Advice for Admins
TL;DR: To optimize productivity, security, and compliance, stop using third-party email clients. Block their access in Google Admin Console immediately.
When onboarding Google Workspace clients, we frequently encounter users who access Gmail via Outlook, Apple Mail, and other third-party email applications. This practice not only limits productivity but also puts company data at significant risk.
Why Gmail is More Secure
Gmail blocks 99.9% of spam, phishing, and malware from ever reaching inboxes. In rare cases where a malicious email does get through, Gmail alerts users of its potential danger. These security warnings aren’t displayed by third-party email clients like Outlook or Apple Mail, increasing vulnerability.
Additionally, if a user clicks on a malicious attachment in Gmail, it opens safely in the cloud, preventing any malware or ransomware from infecting the device or company data. In contrast, third-party email clients open attachments on the user’s device, where they can cause harm.
Gmail stores all email conversations in the cloud, ensuring they cannot be accessed by unauthorized users if a device is lost or stolen. Once a user’s password is changed or access is revoked, they lose access to Gmail messages. Third-party email clients use protocols like ActiveSync, IMAP, and POP to download messages locally, where they can be read by anyone.
Gmail’s inherent security features make it a superior choice over risky third-party email clients like Apple Mail and Outlook. But that’s not all – it also boosts productivity.
Why Gmail is More Productive
Managing email should be effortless, but third-party email clients often make it time-consuming. Gmail leverages cloud-based artificial intelligence and machine learning to help users manage emails more efficiently, freeing up time for more important tasks.
Google Drive Access Checker automatically verifies that recipients have the appropriate access to Google Drive files attached to emails. If they don’t, Gmail offers the sender a one-click option to provide access. Third-party email clients send Google Drive links without checking for access, resulting in unnecessary back-and-forth.
Gmail’s Smart Compose and Smart Reply features predict users’ responses, saving time and effort. These features are not available in Apple Mail, Outlook, or other third-party email clients, which ultimately cost more in productivity.
Gmail nudges remind users about forgotten responses and follow-ups, a functionality absent in third-party email clients. Gmail also integrates seamlessly with Google Calendar, allowing users to RSVP to events and convert email conversations into meetings effortlessly. This integration is missing in third-party email clients.
Gmail minimizes context-switching by providing one-click access to Google Chat and Google Meet, facilitating live collaboration within documents and task assignments. Third-party email clients are not designed to integrate with Google Workspace.
Additionally, the Google Workspace Marketplace offers various applications to extend Gmail’s functionality. Whether it’s turning a Gmail message into an Asana task or sending a file for signature via SignNow, Gmail’s capabilities far exceed those of Apple Mail and Outlook.
Gmail is always up-to-date with the latest features and security updates, requiring no software installation or management. On the other hand, Apple Mail, Outlook, and other third-party email clients need regular maintenance, diverting time from business growth.
