementor-widget elementor-widget-image\" data-id=\"539218a\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img fetchpriority=\"high\" decoding=\"async\" width=\"1536\" height=\"1024\" src=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-wybor-zdjecia.webp\" class=\"attachment-full size-full wp-image-11688\" alt=\"Gmail or Outlook: The Choice, Doors with Gmail and Outlook Logs. Piast\u00f3w IT Support\" srcset=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-wybor-zdjecia.webp 1536w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-wybor-zdjecia-300x200.webp 300w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-wybor-zdjecia-1024x683.webp 1024w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-wybor-zdjecia-768x512.webp 768w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-wybor-zdjecia-18x12.webp 18w\" sizes=\"(max-width: 1536px) 100vw, 1536px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-020273b elementor-widget-divider--view-line elementor-widget elementor-widget-divider\" data-id=\"020273b\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"divider.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t<div class=\"elementor-divider\">\n\t\t\t<span class=\"elementor-divider-separator\">\n\t\t\t\t\t\t<\/span>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<section data-particle_enable=\"false\" data-particle-mobile-disabled=\"false\" class=\"elementor-section elementor-top-section elementor-element elementor-element-f285af3 elementor-section-boxed elementor-section-height-default elementor-section-height-default\" data-id=\"f285af3\" data-element_type=\"section\" data-e-type=\"section\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-6899064\" data-id=\"6899064\" data-element_type=\"column\" data-e-type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-33719a0 elementor-widget elementor-widget-text-editor\" data-id=\"33719a0\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"gmail-vs-outlook-od-podstaw\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2 data-start=\"0\" data-end=\"78\">Gmail or Outlook from scratch \u2013 What are both solutions really like?<\/h2>\n<p data-start=\"80\" data-end=\"286\">Many companies try to decide by comparing things that aren&#039;t quite on the same level. The result? A shortcut decision, followed by months of frustration, rework, and additional costs.<\/p>\n<h3 data-start=\"288\" data-end=\"344\">Gmail and Outlook are not two identical &quot;inboxes&quot;\u201e<\/h3>\n<p data-start=\"345\" data-end=\"429\">At first glance, everything looks simple: Gmail or Outlook. In practice, however:<\/p>\n<ul data-start=\"430\" data-end=\"712\">\n<li data-start=\"430\" data-end=\"539\">\n<p data-start=\"432\" data-end=\"539\"><strong data-start=\"432\" data-end=\"441\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Gmail<\/strong> this <strong data-start=\"445\" data-end=\"472\">cloud email service<\/strong>, which is part of the package <strong data-start=\"497\" data-end=\"538\"><a href=\"https:\/\/prosteit.pl\/en\/google-workspace-vs-onedrive-comparison-for-businesses\/\">Google Workspace<\/a><\/strong>.<\/p>\n<\/li>\n<li data-start=\"540\" data-end=\"712\">\n<p data-start=\"542\" data-end=\"712\"><strong data-start=\"542\" data-end=\"553\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Outlook<\/strong> this <strong data-start=\"557\" data-end=\"588\">application (email client)<\/strong>, which most often acts as an interface to the mailbox <strong data-start=\"645\" data-end=\"711\"><a href=\"https:\/\/prosteit.pl\/en\/microsoft-exchange-implementation-benefits-problems\/\">Exchange Online<\/a> within the framework <a href=\"https:\/\/prosteit.pl\/en\/microsoft365-more-than-word-and-excel-simple-guide\/\">Microsoft 365<\/a><\/strong>.<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"714\" data-end=\"873\">It&#039;s a bit like comparing <strong data-start=\"739\" data-end=\"771\">car with a dashboard<\/strong>. One is the entire service, the other is the tool used to operate it. Therefore, a fair comparison is always:<\/p>\n<blockquote data-start=\"874\" data-end=\"976\">\n<p data-start=\"876\" data-end=\"976\"><strong data-start=\"876\" data-end=\"942\">Google Workspace (Gmail) vs Microsoft 365 (Exchange + Outlook)<\/strong><br data-start=\"942\" data-end=\"945\">and not just &quot;Gmail vs Outlook&quot;.<\/p>\n<\/blockquote>\n<h3 data-start=\"978\" data-end=\"1032\">Why is this distinction so important to the company?<\/h3>\n<p data-start=\"1033\" data-end=\"1066\">Because the decision does not only concern:<\/p>\n<ul data-start=\"1067\" data-end=\"1148\">\n<li data-start=\"1067\" data-end=\"1086\">\n<p data-start=\"1069\" data-end=\"1086\">\u2022 appearance of the box,<\/p>\n<\/li>\n<li data-start=\"1087\" data-end=\"1115\">\n<p data-start=\"1089\" data-end=\"1115\">\u2022 employee habits,<\/p>\n<\/li>\n<li data-start=\"1116\" data-end=\"1148\">\n<p data-start=\"1118\" data-end=\"1148\">\u2022 or &quot;what was before&quot;.<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"1150\" data-end=\"1168\">However, it concerns:<\/p>\n<ul data-start=\"1169\" data-end=\"1448\">\n<li data-start=\"1169\" data-end=\"1261\">\n<p data-start=\"1171\" data-end=\"1261\"><strong data-start=\"1171\" data-end=\"1195\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>team work model<\/strong> (do you work on common boxes, delegations, processes),<\/p>\n<\/li>\n<li data-start=\"1262\" data-end=\"1353\">\n<p data-start=\"1264\" data-end=\"1353\"><strong data-start=\"1264\" data-end=\"1300\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>data security and control<\/strong> (retention, archive, access after employee departure),<\/p>\n<\/li>\n<li data-start=\"1354\" data-end=\"1448\">\n<p data-start=\"1356\" data-end=\"1448\"><strong data-start=\"1356\" data-end=\"1373\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>scalability<\/strong> (what happens when the company grows, changes structure or an audit occurs).<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"1450\" data-end=\"1611\">If you don&#039;t separate this from the start, it&#039;s easy to fall into the trap of thinking:<br data-start=\"1520\" data-end=\"1523\">\u201eGmail is simpler\u201d or \u201eOutlook is more corporate\u201d \u2013 without understanding <em data-start=\"1600\" data-end=\"1610\">Why<\/em>.<\/p>\n<h3 data-start=\"1613\" data-end=\"1664\">Service vs. App \u2013 Different Philosophies of Work<\/h3>\n<p data-start=\"1665\" data-end=\"1686\">To put it simply:<\/p>\n<ul data-start=\"1687\" data-end=\"2064\">\n<li data-start=\"1687\" data-end=\"1860\">\n<p data-start=\"1689\" data-end=\"1860\"><strong data-start=\"1689\" data-end=\"1709\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Google Workspace<\/strong> focuses on simplicity, speed, and working &quot;in the browser.&quot; Email, calendar, and files are closely linked, and many things happen automatically.<\/p>\n<\/li>\n<li data-start=\"1861\" data-end=\"2064\">\n<p data-start=\"1863\" data-end=\"2064\"><strong data-start=\"1863\" data-end=\"1880\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Microsoft 365<\/strong> It emphasizes structure, roles, and processes more strongly. Outlook is the communication management center, and the mailbox is part of a larger ecosystem (calendars, tasks, Teams, SharePoint).<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"2066\" data-end=\"2164\">It&#039;s not a question of what is &quot;better&quot;, but <strong data-start=\"2109\" data-end=\"2163\">what better suits the way your company operates<\/strong>.<\/p>\n<h3 data-start=\"2166\" data-end=\"2200\">The most common mistake at this stage<\/h3>\n<p data-start=\"2201\" data-end=\"2221\">Companies very often:<\/p>\n<ul data-start=\"2222\" data-end=\"2386\">\n<li data-start=\"2222\" data-end=\"2286\">\n<p data-start=\"2224\" data-end=\"2286\">\u2022 they test Gmail and Outlook only on <strong data-start=\"2263\" data-end=\"2285\">one user<\/strong>,<\/p>\n<\/li>\n<li data-start=\"2287\" data-end=\"2323\">\n<p data-start=\"2289\" data-end=\"2323\">\u2022 they only evaluate the interface and convenience,<\/p>\n<\/li>\n<li data-start=\"2324\" data-end=\"2386\">\n<p data-start=\"2326\" data-end=\"2386\">\u2022 they ignore the topic of shared mailboxes, archives and access rules.<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"2388\" data-end=\"2418\">And then the questions arise:<\/p>\n<blockquote data-start=\"2419\" data-end=\"2613\">\n<p data-start=\"2421\" data-end=\"2613\">\u201eWhy can\u2019t we easily manage sales@?\u201d<br data-start=\"2469\" data-end=\"2472\">\u201eWhy doesn\u2019t anyone have full access to correspondence after an employee leaves?\u201d<br data-start=\"2549\" data-end=\"2552\">\u201eWhy is the archive working differently than we expected?\u201d<\/p>\n<\/blockquote>\n<p data-start=\"2615\" data-end=\"2842\" data-is-last-node=\"\" data-is-only-node=\"\">In the next chapters we will move on to <strong data-start=\"2658\" data-end=\"2699\">specific differences in everyday work<\/strong>, but this distinction \u2013 <strong data-start=\"2723\" data-end=\"2746\">service vs application<\/strong> \u2013 is the foundation of the entire comparison. Without it, any further analysis will be simply incomplete.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-452358f elementor-widget elementor-widget-image\" data-id=\"452358f\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img decoding=\"async\" width=\"1090\" height=\"758\" src=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2025\/09\/google-workspace-dla-firm-porownanie-workspace-vs-onedrive.webp\" class=\"attachment-full size-full wp-image-9834\" alt=\"Google Workspace vs Microsoft 365. IT support for businesses\" srcset=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2025\/09\/google-workspace-dla-firm-porownanie-workspace-vs-onedrive.webp 1090w, https:\/\/prosteit.pl\/wp-content\/uploads\/2025\/09\/google-workspace-dla-firm-porownanie-workspace-vs-onedrive-300x209.webp 300w, https:\/\/prosteit.pl\/wp-content\/uploads\/2025\/09\/google-workspace-dla-firm-porownanie-workspace-vs-onedrive-1024x712.webp 1024w, https:\/\/prosteit.pl\/wp-content\/uploads\/2025\/09\/google-workspace-dla-firm-porownanie-workspace-vs-onedrive-768x534.webp 768w, https:\/\/prosteit.pl\/wp-content\/uploads\/2025\/09\/google-workspace-dla-firm-porownanie-workspace-vs-onedrive-18x12.webp 18w\" sizes=\"(max-width: 1090px) 100vw, 1090px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-fe5a61f elementor-widget elementor-widget-text-editor\" data-id=\"fe5a61f\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"organizacja-skrzynki-pocztowej\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2 data-start=\"0\" data-end=\"59\">Everyday work: speed, convenience and inbox organization<\/h2><p data-start=\"61\" data-end=\"306\"><strong data-start=\"61\" data-end=\"73\">Problem:<\/strong> \u201eEverything seems to be working, but people are losing emails, can&#039;t find anything, and keep asking where it was.\u201d<br data-start=\"174\" data-end=\"177\" \/>It is the day-to-day work with the box \u2013 not security or licensing \u2013 that determines whether the team will be satisfied with the choice.<\/p><h3 data-start=\"308\" data-end=\"350\">Speed and &quot;lightness&quot; of working with the box<\/h3><p data-start=\"351\" data-end=\"408\">On a purely functional level, the differences become apparent very quickly:<\/p><ul data-start=\"409\" data-end=\"793\"><li data-start=\"409\" data-end=\"597\"><p data-start=\"411\" data-end=\"597\"><strong data-start=\"411\" data-end=\"469\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Gmail (within Google Workspace)<\/strong> It runs almost exclusively in the browser. It&#039;s fast, responsive, and resistant to slowdowns, even with a large number of messages.<\/p><\/li><li data-start=\"598\" data-end=\"793\"><p data-start=\"600\" data-end=\"793\"><strong data-start=\"600\" data-end=\"665\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span><a href=\"https:\/\/prosteit.pl\/en\/outlook-problems-and-solutions\/\">Outlook<\/a> (in the Microsoft 365 ecosystem)<\/strong> offers more options, but can be heavier \u2013 especially in the desktop version with many boxes, add-ons and extensive rules.<\/p><\/li><\/ul><p data-start=\"795\" data-end=\"974\">In practice, Gmail often wins in terms of &quot;feel of speed,&quot; while Outlook wins in terms of control. It&#039;s like comparing a lightweight city car with a larger station wagon: both will get you there, but in different styles.<\/p><h3 data-start=\"976\" data-end=\"1032\">Labels vs. Folders \u2013 Two Different Ways of Thinking<\/h3><p data-start=\"1033\" data-end=\"1099\">This is one of the key differences that affects the order in the mailbox:<\/p><ul data-start=\"1100\" data-end=\"1358\"><li data-start=\"1100\" data-end=\"1229\"><p data-start=\"1102\" data-end=\"1229\"><strong data-start=\"1102\" data-end=\"1111\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Gmail<\/strong> uses <strong data-start=\"1118\" data-end=\"1129\">labels<\/strong> \u2013 A single message can have multiple labels at once. This facilitates search and flexible organization.<\/p><\/li><li data-start=\"1230\" data-end=\"1358\"><p data-start=\"1232\" data-end=\"1358\"><strong data-start=\"1232\" data-end=\"1243\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Outlook<\/strong> is based on <strong data-start=\"1258\" data-end=\"1271\">folders<\/strong> \u2013 Email &quot;stacks&quot; in one place. The structure is more hierarchical and predictable.<\/p><\/li><\/ul><p data-start=\"1360\" data-end=\"1380\">For teams that:<\/p><ul data-start=\"1381\" data-end=\"1495\"><li data-start=\"1381\" data-end=\"1398\"><p data-start=\"1383\" data-end=\"1398\">\u2022 they work quickly,<\/p><\/li><li data-start=\"1399\" data-end=\"1428\"><p data-start=\"1401\" data-end=\"1428\">\u2022 they rarely archive manually,<\/p><\/li><li data-start=\"1429\" data-end=\"1495\"><p data-start=\"1431\" data-end=\"1495\">\u2022 rely mainly on the search engine<\/p><\/li><\/ul><p data-start=\"1431\" data-end=\"1495\">labels are sometimes <b>more convenient<\/b>.<\/p><p data-start=\"1497\" data-end=\"1513\">For companies that:<\/p><ul data-start=\"1514\" data-end=\"1652\"><li data-start=\"1514\" data-end=\"1538\"><p data-start=\"1516\" data-end=\"1538\">\u2022 have established processes,<\/p><\/li><li data-start=\"1539\" data-end=\"1573\"><p data-start=\"1541\" data-end=\"1573\">\u2022 they work on shared boxes,<\/p><\/li><li data-start=\"1574\" data-end=\"1652\"><p data-start=\"1576\" data-end=\"1652\">\u2022 they want to clearly see &quot;what is where&quot;\u201e<\/p><\/li><\/ul><p data-start=\"1576\" data-end=\"1652\">folders give a greater sense of <b>control<\/b>.<\/p><h3 data-start=\"1654\" data-end=\"1691\">Searching and finding emails<\/h3><p data-start=\"1692\" data-end=\"1717\">Here the differences are clear:<\/p><ul data-start=\"1718\" data-end=\"1962\"><li data-start=\"1718\" data-end=\"1850\"><p data-start=\"1720\" data-end=\"1850\">\u2022 Gmail is famous for <strong data-start=\"1735\" data-end=\"1769\">a very effective search engine<\/strong>, which often &quot;knows what you&#039;re looking for,&quot; even if you only remember a fragment of the content.<\/p><\/li><li data-start=\"1851\" data-end=\"1962\"><p data-start=\"1853\" data-end=\"1962\">\u2022 Outlook also offers advanced filters, but requires more discipline in organizing folders and topics.<\/p><\/li><\/ul><p data-start=\"1964\" data-end=\"2160\">In companies where the mailbox serves as a &quot;knowledge archive,&quot; search engines are truly valuable. If employees can&#039;t quickly find old correspondence, they&#039;re wasting time\u2014regardless of the tool.<\/p><h3 data-start=\"2162\" data-end=\"2198\">Rules, automation and order<\/h3><p data-start=\"2199\" data-end=\"2261\">Both solutions offer rules and filters, but with a different philosophy:<\/p><ul data-start=\"2262\" data-end=\"2460\"><li data-start=\"2262\" data-end=\"2333\"><p data-start=\"2264\" data-end=\"2333\"><strong data-start=\"2264\" data-end=\"2273\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Gmail<\/strong> simplifies rules and encourages automatic labeling.<\/p><\/li><li data-start=\"2334\" data-end=\"2460\"><p data-start=\"2336\" data-end=\"2460\"><strong data-start=\"2336\" data-end=\"2347\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Outlook<\/strong> allows you to build more complex scenarios (moving, categorizing, flags, integration with tasks).<\/p><\/li><\/ul><p data-start=\"2462\" data-end=\"2630\">Outlook tends to be more &quot;office-oriented&quot;\u2014good for situations where email is part of the process. Gmail is more effective where email is a quick communication tool rather than a formal workflow.<\/p><h3 data-start=\"2632\" data-end=\"2676\">Working on multiple boxes and devices<\/h3><p data-start=\"2677\" data-end=\"2722\">In everyday use, details are also important:<\/p><ul data-start=\"2723\" data-end=\"2966\"><li data-start=\"2723\" data-end=\"2812\"><p data-start=\"2725\" data-end=\"2812\">\u2022 Gmail handles multiple accounts very well in one browser and on one phone.<\/p><\/li><li data-start=\"2813\" data-end=\"2966\"><p data-start=\"2815\" data-end=\"2966\">\u2022 Outlook works better with\u00a0<strong data-start=\"2838\" data-end=\"2869\">many boxes at the same time<\/strong> (e.g. private, company, shared) in one view \u2013 which is important in offices and service departments.<\/p><\/li><\/ul><p data-start=\"2968\" data-end=\"3046\">It&#039;s a little thing that can save or take a lot of time over the course of a week.<\/p><h3 data-start=\"3048\" data-end=\"3073\">Application at this stage<\/h3><p data-start=\"3074\" data-end=\"3103\">At the level of everyday work:<\/p><ul data-start=\"3104\" data-end=\"3230\"><li data-start=\"3104\" data-end=\"3161\"><p data-start=\"3106\" data-end=\"3161\"><strong data-start=\"3106\" data-end=\"3115\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Gmail<\/strong> wins in simplicity, speed and search.<\/p><\/li><li data-start=\"3162\" data-end=\"3230\"><p data-start=\"3164\" data-end=\"3230\"><strong data-start=\"3164\" data-end=\"3175\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Outlook<\/strong> gives you more control, order and expandability.<\/p><\/li><\/ul><p data-start=\"3232\" data-end=\"3516\" data-is-last-node=\"\" data-is-only-node=\"\">And this is where many companies make a mistake: they choose a tool for <strong data-start=\"3293\" data-end=\"3329\">single-user comfort<\/strong>, instead of under <strong data-start=\"3343\" data-end=\"3367\">the team&#039;s way of working<\/strong>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5d567ea elementor-widget elementor-widget-text-editor\" data-id=\"5d567ea\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"wspolne-skrzynki-i-praca-zespolowa-na-mailach\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2 data-start=\"0\" data-end=\"73\">Shared mailboxes and teamwork on emails \u2013 a critical choice point<\/h2><p data-start=\"150\" data-end=\"385\"><strong data-start=\"150\" data-end=\"162\">Problem:<\/strong> \u201e&quot;We have sales@ and invoices@, but no one really knows who should reply, who has already replied and where the correspondence history is.&quot; It is in the shared mailboxes of the company <strong data-start=\"332\" data-end=\"384\">they either organize communication or generate chaos<\/strong>.<\/p><h3 data-start=\"387\" data-end=\"441\">A shared mailbox is a process, not just an email address<\/h3><p data-start=\"442\" data-end=\"508\">In a company, a shared mailbox isn&#039;t for &quot;reading emails.&quot; It&#039;s for:<\/p><ul data-start=\"509\" data-end=\"619\"><li data-start=\"509\" data-end=\"528\"><p data-start=\"511\" data-end=\"528\">\u2022 customer service,<\/p><\/li><li data-start=\"529\" data-end=\"578\"><p data-start=\"531\" data-end=\"578\">\u2022 continuity of communication during employee turnover,<\/p><\/li><li data-start=\"579\" data-end=\"619\"><p data-start=\"581\" data-end=\"619\">\u2022 control of responsibility and deadlines.<\/p><\/li><\/ul><p data-start=\"621\" data-end=\"736\">If the tool doesn&#039;t easily support this, the team starts creating workarounds. And workarounds always cost time.<\/p><h3 data-start=\"738\" data-end=\"777\">How Microsoft 365 approaches this<\/h3><p data-start=\"778\" data-end=\"868\">IN <strong data-start=\"780\" data-end=\"821\">Microsoft 365<\/strong> shared boxes are the solution <strong data-start=\"855\" data-end=\"867\">native<\/strong>:<\/p><ul data-start=\"869\" data-end=\"1023\"><li data-start=\"869\" data-end=\"915\"><p data-start=\"871\" data-end=\"915\">\u2022 several people can work on one box,<\/p><\/li><li data-start=\"916\" data-end=\"971\"><p data-start=\"918\" data-end=\"971\">\u2022 shipping &quot;as&quot; or &quot;on behalf of&quot; works predictably,<\/p><\/li><li data-start=\"972\" data-end=\"1023\"><p data-start=\"974\" data-end=\"1023\">\u2022 access can be granted and revoked without losing history.<\/p><\/li><\/ul><p data-start=\"1025\" data-end=\"1152\">The business effect is simple:<br data-start=\"1053\" data-end=\"1056\" \/><strong data-start=\"1056\" data-end=\"1111\">the email is not assigned to a person, but to a process<\/strong>. And this makes scaling the team much easier.<\/p><h3 data-start=\"1154\" data-end=\"1191\">What does it look like in Google Workspace?<\/h3><p data-start=\"1192\" data-end=\"1283\">IN <strong data-start=\"1194\" data-end=\"1235\">Google Workspace<\/strong> the topic of shared boxes is realized differently:<\/p><ul data-start=\"1284\" data-end=\"1399\"><li data-start=\"1284\" data-end=\"1346\"><p data-start=\"1286\" data-end=\"1346\">\u2022 through groups, shared access or hybrid solutions,<\/p><\/li><li data-start=\"1347\" data-end=\"1399\"><p data-start=\"1349\" data-end=\"1399\">\u2022 more flexible, but also less clear.<\/p><\/li><\/ul><p data-start=\"1401\" data-end=\"1566\">For smaller teams, this can be sufficient. However, larger teams often face challenges:<br data-start=\"1495\" data-end=\"1498\" \/><strong data-start=\"1498\" data-end=\"1565\">lack of clear information about who is responsible and what has already been done<\/strong>.<\/p><h3 data-start=\"1568\" data-end=\"1607\">Where companies fail most often<\/h3><p data-start=\"1608\" data-end=\"1659\">Regardless of the platform, failure looks similar:<\/p><ul data-start=\"1660\" data-end=\"1796\"><li data-start=\"1660\" data-end=\"1709\"><p data-start=\"1662\" data-end=\"1709\">\u2022 one mailbox logged in on several computers,<\/p><\/li><li data-start=\"1710\" data-end=\"1749\"><p data-start=\"1712\" data-end=\"1749\">\u2022 no response and archiving rules,<\/p><\/li><li data-start=\"1750\" data-end=\"1796\"><p data-start=\"1752\" data-end=\"1796\">\u2022 private folders instead of shared order.<\/p><\/li><\/ul><p data-start=\"1798\" data-end=\"1885\">This isn&#039;t a technology issue. It&#039;s a result of the tool we choose. <strong data-start=\"1857\" data-end=\"1884\">without thinking about the process<\/strong>.<\/p><h3 data-start=\"1887\" data-end=\"1907\">Key takeaway<\/h3><p data-start=\"1908\" data-end=\"1923\">If in a company:<\/p><ul data-start=\"1924\" data-end=\"2058\"><li data-start=\"1924\" data-end=\"1969\"><p data-start=\"1926\" data-end=\"1969\">\u2022 there are addresses like sales@, office@, invoices@,<\/p><\/li><li data-start=\"1970\" data-end=\"2016\"><p data-start=\"1972\" data-end=\"2016\">\u2022 several people work on one correspondence,<\/p><\/li><li data-start=\"2017\" data-end=\"2058\"><p data-start=\"2019\" data-end=\"2058\">\u2022 continuity and responsibility are important,<\/p><\/li><\/ul><p data-start=\"2060\" data-end=\"2334\" data-is-last-node=\"\" data-is-only-node=\"\">this <strong data-start=\"2063\" data-end=\"2148\">the way shared mailboxes are handled should be one of the main selection criteria<\/strong>, not an addition &quot;to deal with later&quot;.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-3b74423 elementor-widget elementor-widget-image\" data-id=\"3b74423\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img decoding=\"async\" width=\"1536\" height=\"1024\" src=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-poradnik-dla-firm-prosteit.webp\" class=\"attachment-full size-full wp-image-11685\" alt=\"\" srcset=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-poradnik-dla-firm-prosteit.webp 1536w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-poradnik-dla-firm-prosteit-300x200.webp 300w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-poradnik-dla-firm-prosteit-1024x683.webp 1024w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-poradnik-dla-firm-prosteit-768x512.webp 768w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/gmail-czy-outlook-poradnik-dla-firm-prosteit-18x12.webp 18w\" sizes=\"(max-width: 1536px) 100vw, 1536px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-53f4e72 elementor-widget elementor-widget-text-editor\" data-id=\"53f4e72\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"bezpieczenstwo-i-zgodnosc-m365-i-gmail\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2 data-start=\"0\" data-end=\"93\">Security and Compliance: Retention, Archiving, Auditing \u2013 Questions That Come After an Incident<\/h2><p data-start=\"95\" data-end=\"354\">As long as everything is working, email security is &quot;in the background.&quot; It&#039;s only when someone deletes an email, leaves the company, or a security audit occurs that the anxious questions begin: <em data-start=\"281\" data-end=\"354\">Can it be recovered, who had access and what do we actually have in the archive?<\/em><\/p><h3 data-start=\"356\" data-end=\"409\">Retention \u2013 what happens to emails over time<\/h3><p data-start=\"410\" data-end=\"449\">Retention is a set of rules that define:<\/p><ul data-start=\"450\" data-end=\"563\"><li data-start=\"450\" data-end=\"490\"><p data-start=\"452\" data-end=\"490\">\u2022 how long messages are stored,<\/p><\/li><li data-start=\"491\" data-end=\"520\"><p data-start=\"493\" data-end=\"520\">\u2022 when they go to the archive,<\/p><\/li><li data-start=\"521\" data-end=\"563\"><p data-start=\"523\" data-end=\"563\">\u2022 whether and when they can be permanently deleted.<\/p><\/li><\/ul><p data-start=\"565\" data-end=\"773\">IN <strong data-start=\"567\" data-end=\"608\"><a href=\"https:\/\/prosteit.pl\/en\/is-microsoft-365-safe-simple-comparison\/\">Microsoft 365<\/a><\/strong> Retention is highly formalized and assigned to the entire organization or user groups. This is a &quot;top-down&quot; approach \u2013 good where consistency and control are important.<\/p><p data-start=\"775\" data-end=\"972\">IN <strong data-start=\"777\" data-end=\"818\">Google Workspace<\/strong> Retention mechanisms are easier to understand, but require conscious configuration. Without it, the user often has more influence over what disappears from the inbox.<\/p><p data-start=\"974\" data-end=\"1102\">The conclusion is simple: <strong data-start=\"995\" data-end=\"1032\">retention doesn&#039;t work by itself<\/strong>. It must always be driven by a business decision, not by default.<\/p><h3 data-start=\"1104\" data-end=\"1139\">Archive \u2013 not a backup, not a trash can<\/h3><p data-start=\"1140\" data-end=\"1222\">A company email archive isn&#039;t just about &quot;organizing your inbox.&quot; Its purpose is to:<\/p><ul data-start=\"1223\" data-end=\"1353\"><li data-start=\"1223\" data-end=\"1268\"><p data-start=\"1225\" data-end=\"1268\">\u2022 securing historical correspondence,<\/p><\/li><li data-start=\"1269\" data-end=\"1309\"><p data-start=\"1271\" data-end=\"1309\">\u2022 protection against accidental deletion,<\/p><\/li><li data-start=\"1310\" data-end=\"1353\"><p data-start=\"1312\" data-end=\"1353\">\u2022 retention of data after an employee leaves.<\/p><\/li><\/ul><p data-start=\"1355\" data-end=\"1534\">Microsoft and Google approach this differently, but the goal is the same. The key question is:<br data-start=\"1446\" data-end=\"1449\" \/><strong data-start=\"1449\" data-end=\"1499\">whether the archive works independently of the user<\/strong>, or still depends on his actions.<\/p><p data-start=\"1536\" data-end=\"1620\">For a company, the difference is huge \u2013 especially in the event of disputes, complaints or audits.<\/p><h3 data-start=\"1622\" data-end=\"1697\">Audit and eDiscovery \u2013 a topic that no one wants but everyone needs<\/h3><p data-start=\"1698\" data-end=\"1734\">An audit means the ability to check:<\/p><ul data-start=\"1735\" data-end=\"1839\"><li data-start=\"1735\" data-end=\"1765\"><p data-start=\"1737\" data-end=\"1765\">\u2022 who had access to the mailbox,<\/p><\/li><li data-start=\"1766\" data-end=\"1796\"><p data-start=\"1768\" data-end=\"1796\">\u2022 when and what was removed,<\/p><\/li><li data-start=\"1797\" data-end=\"1839\"><p data-start=\"1799\" data-end=\"1839\">\u2022 what was the full history of correspondence.<\/p><\/li><\/ul><p data-start=\"1841\" data-end=\"1927\">Both Microsoft 365 and Google Workspace offer tools for such analyses, but:<\/p><ul data-start=\"1928\" data-end=\"2059\"><li data-start=\"1928\" data-end=\"1961\"><p data-start=\"1930\" data-end=\"1961\">\u2022 require appropriate licenses,<\/p><\/li><li data-start=\"1962\" data-end=\"2009\"><p data-start=\"1964\" data-end=\"2009\">\u2022 must be correctly configured in advance,<\/p><\/li><li data-start=\"2010\" data-end=\"2059\"><p data-start=\"2012\" data-end=\"2059\">\u2022 they do not work &quot;backwards&quot; if they were not enabled.<\/p><\/li><\/ul><p data-start=\"2061\" data-end=\"2144\">This is why questions about auditing arise <strong data-start=\"2102\" data-end=\"2126\">always after the incident<\/strong>, not in front of him.<\/p><h3 data-start=\"2146\" data-end=\"2171\">The most common mistake companies make<\/h3><p data-start=\"2172\" data-end=\"2199\">Companies often assume that:<\/p><ul data-start=\"2200\" data-end=\"2317\"><li data-start=\"2200\" data-end=\"2237\"><p data-start=\"2202\" data-end=\"2237\">\u2022 &quot;the cloud stores everything itself&quot;,<\/p><\/li><li data-start=\"2238\" data-end=\"2274\"><p data-start=\"2240\" data-end=\"2274\">\u2022 &quot;if something disappears, it will come back&quot;,<\/p><\/li><li data-start=\"2275\" data-end=\"2317\"><p data-start=\"2277\" data-end=\"2317\">\u2022 &quot;if there is a problem, IT will come up with something.&quot;.<\/p><\/li><\/ul><p data-start=\"2319\" data-end=\"2477\">In practice, the lack of clear retention and archiving rules means that <strong data-start=\"2385\" data-end=\"2422\">the tool stops protecting the company<\/strong>, and begins to protect only the current user convenience.<\/p><h3 data-start=\"2479\" data-end=\"2490\">Application<\/h3><p data-start=\"2491\" data-end=\"2572\">Corporate email security is more than just anti-spam and passwords.<br data-start=\"2552\" data-end=\"2555\" \/>These are decisions about:<\/p><ul data-start=\"2573\" data-end=\"2687\"><li data-start=\"2573\" data-end=\"2608\"><p data-start=\"2575\" data-end=\"2608\"><strong data-start=\"2575\" data-end=\"2607\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>how long do you keep data<\/strong>,<\/p><\/li><li data-start=\"2609\" data-end=\"2637\"><p data-start=\"2611\" data-end=\"2637\"><strong data-start=\"2611\" data-end=\"2636\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>who has access to them<\/strong>,<\/p><\/li><li data-start=\"2638\" data-end=\"2687\"><p data-start=\"2640\" data-end=\"2687\"><strong data-start=\"2640\" data-end=\"2686\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>can you recreate and document them?<\/strong>.<\/p><\/li><\/ul><div>If your company is concerned about retention, archiving or auditing <strong data-start=\"58\" data-end=\"96\">it was never consciously arranged<\/strong>, it&#039;s a good time to check it out. We can help translate your business requirements into specific settings in your company email \u2013 so your data is protected. <strong data-start=\"253\" data-end=\"281\">before a problem occurs<\/strong>, and not only after it.<\/div>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-6ce41e9 elementor-widget elementor-widget-text-editor\" data-id=\"6ce41e9\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"koszty-i-licencje\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2 data-start=\"0\" data-end=\"63\">Costs and licenses: what does it look like in practice?<\/h2>\n<p data-start=\"65\" data-end=\"231\">The topic of costs is often reduced to a general statement: &quot;Google is cheaper&quot; or &quot;Microsoft is more expensive,&quot; but without specifics and business context, this doesn&#039;t mean much.<\/p>\n<p data-start=\"233\" data-end=\"440\">Corporate email in a business environment means <strong data-start=\"280\" data-end=\"310\">subscriptions per user<\/strong>, and the price depends on the plan and features. Both platforms have similar price points, but differ in the range of tools and level of protection. The licensing option is also worth mentioning \u2013 you can purchase a monthly license or a yearly one (paid in advance), with annual licensing costing several to a dozen zlotys less per month.&nbsp;&nbsp;<\/p>\n<h3 data-start=\"442\" data-end=\"480\">Google Workspace \u2013 Basic Pricing<\/h3>\n<p data-start=\"482\" data-end=\"556\">In Google Workspace, you pay per user depending on the chosen plan (the prices given are indicative and should not be taken for granted, the current price list can be found on the official website&nbsp;<a href=\"https:\/\/workspace.google.com\/pricing?hl=pl\" target=\"_blank\" rel=\"noopener\">manufacturer&#039;s website<\/a> \u2013 prices vary depending on the form of licensing):<\/p>\n<ul data-start=\"557\" data-end=\"1132\">\n<li data-start=\"557\" data-end=\"714\">\n<p data-start=\"559\" data-end=\"714\"><strong data-start=\"559\" data-end=\"593\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Business Starter ~ approx. \u20ac7\/month.<\/strong> \u2013 basic business email with Gmail, 30 GB of space and collaboration tools.<\/p>\n<\/li>\n<li data-start=\"715\" data-end=\"874\">\n<p data-start=\"717\" data-end=\"874\"><strong data-start=\"717\" data-end=\"753\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Business Standard ~ approx. \u20ac14\/month.<\/strong> \u2013 more space (2 TB in the cloud) plus additional teamwork tools.<\/p>\n<\/li>\n<li data-start=\"875\" data-end=\"1017\">\n<p data-start=\"877\" data-end=\"1017\"><strong data-start=\"877\" data-end=\"912\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Business Plus ~ approx. \u20ac23\/month.<\/strong> \u2013 advanced security tools and greater IT capabilities.<\/p>\n<\/li>\n<li data-start=\"1018\" data-end=\"1132\">\n<p data-start=\"1020\" data-end=\"1132\"><strong data-start=\"1020\" data-end=\"1034\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Enterprise<\/strong> \u2013 prices agreed individually for larger organizations.<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"1134\" data-end=\"1239\">This is a \u201eclear and linear\u201d approach: the more features and greater security, the higher the price threshold.<\/p>\n<h3 data-start=\"1241\" data-end=\"1279\">Microsoft 365 \u2013 License Structure<\/h3>\n<p data-start=\"1281\" data-end=\"1375\">Microsoft 365 also has subscription models per user (the prices given are indicative and should not be taken for granted, the current price list can be found on the official website <a href=\"https:\/\/www.microsoft.com\/pl-pl\/microsoft-365\/business\/microsoft-365-plans-and-pricing#tabs-pill-bar-oc4455-new_tab0\" target=\"_blank\" rel=\"noopener\">manufacturer&#039;s website<\/a> \u2013 prices vary depending on the form of licensing.) For companies, the most common are:<\/p>\n<ul data-start=\"1376\" data-end=\"1795\">\n<li data-start=\"1376\" data-end=\"1505\">\n<p data-start=\"1378\" data-end=\"1505\"><strong data-start=\"1378\" data-end=\"1410\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Business Basic ~ approx. 6-7 \u20ac\/month.<\/strong> \u2013 Exchange webmail with Teams and 1 TB OneDrive.<\/p>\n<\/li>\n<li data-start=\"1506\" data-end=\"1661\">\n<p data-start=\"1508\" data-end=\"1661\"><strong data-start=\"1508\" data-end=\"1547\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Business Standard ~ approx. \u20ac14\/month.<\/strong> \u2013 additionally full Office applications (Word, Excel, PowerPoint) for your computer.<\/p>\n<\/li>\n<li data-start=\"1662\" data-end=\"1795\">\n<p data-start=\"1664\" data-end=\"1795\"><strong data-start=\"1664\" data-end=\"1699\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Business Premium ~ approx. \u20ac24\/month.<\/strong> \u2013 advanced security and device management.<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"1797\" data-end=\"1974\">Microsoft also has more variants and security options tailored to company size, allowing you to mix licenses in one environment.&nbsp;<\/p>\n<h3 data-start=\"1976\" data-end=\"2006\">What does it look like in practice?<\/h3>\n<ul data-start=\"2008\" data-end=\"2434\">\n<li data-start=\"2008\" data-end=\"2148\">\n<p data-start=\"2010\" data-end=\"2148\">\u2022 At the lowest level, both solutions start <strong data-start=\"2063\" data-end=\"2107\">approximately \u20ac6\u20137 per month per user<\/strong>.<\/p>\n<\/li>\n<li data-start=\"2149\" data-end=\"2281\">\n<p data-start=\"2151\" data-end=\"2281\">\u2022 At the mid-level (more complete work environment) prices are <strong data-start=\"2217\" data-end=\"2240\">close: ~12\u201314 \u20ac<\/strong>.<\/p>\n<\/li>\n<li data-start=\"2282\" data-end=\"2434\">\n<p data-start=\"2284\" data-end=\"2434\">\u2022 For a &quot;full security and tools package&quot;, Microsoft is often more expensive (~ approx. \u20ac24) than Google (~ approx. \u20ac23).<\/p>\n<\/li>\n<\/ul>\n<h3 data-start=\"2436\" data-end=\"2474\">What to look at, not just the price<\/h3>\n<ul data-start=\"2476\" data-end=\"2897\">\n<li data-start=\"2476\" data-end=\"2626\">\n<p data-start=\"2478\" data-end=\"2626\"><strong data-start=\"2478\" data-end=\"2505\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Features included in the plan<\/strong> \u2013 prices themselves mean nothing without the context of what they include (e.g. security tools, amount of storage, applications).<\/p>\n<\/li>\n<li data-start=\"2627\" data-end=\"2718\">\n<p data-start=\"2629\" data-end=\"2718\"><strong data-start=\"2629\" data-end=\"2660\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Implementation and migration costs<\/strong> \u2013 often represent a greater expense than the subscription itself.<\/p>\n<\/li>\n<li data-start=\"2719\" data-end=\"2897\">\n<p data-start=\"2721\" data-end=\"2897\"><strong data-start=\"2721\" data-end=\"2762\"><span style=\"font-weight: normal;\">\u2022&nbsp;<\/span>Shared mailbox licenses<\/strong> \u2013 it is not always necessary to purchase full licenses for functional accounts (especially in Microsoft 365).<\/p>\n<\/li>\n<\/ul>\n<p data-start=\"2917\" data-end=\"3238\">Although the base prices are comparable, <strong data-start=\"2955\" data-end=\"3018\">is the range of tools and features you get for a given amount<\/strong>, determines the value for the company. A simple email plan may cost similarly, but larger teams and organizations will quickly discover differences in tools, security, and support \u2013 and this impacts real operating costs.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-5dae20f elementor-widget elementor-widget-image\" data-id=\"5dae20f\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t<figure class=\"wp-caption\">\n\t\t\t\t\t\t\t\t\t\t\t<a href=\"https:\/\/workspace.google.com\/pricing?hl=pl\" target=\"_blank\" rel=\"noopener\">\n\t\t\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"1253\" height=\"1224\" src=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/google-workspace-cennik-2026.webp\" class=\"attachment-full size-full wp-image-11686\" alt=\"Google Workspace price list 2026 simple IT - IT services for companies in Warsaw\" srcset=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/google-workspace-cennik-2026.webp 1253w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/google-workspace-cennik-2026-300x293.webp 300w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/google-workspace-cennik-2026-1024x1000.webp 1024w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/google-workspace-cennik-2026-768x750.webp 768w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/google-workspace-cennik-2026-12x12.webp 12w\" sizes=\"(max-width: 1253px) 100vw, 1253px\" \/>\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t\t\t<figcaption class=\"widget-image-caption wp-caption-text\">Source: https:\/\/workspace.google.com\/pricing?hl=pl<\/figcaption>\n\t\t\t\t\t\t\t\t\t\t<\/figure>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-79c6c86 elementor-widget elementor-widget-image\" data-id=\"79c6c86\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t<figure class=\"wp-caption\">\n\t\t\t\t\t\t\t\t\t\t\t<a href=\"https:\/\/www.microsoft.com\/pl-pl\/microsoft-365\/business\/microsoft-365-plans-and-pricing#tabs-pill-bar-oc4455-new_tab0\" target=\"_blank\" rel=\"noopener\">\n\t\t\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"1359\" height=\"1564\" src=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/microsoft-365-cennik-dla-firm-2026-prosteit.webp\" class=\"attachment-full size-full wp-image-11687\" alt=\"Microsoft 365 price list 2026 for companies, simple IT - m365 implementation in the company\" srcset=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/microsoft-365-cennik-dla-firm-2026-prosteit.webp 1359w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/microsoft-365-cennik-dla-firm-2026-prosteit-261x300.webp 261w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/microsoft-365-cennik-dla-firm-2026-prosteit-890x1024.webp 890w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/microsoft-365-cennik-dla-firm-2026-prosteit-768x884.webp 768w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/microsoft-365-cennik-dla-firm-2026-prosteit-1335x1536.webp 1335w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/microsoft-365-cennik-dla-firm-2026-prosteit-10x12.webp 10w\" sizes=\"(max-width: 1359px) 100vw, 1359px\" \/>\t\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t\t\t\t\t\t<figcaption class=\"widget-image-caption wp-caption-text\">Source: https:\/\/www.microsoft.com\/pl-pl\/microsoft-365\/business\/microsoft-365-plans-and-pricing#tabs-pill-bar-oc4455-new_tab0<\/figcaption>\n\t\t\t\t\t\t\t\t\t\t<\/figure>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-fe90054 elementor-widget elementor-widget-text-editor\" data-id=\"fe90054\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"new-outlook-vs-classic-outlook-porownanie\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2 data-start=\"0\" data-end=\"73\">New Outlook vs classic Outlook \u2013 does it even matter in the company?<\/h2><p data-start=\"75\" data-end=\"264\">Some users see the &quot;new Outlook,&quot; others stick with the classic. Some praise it, others complain. And the question arises: <em data-start=\"214\" data-end=\"264\">Is this a real business problem or just noise?<\/em><\/p><h3 data-start=\"266\" data-end=\"319\">Where did all the buzz around the new Outlook come from?<\/h3><p data-start=\"320\" data-end=\"520\"><strong data-start=\"320\" data-end=\"335\">New Outlook<\/strong> It&#039;s an attempt to unify the email experience across devices and simplify the app. It&#039;s lighter, more web-based, and more in line with Microsoft&#039;s stated direction.<\/p><p data-start=\"522\" data-end=\"732\"><strong data-start=\"522\" data-end=\"541\">Classic Outlook<\/strong> It&#039;s a mature, extensive, and very &quot;office-oriented&quot; tool. Over the years, it has become the center of work for many companies, especially where email is a part of the process, not just communication.<\/p><h3 data-start=\"734\" data-end=\"771\">What really distinguishes these two approaches?<\/h3><p data-start=\"772\" data-end=\"782\">In short:<\/p><ul data-start=\"783\" data-end=\"1003\"><li data-start=\"783\" data-end=\"910\"><p data-start=\"785\" data-end=\"910\"><strong data-start=\"785\" data-end=\"800\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>New Outlook<\/strong> focuses on simplicity and consistency, but <strong data-start=\"836\" data-end=\"882\">does not offer full functionality yet<\/strong> known from the classic version.<\/p><\/li><li data-start=\"911\" data-end=\"1003\"><p data-start=\"913\" data-end=\"1003\"><strong data-start=\"913\" data-end=\"932\"><span style=\"font-weight: normal;\">\u2022\u00a0<\/span>Classic Outlook<\/strong> provides more options, integration and control, at the cost of greater complexity.<\/p><\/li><\/ul><p data-start=\"1005\" data-end=\"1137\">For the end user, it is often a matter of habit.<br data-start=\"1063\" data-end=\"1066\" \/>For the company \u2013 <strong data-start=\"1078\" data-end=\"1136\">the issue of work stability and predictability of the tool<\/strong>.<\/p><h3 data-start=\"1139\" data-end=\"1180\">Should a company worry about this?<\/h3><p data-start=\"1181\" data-end=\"1201\">Yes, but don&#039;t panic.<\/p><p data-start=\"1203\" data-end=\"1218\">If in a company:<\/p><ul data-start=\"1219\" data-end=\"1365\"><li data-start=\"1219\" data-end=\"1277\"><p data-start=\"1221\" data-end=\"1277\">\u2022 you use simple boxes and standard functions,<\/p><\/li><li data-start=\"1278\" data-end=\"1319\"><p data-start=\"1280\" data-end=\"1319\">\u2022 the post office is not the &quot;backbone&quot; of the processes,<\/p><\/li><li data-start=\"1320\" data-end=\"1365\"><p data-start=\"1322\" data-end=\"1365\">\u2022 users work mainly in the browser,<\/p><\/li><\/ul><p data-start=\"1367\" data-end=\"1409\">this <strong data-start=\"1370\" data-end=\"1408\">new Outlook may be sufficient<\/strong>.<\/p><p data-start=\"1411\" data-end=\"1427\">However, if:<\/p><ul data-start=\"1428\" data-end=\"1586\"><li data-start=\"1428\" data-end=\"1470\"><p data-start=\"1430\" data-end=\"1470\">\u2022 you use shared boxes intensively,<\/p><\/li><li data-start=\"1471\" data-end=\"1522\"><p data-start=\"1473\" data-end=\"1522\">\u2022 you work on rules, categories, delegations,<\/p><\/li><li data-start=\"1523\" data-end=\"1586\"><p data-start=\"1525\" data-end=\"1586\">\u2022 full control over the behavior of the email client is important,<\/p><\/li><\/ul><p data-start=\"1588\" data-end=\"1647\">this <strong data-start=\"1591\" data-end=\"1646\">classic Outlook remains a safe choice<\/strong>.<\/p><h3 data-start=\"1649\" data-end=\"1674\">The most important conclusion<\/h3><p data-start=\"1675\" data-end=\"1845\">New Outlook is not &quot;worse&quot; - it is <strong data-start=\"1712\" data-end=\"1723\">junior<\/strong>.<br data-start=\"1724\" data-end=\"1727\" \/>For companies, the key thing is not, <em data-start=\"1758\" data-end=\"1784\">which version is newer<\/em>, But <strong data-start=\"1790\" data-end=\"1844\">which better supports the team&#039;s current way of working<\/strong>.<\/p><p data-start=\"1847\" data-end=\"1995\" data-is-last-node=\"\" data-is-only-node=\"\">Therefore, instead of imposing change on everyone, a more sensible approach is testing, piloting and a clear decision: <strong data-start=\"1949\" data-end=\"1994\">when change makes sense and when it doesn&#039;t yet<\/strong>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-ab69315 elementor-widget elementor-widget-image\" data-id=\"ab69315\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"image.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"800\" height=\"450\" src=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/new-outlook-vs-outlook-classic.jpg\" class=\"attachment-full size-full wp-image-11684\" alt=\"Gmail vs. Outlook: A Comparison for Businesses. IT Support for Businesses in Warsaw\" srcset=\"https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/new-outlook-vs-outlook-classic.jpg 800w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/new-outlook-vs-outlook-classic-300x169.jpg 300w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/new-outlook-vs-outlook-classic-768x432.jpg 768w, https:\/\/prosteit.pl\/wp-content\/uploads\/2026\/01\/new-outlook-vs-outlook-classic-18x10.jpg 18w\" sizes=\"(max-width: 800px) 100vw, 800px\" \/>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-267e733 elementor-widget elementor-widget-text-editor\" data-id=\"267e733\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"scenariusze-wyboru-gmail-i-outlook\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<h2 data-start=\"835\" data-end=\"909\">When to choose Gmail and when to choose Microsoft 365 with Outlook \u2013 decision-making scenarios<\/h2><p data-start=\"911\" data-end=\"1190\">Choosing between Gmail and Outlook in a company rarely comes down to user preference. In practice, it&#039;s the decision <strong data-start=\"1024\" data-end=\"1105\">the way the team works, the role of shared boxes and the level of control over data<\/strong>. Below are the two most common and clearest scenarios for each solution.<\/p><h3 data-start=\"1192\" data-end=\"1247\">When Gmail (Google Workspace) is a better choice<\/h3><p data-start=\"1249\" data-end=\"1626\"><strong data-start=\"1249\" data-end=\"1317\">Scenario 1: Smaller organization, simple communication structure<\/strong><br data-start=\"1317\" data-end=\"1320\" \/>In companies where the mail is mainly used for ongoing communication and shared mailboxes are used sporadically, <strong data-start=\"1426\" data-end=\"1467\"><span class=\"hover:entity-accent entity-underline inline cursor-pointer align-baseline\"><span class=\"whitespace-normal\">Google Workspace<\/span><\/span><\/strong> ensures rapid deployment and a low administrative threshold. Users easily adapt to the interface, and the need for advanced configuration is limited.<\/p><p data-start=\"1628\" data-end=\"1947\"><strong data-start=\"1628\" data-end=\"1694\">Scenario 2: Working with search, not structure<\/strong><br data-start=\"1694\" data-end=\"1697\" \/>If a team uses search extensively and rarely works with complex folders or rules, Gmail&#039;s label and search model can be more effective. This is especially true in project environments and dynamic teams.<\/p><h3 data-start=\"1954\" data-end=\"2002\">When Microsoft 365 with Outlook has the advantage<\/h3><p data-start=\"2004\" data-end=\"2380\"><strong data-start=\"2004\" data-end=\"2062\">Scenario 3: Intensive work on shared boxes<\/strong><br data-start=\"2062\" data-end=\"2065\" \/>If addresses such as sales@, office@, invoices@ play a key role in the company and the responsibility for correspondence must be clearly defined, <strong data-start=\"2208\" data-end=\"2249\"><span class=\"hover:entity-accent entity-underline inline cursor-pointer align-baseline\"><span class=\"whitespace-normal\">Microsoft 365<\/span><\/span><\/strong> offers a more mature and predictable work model. Shared inboxes are part of the process, not an organizational compromise.<\/p><p data-start=\"2382\" data-end=\"2718\"><strong data-start=\"2382\" data-end=\"2438\">Scenario 4: Control, Continuity, and Compliance Required<\/strong><br data-start=\"2438\" data-end=\"2441\" \/>Companies that need to consider data retention, archiving, auditing, or maintaining a complete correspondence history after an employee leaves are more likely to choose Microsoft&#039;s approach. It&#039;s an environment designed with management at the organizational level, not the individual user level.<\/p><p data-start=\"3408\" data-end=\"3644\">There is no universally \u201ebetter\u201d business email.<br data-start=\"3458\" data-end=\"3461\" \/><strong data-start=\"3461\" data-end=\"3470\">Gmail<\/strong> works better where simplicity and flexibility are important.<br data-start=\"3536\" data-end=\"3539\" \/><strong data-start=\"3539\" data-end=\"3569\">Microsoft 365 with Outlook<\/strong> \u2013 where mail is an element of processes, responsibility and control.<\/p><p data-start=\"3646\" data-end=\"3769\" data-is-last-node=\"\" data-is-only-node=\"\">In practice, the right decision is not based on a comparison of functions, but on <strong data-start=\"3711\" data-end=\"3768\">adapting the tool to the company&#039;s actual way of working<\/strong>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-078fa38 premium-table-dir-ltr elementor-widget elementor-widget-premium-tables-addon\" data-id=\"078fa38\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;premium_table_responsive&quot;:&quot;yes&quot;,&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"premium-tables-addon.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\r\n\t\t<div class=\"premium-table-wrap premium-table-responsive\">\r\n\t\t\t\r\n\t\t\t<table class=\"premium-table\" data-settings=\"{&quot;sort&quot;:false,&quot;usNumbers&quot;:false,&quot;sortMob&quot;:false,&quot;search&quot;:false,&quot;records&quot;:false,&quot;dataType&quot;:&quot;custom&quot;,&quot;csvFile&quot;:null,&quot;firstRow&quot;:null,&quot;separator&quot;:null,&quot;pagination&quot;:&quot;&quot;,&quot;rows&quot;:0}\" >\r\n\r\n\t\t\t\r\n\t\t<thead class=\"premium-table-head\">\r\n\r\n\t\t\t<tr class=\"premium-table-row\">\r\n\r\n\t\t\t\t<th class=\"premium-table-cell elementor-repeater-item-c9e71dc\"><span class=\"premium-table-text\">Area<\/span><\/th><th class=\"premium-table-cell elementor-repeater-item-3f65de2\"><span class=\"premium-table-text\">Gmail (Google Workspace)<\/span><\/th><th class=\"premium-table-cell elementor-repeater-item-4aa3d17\"><span class=\"premium-table-text\">Outlook (Microsoft 365)<\/span><\/th>\r\n\t\t\t<\/tr>\r\n\r\n\t\t<\/thead>\r\n\r\n\t\t\t\t<tbody class=\"premium-table-body\">\r\n\t\t\t\t\t\t<tr class=\"premium-table-row elementor-repeater-item-131cd39\"><td class=\"premium-table-cell elementor-repeater-item-2881fd9\"><span class=\"premium-table-text\">Solution model<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-46f0c9f\"><span class=\"premium-table-text\">Cloud email service<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-c9f2047\"><span class=\"premium-table-text\">Email client + Exchange<\/span><\/td><\/tr><tr class=\"premium-table-row elementor-repeater-item-57f5736\"><td class=\"premium-table-cell elementor-repeater-item-e4414cf\"><span class=\"premium-table-text\">Email organization<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-a85d6f8\"><span class=\"premium-table-text\">Labels, search engine<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-68bd9fb\"><span class=\"premium-table-text\">Folders, structure<\/span><\/td><\/tr><tr class=\"premium-table-row elementor-repeater-item-d703ca2\"><td class=\"premium-table-cell elementor-repeater-item-2faec3a\"><span class=\"premium-table-text\">Common boxes<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-45a0a97\"><span class=\"premium-table-text\">Accessible, but less clear<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-57f3c87\"><span class=\"premium-table-text\">Native and process<\/span><\/td><\/tr><tr class=\"premium-table-row elementor-repeater-item-8047d73\"><td class=\"premium-table-cell elementor-repeater-item-b855bd8\"><span class=\"premium-table-text\">Search<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-31c1618\"><span class=\"premium-table-text\">Very fast and intuitive<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-29859c1\"><span class=\"premium-table-text\">Effective, but dependent on order<\/span><\/td><\/tr><tr class=\"premium-table-row elementor-repeater-item-2607f1b\"><td class=\"premium-table-cell elementor-repeater-item-a9a1ce6\"><span class=\"premium-table-text\">Control and retention<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-10de706\"><span class=\"premium-table-text\">A simpler model<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-4fbb3e7\"><span class=\"premium-table-text\">Extensive, organizational<\/span><\/td><\/tr><tr class=\"premium-table-row elementor-repeater-item-9ee20f0\"><td class=\"premium-table-cell elementor-repeater-item-0795917\"><span class=\"premium-table-text\">Scaling the team<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-a49b4d7\"><span class=\"premium-table-text\">Good for smaller structures<\/span><\/td><td class=\"premium-table-cell elementor-repeater-item-75f4b22\"><span class=\"premium-table-text\">Very good for growing companies<\/span><\/td>\t\t\t<\/tr>\r\n\t\t<\/tbody>\r\n\r\n\t\t\r\n\t\t\t<\/table>\r\n\t\t<\/div>\r\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-62db9aa elementor-widget elementor-widget-heading\" data-id=\"62db9aa\" data-element_type=\"widget\" data-e-type=\"widget\" id=\"najczesciej-zadawane-pytania\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"heading.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<h2 class=\"elementor-heading-title elementor-size-default\"><span style=\"font-size: 24px\">Frequently asked questions<\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t<div data-particle_enable=\"false\" data-particle-mobile-disabled=\"false\" class=\"elementor-element elementor-element-db6d240 e-flex e-con-boxed e-con e-parent\" data-id=\"db6d240\" data-element_type=\"container\" data-e-type=\"container\" data-settings=\"{&quot;ekit_has_onepagescroll_dot&quot;:&quot;yes&quot;}\">\n\t\t\t\t\t<div class=\"e-con-inner\">\n\t\t\t\t<div class=\"elementor-element elementor-element-771bc5a elementor-widget elementor-widget-elementskit-accordion\" data-id=\"771bc5a\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"elementskit-accordion.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t<div class=\"ekit-wid-con\" >\n        <div class=\"elementskit-accordion accoedion-primary side-curve\" id=\"accordion-6a34a04b57e86\">\n\n            \n                <div class=\"elementskit-card active\">\n                    <div class=\"elementskit-card-header\" id=\"primaryHeading-0-771bc5a\">\n                        <a href=\"#collapse-0c8ca206a34a04b57e86\" class=\"ekit-accordion--toggler elementskit-btn-link collapsed\" data-ekit-toggle=\"collapse\" data-target=\"#Collapse-0c8ca206a34a04b57e86\" aria-expanded=\"true\" aria-controls=\"Collapse-0c8ca206a34a04b57e86\">\n                            \n                            <span class=\"ekit-accordion-title\">Are Gmail and Outlook comparable solutions?<\/span>\n\n                            \n                                <div class=\"ekit_accordion_icon_group\">\n                                    <div class=\"ekit_accordion_normal_icon\">\n                                        <!-- Normal Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-down-arrow1\"><\/i>                                    <\/div>\n\n                                    <div class=\"ekit_accordion_active_icon\">\n                                        <!-- Active Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-up-arrow\"><\/i>                                    <\/div>\n                                <\/div>\n\n                            \n                                                    <\/a>\n                    <\/div>\n\n                    <div id=\"Collapse-0c8ca206a34a04b57e86\" class=\"show collapse\" aria-labelledby=\"primaryHeading-0-771bc5a\" data-parent=\"#accordion-6a34a04b57e86\">\n\n                        <div class=\"elementskit-card-body ekit-accordion--content\">\n                            <p>Yes, but only if the context is correct. Gmail is part of <strong><span class=\"hover:entity-accent entity-underline inline cursor-pointer align-baseline\"><span class=\"whitespace-normal\">Google Workspace<\/span><\/span><\/strong>, which is a cloud-based email service, while Outlook is an email client that most often works with Exchange within <strong><span class=\"hover:entity-accent entity-underline inline cursor-pointer align-baseline\"><span class=\"whitespace-normal\">Microsoft 365<\/span><\/span><\/strong>. In practice, we compare entire work environments, not just &quot;boxes.&quot;.<\/p>                        <\/div>\n\n                    <\/div>\n\n                <\/div><!-- .elementskit-card END -->\n\n                \n                <div class=\"elementskit-card\">\n                    <div class=\"elementskit-card-header\" id=\"primaryHeading-1-771bc5a\">\n                        <a href=\"#collapse-9cdc47c6a34a04b57e86\" class=\"ekit-accordion--toggler elementskit-btn-link collapsed\" data-ekit-toggle=\"collapse\" data-target=\"#Collapse-9cdc47c6a34a04b57e86\" aria-expanded=\"false\" aria-controls=\"Collapse-9cdc47c6a34a04b57e86\">\n                            \n                            <span class=\"ekit-accordion-title\">Which solution is better for a small business?<\/span>\n\n                            \n                                <div class=\"ekit_accordion_icon_group\">\n                                    <div class=\"ekit_accordion_normal_icon\">\n                                        <!-- Normal Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-down-arrow1\"><\/i>                                    <\/div>\n\n                                    <div class=\"ekit_accordion_active_icon\">\n                                        <!-- Active Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-up-arrow\"><\/i>                                    <\/div>\n                                <\/div>\n\n                            \n                                                    <\/a>\n                    <\/div>\n\n                    <div id=\"Collapse-9cdc47c6a34a04b57e86\" class=\"collapse\" aria-labelledby=\"primaryHeading-1-771bc5a\" data-parent=\"#accordion-6a34a04b57e86\">\n\n                        <div class=\"elementskit-card-body ekit-accordion--content\">\n                            <p>For smaller companies that don&#039;t work extensively with shared mailboxes and don&#039;t have extensive formal requirements, Gmail can be easier to implement and use on a daily basis. Microsoft 365 is more often chosen by companies that want to build structured processes and access structures from the start.<\/p>                        <\/div>\n\n                    <\/div>\n\n                <\/div><!-- .elementskit-card END -->\n\n                \n                <div class=\"elementskit-card\">\n                    <div class=\"elementskit-card-header\" id=\"primaryHeading-2-771bc5a\">\n                        <a href=\"#collapse-f41ff456a34a04b57e86\" class=\"ekit-accordion--toggler elementskit-btn-link collapsed\" data-ekit-toggle=\"collapse\" data-target=\"#Collapse-f41ff456a34a04b57e86\" aria-expanded=\"false\" aria-controls=\"Collapse-f41ff456a34a04b57e86\">\n                            \n                            <span class=\"ekit-accordion-title\">Is Outlook necessary if your company uses Microsoft 365?<\/span>\n\n                            \n                                <div class=\"ekit_accordion_icon_group\">\n                                    <div class=\"ekit_accordion_normal_icon\">\n                                        <!-- Normal Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-down-arrow1\"><\/i>                                    <\/div>\n\n                                    <div class=\"ekit_accordion_active_icon\">\n                                        <!-- Active Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-up-arrow\"><\/i>                                    <\/div>\n                                <\/div>\n\n                            \n                                                    <\/a>\n                    <\/div>\n\n                    <div id=\"Collapse-f41ff456a34a04b57e86\" class=\"collapse\" aria-labelledby=\"primaryHeading-2-771bc5a\" data-parent=\"#accordion-6a34a04b57e86\">\n\n                        <div class=\"elementskit-card-body ekit-accordion--content\">\n                            <p>Not always. Microsoft 365 is browser-based. Outlook becomes a real asset when a company extensively utilizes shared mailboxes, calendars, delegations, and more advanced work organization.<\/p>                        <\/div>\n\n                    <\/div>\n\n                <\/div><!-- .elementskit-card END -->\n\n                \n                <div class=\"elementskit-card\">\n                    <div class=\"elementskit-card-header\" id=\"primaryHeading-3-771bc5a\">\n                        <a href=\"#collapse-6c879076a34a04b57e86\" class=\"ekit-accordion--toggler elementskit-btn-link collapsed\" data-ekit-toggle=\"collapse\" data-target=\"#Collapse-6c879076a34a04b57e86\" aria-expanded=\"false\" aria-controls=\"Collapse-6c879076a34a04b57e86\">\n                            \n                            <span class=\"ekit-accordion-title\">What does email migration between Gmail and Microsoft 365 look like?<\/span>\n\n                            \n                                <div class=\"ekit_accordion_icon_group\">\n                                    <div class=\"ekit_accordion_normal_icon\">\n                                        <!-- Normal Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-down-arrow1\"><\/i>                                    <\/div>\n\n                                    <div class=\"ekit_accordion_active_icon\">\n                                        <!-- Active Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-up-arrow\"><\/i>                                    <\/div>\n                                <\/div>\n\n                            \n                                                    <\/a>\n                    <\/div>\n\n                    <div id=\"Collapse-6c879076a34a04b57e86\" class=\"collapse\" aria-labelledby=\"primaryHeading-3-771bc5a\" data-parent=\"#accordion-6a34a04b57e86\">\n\n                        <div class=\"elementskit-card-body ekit-accordion--content\">\n                            <p>Migration is possible in both directions, but it requires planning. Transferring correspondence history, preserving aliases, and properly configuring the domain are key. A poorly planned migration usually results in chaos and disruptions.<\/p>                        <\/div>\n\n                    <\/div>\n\n                <\/div><!-- .elementskit-card END -->\n\n                \n                <div class=\"elementskit-card\">\n                    <div class=\"elementskit-card-header\" id=\"primaryHeading-4-771bc5a\">\n                        <a href=\"#collapse-cc1dd7a6a34a04b57e86\" class=\"ekit-accordion--toggler elementskit-btn-link collapsed\" data-ekit-toggle=\"collapse\" data-target=\"#Collapse-cc1dd7a6a34a04b57e86\" aria-expanded=\"false\" aria-controls=\"Collapse-cc1dd7a6a34a04b57e86\">\n                            \n                            <span class=\"ekit-accordion-title\">Will you help me choose and implement Gmail or Outlook in my company?<\/span>\n\n                            \n                                <div class=\"ekit_accordion_icon_group\">\n                                    <div class=\"ekit_accordion_normal_icon\">\n                                        <!-- Normal Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-down-arrow1\"><\/i>                                    <\/div>\n\n                                    <div class=\"ekit_accordion_active_icon\">\n                                        <!-- Active Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-up-arrow\"><\/i>                                    <\/div>\n                                <\/div>\n\n                            \n                                                    <\/a>\n                    <\/div>\n\n                    <div id=\"Collapse-cc1dd7a6a34a04b57e86\" class=\"collapse\" aria-labelledby=\"primaryHeading-4-771bc5a\" data-parent=\"#accordion-6a34a04b57e86\">\n\n                        <div class=\"elementskit-card-body ekit-accordion--content\">\n                            <p>Yes. We help you choose a solution that meets your company&#039;s real needs, not just trends or habits. We implement both Google Workspace and Microsoft 365, including email migration, shared mailbox configuration, archiving, and security policies.<\/p>                        <\/div>\n\n                    <\/div>\n\n                <\/div><!-- .elementskit-card END -->\n\n                \n                <div class=\"elementskit-card\">\n                    <div class=\"elementskit-card-header\" id=\"primaryHeading-5-771bc5a\">\n                        <a href=\"#collapse-0897ce66a34a04b57e86\" class=\"ekit-accordion--toggler elementskit-btn-link collapsed\" data-ekit-toggle=\"collapse\" data-target=\"#Collapse-0897ce66a34a04b57e86\" aria-expanded=\"false\" aria-controls=\"Collapse-0897ce66a34a04b57e86\">\n                            \n                            <span class=\"ekit-accordion-title\">Do you only operate remotely, or can you also implement email locally (e.g. in Warsaw and the surrounding area)?<\/span>\n\n                            \n                                <div class=\"ekit_accordion_icon_group\">\n                                    <div class=\"ekit_accordion_normal_icon\">\n                                        <!-- Normal Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-down-arrow1\"><\/i>                                    <\/div>\n\n                                    <div class=\"ekit_accordion_active_icon\">\n                                        <!-- Active Icon -->\n\t\t\t\t\t\t\t\t\t\t<i class=\"icon icon-up-arrow\"><\/i>                                    <\/div>\n                                <\/div>\n\n                            \n                                                    <\/a>\n                    <\/div>\n\n                    <div id=\"Collapse-0897ce66a34a04b57e86\" class=\"collapse\" aria-labelledby=\"primaryHeading-5-771bc5a\" data-parent=\"#accordion-6a34a04b57e86\">\n\n                        <div class=\"elementskit-card-body ekit-accordion--content\">\n                            <p>We work remotely throughout Poland, but if necessary, we also perform on-site implementations and configurations, including for companies in Warsaw and the surrounding area. The form of cooperation always depends on the scale of the environment and the client&#039;s expectations.<\/p>                        <\/div>\n\n                    <\/div>\n\n                <\/div><!-- .elementskit-card END -->\n\n                                                        <script type=\"application\/ld+json\">{\n    \"@context\": \"https:\\\/\\\/schema.org\",\n    \"@type\": \"FAQPage\",\n    \"mainEntity\": [\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Czy Gmail i Outlook to por\\u00f3wnywalne rozwi\\u0105zania?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Tak, ale pod warunkiem w\\u0142a\\u015bciwego kontekstu. Gmail jest cz\\u0119\\u015bci\\u0105 <strong><span class=\\\"hover:entity-accent entity-underline inline cursor-pointer align-baseline\\\"><span class=\\\"whitespace-normal\\\">Google Workspace<\\\/span><\\\/span><\\\/strong>, czyli us\\u0142ugi poczty w chmurze, natomiast Outlook to klient pocztowy, kt\\u00f3ry najcz\\u0119\\u015bciej dzia\\u0142a z Exchange w ramach <strong><span class=\\\"hover:entity-accent entity-underline inline cursor-pointer align-baseline\\\"><span class=\\\"whitespace-normal\\\">Microsoft 365<\\\/span><\\\/span><\\\/strong>. W praktyce por\\u00f3wnujemy wi\\u0119c ca\\u0142e \\u015brodowiska pracy, a nie tylko \\u201eskrzynki\\u201d.<\\\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Kt\\u00f3re rozwi\\u0105zanie jest lepsze dla ma\\u0142ej firmy?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Dla mniejszych firm, kt\\u00f3re nie pracuj\\u0105 intensywnie na wsp\\u00f3lnych skrzynkach i nie maj\\u0105 rozbudowanych wymaga\\u0144 formalnych, Gmail bywa prostszy we wdro\\u017ceniu i codziennym u\\u017cytkowaniu. Microsoft 365 cz\\u0119\\u015bciej wybieraj\\u0105 firmy, kt\\u00f3re od pocz\\u0105tku chc\\u0105 budowa\\u0107 uporz\\u0105dkowane procesy i struktur\\u0119 dost\\u0119pu.<\\\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Czy Outlook jest konieczny, je\\u015bli firma korzysta z Microsoft 365?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Nie zawsze. W Microsoft 365 mo\\u017cna pracowa\\u0107 wy\\u0142\\u0105cznie w przegl\\u0105darce. Outlook staje si\\u0119 realnym atutem wtedy, gdy firma intensywnie korzysta ze wsp\\u00f3lnych skrzynek, kalendarzy, delegacji i bardziej zaawansowanej organizacji pracy.<\\\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Jak wygl\\u0105da migracja poczty mi\\u0119dzy Gmailem a Microsoft 365?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Migracja jest mo\\u017cliwa w obie strony, ale wymaga planu. Kluczowe s\\u0105: przeniesienie historii korespondencji, zachowanie alias\\u00f3w i poprawna konfiguracja domeny. \\u0179le zaplanowana migracja zwykle ko\\u0144czy si\\u0119 chaosem i przerwami w pracy.<\\\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Czy pomo\\u017cecie dobra\\u0107 i wdro\\u017cy\\u0107 Gmaila lub Outlooka w mojej firmie?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Tak. Pomagamy dobra\\u0107 rozwi\\u0105zanie do realnych potrzeb firmy, a nie do mody czy przyzwyczaje\\u0144. Wdra\\u017camy zar\\u00f3wno Google Workspace, jak i Microsoft 365, wraz z migracj\\u0105 poczty, konfiguracj\\u0105 wsp\\u00f3lnych skrzynek, archiwum i zasad bezpiecze\\u0144stwa.<\\\/p>\"\n            }\n        },\n        {\n            \"@type\": \"Question\",\n            \"name\": \"Czy dzia\\u0142acie tylko zdalnie, czy mo\\u017cecie wdro\\u017cy\\u0107 poczt\\u0119 r\\u00f3wnie\\u017c lokalnie (np. w Warszawie i okolicach)?\",\n            \"acceptedAnswer\": {\n                \"@type\": \"Answer\",\n                \"text\": \"<p>Pracujemy zdalnie w ca\\u0142ej Polsce, ale w razie potrzeby realizujemy r\\u00f3wnie\\u017c wdro\\u017cenia i konfiguracje na miejscu \\u2013 m.in. dla firm z Warszawy i okolic. Forma wsp\\u00f3\\u0142pracy zawsze zale\\u017cy od skali \\u015brodowiska i oczekiwa\\u0144 klienta.<\\\/p>\"\n            }\n        }\n    ]\n}<\/script>\n                                <\/div>\n    <\/div>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"elementor-element elementor-element-803695f elementor-widget elementor-widget-text-editor\" data-id=\"803695f\" data-element_type=\"widget\" data-e-type=\"widget\" data-settings=\"{&quot;ekit_we_effect_on&quot;:&quot;none&quot;}\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p data-start=\"0\" data-end=\"445\">The choice between <b>Gmail<\/b> a <b>Outlook<\/b> In a company, it&#039;s not about the appearance of the inbox or the habits of employees. It&#039;s about the work model, how shared inboxes are managed, data control, and the organization&#039;s readiness for growth. Gmail is effective where simplicity and speed are key, while<b> Microsoft 365<\/b> with Outlook provides greater predictability and better support for companies where email is an element of business processes.<\/p><p data-start=\"447\" data-end=\"720\" data-is-last-node=\"\" data-is-only-node=\"\">If this dilemma also applies to your organization, it is worth looking at it in a broader context than just price or interface. <b>We can help<\/b> analyze the way the team works and <b>choose a solution<\/b>, which will be <b>operate stably<\/b> not only today, but also in a few years.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>","protected":false},"excerpt":{"rendered":"<p>Choosing a company email rarely begins with a cold analysis. More often, it begins with a simple question: &quot;Is Gmail or Outlook better?&quot; And this is where the problems begin, because behind this apparent simplicity lie two completely different approaches to work, security, and collaboration within the company. For some, Gmail is synonymous with speed and simplicity, for others, Outlook \u2013 with order and control [\u2026]<\/p>","protected":false},"author":4,"featured_media":11694,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[32],"tags":[1079,1080,893,117,417,180],"class_list":["post-11683","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sieci","tag-gmail","tag-gmail-czy-outlook","tag-google-workspace","tag-microsoft-365","tag-outlook","tag-skrzynka-pocztowa"],"_links":{"self":[{"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/posts\/11683","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/comments?post=11683"}],"version-history":[{"count":6,"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/posts\/11683\/revisions"}],"predecessor-version":[{"id":11971,"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/posts\/11683\/revisions\/11971"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/media\/11694"}],"wp:attachment":[{"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/media?parent=11683"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/categories?post=11683"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/prosteit.pl\/en\/wp-json\/wp\/v2\/tags?post=11683"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}