Gmail vs Outlook for Nonprofits: Which Email Solution is Best for Your Organization?

Email is the lifeline of modern nonprofits. From donor communications to internal collaboration, having a reliable, secure, and professional email service is non-negotiable. Two of the biggest players in the nonprofit space are Google Workspace for Nonprofits (Gmail) and Microsoft 365 for Nonprofits (Outlook).

Both offer free and discounted plans for eligible charities, but their strengths are different. This blog will help you decide which one suits your nonprofit best.

1. What They Offer at a Glance

Google Workspace for Nonprofits

• Professional Gmail with your organization’s domain name (e.g., you@yourorg.org)
• Seamless integration with Google Drive, Docs, Sheets, Slides, Meet, and Calendar
• Generous free user allocation — up to around 2,000 accounts for eligible nonprofits
• Cloud-first collaboration tools

Microsoft 365 for Nonprofits

• Professional Outlook email hosted on Microsoft Exchange (e.g., you@yourorg.org)
• Integration with Teams, SharePoint, OneDrive, and Office Online (Word, Excel, PowerPoint)
• Free plan supports up to 300 users
• Option for desktop Office apps in discounted paid plans

2. Email Experience: Gmail vs Outlook

Gmail for Nonprofits
Gmail is known for its clean, intuitive interface and powerful search. With Google Workspace for Nonprofits, you get the full Gmail experience without ads and with your custom domain. It works on any device via the Gmail app or web browser.

Outlook for Nonprofits
Outlook provides a familiar interface for organizations already using Microsoft Office. Emails are stored on Microsoft’s Exchange Online servers, offering a robust calendar and contact management system. It works seamlessly with the Outlook desktop app, web app, and mobile app.

3. Storage and User Limits

4. Collaboration Tools

Google Workspace for Nonprofits

• Docs, Sheets, Slides: Real-time editing with unlimited version history.
• Google Drive: Central cloud storage for sharing with teams.
• Google Meet & Chat: Video calls (100 participants on free tier) and team messaging.

Microsoft 365 for Nonprofits

• Office Online: Web versions of Word, Excel, PowerPoint, OneNote.
• OneDrive & SharePoint: File storage, sharing, and internal sites.
• Teams: Video conferencing (300 participants on free tier) and integrated chat channels.

5. Pricing for Paid Upgrades

• Google Workspace Nonprofit Discounts
  • Business Standard: $3/user/month → 2 TB storage, 150 participants on Meet + recording.
  • Business Plus: $5.04/user/month → 5 TB storage, enhanced security.
• Microsoft 365 Nonprofit Discounts
  • Business Standard: $3/user/month → Desktop Office apps + 1 TB storage.
  • E3 Plan: ~$4.50/user/month → Enterprise features, unlimited OneDrive storage.

6. Which Should Your Nonprofit Choose?

Choose Google Workspace for Nonprofits (Gmail) if:
✅ You want more free users without worrying about user caps.
✅ Your team prefers Gmail and Google Drive tools.
✅ You work in a cloud-first environment with real-time collaboration.

Choose Microsoft 365 for Nonprofits (Outlook) if:
✅ You need more cloud storage per user (1 TB free).
✅ Your organization relies heavily on Word, Excel, and PowerPoint.
✅ You need larger meeting capacity (300 participants in Teams).

7. Pro Tip: Use Both for Maximum Benefit

Some nonprofits successfully register for both programs:

• Use Gmail for donor-facing communications and Google Docs collaboration.
• Use Microsoft 365 for desktop Office apps, Teams meetings, and extra cloud storage.

Both are free to eligible nonprofits, so you can leverage the strengths of each.

8. How to Apply

• Google Workspace for Nonprofits → Apply here
  Requirements: Verified nonprofit status in your country.
• Microsoft 365 for Nonprofits → Apply here
  Requirements: Nonprofit verification through Microsoft’s partner TechSoup or equivalent.

💡 Final Word:
If your organization wants unlimited free user accounts and prefers Gmail’s simplicity, go Google.
If you need more storage per user and run on Office software, choose Microsoft.
And if you want the best of both worlds, apply for both programs and integrate them into your workflows.