Gmail vs Outlook: which to connect
Gmail vs Outlook: which to connect
VanMan supports both Gmail and Microsoft 365 (Outlook). Both work the same way — the only difference is which email provider you use.
They work identically
Once connected, both providers offer the same features:
- Automatic email capture — emails with job numbers are matched to jobs
- Attachment storage — files are downloaded and stored against jobs
- Reply from VanMan — respond to emails without switching to your inbox
- Real-time updates — emails are captured the moment they arrive
- Encrypted credentials — your tokens are encrypted with AES-256
Choose based on your email provider
Connect whichever provider your business uses for email:
- If your business uses Google Workspace or a personal Gmail account → connect Gmail
- If your business uses Microsoft 365, Outlook, or Exchange Online → connect Outlook
You can only connect one email provider at a time. If you need to switch from Gmail to Outlook (or vice versa), disconnect the current provider first, then connect the new one.
What if my team uses different providers?
The email integration connects at the account level — the email address associated with your VanMan login. Each team member can connect their own provider independently if needed. However, typically one central email address (such as your office or bookings address) is connected to capture all job-related correspondence.
Connect the email address your customers communicate with most — usually your main business email. This ensures the majority of job-related emails are captured automatically.
Was this article helpful?