Just because you’re busy at work doesn’t mean you don’t want to have a little fun. But it can be hard to find time to relax during the workday. At the same time, your boss probably won’t be too pleased if they catch you watching cat videos while you’re supposed to be working.
Luckily, there are plenty of apps that make it easy to sneak in a few minutes of fun while still being productive. Here are some of our favorites:
Table of Contents
Best Apps For Outlook
Email is the default method of communication to carry out day-to-day tasks in nearly every business. While a free or default email app may be fine for your personal email account, managing business-critical time-sensitive emails often requires a higher level of organization and security than a standard email app.
Today’s email apps, whether they be extensions of clients like Google’s Gmail or Microsoft’s Outlook, or third-party tools, have a whole host of productivity-enhancing tools. These five apps can work in coordination with the other workplace tools like Slack or Dropbox and are starting to utilize machine learning for a more focused, streamlined email experience that prioritizes the most important messages.
Do you find that it’s easy to get overwhelmed by the sheer number of emails that turn up in your inbox each day? How do you make sure to handle the important messages, organize the others for replies later, and delete the trash, all while keeping your account secure? These apps can help you stay on top of your inbox and never miss an important message ever again. If you’re looking to move your email, check out the list below for your best options.
The 5 Best Email Apps of 2022
Best for Business: Microsoft Outlook
Most Versatile: Gmail
Best for High Volume: Dispatch
Most Secure: ProtonMail
Best for Unsubscribing: Edison Mail
Best Email Apps
Microsoft Outlook
Gmail
Dispatch
ProtonMail
Edison Mail
What Is An Email App?
Does It Matter Which Email App You Use?
Do Business And Personal Email Apps Differ?
Methodology
BEST FOR BUSINESS
Microsoft Outlook
Outlook
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Anyone who has spent time working an office job has probably used Microsoft Outlook at some point. However, if you haven’t tried it in a while, it’s worth taking another look. After acquiring the mobile app Acompli, Microsoft revamped the mobile version of Outlook to be one of the best apps for email out there. Compatible with both iOS and Android devices, the Outlook mobile app helps you coordinate not only email but also attachments, contacts, and calendars. If you ever feel like you’ve been buried under a pile of emails and can’t get out, you’ll appreciate Outlook’s quick swipe controls which allow you to get a handle on your inbox with seamless swiping. Microsoft Outlook is compatible with lots of other email programs including Exchange, Office 365, Outlook.com, Gmail, Yahoo Mail, and iCloud accounts, making it great for multitasking. Microsoft is constantly keeping it up to date with helpful new features and the best security. Finally, it connects with Microsoft’s business suite of products for cloud integration on a single ecosystem.
MOST VERSATILE
Gmail
Gmail
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It’s impossible to create a list of the best email apps out there today without adding the ubiquitous Gmail. If you use an Android device this app will usually come preloaded, and many people who need a free email client will turn to Gmail for an easy-to-use app. Gmail especially makes sense if you use the rest of the Google suite of products. Partnering Gmail with Google Doc, Google Sheets, and Google Hangout gives you a whole free cloud-based business ecosystem that allows you to take your work anywhere. The app supports multiple accounts and notifications, making it simple to check everything from your business and personal accounts all in one place. Stay organized by creating folders, tagging emails, and starring emails so you don’t forget to follow up. Even if you don’t regularly use a Gmail address, the app also supports a variety of IMAP and POP email accounts as well as Exchange. If you are looking to replace the Gmail domain name on your email address with something custom, you can do that and add co-workers.
BEST FOR HIGH VOLUME
Dispatch
Dispatch
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Are you in need of an email app to boost your productivity? Most professionals are, and Dispatch gets the job done. Quickly sort and organize by swiping and create standardized responses called snippets in order to send out replies more quickly while still making sense. Dispatch works with 31 other apps (including Evernote, Chrome, and Twitter) and supports most IMAP services (including Gmail, Google Apps, iCloud, AOL, Yahoo!, FastMail, QQ.com, GMX.com, and Openmailbox.org.) so it’s guaranteed to streamline your current stack of productivity apps. Instead of using push notifications, Dispatch “fetches” and notifies you of new emails even when it’s not running. To avoid distractions, you can choose to have badges for unread emails show for just some of your accounts. The truth is that it’s easy for your inbox to get flooded with unwanted or duplicative content, and users love using Dispatch to quickly sort, archive, and delete emails. Inbox zero? With Dispatch, it might be possible. This is great if you spend most of your day in your inbox.
MOST SECURE
ProtonMail
ProtonMail
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With data breaches and unauthorized access to user data constantly in the news, a lot of people are looking for an email service that’s safe and easy-to-use. For users who are concerned with security, ProtonMail is worth checking out, especially if you have intellectual property to protect that could be sink-or-swim for your company. According to its website, ProtonMail, which was founded in 2013, is incorporated in Switzerland and all its servers are located in Switzerland, meaning that user data is protected by strict Swiss privacy laws. Additionally, every email sent using ProtonMail is secured automatically with end-to-end encryption so even ProtonMail cannot decrypt and read your emails. ProtonMail claims that none of your encrypted emails can be shared with third parties. Furthermore, ProtonMail—which is ad-free—doesn’t require any personal information to create your email account. Anyone can sign up for a free account and email address, but you’ll need to upgrade to a premium tier for additional organizational tools and storage space.
BEST FOR UNSUBSCRIBING
Edison Mail
Edison Mail
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Edison Mail is a mobile email app that works with a variety of email providers and boasts a smart assistant to help you get the most out of your inbox and streamline your workflow throughout the day. Smart notifications allow you to mute certain senders so you only get alerts for important business-critical emails and don’t have to be bothered by that fourth email today about an online retailer’s sale. Speaking of those types of emails, if you’ve been a little careless giving your email out signing up for too many newsletters and, this email app has a handy bulk unsubscribe feature to help you get off annoying mailing lists. Business travelers will love the specific travel notifications that immediately alert you to any emails concerning things like flight delays, gate changes, or car rental updates. Order a lot of supplies for the office? Edison Mail has a feature that automatically tracks packages for you so you don’t have to waste time searching for tracking codes and navigating from site to site just to find your stuff. Edison’s app supports Gmail, Hotmail, iCloud, Yahoo, Outlook, Office/ Outlook 365, Exchange, AOL, and IMAP mail accounts.
What Is an Email App?
An email app is an application designed to access and manage a user’s email. It can typically be used on a mobile device, a tablet, or a computer. Once downloaded, you can receive email notifications, choose the layout and view of your email, and even personalize fonts and away messages. Email apps have varying levels of organization and security and can be used for personal email, work email, or both.
Does it Matter Which Email App You Use?
Email is often the preferred method of communication, especially in business and the workplace. You’ll want an app that protects your privacy and safely stores your emails while keeping them organized and up-to-date. It must deliver every important email, whether from your boss, a colleague, or a family member. It may matter which email app you choose if your job requires a certain level of security, if you receive and send more emails than a regular app can handle, or if you want it to be compatible with all of your devices.
Do Business and Personal Email Apps Differ?
Typically, you have different needs for business and personal email apps. For instance, you may just use your personal email from time to time to check up on family, confirm subscriptions, and track packages. On the other hand, you may need to use your work email app daily. Your work email app may require a higher level of security or need to conform to privacy laws. You may also want it to integrate with other programs and be able to handle more emails than your personal email app.
How We Chose the Best Email Apps
There are so many email apps to choose from. We reviewed and researched the most popular ones, choosing the best
outlook apps
Microsoft Outlook is a personal information manager software system from Microsoft, available as a part of the Microsoft Office suite. Though primarily an email client, Outlook also includes such functions as calendaring, task managing, contact managing, note-taking, journal logging and web browsing.
Individuals can use Outlook as a stand-alone application; organizations can deploy it as multi-user software (through Microsoft Exchange Server or SharePoint) for such shared functions as mailboxes, calendars, folders, data aggregation (i.e., SharePoint lists), and appointment scheduling. Microsoft has released apps for most mobile platforms, including iOS and Android. In addition, Windows Phone devices can synchronize almost all Outlook data to Outlook Mobile. Using Microsoft Visual Studio, developers can also build their own custom software that works with Outlook and Office components.[5]
In March 2020, Microsoft announced the launch of a series of new features to appeal to business customers of its Teams platform, in addition to the features[which?] introduced the previous month. The chat and collaboration module now includes more efficient and integrated way points, designed to simplify group work for organizations and to encourage such an organization to adopt the Microsoft platform to become the go-to company chat-platform.
Contents
1 Web applications
2 Versions
2.1 Microsoft Windows
2.1.1 Outlook 2002
2.1.2 Outlook 2003
2.1.3 Outlook 2007
2.1.4 Outlook 2010
2.1.5 Outlook 2013
2.1.6 Outlook 2016
2.1.7 Outlook 2019
2.2 Macintosh
2.3 Phones and tablets
2.3.1 Outlook Groups
3 Internet standards compliance
3.1 HTML rendering
3.2 Support of CSS properties and HTML attributes
3.3 Transport Neutral Encapsulation Format
3.4 Calendar compatibility
3.5 .msg format
4 Security concerns
5 Outlook add-ins
5.1 SalesforceIQ Inbox for Outlook
5.2 Hotmail Connector
5.3 Social Connector
5.4 CardDAV and CalDAV Connector
6 Importing from other email clients
7 See also
8 References
8.1 Notes
8.2 Citations
9 External links
Web applications
Outlook.com is a free webmail version of Microsoft Outlook, using a similar user interface. Originally known as Hotmail, it was rebranded as Outlook.com in 2012.
Outlook on the web (previously called Exchange Web Connect, Outlook Web Access, and Outlook Web App) is a web business version of Microsoft Outlook, and is included in Office 365, Exchange Server, and Exchange Online.
Versions
Outlook has replaced Microsoft’s previous scheduling and email clients, Schedule+ and Exchange Client.
Outlook 98 and Outlook 2000 offer two configurations:
Internet Mail Only (aka IMO mode): A lighter application mode with specific emphasis on POP3 and IMAP accounts, including a lightweight Fax application.
Corporate Work group (aka CW mode): A full MAPI client with specific emphasis on Microsoft Exchange accounts.
Perpetual versions of Microsoft Outlook include:
Name Version number[i] Release date[6] Notes
Outlook 97 8.0 January 16, 1997 Included in Office 97 and bundled with Exchange Server 5.0 and 5.5
Outlook 98 8.5 June 21, 1998 Freely distributed with books and magazines for coping with the newest Internet standard such as HTML email.[7] Outlook 98 setup was based on Active Setup which also installed Internet Explorer 4.[8]
Outlook 2000 9.0 June 27, 1999 Included in Office 2000 and bundled with Exchange 2000 Server.
Outlook 2002 10 May 31, 2001 Included in Office XP
Outlook 2003 11 November 20, 2003 Included in Office 2003 (incl. Standard Edition for Students and Teachers) and bundled with Exchange Server 2003
Outlook 2007 12 January 27, 2007 Included in Office 2007, except Office Home and Student edition
Outlook 2010 14 July 15, 2010 Included in Office 2010 Home and Business, Standard, Professional and Professional Plus
Outlook 2011 for Mac 14 October 26, 2010 Included in Office for Mac 2011 Home and Business
Outlook 2013 15 January 29, 2013 Included in Office 2013, except Home & Student edition
Outlook for Mac 15.3 October 31, 2014 Included in Office 365, except some[which?] commercial editions
Outlook 2016 16 September 22, 2015 Included in Office 2016 and Office 365
Outlook 2016 for Mac 15.12 September 25, 2015 Included in Office 2016 and Office 365
Outlook 2019 16 September 24, 2018 Included in Office 2019 and Office 365
Outlook 2019 for Mac 16.17 September 24, 2018 Included in Office 2019 and Office 365
Outlook for Phones & Tablets 1.3 2015 Included in Office 365, except some[which?] commercial editions
Includes iOS and Android support
Microsoft Windows
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Outlook 2002
Outlook 2002 introduced these new features:[9]
Autocomplete for email addresses
Colored categories for calendar items
Group schedules
Hyperlink support in email subject lines
Native support for Outlook.com (formerly Hotmail)
Improved search functionality, including the ability to stop a search and resume it later
Lunar calendar support
MSN Messenger integration
Performance improvements[10]
Preview pane improvements, including the ability to:
open hyperlinks;
respond to meeting requests; and
display email properties without opening a message
Reminder window that consolidates all reminders for appointments and tasks in a single view
Retention policies for documents and email
Security improvements, including the automatic blocking of potentially unsafe attachments and of programmatic access to information in Outlook:
SP1 introduced the ability to view all non-digitally signed email or unencrypted email as plain text;[11]
SP2 allows users to—through the Registry—prevent the addition of new email accounts or the creation of new Personal Storage Tables;[12]
SP3 updates the object model guard security for applications that access messages and other items.[13]
Smart tags when Word is configured as the default email editor. This option was available only when the versions of Outlook and Word were the same, i.e. both were 2002.
Outlook 2003
Outlook 2003 introduced these new features:[14]
Autocomplete suggestions for a single character
Cached Exchange mode
Colored (quick) flags
Desktop Alert
Email filtering to combat spam
Images in HTML mail are blocked by default to prevent spammers from determining whether an email address is active via web beacon;[15]
SP1 introduced the ability to block email based on country code top-level domains;[16]
SP2 introduced anti-phishing functionality that automatically disables hyperlinks present in spam[17]
Expandable distribution lists
Information rights management
Intrinsic support for tablet PC functionality (e.g., handwriting recognition)
Reading pane
Search folders
Unicode support
Outlook 2007
The main Outlook 2007 interface with its menus and toolbars.
Outlook 2007 with options for text message composition. The left-hand side depicts a preview of how the message will appear on the recipient’s phone.
Features that debuted in Outlook 2007 include:[18]
Attachment preview, with which the contents of attachments can be previewed before opening
Supported file types include Excel, PowerPoint, Visio, and Word files. If Outlook 2007 is installed on Windows Vista, then audio and video files can be previewed. If a compatible PDF reader such as Adobe Acrobat 8.1 is installed, PDF files can also be previewed.[19]
Auto Account Setup, which allows users to enter a username and password for an email account without entering a server name, port number, or other information
Calendar sharing improvements including the ability to export a calendar as an HTML file—for viewing by users without Outlook—and the ability to publish calendars to an external service (e.g., Office Web Apps) with an online provider (e.g., Microsoft account)
Colored categories with support for user roaming, which replace colored (quick) flags introduced in Outlook 2003[20]
Improved email spam filtering and anti-phishing features
Postmark intends to reduce spam by making it difficult and time-consuming to send it
Information rights management improvements with Windows Rights Management Services and managed policy compliance integration with Exchange Server 2007
Japanese Yomi name support for contacts
Multiple calendars can be overlaid with one another to assess details such as potential scheduling conflicts
Ribbon (Office Fluent) interface
Outlook Mobile Service support, which allowed multimedia and SMS text messages to be sent directly to mobile phones[21]
Instant search through Windows Search, an index-based desktop search platform
Instant search functionality is also available in Outlook 2002 and Outlook 2003 if these versions are installed alongside Windows Search[22]
Integrated RSS aggregation
Support for Windows SideShow with the introduction of a calendar gadget[23]
To-Do Bar that consolidates calendar information, flagged email, and tasks from OneNote 2007, Outlook 2007, Project 2007, and Windows SharePoint Services 3.0 websites within a central location.
The ability to export items as PDF or XPS files
Unified messaging support with Exchange Server 2007, including features such as missed-call notifications, and voicemail with voicemail preview and Windows Media Player[23]
Word 2007 replaces Internet Explorer as the default viewer for HTML email,[20] and becomes the default email editor in this and all subsequent versions.
Outlook 2010
Features that debuted in Outlook 2010 include:[24]
Additional command-line switches
An improved conversation view that groups messages based on different criteria regardless of originating folders
IMAP messages are sent to the Deleted Items folder, eliminating the need to mark messages for future deletion
Notification when an email is about to be sent without a subject
Quick Steps, individual collections of commands that allow users to perform multiple actions simultaneously
Ribbon interface in all views
Search Tools contextual tab on the ribbon that appears when performing searches and that includes basic or advanced criteria filters
Social Connector to connect to various social networks and aggregate appointments, contacts, communication history, and file attachments
Spell check-in additional areas of the user interface
Support for multiple Exchange accounts in a single Outlook profile
The ability to schedule a meeting with a contact by replying to an email message
To-Do Bar enhancements including visual indicators for conflicts and unanswered meeting requests
Voicemail transcripts for Unified Messaging communications
Zooming user interface for calendar and mail views
Outlook 2013
Features that debuted in Outlook 2013, which was released on January 29, 2013, include:
Attachment reminder
Exchange ActiveSync (EAS)
Add-in resiliency
Cached Exchange mode improvements
IMAP improvements
Outlook data file (.ost) compression
People hub
Startup performance improvements
Outlook 2016
Features that debuted in Outlook 2016, include:[25]
Attachment link to cloud resource
Groups redesign
Search cloud
Clutter folder
Email Address Internationalization
Scalable Vector Graphics
Outlook 2019
Features that debuted in Outlook 2019, include:[26]
Focused Inbox
Add multiple time zones
Listen to your emails
Easier email sorting
Automatic download of cloud attachments
True Dark Mode (version 1907 onward)
Macintosh
Microsoft also released several versions of Outlook for classic Mac OS, though it was only for use with Exchange servers. It was not provided as a component of Microsoft Office for Mac but instead made available to users from administrators or by download. The final version was Outlook for Mac 2001, which was fairly similar to Outlook 2000 and 2002 apart from being exclusively for Exchange users.
Microsoft Entourage was introduced as an Outlook-like application for Mac OS in Office 2001, but it lacked Exchange connectivity. Partial support for Exchange server became available natively in Mac OS X with Entourage 2004 Service Pack 2. Entourage is not directly equivalent to Outlook in terms of design or operation; rather, it is a distinct application that has several overlapping features including Exchange client capabilities. Somewhat improved Exchange support was added in Entourage 2008 Web Services Edition.
Microsoft Outlook for Mac 2011
Entourage was replaced by Outlook for Mac 2011, which features greater compatibility and parity with Outlook for Windows than Entourage offered. It is the first native version of Outlook for MacOS.
Outlook 2011 initially supported Mac OS X’s Sync Services only for contacts, not events, tasks or notes. It also does not have a Project Manager equivalent to that in Entourage.[27] With Service Pack 1 (v 14.1.0), published on April 12, 2011, Outlook can now sync calendar, notes and tasks with Exchange 2007 and Exchange 2010.
On October 31, 2014, Microsoft released Outlook for Mac (v15.3 build 141024) with Office 365 (a software as a service licensing program that makes Office programs available as soon as they are developed). Outlook for Mac 15.3 improves upon its predecessors with:[28]
Better performance and reliability as a result of a new threading model and database improvements.
A new modern user interface with improved scrolling and agility when switching between Ribbon tabs.
Online archive support for searching Exchange (online or on-premises) archived mail.
Master Category List support and enhancements delivering access to category lists (name and color) and sync between Mac, Microsoft Windows and OWA clients.
Office 365 push email support for real-time email delivery.
Faster first-run and email download experience with improved Exchange Web Services syncing.[28]
The “New Outlook for Mac” client, included with version 16.42 and above, became available for “Early Insider” testers in the fall of 2019, with a public “Insider” debut in October 2020.[29][30] It requires macOS 10.14 or greater and introduces a redesigned interface with significantly changed internals, including native search within the client that no longer depends on macOS Spotlight.[31] Some Outlook features are still missing from the New Outlook client as it continues in development.[32]
To date, the Macintosh client has never had the capability of syncing Contact Groups/Personal Distribution Lists from Exchange, Microsoft 365 or Outlook.com accounts, something that the Windows and web clients have always supported.[33] A UserVoice post created in December 2019 suggesting that the missing functionality be added has shown a “Planned” tag since October 2020.[34]
Phones and tablets
First released in April 2014 by the venture capital-backed startup Acompli, the company was acquired by Microsoft in December 2014. On January 29, 2015, Acompli was re-branded as Outlook Mobile—sharing its name with the Microsoft Outlook desktop personal information manager and Outlook.com email service.[35] In January 2015, Microsoft released Outlook for phones and for tablets (v1.3 build) with Office 365.[36] This was the first Outlook for these platforms with email, calendar, and contacts.
On February 4, 2015, Microsoft acquired Sunrise Calendar;[37] on September 13, 2016, Sunrise ceased to operate, and an update was released to Outlook Mobile that contained enhancements to its calendar functions.[38][39]
Similar to its desktop counterpart, Outlook mobile offers an aggregation of attachments and files stored on cloud storage platforms; a “focused inbox” highlights messages from frequent contacts, and calendar events, files, and locations can be embedded in messages without switching apps. The app supports a number of email platforms and services, including Outlook.com, Microsoft Exchange and Google Workspace (formerly G Suite) among others.
Outlook mobile is designed to consolidate functionality that would normally be found in separate apps on mobile devices, similarly to personal information managers on personal computers. is designed around four “hubs” for different tasks, including “Mail”, “Calendar,” “Files” and “People”. The “People” hub lists frequently and recently used contacts and aggregates recent communications with them, and the “Files” hub aggregates recent attachments from messages, and can also integrate with other online storage services such as Dropbox, Google Drive, and OneDrive.[40][41][42][43][44] To facility indexing of content for search and other features, emails and other information are stored on external servers.[45]
Outlook mobile supports a large number of different e-mail services and platforms, including Exchange, iCloud, GMail, Google Workspace (formerly G Suite), Outlook.com, and Yahoo! Mail.[46][47] The app supports multiple email accounts at once.[48]
Emails are divided into two inboxes: the “Focused” inbox displays messages of high importance, and those from frequent contacts. All other messages are displayed within an “Other” section.[45][49] Files, locations, and calendar events can be embedded into email messages. Swiping gestures can be used for deleting messages.[42][50][51][52]
Like the desktop Outlook, Outlook mobile allows users to see appointment details, respond to Exchange meeting invites, and schedule meetings. It also incorporates the three-day view and “Interesting Calendars” features from Sunrise.[53]
Files in the Files tab are not stored offline; they require Internet access to view.
Outlook mobile temporarily stores and indexes user data (including email, attachments, calendar information, and contacts), along with login credentials,[54] in a “secure” form on Microsoft Azure servers located in the United States.[55] On Exchange accounts, these servers identify as a single Exchange ActiveSync user in order to fetch e-mail. Additionally, the app does not support mobile device management, nor allows administrators to control how third-party cloud storage services are used with the app to interact with their users. Concerns surrounding these security issues have prompted some firms, including the European Parliament, to block the app on their Exchange servers.[56][57][58] Microsoft maintains a separate, pre-existing Outlook Web Access app for Android and iOS.[58]
Conclusion
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