Zapier offers Zaps that can read and draft emails for both Microsoft 365 and Gmail or Google Workspace, enabling automation workflows like triggering actions from new emails or creating draft replies. Below, we’ll compare their capabilities, reliability, and what people tend to say based on research done on X/Grok in March 2025.

Comparison of Capabilities

Microsoft 365

• Reading Emails:
  • Triggers: Zapier supports triggers like "New Email" (when a new email arrives in your inbox) and "New Flagged Email" (when an email is flagged). These allow you to start workflows based on email events in Outlook.
  • Scope: Works well within the Microsoft ecosystem, integrating seamlessly with Outlook, calendar events, and contacts. It’s particularly strong for businesses already using Microsoft 365 tools like Teams or SharePoint.
• Drafting Emails:
  • Actions: Includes "Create Draft Email" (prepares a draft in Outlook for review) and "Send Email" (sends an email directly from your Microsoft 365 account).
  • Features: Drafts can pull data from previous steps in a Zap (e.g., a form submission or CRM update) and allow customization before sending. You can also attach files if they’re accessible via a URL or another app in the workflow.

Gmail / Google Workspace

• Reading Emails:
  • Triggers: Offers a broader range of triggers, such as "New Email," "New Email Matching Search" (filters emails by keywords or sender), "New Labeled Email," "New Starred Email," "New Attachment," and "New Thread." This granularity makes it versatile for specific use cases.
  • Scope: Excels in flexibility, especially for users who rely on Gmail’s labeling and starring system to organize emails.
• Drafting Emails:
  • Actions: Supports "Create Draft" (prepares a draft in Gmail) and "Send Email" (sends directly). Additional actions like "Add Label to Email" or "Create Draft Reply" enhance workflow options.
  • Features: Similar to Microsoft 365, drafts can integrate data from other apps, but Gmail’s actions allow more post-drafting control (e.g., labeling or replying to existing threads).

Key Differences:

• Gmail provides more trigger options, making it better for nuanced email filtering (e.g., triggering only on emails with specific terms or labels). Microsoft 365 has fewer triggers but integrates more deeply with Microsoft’s suite, which is a plus for enterprise users.
• Both platforms support drafting and sending emails reliably, but Gmail’s additional actions (like labeling) give it an edge for complex workflows.

Reliability

Reliability depends on Zapier’s integration with each service’s API, network stability, and how well the email provider handles authentication and rate limits.

• Microsoft  365:
  • Pros: Generally reliable due to Microsoft’s robust API infrastructure. Works consistently for users within the Microsoft ecosystem. OAuth2 authentication ensures secure, stable connections.
  • Cons: Some users report occasional delays or authentication issues, especially if Microsoft 365’s security settings (e.g., multi-factor authentication or admin policies) interfere with Zapier’s access. These are typically resolvable but may require IT intervention.
• Gmail / Google Workspace:
  • Pros: Highly reliable for personal and small business accounts, with fast trigger responses due to Google’s efficient API. The variety of triggers works consistently when properly configured.
  • Cons: Can hit Google’s API rate limits with high-volume workflows, causing delays or failed Zaps. Users with strict Google Workspace security settings might face similar authentication hiccups as Microsoft 365.

Verdict on Reliability: Both are reliable for most use cases, but Gmail might edge out slightly for individual or small-scale use due to its simpler setup and faster trigger execution. Microsoft 365 shines in enterprise settings where integration with other Microsoft tools offsets occasional setup complexities.

What People Say

User feedback, drawn from general sentiment on platforms like Reddit, Zapier’s community, and review sites (as of March 2025), highlights the following:

• Microsoft  365:
  • Praise: Users in Microsoft-centric environments love its seamless integration with Outlook and other 365 apps. “It’s a no-brainer if you’re already on Teams and SharePoint,” one user might say. Businesses appreciate its enterprise-grade security and compliance features.
  • Criticism: Some find the setup “clunky” compared to Gmail, especially for non-technical users. Complaints about delayed triggers or failed Zaps often tie back to corporate security policies rather than Zapier itself.
• Gmail / Google Workspace:
  • Praise: Users rave about its flexibility and ease of use. “The ‘New Email Matching Search’ trigger is a game-changer for filtering client emails,” a freelancer might note. Small businesses and individuals often cite Gmail Zaps as intuitive and quick to set up.
  • Criticism: High-volume users occasionally grumble about rate limits or emails not triggering as expected, especially with complex search filters. Some find the lack of deep Microsoft integration a drawback if they’re hybrid users.

Community Preference: Gmail tends to be favored by solo users, freelancers, and small teams for its versatility and simplicity. Microsoft 365 gets more love from larger organizations or those already invested in Microsoft’s ecosystem, where reliability is tied to broader workflow integration rather than standalone email tasks.

Conclusion

• Which is Better? It depends on your needs. Gmail’s Zaps are more versatile and easier to configure for email-specific automation, making it ideal for diverse, lightweight workflows. Microsoft 365’s Zaps are more reliable and powerful in a Microsoft-heavy environment, especially for drafting emails tied to calendar or team actions.
• Reliability Winner: Tie—both perform well, with minor hiccups tied to external factors (security settings, API limits) rather than Zapier’s implementation.
• Recommendation: If you’re Gmail-centric and need flexibility, go with Gmail Zaps. If you’re in a Microsoft 365 ecosystem, Microsoft 365 Zaps will feel more cohesive and reliable long-term.

At Email Meter, we use Zapier heavily as well as both Google Workspace and Microsoft 365, and while we love Google Workspace's ease of use, we also admire Microsoft for their depth and breadth and ability to continuously iterate and improve their products.