Choosing an email system might seem like a small step when setting up your virtual assistant business, but it can significantly impact how you appear in your business, how efficiently you work, and how seamlessly you integrate with your clients.

Here in Australia, most VAs start as sole traders and wear every hat in the business. From email admin to tech setup, you’re doing it all. However, when it comes to your email system, choosing the right one can make your job easier regarding client communication, making it smoother and more aligned with your target niche.

Should you use Gmail or Outlook? And does it really matter? (Spoiler Alert: It does matter.) Let’s take a look at why.

What Are the Most Common Email Systems?

Globally, Gmail is the most popular choice for mobile users and freelancers. At the same time, Outlook dominates Australia’s corporate and government sectors.

  • Gmail accounts for over 26.7% of global email opens, making it one of the top email platforms worldwide (Litmus, 2025).
  • However, Outlook.com and Live.com are the top visited webmail platforms in Australia, ranking higher than Gmail in browser-based usage (Similarweb AU, June 2025).

Why the difference? Outlook has long been entrenched in Australian businesses, especially in education, government, and larger enterprises. Gmail, on the other hand, dominates mobile, creative, and freelance spaces.

Which Email System Matches Which VA Niche?

It’s important to use the right email for the right client/business set up, and this is why:

1. General Admin or Corporate VAs

  • Use: Outlook (Microsoft 365)
  • Why: Many corporates use Microsoft systems like Teams, SharePoint, and Outlook Calendar. Depending on your role with them, you’ll likely be expected to use their shared inboxes and tools or at least know how to use them.
  • Tip: If you’re working with law firms, financial advisors, or government clients, Outlook will help you integrate seamlessly with this niche.

2. Creative, Coaching, or Lifestyle VAs

  • Use: Gmail (Google Workspace)
  • Why: These clients often use Google Docs, Calendar, Meet, and Drive. Gmail makes it easy to share, collaborate, and access everything from one login.
  • TIP: You can get a custom domain email (like you@yourva.com.au) through Google Workspace for around AUD 8/month. This is affordable and gives your VA business a more professional presence than @gmail or @hotmail addresses.

3. Tech VAs or OBMs

  • Use: Both Gmail & Outlook
  • Why: You’ll likely work with a mix of client systems. Having both ready allows flexibility. Gmail for project management tools (like ClickUp or Asana), Outlook for workflow and task automation in Microsoft.
  • Tip: Keep your domain email in Gmail and add Outlook access for client-specific platforms.

4. E-Commerce or International VAs

  • Use: Gmail
  • Why: Many global eCommerce platforms (like Shopify, Etsy, etc.) lean into Gmail/Google tools. Plus, Gmail’s app is user-friendly on all devices and great for working across time zones.
  • Stat: Gmail has ~7.6 million active app users in Australia alone (Sensor Tower, 2024).

5. Security and Features: A Quick Note

Both platforms offer excellent security, however, they serve different needs:

  • Gmail leads in strong anti-spam and phishing defences, modern login techniques (like passkeys), and rapid iteration of AI security tools. This is great for small businesses and mobile-first setups.
  • Outlook offers deeper enterprise control: consistency across authentication, sensitivity labelling, compliance integrations, and proactive threat detection is ideal for highly regulated work environments.

Bottom line:

Choose Gmail if your priority is strong web/mobile protection and evolving AI-powered safeguards. Choose Outlook if your work demands enterprise-level governance, data loss prevention, and regulatory compliance.

What Should You Choose?

Ask yourself: What platform are my ideal clients using?

If they’re coaches, creatives, or solo business owners, go Gmail.

If corporate, legal, or education, choose Outlook.

If you’re working across multiple industries, use both platforms or be ready to adapt.

The VA Project Top Tip

Don’t let tech overwhelm you. Pick the system that lets you show up professionally, communicate clearly, and work efficiently with your clients. In today’s environment, there is no excuse for a VA to say they don’t use Gmail; you may as well tell a potential client you have no idea what you are doing.

Struggling with your VA business or just starting?

Whenever you’re ready, here are two things you can do to grow your Virtual Assistant business.

  1. Sign up for our free program, The VA Project
  2. Join our closed Facebook online community, where you can talk freely without fear of prospective leads judging you on your posts.