Since 2004, Gmail has remained the most popular email provider in the world. Aside from the excellent features, one thing that contributed to its success is its availability on different platforms, including browsers. However, although the Gmail website works acceptably, it won’t offer the best experience and instead hamper productivity.
Thankfully, dedicated desktop Gmail apps are now significantly better than before, particularly Boxysuite and Outlook. Both email clients are great—however, Boxysuite is far superior in terms of design, function, and other important things. In this article, we’ll discuss the reasons behind this, so please read on.
Boxysuite vs Outlook: Features
Message Sent Alert and Undo Sending
In any email service, even on chat apps, the "sent successfully" or "message sent" alert is very important. Luckily, Gmail offers this feature, and Boxysuite fully supports it. Aside from the correct alert timing, the email is guaranteed to go through no matter what. It's also possible to undo a sent message (up to 30 seconds) with Boxysuite, which is helpful if the email contains a typo, is incomplete, or simply needs revision.
Outlook also supports Gmail's sent alert; however, the cluttered interface makes it hard to distinguish the alert from other buttons, icons, and texts. What's worse is that Outlook sends out incorrect delivery reports frequently—failed emails are actually sent, and sent emails are stuck in the outbox. Also, it's not possible to cancel sent messages unless using an "@outlook.com" address.
Multiple Accounts & Email Services
Even though Outlook is mainly for accessing "@outlook.com" addresses, it also supports Google and accounts with different domains. However, enrolling an account takes time and requires many steps, which can confuse users. Not only that, but the client will freeze and crash from time to time when there are multiple accounts logged in.
Boxysuite, on the other hand, is quite the opposite. It's built primarily for Gmail accounts, but it also handles addresses with different domains (e.g., @outlook.com, @boxysuite.com) very well. Aside from that, signing in to an account is easy, and users can go to inboxes in no time. Also, regardless of how many addresses are logged-in, Boxysuite will run smoothly, and accounts are always ready for access.
Email Auto-sync and Notifications
Automatic syncing is a core functionality of Gmail and other email providers. It allows frequent retrieving and checking of new messages without manual user action. Regardless, Boxysuite allows automatic syncing—there's no need to refresh the inbox repeatedly, and there will be more time for other work. Additionally, Boxysuite supports macOS Notification Center Banners and Alerts notification styles, so users can read emails and reply on time.
It's possible to turn on auto-sync on Outlook, but email updating is very slow, and it fails to retrieve new emails frequently. For accounts that do not have the "@outlook.com" domain, like Gmail, users will have to sync the inbox manually every once in a while. Moreover, Outlook is inconsistent with notifications; some emails won't have alerts, and notifications will arrive late.
Spam Protection and Reporting Capability
Spam or junk emails are unwanted and potentially harmful messages that are either from marketers or cybercriminals. Like on other email services, spam is prevalent on Gmail. However, as Google knows this, it has created an excellent spam protection feature, which is also available on Boxysuite. Besides the automatic spam identification, Boxysuite also allows email reporting, so Gmail can flag shady addresses and improve its spam detection algorithm.
Outlook replaces Gmail's "Spam" folder with "Junk Email," which can confuse new users. Although it uses Google's anti-spam AI, many spam messages still come through due to the things it has changed/added upon accessing Gmail. Outlook also removed the ability to report suspicious emails and addresses manually.
Quick Launcher and Search
Quick Launcher is a feature of Boxysuite that makes it possible to search emails and switch to accounts and inbox views with just a few keystrokes. It's like macOS Spotlight for Gmail, which is also very fast and easy to use. Moreover, Boxysuite also retains Gmail's AI-powered search, which can quickly and accurately show results for specific subjects, contacts, keywords, and time/date queries.
Unfortunately, Outlook doesn't have a feature that works like or comes close to the convenience Quick Launcher offers. Besides that, the main search bar shows hit-or-miss results, including on its calendar feature, where some events won't show up on the results. Users will also need to restart Outlook as the client slows down and crashes when searching.
As Boxysuite retains Google's excellent inbox categorization, emails will be sorted automatically in the correct folders (e.g., Important, Promotions, Social), just like on the Gmail website. Users can also assign/reassign emails and create new folders in the inbox. On the other hand, Outlook has a poor implementation of email categorization. As such, its message sorting is inaccurate, and there's no shortcut for creating custom folders for Gmail.
Email Tracking Detection
Email Tracking Detection is one of the exclusive features that Boxysuite offers. In action, this feature detects emails that use tracking software and informs the user by showing a CCTV icon in the tampered message. Aside from protecting the inbox from marketers, it's also an effective way to improve an account's privacy. Unfortunately, again, Outlook doesn't have a similar feature even though it allows users to turn on "read receipts" on the Outlook email service.
Integration with Google Apps
Aside from Gmail, Boxysuite also offers dedicated apps for Google Calendar, Keep, and Contacts. All the mentioned tools work exactly as the website counterparts but are now accessible in separate windows instead of browser tabs. Additionally, each app has a dedicated macOS dock, Launchpad, and status bar icon for easier access. Boxysuite's Gmail client can also connect seamlessly with the other three tools, so users who rely on the Google ecosystem will feel at home.
Since Outlook is purely an email client, it doesn't support Google apps, including Google Drive for attachments. Although it connects with Microsoft OneDrive by default, the files won't always sync, and it's not possible to use with Gmail. Apart from that, Outlook's calendar doesn't open in a separate window (only replaces mail in the main display like on browsers), and many events won't show up on search results.
Despite the advancements in email attachments (e.g., link previews, videos, audios, photos), most people still prefer creating messages by texts/words. Accordingly, a desktop Gmail app should also be great at displaying both short and long written emails.
Thankfully, with Boxysuite's Reader Mode feature, viewing long emails, like newsletters, is very comfortable. It removes unnecessary buttons/icons in the email body and collapses the top and main menu. Besides that, it centers the content and allows a full-screen view for a distraction-free experience. On the other hand, Outlook doesn't have this feature, and its interface makes reading emails quite challenging. There are too many things in every corner, and the display is divided into four columns, leaving small room for the content. It's also impossible to remove other sections (menu, inbox, and calendar) and view messages on full screen.
Default Email Client Option
Boxysuite is an excellent choice for a default email client. It handles all types of email very well, and messages are guaranteed to arrive at the correct destinations. Apart from that, it accepts multiple Gmail accounts and addresses with different domains (e.g., @yahoo.com, @boxysuite.com)—all emails and inboxes are now accessible in one app. After configuring in the macOS System Preferences, it will then open "mailto" links and attach anything shared through email to a message. Additionally, it has a Google Contacts app which prefers Boxysuite's Gmail client, making it possible to compose emails right in the phonebook.
Although Outlook can be set as the default email client, its limitations and problems make it not ideal for the task. It takes time to launch, so users will have to wait to compose messages. It also freezes and crashes frequently, and the only solutions are to restart or sometimes reinstall the app. Moreover, Outlook is also not ideal for composing emails, as formatting is buggy, send schedules aren't guaranteed to work, and messages don't always go through.
Out-of-Office AutoReply, Multiple Inboxes, and Offline Access Support
Microsoft developed the Outlook email Mac app as mainly an Outlook client, so it doesn't support many of Gmail's powerful features. It doesn't have "Out-of-Office AutoReply," and even its own message scheduling function is buggy. Apart from that, there is no option to enable "Multiple Inboxes," which can benefit its interface with limited space. Offline access is also only available to "@outlook.com" accounts, so there's no way to download Gmail messages before flying or traveling to a remote location. Thankfully, Boxysuite understands Gmail users—so it offers the three mentioned features, plus all functionalities of the Gmail website.
Task Managers Integration
Outlook doesn't integrate with task managers (to-do lists, schedulers, kanban boards). Although Microsoft owns the "To Do" application, it will only work with "@outlook.com" accounts, and there's no easy way to attach emails to tasks. Accordingly, Boxysuite is the better recommendation to anyone serious about productivity, thanks to its integration with task managers. In detail, it makes it possible to quickly send emails, notes, and events to Things, 2Do, Todoist, OmniFocus, and more apps. Boxysuite also offers a Google Calendar client and access to Tasks on the side panel, so managing to-dos/schedules within Google Workspace will be seamless.
Why is Boxysuite the Best Alternative to Outlook?
Boxysuite is the best alternative to the Microsoft Outlook app. It has every feature of Outlook, plus all functions of the Gmail website. Also, it has a familiar and very intuitive interface, and the menus/panels are highly customizable for an even more personal experience.
Regarding features, Boxysuite has many exclusive ones that aren’t available on Outlook and other alternatives. Email Tracking Detection, Reader Mode, and Quick Launcher are only a few examples of what Boxysuite offers.
Boxysuite is developed and maintained by a reputable company, so it’s secure/private and updated regularly. It’s very stable and lightweight, unlike Chrome (a memory hog) and Outlook, which crashes frequently and also consumes significant RAM.
4 Reasons to Consider Boxysuite as Outlook Alternative
It Offers a Familiar and Pleasing Experience
Boxysuite preserves the authentic Gmail look, so new users will feel at home and can get back to working in no time. Apart from that, it retains all features of the service, including the AI-powered search, inbox filters, and email formatting capabilities. Since it's very smooth and the animations are implemented well, users will enjoy every second of managing emails while being productive.
Provides Great Exclusive Features
Apart from making all features of Gmail available, Boxysuite also offers extra features that are actually useful. It has an Email Tracking Detection feature for privacy and a Reader Mode for viewing emails. Moreover, the Quick Launcher, hotkeys, and Mac Menu Bar shortcuts make working and multitasking highly manageable. Also, Boxysuite allows downloading emails and attachments from the last 30 to 90 days , so users can still read messages when flying or staying at a remote location.
It's Stable and is CPU, RAM, and Battery-friendly
Boxysuite is very stable—it won't slow down, freeze, and crash like Outlook. Additionally, since it's the first and only native macOS Gmail app, it only requires a small portion of the memory (RAM) and CPU processing power. Even when used heavily, it won't take up significant app data storage nor drain the battery.
Implements Great Accessibility
Accessibility can mean many things; however, when it comes to Boxysuite, it's the well-designed interface that makes it easy to navigate inboxes and manage emails. Also, it's about the integrations to task managers and Google apps and support for accounts other than Gmail. Every account a person owns is accessible on it—one can even add Outlook email to Gmail as a client of Boxysuite. Although Outlook is primarily designed for professional work, it's not a good reason to leave the app cluttered and buggy. As such, the interface is very busy, users will have to turn off useless features in settings, and it's challenging to manage, read, and send emails. Worse, its desktop apps are only available to those who pay for Microsoft 365, where the cheapest tier being $70 a year—still not quite affordable for the masses.
There are several reasons why Outlook isn’t the best option for those concerned with security and privacy. First, its modifications make Gmail’s spam detection engine inaccurate—spam emails will come through, potentially carrying phishing links or even malware. It’s also not possible to report emails and addresses manually, meaning Google won’t be able to flag certain accounts and prevent culprits from scamming others. Next, Outlook offers an email tracking feature out of the box, and even “@outlook.com” account owners won’t be aware of tracked emails and opt out.
There are various email clients that don’t practice such shady things. However, nothing comes close to the balance of privacy and features that Boxysuite provides. Thankfully, switching from Outlook to Boxysuite is straightforward, and the process is as follows:
Gmail relies on the cloud, and there is no local data that is not stored first in Google’s servers, except offline drafts. Accordingly, one will only need to send or sync the drafts quickly, and it will be safe to log out of Outlook. After that, Boxysuite will retrieve everything—users can then go back to working immediately. One significant difference, though, is that Boxysuite doesn’t track messages and instead protects users with its Email Tracking Detection feature.
Outlook supports Gmail; however, it’s primarily developed for accessing “@outlook.com” accounts. Accordingly, users won’t be able to access many Gmail features with it and especially connect with other Google apps. For these reasons alone, it’s clear that Boxysuite remains the superior choice.
It preserves the familiar and intuitive Gmail look and fine-tunes everything for a better experience. Also, Boxysuite supports multiple Google accounts and other email services, offers extra features, and is system resources-friendly. Above all, it handles Gmail perfectly and ensures prompt arrival of incoming emails and successful sending of outgoing messages.
Boxysuite is the first and only native macOS Gmail app, and it provides a clean working environment for emails, calendars, and notes. Without a doubt, Boxysuite is the best Gmail client for desktops, so learn more or try it for free today!