12 Best Outlook Alternatives for 2025 (Free & Paid)

Microsoft Outlook is one of the most popular email platforms in the world, with 400 million* people using it every month. It ties email, calendar, and contacts together in a familiar workspace, and plugs seamlessly into the rest of your Microsoft stack. 

But in 2025, that familiar experience is changing, and not everyone is finding the transition easy. 

Starting January 2025, Microsoft began automatically moving businesses to the “New Outlook.” This new app is essentially a web-based version that uses more system resources than the legacy Windows Mail app. On top of that,  several changes to familiar features and workflows have left many users frustrated and looking for alternatives.

If you’re also considering making a switch, we’ve done the heavy lifting for you. After reviewing 20+ email clients, we’ve rounded up these 12 as the strongest Outlook alternatives, complete with their features, pros, and cons to help you choose.

Table of Contents

• Why Trust Us?
• Why Do People Consider Outlook Alternatives?
• Top 12 Microsoft Outlook Alternatives for 2025
  • 1. Gmail
  • 2. Hiver
  • 3. Thunderbird
  • 4. Apple Mail
  • 5. Superhuman
  • 6. Front
  • 7. Canary Mail
  • 8. Helpwise
  • 9. Mailspring
  • 10. Spark 
  • 11. Proton Mail
  • 12. eM Client
• How to Choose the Right Outlook Alternative
• How to Switch to a Microsoft Outlook Alternative
• Ready to Make The Switch From Outlook?
• Frequently Asked Questions (FAQs)

But before we dive in, here’s a quick overview of the 12 tools:

Outlook Alternative	Features	Pricing	G2 Rating
Hiver	Shared inbox, AI automation, team assignment, analytics, 100+ integrations	Free plan available; Paid plan starts at $25/user/month	4.6/5
Gmail	Labels, Smart Compose/Reply, seamless integration with Workspace apps, security controls	Free for personal use; Starter plan begins at $6/user/month	4.6/5
Thunderbird	Open-source, calendars, templates, encryption, multi-account, and extensive add-ons	Free	4.3/5
Apple Mail	Multi-account support, Apple ecosystem integration, privacy protection, and scheduling	Free (with device)	3.9/5
Superhuman	Fast search, keyboard shortcuts, AI triage, snippets, split inbox	$25/user/month	4.7/5
Front	Shared inboxes, team collaboration, tag/assign, automation, analytics	$35/user/month	4.7/5
Canary Mail	Free plan available $10/user/mo	Free plan vailable; Paid plan starts from ~$3/month	4.4/5
Helpwise	Universal inbox, smart assignment, live chat, collision detection, help center	$12/user/month	4.5/5
Mailspring	Unified inbox, quick reply templates, read receipts, contact profiles, and translation.	Free plan available.; Paid plan starts at €4.99/month	3.8/5
Spark	Smart inbox, AI drafting/summary, conversation mute, collaboration	Free plan available; Paid plan starts at $10/user/mo	—
Proton Mail	End-to-end encryption, Bridge (connect to desktop clients), privacy Swiss laws, expiring mail	Free plan available; Paid plan starts at €4.99/month	4.4/5
eM Client	Unified inbox, calendar, tasks, notes, AI writing, offline, PGP encryption	Free plan available; Paid plan starts at $19.95/year	4/5

Why Do People Consider Outlook Alternatives?

Despite its popularity, Microsoft Outlook has several notable drawbacks that are driving users to explore alternatives:

• The switch to New Outlook broke automations, limited offline access, and forced non-Microsoft accounts through Microsoft’s cloud.
• Outlook’s standalone license costs $179.99 per device, while 
• Microsoft 365 subscriptions range from $6 to $22 per user monthly (billed annually). This can become expensive for small teams that don’t need all the features.
• Storage is tied to your OneDrive quota, leading to surprise email lockouts if you run out of space.
• Users report higher memory use and frequent glitches, especially with large mailboxes.
• Customizable shortcuts like the Quick Access Toolbar are gone, making simple tasks harder.
• Outlook works best with Microsoft products, but it isn’t as smooth if you use other tools.

Top 12 Microsoft Outlook Alternatives for 2025

Check out our carefully selected list of the top 9 alternatives to Microsoft Outlook for managing your email communication.

1. Gmail

Gmail is Google’s popular email management tool, recognized for its ease of use and security. It works great on its own or as part of Google Workspace, which offers extra features for businesses. Google Workspace is a cloud-based service that keeps your data safe on Google’s servers, letting you access it from anywhere with the internet.

With a Business Starter plan, you enjoy a remarkable 99.9% uptime and handy tools like Smart Reply and Smart Compose to enhance your email experience. Gmail’s integration with Google Drive, Calendar, and Docs makes it super convenient. Its appeal also comes from free access and helpful features like labeling, spam filters, contact management, file sharing, and real-time chat.

Key Features

• Host your company emails easily without needing to learn a new system.
• Organize emails effectively using Gmail’s conversation grouping feature.
• Enhance focus as Gmail highlights important messages automatically.
• Access company emails smoothly through the Gmail app, perfect for Google users.
• Get 2x the storage, ad-free usage, support access, and unlimited group emails with paid plans.

Pricing

• Business Starter: $6/month per user
• Business Standard: $12/month per user
• Business Plus: $18/month per user
• Enterprise: Custom pricing

Pros

• Tight integration with Calendar, Drive, Docs, and Meet; the same clean experience across web, iOS, and Android.
• Reliable phishing and spam filtering with admin controls on Workspace.
• Simple to learn, powerful search and labels make finding old mail quick.

Cons

• There’s no native desktop Gmail app; it works offline, but only in Chrome with setup.
• Attachments and old emails eat into your free quota, so you may need to buy extra storage.

G2 Rating

• 4.6/5 (as a part of the Google Workspace)

Why it’s better:

Gmail is lighter and faster than the new Outlook. It also integrates seamlessly with Google Workspace tools like Drive, Calendar, and Meet.

Pros and cons summarized from Capterra*

2. Hiver

Hiver is an AI-powered email management software for teams that manage group emails like support@, sales@, or info@. It works with both Outlook and Gmail. If your team already uses Outlook, the interface mirrors your inbox.

This means you can manage personal and shared emails in one place without changing how you work. Setup is quick and simple, so your team can hit the ground running in minutes. 

AI is built into every channel. It can triage and route incoming requests, suggest draft replies, and summarize long threads for you. It also pulls key details and updates your connected tools, so you can skip the busywork and focus on helping customers.

Key Features

• Manage support@, sales@, and info@ right using a shared inbox with an interface that mirrors your Outlook inbox, with clear assignment and status tracking.
• Collaborate with your team, leaving private notes next to the conversation. Just @mention your team members and leave a message for them.
• Connect 100+ apps, including CRM, payments, and commerce tools, so context and updates flow automatically.
• See ticket volume, SLA hits, response and resolution times, and trends with reports and analytics.
• Provide a self-service option through a knowledge base filled with useful guides.
• Use AI in every workflow. Let AI Copilot draft polished replies, summarize long threads, and surface past cases—so you never start from scratch. Offload triage to AI Agents that can categorize emails, detect sentiment, and escalate urgent issues. Use AI Insights to spot churn risks, find knowledge gaps, and uncover coaching needs early.

Pros 

• Hiver centralizes group emails like support@ so nothing gets missed, and everyone can see ownership and status.
• It makes it much easier to stay organized and collaborate as a team.
• The ability to assign emails, leave internal notes, and track ownership has streamlined our operations and reduced miscommunication.

Cons

• Some users report that the mobile experience feels limited.

Pricing

• Forever free 
• Lite: $25/month per user
• Growth: $45/month per user
• Elite: $75/month per user

G2 Rating

4.6/5

Why it’s better:

Hiver is built for teams that have pushed Outlook as far as it can go—whether you’re handling customer conversations (support@, sales@) or managing internal requests at scale. Instead of forcing you to adopt a heavy ticketing system, Hiver works directly on top of Outlook, Gmail, and other providers.

Your inbox stays familiar, but you get the structure Outlook lacks: clear ownership, assignments, internal notes, SLAs, analytics, and built-in AI. Setup takes minutes, and your team doesn’t have to relearn email.

Pros and cons summarized from G2 reviews*.

3. Thunderbird

Thunderbird is a free email client that many people choose over Microsoft Outlook. Created by the Mozilla Foundation, it offers an open-source platform that’s easy to navigate. With Thunderbird, you can manage your emails effectively using features like filtering, labeling, and support for multiple accounts.

It even includes a built-in calendar to keep you organized. Security is a top priority, and Thunderbird provides essential tools like encryption and anti-phishing measures. You can also enhance its functionality with custom add-ons.

Its compatibility with popular email services like Gmail and Yahoo makes it a fantastic option for both personal and business use.

Key Features

• Integrate productivity tools like calendars, task management systems, and chat functionalities into your email experience.
• Switch effortlessly between tabs to enhance email management efficiency.
• Find specific emails quickly with advanced filtering and timeline features.
• Save time by crafting and utilizing email templates.
• Receive automatic updates across various platforms in over 40 languages.

Pricing

Free

Pros

• Mature open-source client for Windows, macOS, and Linux with mail, calendar, contacts, and tasks in one place.
• Multiple accounts, powerful filters, and flexible layouts make triage fast.
• Its open-source architecture and wide library of add-ons make it easy to implement into daily workflows without compromising on features.

Cons

• Re-setting an email account can become a bit complicated.
• Thunderbird tends to use automatic processes that can be a pain to stop.
• The Android app is improving, but still lacks some desktop features and polish.

G2 Rating

4.3/5

Why it’s better:

Thunderbird is free and open-source with no forced cloud routing. Unlike new Outlook, it’s lightweight and gives you complete control over your data.

*Pros and cons summarized from G2 reviews.

4. Apple Mail

Apple Mail, often just called “Mail,” is Apple’s go-to email application. One of the things people love about it is how straightforward it is. The interface is clean and user-friendly, offering essential features similar to Outlook, like email sorting, archiving, and file sharing.

Some feel it might be too basic at times. Still, the app includes plenty of add-ons, and recent updates have introduced many new features to enhance its capabilities. You can easily connect Apple Mail to various accounts, including iCloud, Google, Yahoo, AOL, and—you guessed it—Outlook. It works smoothly across iOS, macOS, watchOS, and iPadOS, making it versatile for all your devices.

Key Features

• Search for emails with improved capabilities.
• Get access to features such as scheduling and unsending emails.
• Manage multiple accounts in one place.
• Enjoy continuity across multiple Apple devices.
• Benefit from Mail Privacy Protection features.

Pros

• Combines iCloud, Gmail, Exchange, Outlook, Yahoo, and more into one searchable inbox across Apple devices.
• Easy to use for anyone; the layout is simple and consistent.
• Fast delivery with handy touches like bulk delete and helpful built-in features.

Cons

• Apple Mail’s search feature is notoriously problematic. It defaults to searching all mailboxes instead of just the selected one. 
• Apple Mail’s junk mail filtering is widely criticized as broken and unreliable.

Pricing

• Free with macOS, iOS, watchOS, or iPadOS

G2 Rating

• 3.9/5

Why it’s better:

Apple Mail works best if you’re all-in on Apple devices. It comes free with your Mac or iPhone and includes Mail Privacy Protection features.

*Pros and cons summarized from G2 Reviews.

5. Superhuman

Superhuman prides itself on being the “fastest email experience ever made,” designed for individuals and teams who deal with a high volume of messages. Its clean and minimal interface makes reaching Inbox Zero enjoyable and effortless. One cool feature is the Split Inbox, which lets you organize your inbox into different streams, such as emails from VIPs, team updates, newsletters, and more.

This platform allows you to easily navigate through your inbox and perform any action without using your mouse. Whether you want to reply, archive, snooze emails, or create events, everything can be done using Superhuman Command.

Unlike Outlook, which often has slow and unreliable search capabilities, Superhuman has crafted a solution that’s lightning-fast. Every action you take happens in under 100 milliseconds, giving you that quick feeling throughout the experience. In fact, with Superhuman, searches take just 30 milliseconds, making email management a whole lot smoother.

Key Features

• Organize your day by creating events and scheduling meetings with the platform’s calendar.
• Perform tasks like searching, replying, and archiving without needing an internet connection.
• Speed up your typing using Snippets to quickly insert frequently used text.
• Enjoy seamless spelling corrections in real-time so typos become a thing of the past.
• Schedule emails to send at the perfect time, accommodating any time zone.
• Compose complete emails and summarize lengthy threads while typing up to 50% faster with real-time corrections.

Pros

• Superhuman is built for speed, with everything happening in 100 milliseconds or less.  
• Very fast once you learn the shortcuts; smart filters surface time-sensitive mail.
• Set up is quick. An AI organization helps you reach inbox zero more often.

Cons

• Superhuman costs $30 per month for the starter plan, making it one of the most expensive email clients available.
• Despite its premium price, Superhuman lacks many basic features users expect.
• It doesn’t support unified inboxes for multiple accounts, has no built-in automation rules or project management features, and offers limited integrations beyond Gmail and Outlook.

Pricing

• Starter: $30/month per user
• Business: $40/month per user
• Enterprise: Custom pricing

G2 Rating

4.7/5 

Why it’s better:

Superhuman is built for speed. Unlike Outlook’s slower search, Superhuman finds emails in 30 milliseconds.

*Pros and cons summarized from G2 Reviews.

6. Front

Front transforms how we manage email by combining the efficiency of a help desk with the familiarity of traditional email. It leverages automated workflows and real-time collaboration to help reduce churn, boost retention, and drive customer growth.

With Front, you can merge shared inboxes and various communication channels into one easy-to-use interface. The aim is to consolidate all incoming messages, whether they come from phone calls, multiple email accounts, social media, or text messages.

Additionally, you can tag team members, route messages efficiently, and monitor conversations to enhance customer service and overall communication.

Key Features

• Connect with over 50+ tools – including popular ones like Slack – through easy integrations.
• Save time by automating repetitive tasks and designing custom workflows.
• Centralize various communication channels to facilitate real-time collaboration on tasks.
• Track important metrics and evaluate performance using Front’s insightful analytics.

Pros

• Clean team workflow: comment in-thread, share ownership, and avoid messy CCs and forwards.
• Strong organization and task tools with smart notifications plus solid integrations like Calendar and Zoom.
• Easy real-time collaboration with docs, emojis, and GIFs, and a searchable history that can replace separate tools.

Cons

• Very expensive pricing. Front costs $25-65 per user per month.
• Users frequently report technical glitches, including emails disappearing, poor search functionality, slow loading times, and automation rules that don’t work properly.

Pricing

• Starter: $19/seat/month (including 2 to 10 seats)
• Growth: $59/seat/month (minimum of 2 seats)
• Scale: $99/seat/month (minimum of 20 seats)
• Premier: $229/seat/month (minimum of 50 seats)
• Add-ons: Available for all plans at additional charges

G2 Ratings

4.7/5 

Why it’s better:

Front combines email with help desk workflows; something Outlook can’t do. Your team can comment on threads and assign ownership directly. It eliminates the need for messy CCs and forwards that Outlook often requires.

*Pros and cons summarized from G2 Reviews.

7. Canary Mail

Canary Mail is an AI-powered email client built for users who want a secure, unified, and clutter-free inbox experience. It supports multiple accounts and providers (including Gmail and Outlook), so you can access and manage all your email in one place.

It’s available for Mac, Windows, iOS, and Android, making it easy to keep your email organized across all devices.

Key Features:

• AI Copilot for auto-drafting, summarizing, and prioritizing emails
• End-to-end encryption and SecureSend for private and password-protected messages
• Smart search and powerful inbox filtering
• Read receipts, email snooze, send later, and bulk cleaner
• Calendar integration and meeting scheduling
• Supports macOS, iOS, Windows, and Android

Pricing:

• Free plan available
• Growth Plan: $36/year or $100 lifetime (up to 5 devices, all platforms)
• Pro+ Plan: $100/year or $300 lifetime (extra security and features)

Why it’s better:

Canary Mail’s AI actually helps you write and manage email, and not just suggest replies. It provides end-to-end encryption by default, ensuring your data remains private and is not routed through Microsoft’s cloud. Plus, it runs lighter and faster than Outlook, even with multiple accounts synced.

*Pros and cons summarized from G2 Reviews.

8. Helpwise

Helpwise is a user-friendly customer communication platform that gathers all inquiries in a universal inbox. It enhances your approach to customer interactions with its automation and collaboration features.

This email management tool is designed to bring together support, sales, and customer service teams to work on shared emails. This collaboration makes it easier to manage conversations and respond more efficiently.

As a strong alternative to Outlook, Helpwise includes additional features like a self-serve help center to cut down on incoming queries, chatbots for quick assistance, and saved replies to address common questions.

Key Features

• Schedule emails at your preferred times with flexible options.
• Manage live chat and other inquiries all in one collaborative hub.
• Automatically assign conversations to team members using smart assignments.

Pros

• Helpwise starts at $12-15 per user per month, making it significantly cheaper than competitors like Front
• It offers collision detection to prevent duplicate replies when multiple team members work on the same conversation.

Cons

• Users regularly report disruptive bugs, including emails showing as read for some team members but unread for others.
• Messages appear in the wrong inboxes, and notifications don’t clear up properly. 
• Users experience slow loading times, platform delays, and occasional complete page freezing that requires refreshing.

Pricing

• Standard: $15/month per user
• Premium: $29/month per user
• Advanced: $49/month per user

G2 Rating

4.5/5

Why it’s better:

Helpwise is designed for support teams managing shared emails. It includes live chat, chatbots, and collision detection—features Outlook doesn’t offer for team inboxes.

*Pros and cons summarized from G2 Reviews.

9. Mailspring

If you’re searching for a fast and efficient alternative to Outlook, Mailspring is a great choice. It conveniently combines all your IMAP and Office 365 accounts into one place. This app comes with handy features like shortcuts, link tracking, and read receipts, even if your email service doesn’t support them.

What sets Mailspring apart from other Outlook alternatives is its focus on unifying your email experience. It offers tools to help you organize your inbox better, including quick reply templates and detailed contact profiles that reflect your communication history.

Additionally, Mailspring features an Activity tab that gives you insights into your email habits. This tab helps you track received emails, identify peak activity times, and view open and click rates for your messages.

Key Features

• Manage multiple email accounts and inboxes effortlessly in one central location.
• Enhance your communication with automatic spell check, support for over 60 languages, and translation.
• Monitor when your messages are read to ensure timely follow-ups.
• Utilize Mailspring’s powerful search tool to find what you’re looking for quickly.

Pros

• Mailspring uses 50% less RAM than competitors and offers lightning-fast search capabilities.
• It offers powerful functionality like read receipts, link tracking, and contact profiles without requiring a subscription.
• Works seamlessly on Windows, Mac, and Linux with the same features across all platforms.

Cons

• Users regularly report sync failures where emails don’t update properly, messages reappear after being deleted, and the app crashes during sync operations. 
• Mailspring is essentially a one-person project with no real customer support infrastructure.
• Users report complete unresponsiveness from developers, with critical bugs going unfixed for years. 

Pricing

• Free
• Pro: $8/month

G2 Rating

3.8/5

Why it’s better:

Mailspring requires 50% less RAM than other email clients, making it faster and smoother, even on older computers. It includes read receipts and link tracking. It syncs seamlessly across Windows, Mac, and Linux without forcing you into one ecosystem.

*Pros and cons summarized from G2 Reviews.

10. Spark

Spark is a cross-platform email client for Windows, macOS, iOS, Android, and even Apple Watch. It helps you focus on what matters with tools like Smart Inbox, Priority Email, and Gatekeeper.

Its built-in AI assistant can draft and summarize replies, match your writing style, and speed up routine emails. Spark offers a free tier, with Premium plans starting around $4.99/month (annual) or $7.99/month (monthly).

Key features

• Group by Sender & mute conversations.
• Schedule sends and get nudges to follow up.
• Write emails together and discuss privately in-thread.
• Plug into apps, use templates, and build custom views. 
• Use AI to draft emails, rephrase, fix tone and grammar, and summarize long threads.
• My Writing Style AI learns your tone from recent sent mail for more accurate drafts.
• Works with Gmail, Outlook/Exchange, iCloud, and IMAP across desktop and mobile

Pros

• Smart Inbox shows important emails first and keeps the rest out of your way.
• Works well on phone and computer, and supports major email services.
• AI can draft replies, summarize long threads, and match your writing style to save time.

Cons

• Many top features are paid, and AI use has limits.
• It is not a full team inbox: there are no assignments, no SLAs, and no ticket-style workflows.

Pricing:

• Free
• Premium Individual: $59.99/year
• Premium Teams: $6.99 per user/month billed annually

Why it’s better:

Spark’s AI learns your writing style and automatically prioritizes important emails. It syncs seamlessly across Windows, Mac, iOS, and Android.

*Pros and cons summarized from G2 Reviews.

11. Proton Mail

Proton Mail is a privacy-first email service based in Switzerland with end-to-end encryption and “zero-access” storage, meaning even Proton can’t read your messages. It works on web, iOS, and Android, and now offers desktop apps for Windows and macOS.

You can also use Proton Mail Bridge to connect it to desktop clients like Outlook, Apple Mail, or Thunderbird via IMAP/SMTP. A free plan is available, while paid tiers add more storage, custom domains, and extra features.

Key Features

• Encrypts mail so only you and the recipient can read it; Proton cannot.
• Verifies contacts’ encryption keys to prevent man-in-the-middle attacks. 
• Native apps for Windows and macOS, with Linux in testing. 
• Use Proton Mail from Outlook, Apple Mail, or Thunderbird via local encryption. 
• More addresses and domain support on paid tiers.
• Works with Proton Calendar and Drive for private scheduling and files.

Pros

• Strong privacy: end-to-end encryption, plus Swiss laws that protect user data.
• Works on web, mobile, and desktop; Bridge lets you use Outlook or Thunderbird.
• Extra controls like expiring and password-protected messages for sensitive mail.

Cons

• The free plan has only 500 MB, and recovering deleted mail can be hard.
• Search is limited; you often cannot search message contents unless the mail is downloaded.

Pricing

• Free
• Mail Plus: €4.99 billed monthly
• Proton Unlimited (bundle): €12.99/month

G2 Rating

4.4 / 5

Why it’s better:

Proton Mail encrypts everything end-to-end. In fact, even Proton can’t read your emails. Unlike Outlook, which routes data through Microsoft’s cloud, your messages stay completely private.

*Pros and cons summarized from G2 Reviews.

12. eM Client

eM Client is a full desktop email app for Windows and macOS with built-in calendar, contacts, tasks, notes, and chat. It connects to Microsoft 365/Exchange as well as IMAP/POP accounts, handles imports from Outlook and other clients, and works well offline.

Key features

• Works with most email accounts, including Microsoft 365/Exchange, IMAP, and POP.
• Email, calendar, contacts, tasks, notes, and chat are built into one app.
• Easily import your mail from Outlook, Windows Mail, Thunderbird, and others.
• Use it offline by downloading folders and keeping local copies.
• Snooze less urgent messages and get an alert when a critical reply arrives.
• Schedule sends, undo send, and use templates and QuickText to reply faster.
• Automatic backups, even while the app runs.
• AI writing tools to help you draft, rephrase, and tidy emails with the optional AI add-on. 

Pros

• It helps handle multiple accounts well with a unified inbox, fast search, snooze, templates, and PGP encryption.
• It has a clean and easy interface that feels “Outlook-like” without extra bloat.
• eM Client connects smoothly to Google, Outlook.com, and O365, and its UI is far more customizable than Outlook, so less screen space gets wasted. Smart folders pull mail from all accounts into one view, which is handy.

Cons:

• No cloud profile sync, so after a PC reset, you have to reconnect all accounts manually.
• Some features sit behind the paid version, and many help articles open on the web instead of inside the app.

Pricing

• Free plan available.
• Personal subscription: $39.95/year 
• Business subscription: $49.95/year per device. 

G2 Rating:

4/5

Why it’s better:

eM Client feels like the old Outlook, but with better customization and faster search. It also works offline more reliably than the new Outlook.

*Pros and cons summarized from G2 Reviews.

How to Choose the Right Outlook Alternative

Picking the right email client comes down to what matters most to your workflow. Here’s what to think about:

• Identify Your Must-Haves: What do you actually need? Multiple email accounts in one place? A shared inbox for your team? Strong privacy features? Desktop app or cloud-based? Make a quick list of your top 3–5 priorities. This will help you narrow down your choices fast.

• Check Integration Options: Does it work with the tools you use on a daily basis? For example, Slack, Google Workspace, your CRM, project management apps, or Microsoft Office? A tool that doesn’t integrate well with your existing setup will simply create extra work.

• Compare Pricing and Growth: Examine the cost structure. Check for options such as free, one-time purchases, or monthly subscriptions, and consider the long-term implications. Can it scale as your team grows? Sometimes, a seemingly inexpensive option can become expensive later when you need to support more users or advanced features.

• Look for Easy Migration: Switching email clients shouldn’t be a nightmare. Pick one that offers migration tools, clear setup guides, or customer support to help you move your emails, contacts, and calendar without losing anything. Google Workspace, for example, has built-in tools to import data from Outlook, making the transition smoother for larger teams.

How to Switch to a Microsoft Outlook Alternative

Ready to make the move? Follow these steps to ensure a smooth transition from Outlook to your new email client:

1. Back Up Your Data: Export your Outlook emails, contacts, and calendar. Save them as CSV or VCF files so they work with any email client. If files are corrupted, use Microsoft’s ScanPST tool to fix them first.

2. Choose Your New Email Client: Review the alternatives in this guide and select one that matches your needs. It can be team collaboration, privacy, integrations, or cost. Most platforms offer free trials, so test before committing.

3. Use Migration Tools: Many email clients provide automated migration wizards that handle the heavy lifting. Google Workspace, eM Client, Thunderbird, and others can import your emails, contacts, and calendars directly. Follow the step-by-step instructions provided by your chosen platform.

4. Transfer Custom Settings: Migration tools may not capture everything. Manually transfer your email signatures, autocomplete entries, folder rules, and any custom filters or templates you rely on. This ensures that your new setup feels familiar from the very first day.

5. Test Before Going Live: Set up your new email client on a secondary device or create a test account first. Send and receive emails, check calendar syncing, and verify that integrations work as expected. Once you’re confident everything functions properly, complete the full migration.

Ready to Make The Switch From Outlook?

Microsoft Outlook is the go-to email client for many, but it’s definitely not the only option. Whether you need an app that supports teamwork, better integrates with your workflow, or simply fits your budget, there’s something out there for everyone.

So explore and compare different tools. And remember, there’s no single “best” solution; you just need to find the one that’s best for you. Try a few, see what feels right, and make your decision based on what helps your workday run smoother.

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*https://electroiq.com/stats/outlook-statistics/

Frequently Asked Questions (FAQs)