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The best email clients are no longer just about sending and managing emails, but now much more about integrating into additional software and apps. Microsoft Outlook.
Mailbird Personal and Business. Email is still central to most business applications , regardless of which type of office software suite you use. For some that means using Outlook with Microsoft Office, but for those using alternative office software there are also alternative email clients. Email remains the primary method of communication between businesses, but there are a number of different ways in which emails can be used and stored.
This usually means downloading and installing software for an email client to receive your emails, and an server on which to store and collect your email from. The second main way is using cloud services through a web application, which means that you don't need to download any software or even have a server to collect email from, as everything is store online by the web app provider.
Even better is that as online communications widen, some email providers include additional collaboration tools such as video conferencing as part of the service. Try it free for 14 days. While email clients may require a little more work to run, they also allow for more control over user data. In other words, only you control your emails, and third-parties have no access to them unless you purposefully - or accidentally - allow it.
This can be an important consideration for business purposes, as allowing your email to run through web apps means that although it will be safely backed-up, it also means the provider has control over your data, and some companies openly acknowledge that they will scan private emails at least for marketing purposes.
Just remember to ensure you have a backup solution in place so you don't lose your email data. Therefore while consumers have tended toward the ease of use that web app emails allow, many businesses still prefer to control their own emails through an email server and email clients, in order to protect sensitive business data.
There are a number of email providers on the market, so we'll look at the best in email clients, before taking a look at additional options, not least email web apps. Obviously it has tight integration with other Microsoft services, and that takes email beyond the simple exchange of messages.
Outlook has the advantage of being fully integrated with the Outlook Calendar, making it a snap to share calendars to coordinate meetings. This integration also extends to Outlook Contacts. Outlook is supported for the Windows platform, but also across the mobile platforms of iOS and Android as well. Microsoft Outlook is available as part of the Microsoft Office suite, which can be purchased as the standalone Office , or the subscription-based Microsoft It offers a wide array of features, including a calendar, contacts and chat.
Support is provided for all the major email services including Gmail, Yahoo, iCloud and Outlook. The latest version also offers PGP encryption, live backup, basic image editing capabilities and auto-replies for Gmail.
There is a free tier, but you need the Pro version for commercial use, and that also gives you VIP support and unlimited accounts the free product is limited to two email accounts. The Pro version has a one-time license fee. There's an integrated chat app too, with support for common platforms including Jabber and Google Chat, and the search function is far superior to those you'll find in webmail interfaces.
It comes in two main versions: Personal and Business. Unlike some more Microsoft-centric email clients, Mailbird Business supports a diverse range of integrated apps, including WhatsApp, Google Docs, Google Calendar, Facebook, Twitter, Dropbox and Slack, all making for a better streamlined workflow.
Mailbird Personal is available for free, with Mailbird Business available as a subscription or a one-time lifetime license. Inky is an email client that focuses on security, using AI and machine learning algorithms to block all manner of phishing attacks which might otherwise get through.
The proprietary machine learning technology can literally read an email to determine if it has phishing content, and then is able to quarantine the email, or deliver it with the malicious links disabled.
It also takes things a step further and offers an analytics dashboard, which allows an administrator to see patterns of attacks based on dates, or targeted users. However, the site does note that pricing is per mailbox per month on a subscription, with volume discounts available. Hiri is a paid-for premium email client that is designed primarily with business users in mind it currently only supports Microsoft email services including Hotmail, Outlook and Exchange , but home users will also appreciate its productivity-boosting features.
If you find yourself spending too long managing, reading and replying to emails, Hiri is the email client for you. It includes a smart dashboard that lets you see how many unread messages you have at a glance and how long you should wait before checking them after all, how many really need an instant reply? The Compose window is designed to save you time too, offering only the essential options no fancy formatting and including the subject line at the bottom so you don't have to write it until you know how to summarize the message.
These little touches make Hiri a truly exceptional client. If Microsoft is your email provider of choice, it should be well up your list. Hiri is available to buy annually or via a lifetime license for one-time fee. Both options offer a 7-day free trial. First released back in , Google's Gmail has become the market leader in free email services with more than a billion users across the globe. Gmail's stripped-back web interface is a highlight. Most of the screen is devoted to your inbox, with a minimum of toolbar and other clutter.
Messages are neatly organized via conversations for easier viewing, and you can read and reply to emails with ease, even as a first-time user. There's plenty of power here. Dynamic mail makes Gmail more interactive, with the ability to take action directly from within the email, like filling out a questionnaire or responding to a Google Docs comment. Messages can be automatically filtered into tabbed categories like Primary, Social and Promotions, helping you to focus on the content you need.
You can also access Gmail offline, although you'll need Google Chrome for that to work. Furthermore, there is a neat snooze feature that allows you to, well, snooze an email for a specified amount of time it also automatically labels that email as important.
Other features are more questionable. Instead of organizing messages into folders, for instance — a simple metaphor which just about every user understands — you must filter them using a custom labeling system. This works, and has some advantages, but isn't popular with all users. Still, Gmail is an excellent service overall, and a good first choice for your email provider.
Google also offers a paid business version of Gmail available in the shape of its Google Workspace formerly G Suite product. This more professional product drops the ads and allows using a custom email address on your domain yourname yourcompany.
Business-oriented migration tools can import mail from Outlook, Exchange, Lotus and more. Storage space doubles to 30GB on the Basic plan, and you get unlimited group email addresses, Google Workspace is Google's answer to Microsoft , so of course you also get apps for working with documents, spreadsheets and presentations. For any Windows user, the Mail and Calendar client is an obvious choice, as when you log into Windows 10 with a Hotmail, Live, or Outlook.
It can also work with other popular accounts, including Yahoo, Gmail, and iCloud. Mail and Calendar has a useful feature known as Quick Actions, which, for example, allows the user to easily flag or archive a message. Mozilla's Thunderbird is an email client worth considering as an alternative to Outlook and paid-for programs. As you'd expect from the people who brough you the Firebox browser, Thunderbird is a well-developed piece of software. It's free to download and installation is easy.
Once running, you'll find it contains all the features you'd expect from an email client. However, what makes Thunderbird different is that there are additional customization options. You can install addons to provide additional features and functionality, and there are some especially neat ones for privacy and security. Additionally, there are different themes available to download so you can personalize your email experience in a way that you usually can't with Outlook and others.
So if you'd prefer a free but capable email client you can tweak to give what you need, and change the look from the standard vanilla, Thunderbird from Mozilla could be well worth a look. However, for those used to a cloud-based email system they can use on the go from any device, Thunderbird can seem a little limited. Spike is a versatile email client, available for iOS, Android, Windows and Mac, with a handy web app for those occasions when you don't have time to spend installing software.
It's billed as the first 'conversational' email app, which essentially means it presents messages and replies in bubbles in real time, in a style that looks very much like WhatsApp. This works particularly well for the type of short emails that you're likely to send to friends and family, making it refreshingly simple to keep track of long email chains that would usually be a mess of nested messages. Spike is free for personal use, with support for an unlimited number of email accounts and up to 10 'group chat rooms'.
If you're sick of trawling through messy lists of replies, it's a breath of fresh air. For business users there's a nominal fee per email account, and enables both voice and video meetings. Slack isn't an email client as much as an online communications and collaboration tool that aims to replace the need for email.
The app also supports video calling. You can use the feature to talk to your colleagues about projects and work in-depth, without having to type everything into a DM. To round things off, Slack even has a free version, although unsurprisingly it has limitations in terms of the number of messages stored, overall storage space and so forth. We've recently been testing out the leading secure email providers. Check out reviews below to find out more about each service provider:. IT professionals navigating the email security landscape often find themselves quickly immersed in recommendations, best practices and acronyms.
When it comes to email authentication though, one name unequivocally stands out above the rest: DMARC. Hackers love to exploit this security gap through impersonation-based email phishing and use it as their weapon of choice. DMARC also provides critical insights that help to authenticate the email source. With DMARC, domain owners can set a policy that specifies what mail receivers, like Gmail or Yahoo Mail, should do with incoming messages that do not align—meaning messages that appear to come from the domain but fail authentication.
DMARC offers three policies:. Finally, DMARC provides a reporting mechanism that enables the mail receivers to provide domain owners with visibility into who uses their domain to send email, where the email originated and its authentication status. This reporting functionality empowers domain owners to fine-tune their email authentication policies to permit only trusted senders to send email on behalf of their organizations.
With phishing attacks on the rise and email as the backbone of many companies' communications, more organizations adopt DMARC enforcement to extend emphasis on confidence and trust to the safety and security of their email. Remember this: Cybercriminals always look for the easiest way in. If DMARC is in place and enforced for a particular domain, attackers are forced to either use other complicated and time-consuming impersonation techniques or pick a different target. Peter Goldstein is an MIT and Stanford-trained technologist who has worked in a variety of software verticals, including security, enterprise, email and video.
He has built products and teams at a number of large technology companies, such as RSA Security and Perot Systems, as well as at small startups like Tout, Securant and Swapt. Using email on the go? Check out the best smartphones here.
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