Outlook: free and fee-based alternatives compared

Many users choose Outlook as their email 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 email management programs besides Outlook that are available for free.

All information up to date as of January 2022.

For a more productive workflow, Postbox uses various shortcuts. Users can access the Quick Bar via hotkey in order to quickly move or categorise messages, for example. When composing an email, you can insert a signature via Quick Bar without using the mouse.

Writing emails in Postbox has several other advantages. The software comes with numerous templates and text blocks to help you write professional cover letters and replies. You can also create your own and add placeholders where the recipient’s name is automatically added.

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 text 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. The software is available free to use for private users with optional donations for developers. A commercial license can be purchased.

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 email 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.

The Internet giant Google is also offering its own Outlook alternative. Google Workspace (formerly 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 Google Workspace, 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 Google Workspace. 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

Google Workspace 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 Google Workspace through IONOS. No matter which of the two monthly rates you choose, a professional email address with a self-selected ending is included for the first year. Of course, access to all Google apps is also available.

The Outlook alternative Zimbra is available in different editions. Zimbra is a groupware solution that caters mostly to companies. Synacor, its maker, provides two different versions: a premium suite and an open-source solution. Both options are aimed at working together as part of team. The free version offers considerably fewer features. Zimbra 9, the premium solution, boasts a broad range of features. Besides email functions, the package also includes options to chat with team members, video calling, filesharing, and other practical solutions.

When you need a simple email client, Zimbra Desktop is the right choice. The software is free and is compatible with Windows, macOS, and Linux. The tool provides a calendar, to-do list and an address book – similar to other Outlook alternatives. Zimbra Desktop allows you to manage multiple email accounts by different providers without losing sight of them.

The most important facts at a glance:

• Free to use
• Multiple account option
• Many practical features

Zimbra Desktop can only be installed on a system that uses JRE. The groupware solution, on the other hand, is aimed to be a web solution. Both versions can be combined. What’s more, Zimbra 9 can be connected to Outlook.

What makes Zimbra stand out are Zimlets. These are extensions of the mail client, which can be optical features, useful functional extensions or extensive administrative tools.

Currently, Spark is only available for macOS and mobile devices. A Windows version and a web app are already in the planning. If you’re interested in using one these options, you can sign up to Spark’s newsletter to receive an alert when they become available.

The app can be downloaded for free. It offers 5 GB storage space for the team. For larger teams, a premium version can be purchased. This includes more storage space and additional features.

Outlook is not usually the first choice for mobile internet users. Depending on the operating system, smartphones and other mobile devices come equipped with email 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, emails, and contacts is not complicated and Apple users can use pre-installed products and dock these onto an Exchange account or a Google app.