Google Workspace or Office 365 for Cold Emailing: Which is Best?

10
Min
Created On:
June 30, 2024
Updated On:
June 30, 2024
Google Workspace or Office 365 for Cold Emailing: Which is Best?

While Google and Microsoft share many of the same features (under different product names), they are incredibly different when it comes to their user interface, compatibility, general performance, and various other factors that come into play once you start getting into the more advanced features of their workplaces.

I’ve broken down this closer look into 5 separate sections that we feel are critical for choosing the correct workplace for your needs.

Day to day use plays a large role in the general workflow of monitoring and utilizing an ESP provider, so even if one service has a noticeable deliverability improvement over another service, it may not be compatible with how you operate so take this into consideration.

Let’s look at the key differences between Google Workspace and Office 365. 

Key Differences Between Google Workspace and Office 365

1. Sending Limits

Sending limits refer to the maximum number of emails an individual account can send daily through an email service provider (ESP). 

While these limits may seem restrictive, it's crucial not to approach these thresholds with any single inbox. High sending volumes can trigger spam filters, as Internet Service Providers (ISPs) associate this behavior with spammers who send mass emails and then abandon the domain or hijacked inbox.

Outlook

For Outlook, the daily sending limit for a standard inbox is 10,000 recipients. It's important to note that this limit refers to the number of recipients, not the number of individual emails. Microsoft doesn’t impose an hourly cap within this daily limit, but you are restricted to sending 30 emails per minute. It's crucial to stay well below this limit when sending cold emails to avoid being flagged as spam.

Google Workspace

For Google Workspace, the daily sending limit is 2,000 messages per day for a standard G Suite account. This limit does not apply to free Gmail accounts, which have lower thresholds and should not be used for cold emailing. Based on our experience with managing cold email campaigns, the optimal daily sending range is between 30-50 emails per day, provided the domain is properly warmed up.

By adhering to these guidelines, you can ensure better deliverability and maintain the reputation of your sending domain.

2. General Usability

When choosing an email service provider (ESP) for cold email campaigns, usability is nearly as important as performance. Running campaigns over a long duration requires an easy-to-navigate platform and an efficient way to monitor your inbox. 

While preferences for user interfaces are subjective, here are the pros and cons of Outlook and Google Workspace based on extensive experience.

Outlook

Outlook's usability for cold email campaigns has its challenges, especially during setup. Connecting your domain to Microsoft for Outlook is straightforward, with clear guidance for DNS settings, making the initial process smooth. However, issues often arise with adjusting inbox/admin settings, enabling DKIM, and managing multiple inboxes in one browser session. 

These issues can become significant annoyances, especially for large-scale campaigns. Outlook offers extensive customization and control, which is great for managing a large mailbox network. But this flexibility can also lead to frustration when tweaking settings. For instance, adjusting SMTP and IMAP settings can be problematic, often requiring support or using Microsoft's PowerShell terminal to fix issues. 

Monitoring multiple inboxes is another pain point. While Outlook allows signing into multiple inboxes in one browser, it doesn't allow viewing them in a single session. This requires creating independent sessions for each inbox, complicating the tracking process. While email management tools can alleviate this, they may not be cost-effective for small-scale outreach.

Google Workspace

Google Workspace is generally more user-friendly for cold email campaigns but offers less flexibility than Outlook. This simplicity makes it ideal for cold emailing but less suitable for larger organizations needing extensive control. Setting up Google Workspace is easy, with a user-friendly process that minimizes confusion.

While Google also has occasional issues with new workplaces, such as permission or bounce problems with new inboxes, these are usually resolved by adjusting settings or re-adding the inbox. Overall, Google Workspace makes managing cold email campaigns straightforward. It simplifies monitoring multiple inboxes, adjusting settings, and navigating the UI, making it a preferable choice for many users.

3. Workspace Plans and Pricing

When choosing an Email Service Provider (ESP) for your business, pricing structure and features are crucial considerations. Security management, user support, and storage are all essential, but in this section, we'll focus on the features most important for cold email outreach across different providers.

Google Workspace

Google Workspace offers a comprehensive office software suite, including various business tools across different plans. 

Each plan provides essential features like custom email domains and varying levels of cloud storage. While the Business Starter plan covers most needs for cold email outreach, higher-tier plans offer additional features like auto-accepting calendar invites and meeting recordings, which can streamline your workflow. Here’s a breakdown of the primary differences in relation to cold email outreach:

Microsoft 365

Microsoft 365, like Google Workspace, offers a suite of business tools with features split across different plans. Here’s a simplified breakdown focusing on cold email outreach:

All Microsoft plans provide 1TB of storage per user and access to Office 365 apps, making it easy to share documents within your workspace. The key difference lies in the availability of desktop apps in the higher-tier plans.

4. Tool and Service Compatibility

In this section, we’ll examine the compatibility of various cold email tools with Google Workspace and Microsoft 365. This is crucial because most businesses and individuals managing cold email campaigns use third-party tools for outreach and related services.

Even if one service offers superior deliverability, it's ineffective if it can't integrate with your chosen scheduling tool. Therefore, let's dive deeper into this topic.

Below, you'll find a table listing 10 popular email automation tools and their compatibility with Google Workspace inboxes versus Microsoft 365 inboxes. We’ve also considered the ease of setup, as Microsoft 365 generally has more complex settings.

Keep in mind that this chart reflects the compatibility of each tool at the time of writing and may change in the future. 

5. The Role of Domain Providers

An often overlooked aspect of cold email success is the impact of your domain provider. While this article doesn't delve deeply into this topic, it's important to acknowledge that your choice of domain provider can influence your campaign's performance. 

There are multiple variables at play, and a comprehensive analysis is necessary to fully understand this influence.

Conclusion

When it comes to organizing and creating cold email campaigns, most users rely on either Microsoft or Google for their email addresses. While it's challenging to definitively determine which service offers the best deliverability, more research is needed to provide a clear recommendation. Despite this uncertainty, it's advisable to choose the service you are most familiar with.

The key to successful email deliverability lies in properly setting up your domain and workspace. Ensure your inbox is warmed up, implement SPF, DKIM, and DMARC, and validate all email addresses before contacting them. For more information on the best email warmup tools, be sure to check out our dedicated post.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Sattwik Das

Sattwik is a Digital Marketing professional at Smartlead. He is a dedicated content writer who focuses on juggling words to bring out meaningful content. He is experienced in well-researched and SEO-optimized content creation, content editing, and copywriting for various businesses throughout the globe. His expertise in SEO, SMM, and SMO with a touch of creativity helps businesses grow and maximize their credibility and sales.

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Edited by:

Sattwik Das

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Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

What is Smartlead, and how can it enhance my cold email campaigns?

Email automation FAQs- Smartlead

Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
Additionally, Smartlead offers essential tools such as CNAME, SPF Checker, DMARC Checker, Email Verifier, Blacklist Check Tool, and Email Bounce Rate Calculator for optimizing email performance. 

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

How does Smartlead as a cold emailing tool can automate the cold email process?

Email automation FAQs- Smartlead

Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.

The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
 
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can Smartlead help improve my email deliverability rates?

Email automation FAQs- Smartlead

Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.

What features does Smartlead offer for cold email personalisation?

Email automation FAQs- Smartlead

Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.

Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

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Is Smartlead suitable for both small businesses and large enterprises?

Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.

Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

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How can Smartlead integrate with my existing CRM and other tools?

Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!

Email automation FAQs- Smartlead

Do you provide me with lead sources?

No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume. 

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have. You can also reach out to us at support@smartlead.ai

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