You’re deep into planning next week’s sprints when, ding!, another email pulls you out. 📧
But it’s not just one. Your inbox is brimming with emails: a doc link, a task update, and a newsletter you don’t remember why you signed up for.
This daily friction is exactly what Notion Mail promises to fix, blending email with your workspace. However, Gmail isn’t exactly obsolete; it’s fast, reliable, and still a go-to for millions.
So, who wins this showdown of Notion Mail vs. Gmail? Let’s find out. 🎯
What is Notion Mail?
Notion Mail is an integrated email tool that streamlines email management directly within your Notion workspace. It lets you view, send, and organize emails directly without leaving the platform.
The tool connects your Gmail account to sync communication with tasks. You can embed emails into pages, link them to tasks, or turn threads into actionable items.
🔍 Did You Know? 77% of email marketers report that personalizing subject lines directly improves email performance.
Notion Mail features
Here are some features of this email management software that could boost productivity. 💁
Feature #1: AI-powered auto-labeling
You can set up Notion AI to automatically label incoming emails using simple, human-like instructions. Just ask, ‘Label emails sent directly to me, not newsletters,’ and it’ll get to work.
Once labeled, you can create custom views in your sidebar, organizing emails by anything from sender to urgency. It’s a smart way to take control of your inbox, beyond the usual folders and filters.
🔍 Did You Know? In August 1991, astronaut Shannon Lucid sent the first email from space aboard the Space Shuttle Atlantis, using AppleLink software.
Feature #2: Database-style properties and filtering
Like the rest of Notion, Notion Mail treats email like data. You can add properties to each email (think status, priority, or even tags), and then sort, group, or filter based on those.
Need to track follow-ups or keep high-priority messages in view? No problem. You can filter by anything: sender, keywords, attachments, or your custom properties.
Feature #3: Rich formatting and AI-powered writing
Writing emails in Notion Mail feels like building a Notion doc. You can use headings, checkboxes, callouts, and even colors.
This makes it easier to organize thoughts, share action items, or just make your message more engaging, especially for team communication.
Plus, Notion AI pulls data from your workspace to help write AI email responses that sound like you or your brand. You can even set it up to automatically suggest replies as emails come in, and improve your writing.
Notion Mail pricing
- Free plan
- Plus: $12/month per user
- Business: $24/month per user
- Enterprise: Custom pricing
*(Notion Mail is available as a part of your Notion plan, not as a separate subscription)
🧠 Fun Fact: Checking emails can literally take your breath away. Screen apnea is when you unconsciously hold your breath while reading messages, especially stressful ones. It’s a real thing, and it’s messing with your focus and energy.
What is Gmail?
Gmail is Google’s widely used email platform, built for fast, reliable communication with powerful search and smart organization features. It facilitates seamless communication with features like email search and spam filtering.
The tool connects with other Google services like Google Drive, Calendar, and Meet, and is accessible via web browsers, mobile apps, and third-party email clients.
Gmail also supports multiple accounts and offers a streamlined inbox experience.
🧠 Fun Fact: The term ‘email’ was first used in 1979 by an American programmer named Shiva Ayyadurai, who also claims to have invented an early version of the system we use today. His claim is debated, but the term stuck.
Gmail features
Here are some Gmail features that you can explore. 👇
Feature #1: AI replies and inbox cleanup
Gmail’s newest trick is context-aware writing assistance from Gemini, its AI assistant. It’s a big time-saver when your inbox is stacked and you must keep conversations moving.
You can also set up automatic forwarding on the platform.
Need a spring clean? Ask Gemini to wipe out ‘all unread promos from last year’ or archive newsletters you’ve already skimmed. The assistant does those dull chores, so you spend less time clicking ‘delete’.
Feature #2: Seamless scheduling and flexible display
When an email starts drifting into calendar territory, Gmail notices. A little panel appears with your free slots, ready to paste into the thread. Clients pick a time, you click confirm, and everyone’s calendars update.
Plus, you get flexible viewing options.
Pick Default, Comfortable, or Compact view to fit as many messages as you like on the screen. Turn on the Preview Pane to read a message while still scanning the list. Fewer clicks, quicker triage.
Feature #3: Robust email organization and task management
Labels act like folders, but better. You can tag one email with multiple labels, color-code them, and hide the ones you don’t need today. Stars flag anything important, and filters automatically keep spam and low-priority stuff out of sight.
And with one tap, you can turn an email into a task, which will land in Google Tasks and on your Calendar. Deadlines, reminders, and follow-ups travel with you; nothing gets lost between apps.
Gmail pricing
- Free plan
- Business Starter: $7/month per user
- Business Standard: $14/month per user
- Business Plus: $20/month per user
- Enterprise: Custom pricing
*(Gmail pricing is included in Google Workspace pricing plans)
🔍 Did You Know? In 2012, Barack Obama’s campaign team used over 50 subject line tests per email to optimize donation rates. The most successful subject line? Just one word: ‘Hey.’
Notion Mail vs. Gmail: Features Compared
If you’re comparing Notion Mail vs. Gmail to simplify communication, it’s obvious they go about it differently. One leans into workspace integration and customization, while the other sharpens its edge with AI and reliability.
Let’s break down what separates the two email productivity tools. ⚒️
| Criteria | Notion Mail | Gmail |
| Platform support | Web, Mac app | Web, Android, iOS, desktop clients like Outlook, Apple Mail, and Thunderbird |
| Account support | Only works with Gmail or Google accounts | Supports Gmail and external accounts via IMAP/POP |
| Interface and design | Clean, Notion-style UI, block editor, customizable database style views | Classic Gmail interface, custom themes, and conversation threading |
| Inbox organization | Customizable ‘views’ with filters and grouping, AI auto-labels, and no shared inbox | Labels, categories like Primary, Social, and Promotions, custom filters, tabs, and a unified inbox |
| AI features | AI for organizing, labeling, drafting replies, referencing Notion pages | Gemini AI for drafting, summarizing, searching, and meeting suggestions |
| Integrations | Deep integration with Notion Calendar and Notion workspace, @mentions for Notion pages | Integration with Google Workspace, including Calendar, Drive, Meet, Chat, Docs, Sheets, and more |
| Keyboard shortcuts | Command bar (CMD/CTRL+K); most Gmail shortcuts supported; not fully keyboard-first | Extensive keyboard shortcuts; optimized for power users |
| Auto-archive and snooze | No auto-archive after send, and no ‘send and snooze’ feature | Send and archive, snooze, send and snooze, and nudges are available |
| Unique features | Notion block editor in email, @mention Notion pages, custom inbox views | Confidential Mode, Smart Compose, emoji reactions (mobile), external account support, best-in-class search |
| Pricing | Free plan available; paid plans start at $12/month per user (Mail is bundled with other Notion applications) |
Free plan available; paid plans start at $7/month per user (Gmail is bundled with paid Google Workspace plans) |
Feature #1: Email organization
Keeping your inbox tidy starts with how emails are organized. Let’s see how each tool handles it.
Notion Mail
Notion Mail is all about customization. You can create your own labels like ‘Clients,’ ‘Newsletters,’ or ‘Urgent,’ and let AI auto-sort them. It’s flexible and can adapt to niche workflows, letting you build ‘mini inboxes’ within your primary inbox.
Gmail
Gmail offers solid organization tools, too—think labels, filters, and categories—but much of it is manual. It’s reliable but less dynamic if you want something more adaptive or AI-driven.
🏆 Winner: Notion Mail for its advanced customization and organization options.
🧠 Fun Fact: When Gmail launched, it offered 1 GB of free storage, about 500 times more than competitors at the time. People thought it was an April Fool’s joke because it launched on April 1.
Feature #2: AI and automation
Let’s explore how both tools use AI and automation to make email smarter and faster.
Notion Mail
Notion Mail takes AI in email seriously.
It can draft emails, generate smart replies, summarize threads, and even prioritize what hits your inbox first.
The tool also supports reusable snippets and automates repetitive tasks, making it more of a workflow assistant than just an email client.
Gmail
Gmail has built-in smarts like spam filtering, smart replies, and follow-up nudges. They’re reliable but less customizable, better for general use than complex workflows.
With Gemini, Gmail offers AI-powered help for writing, summarizing, and understanding context, though it still feels like an add-on rather than a native workflow tool.
🏆 Winner: Notion Mail for workflow automation and advanced customization.
Feature #3: Integration and ecosystem
Let’s see how each tool fits into its broader workspace and app ecosystem.
Notion Mail
Notion Mail integrates tightly with the Notion suite, including its calendar, docs, and projects. You can reference Notion pages in emails and schedule meetings from the inbox. However, linking emails directly to Notion databases isn’t available yet, which limits deeper integration.
Gmail
Gmail integrations thrive in the Google ecosystem.
Everything from Google Calendar to Drive to Meet is a click away. It’s especially useful for teams already embedded in Google Workspace.
🏆 Winner: Gmail for its broader, more mature integration with the Google Workspace and other tools.
🔍 Did You Know? The phrase ‘email fatigue’ became a formal topic of study during the pandemic, as remote work made inboxes busier and more emotionally draining than ever before.
Feature #4: Security and privacy
Security matters, especially in your inbox. Here’s how each tool protects your data.
Notion Mail
Notion Mail is secure, with SOC 2 Type 1 and HIPAA compliance. But it recently dropped end-to-end encryption after acquiring Skiff, disappointing some privacy-focused users.
Gmail
Gmail leads in mature, enterprise-grade security. You get two-factor authentication (2FA), advanced phishing protection, and regular security patches.
But as a Google product, privacy critics often point to its ad-based business model.
🏆 Winner: Gmail for its advanced security and reliability.
Notion Mail vs. Gmail on Reddit
Still can’t decide? Maybe these real-world reviews from Reddit can help!
While there aren’t any specific threads comparing the two, here’s what a user has to say about Notion Mail:
While some users mention that it’s an alternative to Gmail front-end:
Meet —The Best Alternative to Notion Mail vs. Gmail
Torn between Notion Mail’s customization and Gmail’s reliability? Maybe it’s time to stop choosing between inboxes.
is the everything app for work that combines project management, documents, and team communication, all in one platform—accelerated by next-generation AI automation and search.
Let’s see how this email task management tool stacks up against these two tools. ⚖️
’s One-Up #1: Email project management
Emails and project management don’t always go together. You might receive a client request via email, jump to your task manager to log it, tag a teammate on your comms channel to follow up, and then forget which tab had the attachment.
Email Project Management eliminates this.
The email project management tool brings your inbox into your workflow, literally.
- Eliminate toggle tax by sending and receiving emails directly from your workspace
- Take action right away by turning messages into Tasks
- Get the attention of relevant team members by tagging them
- Reduce manual effort by setting up automated replies for various triggers
Let’s say you’re part of a remote startup team handling customer onboarding. A client emails you a few questions and requests. Just link the email to a task in , assign it to your teammate, and attach all relevant files.
Already have a set of fixed email tools? You don’t have to give them up.
’s Gmail Integration lets you transform your inbox into a productivity tool. You can create tasks directly from Gmail, attach emails to existing tasks, and even comment on tasks using email content.
This makes capturing important requests, assigning work, and setting deadlines in real time easy.
You can also set up a Automation to trigger task creation or email responses based on Gmail activity.
The and Outlook Integration offers Microsoft users the same streamlined workflow. You can also reply to or send emails from within using your Outlook address.
Check out what Samantha Dengate, a Senior Project Manager, has to say about Diggs using :
’s One-Up #2: Contextual AI assistance
While Gmail and Notion have AI-powered assistants, reimagines how work gets done through purpose-built AI that goes far beyond your inbox.
Brain is the platform’s neural AI engine to manage work.
Unlike general AI assistants, Brain is embedded directly into your workflows, offering smart, contextual support across projects, docs, and teams.
Suppose you’re leading a product launch and handling dozens of moving parts: market research, copy drafts, design approvals, and stakeholder feedback. Brain steps in as your AI Knowledge Manager to instantly locate relevant documents or updates.
Simply ask, ‘What’s the latest version of the launch timeline?’ and it fetches exactly what you need.
Then, it acts as your AI Project Manager, summarizing project progress, creating team updates, and generating content drafts for the marketing campaign. With over 100 role-specific AI tools built in, Brain accelerates your workflow.
Layered on top is the AI Notetaker, a meeting assistant that makes every conversation count, even when you’re not in the room.
Let’s say your UX team has a feedback session with stakeholders. While the meeting happens, the AI Notetaker transcribes the entire conversation in real-time, capturing every point of feedback.
By the time the call ends, the Notetaker has already generated a summary, identified key action items, and assigned tasks like ‘revise wireframes’ or ‘update user flow’ to the right team members in .
’s One-Up #3: Collaboration tools
While Brain handles automation, ’s collaboration tools keep everyone on the same page.
Let’s start with Chat, a built-in messaging hub that keeps your team’s conversations right where the work happens.
For instance, say your marketing team is brainstorming campaign ideas in a chat channel, and someone suggests, ‘Let’s run a customer feedback survey.’ You can turn this message into a task, assign it, set a due date, and link to your Q2 Campaign list, all without leaving Chat!
What’s more, Brain summarizes entire chat threads, suggests next steps, and even provides a quick TL;DR if you step into a chat late. Team leads can also hold quick audio or video calls with SyncUps.
Need answers to questions fast and don’t know where to find them? Just ask one of the AI Autopilot Agents, and you won’t have to wait for your co-worker five time zones away to get back to you.
Want something for more structured collaboration, like creating a proposal or drafting onboarding materials?
Docs takes center stage.
Collaborate with your team in real time using Docs
Say you’re a project manager launching a new product. You open a Doc to draft the launch plan. As you write, you can embed a task list with due dates, tag your designer to approve mockups, and drop in a live Kanban board showing real-time progress.
The team can work together, commenting, editing, formatting, and tracking changes.
And with customizable, pre-built templates for everything from proposals to team wikis, you’re never starting from scratch. Need quick access? The Docs Hub makes finding anything a breeze.
📮 Insight: Nearly 42% of knowledge workers prefer email for team communication. But it comes at a cost. Since most emails only reach select teammates, knowledge stays fragmented, hampering collaboration and quick decisions.
To improve visibility and accelerate collaboration, leverage an everything app for work like , which turns your emails into actionable tasks within seconds!
Streamline Workplace Communication With
When it comes to Gmail vs. Notion Mail, the right choice depends on your priorities. Do you want Gmail’s tried-and-true ecosystem or Notion Mail’s fresh take on minimal, focused communication?
But here’s the thing: neither handles anything other than email.
That’s where , the everything app for work, comes in. It connects your inbox, tasks, files, and meeting notes with AI and collaboration tools, helping create clarity among teams about all things work.
So, why wait? Sign up to for free today! ✅
Everything you need to stay organized and get work done.
