If you need email, but prefer to use something other than Gmail, what are your options? I have five to share with you.
Although some end users (millennials, are you listening?) eschew email as an important form of communication, if you own, run, or work in a business, email is a means of collaboration and communication. necessary.
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You cannot escape this reality. Run as hard and fast as you want, but email is nearly impossible to avoid if you plan to work in almost any industry.
Once you’ve accepted that, it’s time to decide which email service or client you’ll use. This, of course, depends on your goal. Maybe you work for a company that requires you to use a specific service (or internal messaging system). But even if, say, your company uses Google Workspaces, you don’t have to use the Gmail web UI. And if you own your own startup, you have plenty of options.
I want to introduce you to five options that can be used instead of Gmail or used to log in to Gmail (for a more traditional desktop client feel).
Our first alternative service has been around for a while and has proven to be one of the strongest contenders to replace Gmail. With a very well-designed user interface, Zoho Mail simplifies navigation throughout the workplace.
Here you’ll find quick access to Mail, Calendar, Tasks, Notes, Contacts, Bookmarks, Folders, and a number of other apps (such as Writer, Sheets, Show, WorkDrive, and Meeting) . Zoho is about as close to a replacement as you’ll find for Gmail (and Google Workspace). You can even get a custom domain email for your business, 24/7 support, integrated migration from IMAP/POP or Exchange, collaboration tools, filters, advanced search, no desktop, signatures, user/group management, email policies, two-factor authentication, numerous integrations, email reminder, offline access, domain aliases, and mobile apps for Android and iOS.
Zoho’s pricing ranges from a limited free plan to the WORKPLACE plan starting at $3/user/month. Although I’ve been using Gmail for years, I often consider switching to Zoho Mail because it’s so good.
If you’re looking for an email service that puts security first, Proton Mail might be just what you’re looking for. Proton Mail features end-to-end encryption, no-logs policy, CSV contact import, self-destructing emails, 20+ languages supported, multiple layouts and themes, quick filters, keyboard shortcuts, migration tools (from sources like Gmail, Outlook, and Yahoo), free VPN, and two-factor authentication.
Protonmail’s user interface will immediately invoke the sensations of Gmail and give you quick access to Mail, Calendar, Drive (which is now in beta) and VPN. Other features that set Proton Mail apart from other offerings are built-in calendar security and password-protected emails for non-Proton users. Although Proton-to-Proton mail is always encrypted, if you are emailing sensitive information to a non-Proton user, you will want to take advantage of encryption for non-ProtonMail users by clicking the lock icon in the composition window and then set a password. This non-ProtonMail user encryption is done on a per-user basis, so you will need to do this for every non-ProtonMail user email you send.
ProtonMail prices range from a free account to a Visionary account, which is around $35/month for six users.
Although I don’t know how to pronounce the name, Tutanota is Latin for “saved”. For anyone who is tired of getting ads in their Gmail inbox, you’ll be happy to know that Tutanota doesn’t bother with such things. The company derives all of its revenue from subscriptions and donations.
With Tutanota you can send anonymous emails, work with encrypted calendars, use two-factor authentication, manage templates, create contact forms (premium feature) and even white-label your subdomain for emails. -custom notification emails (premium feature). Unlike ZohoMail and Proton Mail, Tutanota does not include Google Workspace-like apps. This service is all about email and nothing more. That’s fine, especially if you’re only looking for a replacement service for Gmail and not the full suite.
Tutanota prices range from a free account to a Teams account for around $4.50/month with fees of around $2.30 for each additional user.
And now we are moving from services to customers. While these don’t replace Gmail as a service, they do bypass Gmail’s web interface (for those who prefer the traditional client/server approach).
Thunderbird has been my favorite email client for over a decade. I have always found Thunderbrid to be user-friendly, reliable and stable. And given that you can add as many accounts as you want (including Gmail), there’s no reason not to give it a try. And with the included Calendar tool, you’ll enjoy managing your Google Calendar from the same interface.
Thunderbird features include an easy-to-follow email account setup wizard, encryption, one-click address book, attachment reminder, tabbed email, quick filters, and search tools , message archives, smart folders, add-ons, phishing protection and built-in features. spam detection. All this is provided in an open source and free tool that can be installed on Linux, macOS and Windows.
Evolution is a Linux-only collaborative suite. Remember those unique desktop tools that included email, calendar, contacts, tasks, and memos? Evolution will remind you of old Outlook desktop clients. Although the Evolution interface and feature list looks a bit outdated, it’s still a viable tool for those who want to log into their Gmail accounts and prefer to use a desktop client rather than the web-based option.
Even better, with most modern Linux distributions (especially on the GNOME front), you can quickly configure Evolution to log in to your Google account via the Online Accounts section of the Settings tool. Evolution includes features such as encryption, secure connections with SSL, TLS and STARTTLS, filters, search, automatic spam filtering (via SpamAssassin), message tagging and color coding, certificate management, multiple account management, built-in spell checking, folder subscriptions, swap support and offline use.
The Evolution may be a throwback to the early days of email, but it’s still a fantastic option for those who prefer a Linux desktop and client-based email tool.