With my Slack account connected, I just had to glance at the sidebar to see activity and quickly respond to messages. One way to use your inbox without resorting to other tools is the Snooze feature. If you want to be reminded of an event such as a webinar, right-click the email, pick a date and time, and the email will appear back in your box at that moment. It will also be stored in your Snooze folder to let you see what's coming up.
With the unified mailbox feature, you can add multiple email accounts and manage all emails and folders from your one inbox. Windows Mail. I've used Windows Mail regularly since the '90s and continue to use it as a secondary email account because it's both free and simple to use.
Click the settings wheel to find all your available options, from personalization to notifications. You can create a signature and set up basic automatic replies. Personalization lets you create a few different themes with accent and background colors. One feature I like is the Focused inbox—a filter that learns which emails you read regularly and places these in a separate inbox. All other emails are put in the Other inbox. You can specify Other emails to be moved to the Focused inbox by right-clicking and selecting Move to Focused.
There's also a Microsoft To Do add-on that lets you schedule tasks and create repeatable to-do lists with a few clicks from the taskbar. You won't really find many bells or whistles here—which, for plenty of people, is perfect for your inbox. Windows Mail Pricing : Free. Microsoft Outlook. Since the '90s, Microsoft Outlook has been the go-to email client for businesses large and small.
It's a sophisticated platform with many advanced features, but it's still relatively easy to use. And when bundled with Microsoft Office —a suite of several dozen productivity apps including Word, Excel, PowerPoint, and SharePoint, among others—it makes for a powerful platform. For any business that wants to buy one email client and never look back, Outlook is that platform. To start, you get a handful of themes and seemingly limitless options for organizing all of the functions within the UI.
That includes customizing the horizontal top menu the Ribbon , which contains all your commands for performing tasks. You can add any of hundreds of command options for quick access based on your preferences. And there are hundreds of third-party integrations called Add-Ins to customize your experience. Note that Business Basic does not include the desktop client. Kiwi for Gmail. If you want your Gmail experience replicated in an email client, Kiwi for Gmail brings that—and then some.
Not only does it provide the same Gmail UI you're used to, but it also lets you work on all your Google apps without leaving the client—no opening files in new browser windows. Once you connect, your Google Workspace is automatically loaded into the UI on the left sidebar next to your familiar Gmail inbox. From there, it's just a click to open Docs, Sheets, and Slides. Because it's designed to mirror the Gmail experience, Kiwi doesn't provide many additional productivity tools or customization options, but they do offer integrations with Zoom, Grammarly, Boomerang, and a handful of others.
It has more features than any other email client with the exception of Outlook, so learning what each does will take some time. But I found many of the common features, like setting up filters, folders, and rules, were self-explanatory. For the harder bits, the company's support and forum section is excellent. Then all your data messages, address books, configuration files will be sent and stored encrypted.
You'll get a warning if an attachment has a double extension for example, photo. You can select a light or dark theme and from there, fine-tune the UI's menu and toolbar to include only what you want. Format what appears, such as commands, the font, and the colors in messages. You can change almost any field or box you're in by right-clicking and selecting Preferences in the menu.
The MailTicker provides a running stock-like ticker on your screen for all unread emails. The ticker's speed and colors can be customized, and you can drag or hide it anywhere on your screen. SmartBat lets you make notes on simple text files like a digital notepad or diary. And the QR code generator lets you quickly generate a code from text, emails, and about anything else within an email.
The best advice I can offer is to download a bunch of these and try them out—they all have free trials, and they're all easy to set up. Since you'll spend a lot of time in the app you choose, you want to be sure it's the right one. This article was originally published in March by Joseph Yaker.
Get productivity tips delivered straight to your inbox. Chris is a writer and business professional with 25 years of experience in a variety of roles. He likes books, bikes, brews, birds, and travel. He and his wife live in an old mining town north of Denver. Why Zapier? How Zapier works. Product tour.
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Work, school, fun, and even just changing your ISP can create a trail of new addresses, all of which need to be checked regularly. Delayed sending, contact groups, and on-the-fly translations round out this great client. Read our full review here.
Fortunately, modern desktop email clients have taken the hint and setting them up is usually just as simple as logging into a webmail account. Mailbird keeps things quick and to the point. Setting up my Godaddy hosted accounts was as simple as setting up my various Google accounts, and configuring any additional accounts you want to add for app integrations is as simple as logging into their website.
The eM Client New Account interface. Winner: Tie, each with their own strengths. Both programs provide extremely simple automatic setup processes that make it easy to set up as many accounts as you want. Both eM Client and Mailbird have simple, clean interfaces that minimize your distractions and help you stay focused on the task at hand. Both also offer custom color themes, but in Mailbird these only change the left menu and button colors instead of the complete overhaul offered by Dark Mode.
Mailbird has the virtue of simplicity on its side, and it has a tablet-oriented option that rotates for those of you working with tablet PCs. The interface simplicity can be a double-edged sword, however. The panes on the left and right are collapsible or hideable, and you can really drill down into the customization options from editing the buttons on your toolbars to adjusting the size of each folder on your inbox list.
Winner: eM Client. Perhaps the most useful feature of both programs is the ability to consolidate any number of inboxes into a single location. However, bringing all those emails together in a single place makes it extremely important to have good organizational tools for sorting and searching through them.
You can set up message filters and folders within the original interface of your email accounts and Mailbird will follow them, but that really defeats the purpose of having a desktop email client to handle all your email. Search Folders fill the role of message filters. The other important aspect of any good organizational system is the ability to search for a specific message, and this is where eM Client really shines.
Over time, even the best automatic filters and smart folders will fill with messages, so being able to search through multiple criteria at once is essential. If you want to get really complex you can use the Advanced Search option, and there is a handy button to create a new smart Search Folder from the search criteria you outline.
It only allows you to search for simple text strings, without specifying what they refer to or where they appear in the message.
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