Gmail is Google’s hosted email service, available through personal accounts and managed Google Workspace subscriptions. Its inbox, labels and search fit teams whose daily work already runs through Google Calendar, Drive and browser-based collaboration. Learn more about Gmail
Who should take a closer look?
People and teams choosing a Google-centred email workflow.
Capabilities to explore
✓Email search, labels and conversation organisation
✓Web and mobile inbox access
✓Custom-domain email through Google Workspace
Free plan availablePersonal Gmail has a continuing free option. Custom-domain managed business email is offered through paid Google Workspace editions.
Microsoft Outlook brings email, calendars and contacts into web, mobile and desktop applications. Buyers should distinguish a free personal Outlook.com mailbox from work email hosting and the licence required for their chosen Outlook desktop application. Learn more about Microsoft Outlook
Who should take a closer look?
People and organisations working within Microsoft email and calendar workflows.
Capabilities to explore
✓Email, calendars and contacts in one application
✓Access across web, desktop and mobile
✓Multiple-account organisation
Free plan availableA free personal Outlook.com account is available. Managed business mail and desktop use depend on the relevant Microsoft licence.
Proton Mail is a hosted email service with personal and business plans, web access and dedicated applications. It is a candidate when a team wants to change its mailbox provider; it should not be treated as interchangeable with an application that simply reads an existing mailbox. Learn more about Proton Mail
Who should take a closer look?
People and teams evaluating a new hosted mailbox provider and Proton’s email ecosystem.
Capabilities to explore
✓Hosted inbox with folders and labels
✓Custom domains on paid mail plans
✓Proton Mail Bridge for supported desktop clients on paid mail plans
Free plan availableA continuing Proton Free mail account is available. Custom domains and Bridge require an eligible paid mail plan.
Mozilla Thunderbird is a free, open-source email application for managing existing accounts, calendars and contacts. It is a client rather than a replacement mailbox host, making it useful when the aim is to change how email is organised without moving the company’s email provider. Learn more about Mozilla Thunderbird
Who should take a closer look?
People managing existing mail accounts through a configurable email client.
Capabilities to explore
✓Multiple accounts and unified inbox organisation
✓Calendars and contacts alongside email
✓Filters, local folders and application extensions
Free email applicationThe Thunderbird application is free. Mail hosting and optional services are separate.
No tools match those filters. Try a different name or remove the free-plan filter.
Compare business email options
Read the buying decisions, plan boundaries and evidence behind a shortlist.
A hosted mailbox and an email application are different purchases. Map the domain, provider, account and client separately. Compare the workflow and ownership of business email before choosing by familiarity with an app.
Questions to ask before you buy
Is the product hosting the mailbox, reading an existing mailbox or both?
Which domain, storage, administration and device requirements apply?
What does the retained account include after a personal trial?
Put your shortlist to the test
Use addresses you control to test sending, replies, calendar invitations and search. Check the intended phone and computer, import and export, account administration and any bridge or paid connectivity needed for the chosen client.
