Outlook: free and fee-based alternatives at a glance

Many users choose Outlook as their e-mail client and PIM (Personal Information Manager). As a component of the Microsoft Office suite, it is often a standard solution (in connection with the Microsoft Exchange Server) for businesses. Many freelancers and small companies cannot afford solutions intended for large businesses, but there are numerous e-mail management programs besides Outlook that are available for free.

A big plus: Numerous add-ons are available. This means that the email program can be expanded for example with modules for date and task administration. However, the add-ons and extensions are tailored to the respective version. If you want to update your version of Thunderbird, you must also update add-ons, or wait until the appropriate versions are available. Here are the advantages and disadvantages of Thunderbird at a glance:

For a non-commercial open-source project, SeaMonkey users get an enormously comprehensive Outlook alternative that goes far beyond the actual function of an email client. SeaMonkey is basically many different Mozilla projects bundled together.

The encryption takes place via GPG and S/MIME. Evolution is also suitable for professional use, and collaboration servers and the Microsoft Exchange Server are supported.

Spike also relies on modern standards when it comes to security: With a single click, any communication including attached files can be encrypted (AES-256), so that your messages are optimally protected against unauthorised access. Recipients who do not use the app can also decrypt the received messages with a single click. Unlike Outlook, Spike is free for private users - monthly fees are charged for integrating business email accounts.

The program supports all major basic services, including Gmail, Exchange, iCloud, and Outlook. The list of supported email technologies also includes POP3, SMTP, IMAP, EWS, and AirSync. Some additional features such as the translation function and the extremely fast full test search function make every day work easier. Secure communication is ensured via SSL/TLS standards, encryption is via S/MIME.

Mailbird provides interfaces to numerous apps, enhancing your mailbox with useful features for organisation, interaction, and teamwork. For example, you can integrate WhatsApp, Twitter, Google Calendar, Dropbox, and Slack into your email client to transform it into a multi-functional platform.

Don't be fooled by Pegasus’ simple and rather unspectacular design. The program is not only very clear and easy to use, it also offers some practical additional functions, such as a sophisticated, programmable filter function. The mail service offers a mass mail function that can not only be used by private users, but also for marketing purposes.

As another alternative to Outlook, we present the product Hosted Microsoft Exchange from IONOS. Microsoft is a groupware system that enables access to contacts, appointments, and e-mail databases within a company from anywhere in the world. In short, you can open Microsoft Office anywhere you want.

The Exchange server can also be obtained directly from Microsoft. However, the hosted exchange solution from IONOS is considerably beneficial to a company’s IT department. It saves the cost of purchasing a sophisticated IT infrastructure. Hosted Microsoft Exchange from IONOS provides the required server infrastructure.

What the IONOS offer also includes is an all-round carefree package: In addition to the Outlook software as a desktop version and the management of mailboxes via Microsoft Exchange, you also receive your own e-mail domain.

The most important facts at a glance:

• Management of inboxes via Microsoft Exchange
• Microsoft Outlook software
• Real-time synchronisation
• Mobile access to all data
• 25 GB mailbox storage for each employee

The Microsoft Exchange package minimises the acquisition costs for a server structure and offers even more advantages: The administration effort is reduced because the provider takes care of mailbox maintenance, updating virus scanners and spam filters and continuously running software updates. All data is hosted on security servers with a specially secured infrastructure. If you are looking for a professional e-mail client solution, the IONOS variant is a good Outlook alternative - even if it is not available free of charge per se.

The offer may be too extensive for private users, but it is a good option for freelancers and entrepreneurs and especially for small and medium-sized companies. If you understand the importance of a professional appearance and high security standards, then you’ll benefit from an ideal price-performance ratio.

When it comes to e-mail traffic, data protection is also becoming more and more important: If you decide on the OX App Suite from IONOS, you will receive a GDPR-compliant solution. Mail traffic runs via servers based in Germany.

The software package also includes other apps that are needed in everyday office life. Since everything is organised via the cloud, you can easily share documents, address books and appointments with colleagues and business partners. If you choose the IONOS offer, you will receive your own e-mail address and domain in addition to the applications. Also included is 50 GB of online storage, which can be accessed with the App OX Drive.

The Internet giant Google is also offering their own Outlook alternative. Their G Suite is a comprehensive office package, designed for professional use. In addition to Gmail, Google’s email service, suite users have access to text creation platforms and cloud storage collaboration tools. Many users already use one or more of these apps in a free version. Gmail’s freemail service is particularly popular. However, if you opt for the fee-based G Suite, you will receive full access to each application’s range of functions, and can also secure a professional email connection for business communication.

In contrast to their freemail offer, Gmail offers ad-free access to work platforms and professional management through G Suite. Company administrators can manage their employees’ accounts centrally, and subsequently adapt them individually to the company’s needs. This includes assigning roles.

The most important facts at a glance:

• Part of a large office suite
• Software-as-a-service
• Plenty of storage space
• Web interface
• Mobile apps for iOS and Android
• GDPR compliant

G suite can be operated entirely through a web interface. Just like you’re accustomed to with Google, the controls are very clear and the user can quickly reach all functions. With regards to features, since it’s a suite, all the apps are closely connected. For example, you can easily move file attachments to cloud storage and edit them there with Google Docs. Scheduling appointments or holding online meetings also works with Gmail thanks to extensive integrations.

Users can purchase the G Suite through IONOS. No matter which of the two monthly rates you choose, a professional email address with a self-selected ending is included. Of course, access to all Google apps is also available.

Outlook is not usually the first choice for mobile internet users. Depending on the operating system, smartphones and other mobile devices come equipped with e-mail programs, calendars, and contact management functions. The pre-installed apps are a good solution for private users and Google apps are especially popular on Android devices. The same also applies to businesses, which increasingly consider Google products as the go-to choice. Synchronising different apps, calendars, e-mails, and contacts is not complicated and Apple users can use pre-installed products and dock these onto an Exchange account or a Google app.