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provider notes

Gmail vs Outlook

Same workflow, slightly different mailbox semantics.

Shortcut labels below reflect default bindings.

Gmail is label-centric while Outlook is folder-centric. In practice, this mainly changes where moved messages appear and how you model queue structure.

Archive and trash semantics differ by provider configuration. Always confirm your account-level retention rules in Gmail/Outlook admin settings for your team.

  • Gmail: one message can carry multiple labels.
  • Outlook: moving typically rehomes message into a single folder.
  • Archive usually exits primary inbox; trash enters deletion lifecycle.