Finding the right email software can help you to take your business to the next level, and is often a key piece in the puzzle to success.
With the right software, you can boost your email productivity, delegate tasks, and stay in touch with your customers – all while reducing your stress levels and maximizing your chances to grow and expand your network.
To help you achieve this goal, we have put together a list of the best email software on the market – all you need to do is choose your favorite option!
What Is Email Software?
The first thing to establish is the importance of email software – and to achieve this, we need to know exactly what we mean by the term.
Email software is simply a tool used for interacting with various kinds of emails, including sending and delivering messages.
They come in both desktop and web-based versions, but they all perform pretty much the same way:
- You create a new message or reply to an existing one by entering text into the window
- You send messages that were created using different methods to be delivered at a later date or time
- There’s usually a search function, so you can quickly find individual emails
- An attachment may be added (depending on the type)
- A response from the receiver might be received
- Some kind of preview functionality may be available
In some cases, you may also be able to access other services such as storage space, contacts lists, calendars, RSS feeds, etc.
Most email clients will offer support for multiple internet-based email providers, including Gmail and Yahoo, while options such as Microsoft Exchange offer users more complex and elaborate features.
When it comes down to it, there really isn’t any reason not to be using an email client these days.
If you want to make the most out of your day-to-day work, then a good email client like Outlook should fit the bill perfectly.
What Is An Email Client?
A popular option for businesses is an email client – this is an application that allows you to run emails from your own computer, providing you with better access and protection for your work or business emails – for this reason, they are very popular options for businesses.
Multiple email accounts can also be synced in one space.
Which Are The Best Email Software Options?
The rise of the internet has increased the options available when it comes to the choice of email clients, and there are a huge array of options available.
We have put together some top options available to help you improve your business and stay connected with your customers.
If you’re after a basic email app that provides plenty of functionality, then Mozilla Thunderbird may well be a perfect choice for you, as the core features are easy and simple to use.
It’s been around since 2003, during the age of IMAP, before the rise of smartphones caused many companies to move away from this protocol and start relying more heavily on cloud-based solutions.
That it remains popular today is a testament to the quality of the system, and its reliability for customers.
This is an email client that has been ported across several operating systems, meaning it’s suitable for computers as small as your personal laptop or desktop, right up to servers in data centers and offices all over the world.
You can also keep a backup of all messages that have been sent on your PC, and these will be saved in a location that you choose – ideal for the times when you accidentally delete an email that you shouldn’t have done.
As an added bonus, Mozilla Thunderbird includes support for a range of calendars – ideal for keeping you on top of your appointments, and ideal for staying organized when you are juggling multiple responsibilities and tasks.
- Different email clients supporting IMAP, SMTP and POP3 protocols can be added
- LDAP email address auto-complete features are supported
- Email messages can be archived easily
- Mail management is easy thanks to filters, tags, and fast searches
- Can only be configured with an add-on
- No task list or calendar included
- Outdated interface
Apple has kept the email client tradition alive with their own version of iMessage, called Messages, which integrates with iDevice users’ existing addresses – if you are an Apple addict, then you can rest assured that your messages will be synced across multiple devices without you having to do anything extra.
This is, of course, an issue if you are looking to use Mail on Android or Windows.
As far as third-party clients go, Apple Mail is probably the best place to start.
With iCloud syncing, contacts importing, and sharing built-in, it’s basically designed to provide everything you’d expect from an old-fashioned email client.
Things are pretty basic in terms of appearance and performance, but this is an advantage for those who are new to email clients, as it keeps Apple Main super simple to manage and use – there is no steep learning curve.
The Spam filters are robust, reducing the junk mail that you receive, and the user interface is easy to use and navigate.
- Intuitive interface – especially compared to Gmail or Outlook – and is very easy to understand.
- iCloud sync automatically update your address book
- Make and receive calls using your iPhone, iPad, or iPod touch, and message people who aren’t using iPhones or iPads.
- Wide selection of themes, fonts, and colors to choose from, giving you the chance to customize things to match your individual tastes.
- Lacks advanced features
- No customization options
- Hard to send out-of-office messages without a lot of effort
Microsoft boasted one of the earliest forays into email clients, with its original Hotmail system acting as one of the original email providers.
The brand started off as part of the now-defunct CompuServe network, and its popularity grew rapidly throughout the late 1990s and early 2000s, largely because its web-based software made accessing accounts simple and easy.
Today, it offers many of the same great features that were offered back then, including threaded messaging, drag and drop mail sorting, spam filtering, and free 25 MB file attachments.
Though there are options that are sleeker and offer more features, Outlook remains a reliable classic and can be used across Mac or PC, helping to make it a versatile option – this is an email client that can work anywhere in the world, and across any system.
A number of third-party extensions also offer add-ons, and this boosts functionality even further.
The Spam function of Outlook is also a real plus – this is a great option for keeping you safe from malicious threats and issues, and offers you extra peace of mind and reassurance.
- Great spam filters
- Bing allows you to search automatically without an external browser
- Supports IMAP, POP3, MSN, and Hotmail profile in MS Outlook
- Email attachments can be directly attached using cloud services
- Emails can be easily filtered with “Clutter.”
- Option for configuration of complex rules, making it easier to manage your email messages and automate your workflow – a great time saver.
- Only Outlook aliases are supported
- Can be a little tricky and complicated to configure and use
- Users do not have the option to create folders, flags, folders, or rules, reducing functionality
If you’ve ever used the web interface for Google’s ubiquitous search engine, you are pretty likely to have heard of Gmail!
Launched alongside Chrome in 2004, Gmail is considered to be the most popular web-based email service used on the Internet today.
Gmail was originally developed as part of Google’s Inbox project.
The idea behind Inbox was to create a more user-friendly way of getting emails – instead of opening them individually, they would all sit together ready to be dealt with at once.
After three years of development, Google released its first beta version of Inbox onto the public domain in September 2011.
Gmail also supports multi-user inboxes, allowing multiple people to communicate via an individual address.
This feature is called ‘Google Apps for Work’ and it adds some additional benefits such as being able to collaborate online or even sync contacts between devices.
If you’re running out of room on your PC, or simply want to keep your personal emails separate from business correspondence, this is a useful tool for keeping things organized.
It also works well when collaborating with other employees on projects, as well as with clients.
- Straightforward, clean, and functional interface
- Easy to learn how to use
- Switch between viewing labels and conversations easily
- Set up multiple email aliases in order to keep various contacts separate
- Prioritize messages thanks to a variety of folders
- Schedule upcoming tasks to be sent later, allowing you to prioritize tasks
- Can link to social media websites
- Gmail gives users unlimited storage space and 100 MB of attachment space per message.
- Google Apps gives you a host of additional tools including calendar, Drive or Docs upload features, task manager, and group chat tool
Yahoo Mail was originally created as a result of the acquisition of GeoCities, a web hosting company founded by Geocities co-founder Gary Thuerk.
The original premise behind the site was to provide users of the Internet with content that had never before been seen on the World Wide Web.
While this idea has since become outdated, Yahoo Mail still offers great value for money.
It is a top option if you are looking for something simple and basic to do the job, which offers you plenty of free storage and the ability to chat and send messages quickly and easily, Yahoo Mail is the top option.
While there may not be all the bells and whistles of more advanced, sophisticated email clients, this is a perfect starting point if you are on the hunt for ease and simplicity, as well as all of the extra features that you need to stay organized.
- Lots of free storage
- Saves desktop space
- Yahoo Messenger allows you to chat without needing to download any additional software
- Free calendar functionality
- Keeps notes in one place
- Automatically scans emails to reduce the risk of viruses
- Range of stationary options
- Lots of ads compared to other providers
- Grouping system is frustrating for some users
- No option to manually save
Founded in 1985, America Online (AOL), now owned by Verizon Communications Inc., was the world leader in providing online services until its downfall in August 2015.
It wasn’t long before AOL started suffering massive losses, causing the company to file for Chapter 11 bankruptcy protection in 2001.
However, after restructuring under new owners Time Warner Inc, the company went back into business in May 2003.
It began offering a revamped service that included instant messaging, news alerts, and shopping facilities.
Today the service includes all these things plus an integrated TV guide and email system.
- It allows you to undo sent emails.
- You can customize several settings.
- It provides virus protection.
- It offers an in-browser sound alert.
- Spell-check provided.
- Many Ads.
- You can attach files that are stored locally. It doesn’t support attaching a file from online storage
Founded in 2011, ProtonMail offers all the usual cloud-based services such as webmail, file sharing, and secure messaging. It is very popular amongst business owners.
However, what makes the service stand out over similar products is its ability to protect your privacy by encrypting emails and data packets.
In addition, it’s possible for ProtonMail to offer a range of extra services like photo sharing.
Security is a major priority, as all messages are encrypted from end-to-end, and this is perfect for ensuring that there is no way for an unwanted third party to access any messages sent or received.
Your anonymity also extends to the set-up of your account, which can be created with no personally identifiable details.
ProtonMail is open-source software, and so is totally free to use and access, though there is an option to pay for an upgrade – this offers a chance to include corporate and business email addresses, and will also boost the amount of storage that you have available.
The look and feel are a little basic, and it is not possible to port current email addresses to this new one, but this does have the advantage of ensuring that your mail is totally secure and locked up tight – ideal for sensitive or confidential information.
- Plenty of storage space. You get 200 MB per calendar month, 100 MB per week, or 1 GB per day.
- Annual subscription option that allows users to access multiple email addresses.
- Email addresses aren’t tied to a specific location, therefore making it easier to move around.
- End-to-end encryption ensures that no third parties can intercept or read your information while it’s being transferred.
- ProtonMail doesn’t require you to install software, which should mean that you’re not leaving a trail of evidence behind at every turn.
- Supports both iOS and Android devices, meaning you can access your messages from anywhere in the world, and on any type of device
- No mobile app
- Looks and feels a little more dilated than other options
- Lacks some of the bells and whistles of other providers
Now that we have taken a look at the best email software on the market, you may be wondering how to choose the best option for your business or personal needs.
To help you make the decision, we have put together everything you need to know to make a smart, informed choice.
What Do I Want From My Email?
Before you select an email application, it’s important to consider your requirements first.
Do you need something that is easy to use and has good functionality? If so, then most likely Outlook would work best.
However, if you are looking for something simple and lightweight that focuses primarily on security and privacy, then ProtonMail could be for you.
The key thing to remember here is that many people have different reasons for using email software, and these things will influence their final decision.
Here are some examples of why you might need to look at each product in detail before selecting the right one for you:
Security is a major issue for many users.
If you have really sensitive or highly confidential information, then having complete control over where it goes and who can see it is vital – make sure that the client you choose has protocols in place to protect your data, and allows you to transmit potentially sensitive information or data securely, ideally through end-to-end encryption.
Consider whether you need your email to provide you with a host of extra powerful features, such as automation, out-of-office, and the ability to group or customer segments.
These are typically included in paid premium plans – so make sure that this is something that you really need before you pay for an upgrade. In some cases, a more basic, free plan may be suitable.
Many providers will offer a range of pricing plans for extra choice, including monthly or annual plans.
Ease Of Use
It goes without saying that some email clients are easier to use than others – if you are an email novice, then there is no point in having a hugely complicated email system that you cannot make the most of.
Consider – and assess honestly – your levels of skills and expertise, and find an email client that can meet these.
There are various ways of comparing the cost of email clients – usually, they range between $10 – $50 plus per year (or month) depending on what features you get, but this can vary widely depending on what country you live in.
If cost is an issue, you can also opt for a free version. If, however, you don’t mind spending a bit more money, then consider purchasing email software that offers additional security and encryption features.
You can also check out our guide to secure email applications that offer high levels of protection for even more detailed information.
If you’re interested in securing your emails for your smartphone or tablet, then you’ll definitely want to consider installing an app on your device.
This is particularly useful when you’re away from home computers, and not connected to a Wi-Fi network.
There are lots of apps available nowadays, including Apple’s Mail app for iPhones and iPads, Microsoft models, Huawei models, and Android phones too.
Which Email Software Is Right For Me?
You’ve identified the factors that matter to you when deciding which email client is best for you.
So how do you know which one is the right fit for you? It all comes down to personal preference, so feel free to try them out for yourself.
Consider your priorities and preferences, and don’t be afraid to make the most of a number of free trials to find the perfect match for your needs.
Frequently Asked Questions
What Is An Email Client?
An email client allows you to run emails from your own computer, providing you with better access and protection for your work or business emails – for this reason, they are very popular options for businesses.
Multiple email accounts can also be synced in one space.
How Much Does Email Software Cost?
The price of email software varies from free, to accounts of over $50 per month – this will depend largely on your needs and the services and extra features that you require from your email.
Which Is The Least Hacked Email Provider?
According to experts, ProtonMail is known for being the least hacked email software, and this has earned it many fans amongst the security conscious.
Are Email Software Tools Easy To Use?
The ease of use will vary depending on the email platforms you choose – some have extra features which makes them more complicated and tricky to use.
What Should I Consider When Choosing Email Software?
Key elements to consider include cost, security, privacy, accessibility and ease of use.