Gmail and Outlook in one place

One workspace still contains separate accounts

Putting work and personal mail in one app does not merge their identities. You still need to know which address sends a reply, which calendar receives a meeting and which account owns a task. A shared workspace helps only if those boundaries remain clear.

Otto brings mail, calendar and tasks into the same app. Gmail and Outlook support use the connected account as context. Microsoft connection availability depends on whether it is enabled for the service; check the connection options before making a switching decision.

Check the account before the action

Start with one account and a familiar conversation. Read the thread, draft a reply and check the sender before sending. Then open the calendar and task views for that account. Otto uses Google Tasks or Microsoft To Do according to the selected provider.

When adding another inbox, repeat that check. Similar folder names or overlapping contacts do not mean the accounts are interchangeable. Check attendees and time zones when moving from a conversation to a calendar proposal, especially if you use different calendars for work and personal commitments.

Evaluate provider support separately from AI

An AI assistant does not imply support for both providers. Shortwave supports Gmail and Google Workspace, while Spark supports Gmail and Outlook among other providers. The right comparison starts with the accounts you need to connect, then moves to the workflow you want help with.

As of Sept 2026, Shortwave lists Business at $30, Premier at $45 and Max at $120 per seat/month. Spark lists a Free tier, Plus at $10/month or $99/year, and Pro at $20/month or $199/year. Those are different products and billing choices; compare their included features before treating the price alone as a match.

See Shortwave pricing and Spark pricing, alongside the Shortwave comparison and Spark comparison.

Move a workflow before changing a habit

Try a reply, a meeting and a task with familiar messages. Check that you can find the result in the account you intended. Only then decide which daily work you want to move into the shared workspace.

Otto Free includes one connected account with core mail, calendar and tasks; paid tiers add accounts and capacity. AI has an allowance. The account guide explains account context, and pricing lists the current options.