Top 8 Email Providers to Revamp Your Inbox in 2021

Choosing an email provider is a big decision because it is an essential tool for reaching so many of our personal and business goals. In this article, we will explain how the right email account will help you as your inbox grows. We’ll explore a list of essential criteria you can use to review an email provider plan: storage, security, customization and tools, user support, mobile access, and price.

We’ll also give you our comparison of the top email providers’ selection of basic plans versus their business plans. Follow along to compare Gmail and Google Workspace, Zoho Mail, Yahoo Mail, and ProtonMail.

How Is an Email Provider Different from an Email Client?

  • Examples of email providers: Yahoo, Outlook, Gmail

When you use an email provider, you may create your own email address, like johndoe@yahoo.com or johndoe@gmail.com. Some of them also allow you to create professional email addresses using your company domain, like johndoe@bestcompany.com.

An email client is software you can use to access your email.

  • Examples of email clients: Mailbird, Thunderbird, Apple Mail

When you use an email client, you may open your email addresses created with different email providers.

Many email providers also have their own email clients, like Outlook and Gmail — you can create your email address and use their own product to open it and manage conversations.

But also, there are “pure” email clients like Mailbird whose goal is to help you effectively manage your email from different providers. The unified inbox makes it possible for you to combine all of your emails from different accounts in one place.

Criteria to Choose an Email Provider

Security

Most providers can offer additional features like:

  • End-to-end encryption
  • Anti-spam technology to weed out malicious emails before they reach your inbox
  • Open-source code to enable you to look at the history of the software and previous bugs.

Storage

Data

Activity

1 GB

Send 5000 emails

15 GB

Send 75,000 emails

1 TB

Send nearly 41 million emails

Consider how you keep and send large files because there may be attachment limits. It can’t be as easy as deleting old emails to gain back space because you may need to recall archived documentation for an issue.

Another thing, check to see if there are limits on how many emails you can send daily. Are you scaling up your email campaigns? Part two of our post on how to choose the best email software for your business covers everything an email marketer must consider.

Customization and Tools

  • A custom domain address
  • Quick configuration and integration between calendars and task managers you’ll use frequently to accomplish your to-do list
  • A layout that helps rather than hinders you

Choose an email provider that works seamlessly with your routine.

User Support

  • Fast-tracked tickets to get to the bottom of issues quickly
  • Prioritized onboarding experience
  • Learn how to incorporate new features via exclusive webinars or info sessions

Mobile Access

Referring back to customization and tools, your email should make it easy for you to forward tasks to third-party apps like Dropbox or Trello from your phone.

Price

Both affordability and the breakdown of payments are important factors. Many providers have options to pay monthly versus annually. Some accept Bitcoin. Some base the price on your storage needs. Overall budget aside, know what these additional selling points add up to.

Top Email Providers Compared for Small Businesses

Between our list of criteria to guide us, the intel from signing up for accounts ourselves, and poring over recent reviews, we have summarized the top email providers. This should help you determine whether it’s a good idea to upgrade or switch providers.

Gmail

Features

  • Two-factor authentication
  • Spam protection from Google’s advanced technologies
  • Basic integration with Google Apps
  • Smart Compose with Gmail’s predictive text feature
  • Google Knowledge Base for user support
  • Compatible with Android and iOS
  • IMAP and POP3 supported

Pricing

Google Workspace

Custom domain email addresses and Google Meet catch our eye, but the added customer support is a huge bonus too.

Features

  • Two-factor authentication, Google Endpoint Management (for Standard and Plus)
  • Custom domain email address
  • Video conferencing for up to 150+ participants with Google Meet
  • Cloud Search for first-party data (for Standard and Plus)
  • 24/7 email and phone support

Pricing

  • $12 USD / Month for Business Standard
  • $18 USD / Month for Business Plus

Zoho Mail Lite

Features

  • Two-factor authentication, encryption, intrusion detection
  • Supports up to five users on one plan
  • Custom domain email address
  • Hassle-free migration tool to move your data
  • Email support, Zoho Knowledge Base
  • Compatible with Android and iOS
  • IMAP and POP3 supported

Pricing

Zoho Mail Premium

Features

  • S-MIME encryption service
  • Offline access
  • Email recall
  • Email backup and restoration
  • White labelling
  • 24/7 live chat and toll-free phone support
  • Compatible with Android and iOS
  • IMAP and POP3 supported

Pricing

Yahoo Mail

Unfortunately, most reviews have qualms with the number of ads you’ll get in your inbox.

Features

  • Two-factor authentication
  • Superior anti-spam technology
  • Compatible with Android and iOS
  • IMAP and POP3 supported

Pricing

Yahoo Mail Pro

Features

  • Two-factor authentication
  • Ad-free
  • Priority customer support and easy cancellation
  • Compatible with Android and iOS
  • IMAP and POP3 supported

Pricing

ProtonMail

Features

  • Zero access to user data and end-to-end encryption
  • Password-protect messages to recipients
  • Two-factor authentication
  • Open-source
  • Compatible with Android and iOS

Pricing

ProtonMail Professional

Features

  • 5 custom email addresses
  • Unlimited sending limit
  • Password-protect messages to recipients
  • Catch-all service for custom domains
  • Short email domain for sending and receiving messages
  • Multi-user support
  • Compatible with Android and iOS
  • IMAP and POP3 supported

Pricing

We have summarized our research on the top email providers in this table for you.

Google Workspace seems to be the top email provider for people and companies looking for value by virtue of its access to other tools, like video conferencing. The downside would be that there is no dedicated single app for mobile or desktop. The desktop issue is remedied by using an email client that allows Google Apps to be integrated and save you from bouncing around.

Zoho Premium is a great option if you share analytics with a lot of external clients, thanks to their white labeling. It comes at a reasonable price as well.

Yahoo seems to be a clear winner if you require an unprecedented amount of storage capacity, but they don’t offer nearly as many tools or security features as our other contenders.

For users determined to maintain a tight ship security-wise, it’s clear ProtonMail Professional is the way to go. Their open-source platform is a huge selling point. It’s worth noting that ProtonMail is not great for massive email blasts — their anti-spam ethos will hurt your efforts here.

Conclusion

If you are looking for a great email client to manage all your business and personal correspondence in the same place, together with task managers and messengers conveniently organized, try Mailbird for free. It will save you a lot of time and bring comfort to your everyday communication.

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