You can manage your contacts, tasks, emails, and calendars with the aid of Outlook. It may be accessed on mobile, Mac, and PC platforms. With Outlook, you can track your tasks, send and receive emails, keep track of contact names and numbers, and manage your calendar. Even if you use Outlook on a daily basis, you may need to be made aware of some of the valuable features that it offers to increase productivity. One independent program included in the Office Suite is Microsoft Outlook. It facilitates email access via Microsoft Exchange Server. It also offers calendaring, task management, and contact features. This sophisticated email program is frequently utilized in commercial settings.
Why Choose an Outlook Alternative?
Despite all of its advantages, Microsoft Outlook has many drawbacks.
Cost: There needs to be a free desktop email client for Outlook. For that reason alone, a lot of people look for alternatives.
System requirements: Windows is the platform on which Microsoft apps are optimized for optimal performance. Although there is a Mac version of Outlook, you will need to use an alternative email client if you are using Linux.
Ease of Use: Although this is subjective, some individuals believe Outlook is challenging to install and operate. For instance, Outlook receives ratings of 8.0 for setup and 8.7 for ease of use on the software review website G2. In both categories, Google Workspace has a rating of 9.2, whereas Spike receives 9.5 and 9.7.
Extras: Although Outlook isn’t able to accomplish everything, it does have more features than most email programs. Perhaps you’re searching for a unique feature like the option to assign an email to a teammate that Outlook does not offer. Discover 11 fantastic substitutes for Microsoft Outlook by continuing to read.
Best 18 Outlook Alternatives
These days, we have high expectations for our email clients. Writing, sending, and receiving emails is insufficient. The finest email clients facilitate inbox organization, scheduling management, contact tracking, and other tasks. They also work with our other technologies, such as applications for video conferences. Given all of these extra capabilities, it should come as no surprise that 200 million people use Microsoft Outlook each month.
Thankfully, there are plenty of options available these days to replace Outlook. Outlook is a fantastic tool for sending and receiving emails, but modern customer communication entails much more.
1. Zimbra
This email collaboration solution for GDPR compliance is appropriate for all types and sizes of enterprises. It costs less than Outlook does. Additionally, it may be used with Mac, Linux, and Windows. This open-source email client provides quick access to email threads, contacts, calendars, and folders. Putting folders in order is as easy as dragging and dropping. With Zimbra, an open platform solution, you may securely and privately manage and govern your data however you see fit. Zimbra has a contemporary user interface that makes it simple to use and available anywhere, at any time.
Perfect security has been implemented into the SaaS version of email collaboration technology called Zimbra Cloud. Additionally, this email client is compatible with any teamwork tool. Users can create several emails and attach large numbers of files and photos. Users can also make scheduled deliveries, undo messages sent, and retrieve trash emails. Because Zimbra is integrated and configurable, you may pay for the capabilities you use now and add more as your company expands. As a result, you spend less money and only buy features that are necessary for your company.
2. Gmail/Google Workspace
Although Gmail is usually used as an email service, it may also be used as an email client for different accounts, including non-Google ones. Google offers Gmail, a highly acclaimed free email service, among other free email programs. Although the features of Google Workspace’s business plans are different from those of Outlook, they are priced similarly. There is no desktop version of Google Workspace. On the other hand, Outlook.com can only be used with Microsoft email addresses, but the free online version (Gmail) can be used as a mail client for emails from various providers. Google Calendar is available within Google Workspace as well. Similar to email, Outlook has a desktop version. However, this is only accessible through a browser.
Let’s begin by elucidating the distinction between Google Workspace and Gmail. The business edition of G Suite is called Google Workspace. An administrator can add, modify, and remove accounts in their business using Google Workspace. Gmail users can only create email accounts with Gmail.com, whereas users of Google Workspace can create addresses with custom domains, such as [email protected]. More storage space and shared drives are available with Google Workspace. Both Gmail and Google Workspace might be suitable Outlook substitutes, depending on your requirements.
3. ClickUp
ClickUp Emails is a single-platform email client that lets you send and receive emails without ever leaving ClickUp’s collaborative workspace. It is trusted by teams all over the world. Organize your chats, attach files and to-do lists, and link emails to tasks. Increase efficiency by using custom triggers based on fields, form submissions, or task events to automate emails and activities. To save time and effort for everyone, generate action items from customer communications, issues, bugs, and more.
ClickUp is a feature-rich email management application, not simply an inbox. It has 15+ customizable views to help you manage and organize all of your communications, and it can interact with popular email programs like Gmail, Office 365, and IMAP. For speedier responses and better consistency, use ClickUp’s Email Marketing Template if you’re more comfortable working with templates. This template can be used to automate emails, schedule messages, and monitor progress. Furthermore, you may use ClickUp’s Email Campaign Template to complete most of the work involved in building an email campaign. It is explicitly designed to assist you with campaign planning and creation, performance analysis, and email optimization for optimal impact. By providing you with a ready-made design for your email campaign, this template saves you time. All you need to do is update and add content to get started.
4. Spike
This desktop email client, which is cloud-based, is compatible with Windows 10, macOS, iOS, and Android. Real-time messaging, read receipts, text-to-speech, audio and video calls, group chat, voice notes, send later, translate, undo send, and rapid unsubscribe are just a few of its unique features. The UI is intended to have a chat-like appearance and feel. Your emails are transformed into chat bubbles and show up as a single exchange.
Several instruments for cooperation in a single frame. Users may handle multifaceted projects without the need for extra programs. Email accounts from AOL, Gmail, Hotmail, IONOS, Outlook, Yahoo, iCloud, GoDaddy, and IMAP are among the platforms with which Spike integrates. In addition, Spike provides assignments, video conferences, and notes. Spike can be accessed on Windows, Mac, iOS, and Android platforms. There are several different price tiers, one of which is free. With the free plan, you can link an infinite number of personal accounts and share notes and email snoozing—features that are considered premium—with other users.
5. Spark
An email client for iOS, Android, and Mac is called Spark. Spark prioritizes and sorts the emails in your inbox automatically as it picks up new information. Its greatest asset is teamwork; you can collaborate with others on a shared email draft or make comments on emails that are visible only to your team. In addition, you can assign emails to a particular recipient, establish due dates, and receive an alert when they’re finished.
Not all users are happy with Spark’s privacy policies. For instance, you will only need to enter some of your passwords or other information again once you’ve set up your email accounts on one device. Once you install Spark on a different device, all of your inboxes will instantly sync after you enter the details of one of the accounts. Although it’s convenient, your email passwords are kept on the server. This implies that a hacker may access all of your email accounts if they manage to gain access to just one.
6. Mailbird
Mailbird boasts excellent app integrations and top-notch functionality. The attachment reminder tool reminds you to attach files before sending the email so you will remember to do so. Keep your files on Google Docs, Dropbox, and Degoo. Use Google Calendar and Kin to plan your email schedule. Distribute emails via social media. Utilize Slack and Asana for immediate communications and Trello and Todoist for task management under a single interface.
Additionally, users can take advantage of its capabilities, which include offline access, multilingual support, unsent messages, merged contacts, a configurable interface (styles and themes), and unsent messages. Additional premium services include LinkedIn Lookup, email speed reading, attachment quick preview, and limitless email account setup. There’s also a highly customizable, clutter-free UI. Mailbird lacks Outlook’s built-in automatic sorting features, but it does allow you to arrange emails into folders.
7. Thunderbird
Mozilla’s Thunderbird is an open-source email client. It comes with Linux, Mac, and Windows versions and is free to use. In general, people believe it to be simpler to set up than Outlook. Though it doesn’t come with a calendar like Outlook, you may get Lightning Calendar from Mozilla, which works flawlessly with Thunderbird.
Thunderbird’s design allows you to open several emails in independent tabs, a feature borrowed from Mozilla Firefox and other widely used browsers. Your email may be made to look and feel exactly how you want it to, and you can add features with a variety of add-ons. However, Thunderbird’s appearance is cluttered and outdated compared to Outlook. In addition, there isn’t a smartphone version.
8. eMClient
You may synchronize contacts between Outlook, Gmail, iCloud, and Exchange with this desktop email client. Both Windows and Mac OS support it. Emails can be kept secure by using S/MIME or PGP encryption. It functions as an instant messenger thanks to connectors with Google Talk, Jabber, and Facebook. eM Client’s free version is one of its advantages. Its features are pretty restricted, though. For instance, you can only use two email addresses with it, and the user forum is your only source of customer service.
The calendar, tasks, reminders, and contact organization are among the fundamental features. You can view emails as threads of conversation with this email client. Additionally, users can create emails by utilizing pre-made email templates. And with a spell checker, people can write emails in a matter of minutes. It also enables you to manage emails offline and have a backup of all the data. Under the premium plan, users can also take advantage of license management, an email translator, VIP assistance, and unlimited email accounts.
9. BlueMail
With the help of unified folders, BlueMail is a cross-platform email client and calendar application that can handle an infinite number of mail accounts. It has an integrated calendar, clusters for organizing emails, and an AI-driven by ChatGPT to keep your mailbox clutter-free and promote productivity. Its synchronization feature, in the meantime, makes it simple to back up, restore, and safely move accounts and settings between new and old devices.
Email is a vital tool for everyday communication because it makes information exchange with others quick and simple. Though it can be challenging to write an efficient email quickly, given the volume of emails we send and receive each day, it is possible. Generative email is a new method of email communication that has arisen to address this issue. Based on a customized version of OpenAI’s ChatGPT, BlueMail GemAI filters content. BlueMail is a cross-platform, free email and calendar program with a stunning design that can handle an infinite number of mail accounts from different providers. It is the ideal substitute for the built-in email program.
10. Shift
For users who prefer the centralization of email accounts, programs, and processes, Shift is an email client and workstation that may be used as an alternative to Outlook. Shift simplifies communication and collaboration for both individuals and businesses by managing and consolidating popular email and productivity applications. Shift tackles the difficulties of juggling numerous accounts, programs, and services by providing a single workstation and email management solution.
In contrast to other contenders on this list, Shift is a desktop Outlook substitute that enhances team collaboration by centrally organizing your tabs, apps, and bookmarks. Shift made it onto our list because of its email functionality. It connects many accounts, including Gmail, Outlook, and Office365, and aggregates all of your emails. It is also compatible with Yahoo Mail and iCloud. Additionally, you only need to click once to access your Google Calendar, Mail, and Drive accounts. Additionally, you may customize the notifications you receive for each inbox, and Shift maintains device synchronization to provide seamless work continuation.
11. Apple Mail
Apple’s built-in email client is called Apple Mail, or just “Mail,” as it is more often known. The beauty of Apple Mail basically lies in its simplicity. It has a well-designed user interface and offers many of the same core functions as Outlook, including email sorting, file sharing, and archiving. Apple Mail comes with a plethora of available add-ons, and recent upgrades have brought a lot of additional capabilities to the software, improving its functionality despite criticism that it may be too basic. Apple Mail can also be used to log into other accounts, such as Outlook, Google, Yahoo, iCloud, and AOL.
For Mac users, Apple Mail is an integrated email application. It has an easy-to-use UI and provides seamless connections with other Apple services. With Apple Mail, managing emails, setting up intelligent mailboxes, setting up calendar events, and keeping contacts are all made simple. For Mac users, Apple Mail offers a seamless and unified email experience because it is a native application.
12. ProtonMail
ProtonMail is a straightforward webmail service that uses zero-access encryption to secure your email archive and provides end-to-end encryption for message transmission. It has many features, but its “Zero-Knowledge” policy—which guarantees that your communications and data are always encrypted—stands out. A file storage system and a secure calendar are part of this expanding solution. It provides iOS and Android applications.
ProtonMail is a vital substitute for Microsoft Outlook in terms of safe, encrypted email services. It comes from privacy-aware Switzerland and uses end-to-end encryption, which limits who can see an email’s contents to the sender and the recipient. It has a wide range of features, including a straightforward, user-friendly interface, platform compatibility, programmable labels, and filters. ProtonMail is essential because it prioritizes user privacy. It states that it does not monitor or record user activities, so sensitive data is kept safe. This sets ProtonMail apart from competing services like Outlook.
13. LiveAgent
For a variety of sectors, LiveAgent’s cost-effective and flexible help desk platform is an excellent substitute for Outlook. With a unique feature set of over 180, LiveAgent is user-friendly and suitable for a wide range of users, from novices to experts in technology. The commitment to offering excellent customer service and ongoing development supports the product’s user-friendly design. By finding the ideal mix between affordability and a robust feature set, LiveAgent opens the door to an exceptional customer support experience.
Are you considering switching from Outlook to a comprehensive help desk program? Make the switch to LiveAgent and take advantage of its vast feature set, which is expressly designed to satisfy the particular requirements of your company. The extensive help desk platform from LiveAgent easily integrates with a fantastic selection of over 200 third-party apps to offer a personalized customer experience. Known companies like Shopify, Woocommerce, Magento, Jira, Slack, Pipedrive, Zoiper, and Salesforce are all included in these fantastic connections, which are all designed to increase efficiency and streamline your workflow.
14. Postbox
Designed with small businesses in mind, Postbox offers many of the same features as Apple Mail but with a more robust feature set that makes it ideal for handling workloads of any size. Business professionals can send and receive emails using Postbox, a desktop email client. Users can use it to access and manage any kind of POP or IMAP account, including Office 365, Fastmail, iCloud, Gmail, and more.
Postbox categorizes and filters emails, keeps professional and personal accounts separate, and helps you maintain an orderly inbox. For creating pre-canned email responses, an HTML editor, and email signature templates, this Outlook substitute is an excellent choice. Along with a few other features, Postbox offers many of Outlook’s features, including spam filtering, fast search, and archiving. Among Postbox’s many features are smart folders, an extensive app integration list, over 25 design signature templates, and a Quick Bar for expeditious message triage.
15. Fastmail
A more expensive email service than Microsoft Outlook is called Fastmail. This service offers a wide range of features, such as sophisticated spam avoidance, privacy controls, calendar and contact syncing, and customizable filters. It is well known for its lightning-fast speed and steadfast dedication to privacy. It sets itself apart from more established providers by protecting user data instead of utilizing it for customized advertising. Fastmail offers a smooth email experience for individual, business, or even team use and is compatible with all devices and systems. Its uncluttered, easy-to-use interface eliminates any unnecessary distractions, making mail handling simple and effective.
16. Windows Mail (microsoft365)
If you’re searching for a straightforward and free mail client that comes with Windows, Windows Mail is a good option. It has everything you need to send a fast message and check a few inboxes. It even works well with Microsoft To Do, Windows Calendar, and Windows People. To access a variety of settings, including notifications and personalization, click the settings tab. It is possible to set up basic automatic answers and establish a signature. You can create several distinct themes using accent and background colours through personalization.
I enjoy the focused inbox function, which is a filter that recognizes the emails you read frequently and groups them into a different inbox. The other inbox is where you store all other emails. By right-clicking and choosing Move to Focused, you may designate which other emails should be transferred to the Focused mailbox. Additionally, the app has mentions, which lets you instantly add the name of a contact from your contact list. There are few bells and whistles in Mail for Windows, which is ideal for most people’s inboxes. One thing only: Microsoft has declared that Outlook for Windows will take the role of Windows Mail by 2024.
17. Mailspring
Mailspring is an email client that offers people looking for a simple and easy way to manage their email an alternative to Outlook. Designed to be as technologically efficient as possible, Mailspring offers a number of features that make email management and communication easier. Mailspring is a handy and simplistic email management tool that both individuals and companies can utilize. For users to test out Mailspring’s features, a free version with limited functionality is available. Users can choose to pay $8 a month for Mailspring Pro, which gives them access to more tools and features.
For individuals who would like to use a more straightforward email management program, Mailspring is a good substitute for Outlook. Its easy-to-use UI and basic productivity capabilities are advantageous for professionals who want a feature-rich email client that still streamlines communication. Mailspring is a capable alternative to conventional email services for those who prioritize usability and simplicity.
18. ZipDo
ZipDo is a cloud-based meeting productivity tool that transforms teamwork by rethinking the traditional approaches to taking, organizing, and sharing meeting minutes. For teams of all sizes, its instant note composition, collaborative editing capabilities, and connection with popular calendars and productivity tools make it indispensable. One of ZipDo’s primary features is its quick note-taking capability, which ensures that team members are updated concurrently during meetings and eliminates the need for laborious note transfers. Notes can be easily updated with new information or modifications from team members after meetings, keeping them up-to-date.
When it comes to note organization, ZipDo excels, providing the simplicity of classifying notes into different channels or folders; its searchable notes feature increases productivity by enabling quick access to specific information without the need to search or scroll endlessly physically. With its comprehensive access control function, ZipDo excels when it comes to safely sharing notes with partners, clients, or coworkers. With its automatic note creation for each meeting booked in the connected calendars, it eliminates human entries and elevates cooperation to a new level.
Choose the Right Outlook Alternative
A number of considerations must be made while selecting an email client. These include the client’s cost, integration possibilities, security features, and usability. It’s critical to match your decision to your personal or professional goals. An email client that supports Microsoft Exchange, for example, would be perfect if you use it extensively.
Conclusion
Your unique needs will determine which Outlook substitute you should use. There is an email client out there for everyone, regardless of what functionality, security, or user experience is most important to you. In this post, you will find an overview of the best Outlook substitutes. Anyone can be selected based on their preferences.
