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Zoho Mail Vs Gmail

Zoho Mail Vs Gmail: Which One Should Choose?

In the digital age, selecting the right email service provider is crucial. Gmail and Zoho Mail are two popular options, each with its strengths. Gmail, from Google, offers a user-friendly interface and seamless integration with Google’s ecosystem. Zoho Mail, from Zoho Corporation, provides a comprehensive suite of productivity tools tailored for businesses. This blog compares the features of both platforms to help you make an informed decision based on your needs.

What is Zoho Mail?

Zoho Mail is a secure and trusted business email solution designed for your organization’s communication needs. Zoho Mail integrates with all Zoho apps and popular external applications. It’s one of the safest, most private, and most free email services that meets all your needs. With Zoho Mail, you’ll be able to manage all of your emails more quickly and effectively.

Features of Zoho Mail

Zoho Mail provides a wide range of useful features that make your email experience seamless, allowing you to work together with your team and simplify your workflow. Here are a few of the important features you can check out:-

Features of Zoho Mail


Streams make it easy for you to communicate with your colleagues. You can write a post in your streams group, tag your colleagues in specific posts, schedule tasks, and schedule events in one view.

Email Sharing

Whether you’re working on a new email template or need help with an old one, you can tag your contacts in the email to share it with the help of Zoho Mail.

Email Retention and eDiscovery

With email retention, you can store all of your organization’s emails and easily retrieve specific ones with eDiscovery in Zoho mail.


The eWidget panel allows Zoho Mail to connect to other Zoho products as well as many third-party applications. You can get eWidgets directly from your mailbox and get your favorite apps integrated right away.

Control Panel

Zoho Mail’s comprehensive Control Panel allows organization administrators to control the email accounts and users within their organization.

What is Gmail?

Gmail is an email service that offers 15 GB of storage space for your messages, as well as the ability to find specific messages and search for them. Gmail also organizes messages that are related to each other into conversational threads.

Features of Gmail

  1. Labeling and Sorting Option
  2. Mobile app
  3. Email Scheduling
  4. Email Recall
  5. Create automation rules

Comparison Between Zoho Mail and Gmail

If you are a Gmail user then it’s time to use Zoho mail and experience its benefits. Let’s compare both of them to get acquainted with your new email account.

1) Viewing Emails

Conversation View

You can show your email thread in Zoho Mail as a conversation with the most recent emails on top in chronological order. You can apply this option to individual emails.

Gmail shows your emails as conversations, with the most recent one at the end.

Email Open Behaviour

You can open an email in Zoho Mail in one of the following ways: Vertical Horizontal In a New Tab In a New Window

You can set the reading view pane in Gmail by going to your Gmail settings. The reading view pane supports three nodes: no split, right of inbox, and left of inbox.

Managing Attachments

The Attachment Viewer in Zoho Mail shows all the attachments you have in your mailbox, and you can also open attachments in your browser that you receive in your emails.

You can see attachments in Gmail by looking at the thumbnails that appear at the top of each email.

2) Sending Emails

Reply, Forward, and Print emails

With Zoho Mail, you can send, receive, forward, and publish both sent and received emails.

Gmail allows you to send and receive emails, as well as reply to them, forward them, and print them.

Undo send

Configure mail’s undo send in your account’s settings. You can specify how long you want Undo Send to be active. When you click Send, Undo Send will be active for as long as you specify.

If you want to get an email as soon as it’s sent, you can use “undo send” within Gmail to get an email right after it’s been sent. You can set the delay to as little as 30 seconds.

Create and Insert templates

Instead of writing a new email every time, you can use Zoho Mail to create and edit pre-made email templates. You can also save these email templates to make your life easier.

You can create standard email templates in Gmail.

3) Suite of Applications

Calendar, Tasks, Notes, Contacts and Bookmarks

Zoho Mail has several pre-installed applications that you can use directly from the Mail dashboard. These include events, tasks, contacts, notes, and more.

In Gmail, you can access your Calendar, Keep, and Tasks from the right side of your mailbox.

4) Searching Filters

Search Filters

With the help of Mail’s powerful search filters, you can easily find and search for all types of emails, posts, events, tasks, and notes within Zoho Mail.

Find emails using Gmail’s search bar. Use search operators to find the right emails for you.

5) Composing Emails

Huge Attachments

With Zoho Mail, you can attach files that are up to 1 GB in size. Mail will convert these files into links and add them to your email as you compose.

Gmail allows you to send attachments that are no more than 25 MB. If you want to send a larger file, you can send it to your email by uploading it to Google Drive.

Spell Check

While composing an email in Zoho Mail, You can use the Spell Check feature to check your spelling and grammar, as well as add new words to your custom dictionary.

If you are using Gmail you can either use the spell check feature to correct the spelling or you can use the auto-correct option after composing your email.

Out of Office

When you’re not using Out of Office you can set up automated responses for your incoming emails. Responses will be sent to all incoming emails, except for automated emails.

When you’re not available at work, you can use Gmail’s vacation responder to send automated responses to incoming messages.

6) Storage

Zoho Mail Storage

With Zoho Mail’s forever free account, you get 5 GB of storage included in the plan. However, this storage is only available to you and is not being shared with any other cloud storage provider.

Zoho also allows you to upgrade your mailbox storage. With the Mail Lite plan, you can upgrade your mailbox storage to 10GB, or with the premium plan, you can increase your mailbox storage to 50 GB.

Gmail Storage

Each Gmail user gets 15GB of free storage space. However, this 15GB of storage space is shared across your Google account, meaning that everything in your Google Drive and Google Photos storage cloud is included in this total.

Which One You Should Choose?

Zoho Mail has a lot of the same features as Gmail. While there are times when Zoho Mail outperforms Gmail, especially for businesses, there are also times when Gmail outperforms Zoho Mail. But, both Zoho Mail and Gmail offer robust email solutions with unique features and advantages.

Zoho mail gives you lots of benefits as compared to Gmail for your businesses. Ultimately, the choice between Gmail and Zoho Mail depends on your specific requirements and preferences. Take the time to evaluate your priorities and consider how each platform aligns with your workflow and communication requirements to make the best decision for your email needs.

Ready to use Zoho Mail?

Contact CRM Master’s Infotech, a Zoho Integration Partner, and unlock the full potential of your email communication.