If you’ve ever switched between Gmail and Outlook you’ve probably noticed they feel completely different. Gmail is clean but minimal. On the other hand, Outlook has a structure. And a pane-based layout that feels more like a traditional desktop client. Many users, especially professionals, prefer Outlook’s familiar look. With folders, reading panes and a visible calendar.
The bad news is that it’s not significantly faster than pie to make Gmail look like Outlook without using add-on software — merely Gmail’s native layout, themes, and configuration.
Step by step, we’re going to show you how to have Gmail act like Outlook — preview pane, side bar like a folder, reading format, and even hotkeys same behavior.
Why Make Gmail Like Outlook
There are several reasons why someone will need Gmail to look like Outlook:
- Familiarity: If you’ve been working with Outlook for years, then the very appearance of Gmail will be too plain.
- Productivity: Pane-based appearance of Outlook makes it easy to scan e-mail and shift between folders in seconds.
- Efficiency: You can keep your inbox, calendar, and tasks on-screen at the same time — as Outlook.
- Business look and feel: Business users prefer the appearance and feel of Outlook more each day.
The secret to loving both worlds’ best — Google’s speed and Outlook’s organization — is to understand how to make Gmail mimic Outlook.
Step 1: Toggle to the Correct Gmail Look
Outlook employs the three-panes layout — left folders, middle messages, and right reading pane. You can do the same in Gmail as well.
To change your layout, do this:
- Open Gmail on your computer.
- Click the top-right gear icon (⚙️).
- In Quick settings, select the section labeled Reading pane.
- Select Right of inbox.
Your Gmail is now similar to Outlook. Your inbox on left-hand side and preview pane on right-hand side.
Tip
You can use Below inbox if you prefer reading as Outlook below the inbox. You will have the Outlook-like experience. Reading the emails side by side without an extra window.
Step 2: Turn on Vertical Split View
Outlook users prefer the vertical split more than scrolling of a mail. Split View by Gmail is better no exception.
- Gear icon (⚙️) → See all settings.
- Click Inbox tab.
- Scroll to Reading pane options.
- Turn on reading pane.
- Select Right of inbox.
- Save.
Double-clicking an email now shows it and your inbox — just like Outlook.
Step 3: Change Gmail Inbox Type
Outlook saves mails as focused and others. Gmail does the same with Inbox types.
How to change:
- Go to Settings → See all settings → Inbox.
- Tap Inbox type and choose Priority Inbox or Default.
- Select a choice for Starred and unread and Important sections.
This makes tidy inbox folders such as Outlook’s “Focused” and “Other.”
Outlook-style setup example
- Unread and Important at top
- Starred messages next
- Everything else below
Step 4: Make the Sidebar Look Like Outlook Folders
Outlook has folders; Gmail has labels. Labels can be configured to look like folders.
Tips:
- left sidebar → click More → Manage labels.
- Create labels like Inbox, Work, Personal, Clients, Projects.
- Click Show next to the label you’d like to be displayed for each.
Your sidebar resembles the Outlook folder list.
To include nested labels (like Outlook subfolders):
- Click Create new label.
- Click Nest label under → Select a parent label.
Example:
- Projects
- Project A
- Project B
This setup reflects the collapsed folder structure of Outlook.
Step 5: Add a Compact Message Density
More densely packed between messages is Outlook’s default. More densely loose, less business-formal, is Gmail’s default.
Steps:
- Click the gear icon (⚙️) again.
- In Density, choose Compact.
Emails now take up more tightly packed space, providing a more business-professional, more Outlook-like look.
If you like a bit wider but still neat, use Comfortable.
Step 6: Enable Gmail Sidebar with Calendar and Tasks
Outlook has mail, calendar, and tasks. Gmail does too — you just have to turn it on.
Steps:
- Look to the right-hand side of your Gmail page.
- If you can’t, click on the small Show side panel (>) button.
- You should find Calendar, Keep, Tasks, and Contacts icons.
Double-click on any icon to blow open its side panel — such as Outlook’s home calendar view. You can even drag email into Tasks for reminders.
Step 7: Turn on Conversation View (or Off)
Outlook threads your mail, but both are an option with Gmail.
How to turn on/off:
- Click gear icon (⚙️) → See all settings.
- In General, find Conversation view.
- Toggle On for threaded view (e.g., Outlook) or Off for single message.
- Save.
If you like the “tight thread” look, leave it on. Turn off for single messages.
Step 8: Set Gmail’s Theme Outlook Colors
Gray and light blue are colors used in Outlook. Gmail can use them too.
How to do it:
- Tap gear icon (⚙️) → under Theme, tap View all.
- Choose a Light Blue or Gray theme.
- Tap Save.
You can actually upload a white background to appear professional — like Outlook’s white page.
Step 9: Add the Reading Pane Shortcut
Outlook enthusiasts love reading or working on mail in an instant. Gmail loves them, too.
How to turn on shortcuts:
- Settings → See all settings → General.
- Scroll down and choose Keyboard shortcuts → On.
- Save.
Shortcuts you can use:
- J and K — up or down
- O — open mail in reading pane
- E — archive mail
- S — star mail (pin)
These are Outlook-type navigation.
Step 10: Add a Preview Pane Button
You can enable Gmail’s preview pane on/off, just like Outlook.
Steps:
- Settings → Advanced.
- Find Preview Pane.
- Click Enable.
- Save.
You then receive a Preview Pane button (two boxes) beside your settings cog. Click on it to enable reading pane/off — just like Outlook.
Step 11: Show Emails in Tabs like Outlook Categories
Outlook separates emails into Focused, Other, Promotions, etc. Gmail does this too.
Steps:
- Settings → See all settings → Inbox.
- In Categories, choose:
- Primary
- Social
- Promotions
- Updates
- Forums
- Save changes.
Your inbox now features Outlook-style tabs that sort your emails automatically.
Step 12: Outlook-Style Fonts
Outlook employs plain, business fonts such as Calibri or Arial.
Steps:
- Settings → See all settings → General.
- Scroll down to Default text style.
- Select Arial or Calibri.
- Set size to Normal or Small.
- Save changes.
Your emails now appear as tidy and standard as Outlook’s.
Step 13: Add Outlook-Type Folder Bar for Easy Access
Turn on Gmail’s Multiple Inboxes to have Outlook-type folders.
How to turn it on:
- Settings → See all settings → Inbox.
- Select Inbox type → Multiple inboxes.
- Add panels with search keywords such as:
- is:starred (for starred messages)
- label:work
- label:personal
- Give the panels similar names.
- Save.
You now have folders that function like Outlook’s navigation pane.
Step 14: Install an Add-On for Outlook-Like Features
For even greater Outlook-like features, have a try with these add-ons:
- Simplify Gmail: Provides Gmail with an Outlook-like appearance.
- Gmelius: Adds collaboration tools and tracking (like Outlook 365).
- Checker Plus for Gmail: Adds the pop-up inbox as in Outlook.
They can be installed directly from the Chrome Web Store.
Step 15: Pin Key Tools to the Right Sidebar
Outlook features like Calendar, Tasks, and Notes on one page. Gmail does this using the side panel.
Steps:
- Open Gmail right-hand panel.
- Click + (Get Add-ons) button.
- Install tools like Zoom, Trello, Evernote, Asana.
They will appear alongside your Gmail view. And setting an Outlook-like workspace.
Step 16: Add an Outlook-Style Email Signature
Outlook signatures appear professional — name, title, phone, logo. You can have that in Gmail.
Steps:
- Settings → See all settings → General.
- Scroll down to Signature.
- Create or edit your signature.
- Use Arial or Calibri.
- Insert your title, company, and name.
- Insert your logo using the Image icon.
- Save.
Your Gmail messages now appear as elegant as the Outlook signature.
Step 17: Get a Sleek Toolbar
Outlook’s toolbar is that minimalist. You can do it on Gmail too.
Steps:
- Tap Settings → Quick settings.
- Turn off unwanted features like Chat or Meet.
- Push unused labels aside by tapping Less.
You will now have a plain look with only Mail, Calendar and Tasks. Just like the Outlook toolbar.
Step 18: Sync Gmail with Outlook Desktop (Optional)
If you like Outlook appearance but have Gmail material, you can sync them.
Steps:
- Open desktop Outlook.
- Proceed to File → Add Account.
- Type in your Gmail address.
- Log in and confirm.
Your Gmail mail, calendar, and contacts are now available in Outlook.
Step 19: Make Icons More Microsoft-Styled
Gmail employs colorful icons; Outlook employs blue solid ones.
You can:
- Use a browser theme or plugin such as Stylus to use blue icon sets.
- Install Outlook-style community-designed Gmail themes for a dash of refinement.
Step 20: Make Gmail Look and Feel Like Outlook
This is how to make Gmail look and feel like Outlook on a daily basis:
- Have folders (labels) in left pane convenient.
- Preview emails in the correct reading pane.
- Have calendar pane open every day.
- Use color-coded labels similar to Outlook categories.
- Star key emails for easy reference.
These little things transform Gmail into an Outlook-type business dashboard.
Also Read: Is Gmail Case Sensitive: The Kind, Simple Fact You Absolutely Must Understand
How Your Gmail Will Appear After These Updates
Your Gmail will:
- Have Outlook-style three-pane appearance.
- Have left sidebar folders (labels).
- Have a reading pane.
- Have business spacing and fonts.
- Have tasks and calendar visible.
- Have an uncluttered, plain toolbar.
You have Outlook appearances with the reliability of Gmail.
Fixing Everyday Issues
Reading pane not working:
Go to Settings → Advanced → ensure that “Preview Pane” is enabled.
Sidebar headings are missing
Press More on side panel to display all the list.
Calendar or Tasks missing:
Click on the right arrow (>) on the side panel.
Gmail still too cluttered:
Change Density to Compact and turn off unused tabs.
Font displaying differently
Go to Settings → General → Default text style and change it to Arial or Calibri.
Getting Gmail To Look Like Outlook FAQs
1. Can Gmail be made to look like Outlook?
Yes, sure — by enabling the reading pane, compact view, folders, and sidebar items.
2. Are Outlook themes enabled in Gmail?
Yes, sort of. You can enable Gmail’s light blue or gray themes to give it an Outlook-like look.
3. Can Gmail inbox be replicated using Outlook Focused Inbox?
Yes. Enable Priority Inbox to show Unread and Important mail first.
4. Are mobile changes saved?
Most configurations are synchronized across devices with the only exception being sidebar label display.
5. Are changes reversible?
Yes. Go to Settings → Inbox → Default view.
No more toggling between Gmail and Outlook. Now you have the best of both worlds.
Once you have it boiled down to bashing Gmail against Outlook your inbox is a tidy little office. Alright. You’ve got your folders, reading pane, calendar and tasks. All on one screen.
Get it done in five minutes today. Tomorrow you’ll be opening Gmail and feeling like a pro.
