Exploring Different Email Providers: Which Is Right for You in 2025?

Is Gmail still the top choice?

Ask any ten marketers what email providers they use for email marketing, and odds are that eight of them would say Gmail. As of 2024, Gmail holds a substantial 27.76% share of the Global email market (after Apple Mail), and is estimated to send 376.4 billion emails daily by 2025. 

The platform has become a preferred email provider for over 60% of small and medium-sized businesses, thanks to its cost-effectiveness and integrations with Google Workspace. 

Gmail’s growth is thanks to its strong features. Robust spam filtering, Smart Compose (writing emails through Gemini AI), and the platform’s user-friendly design are largely responsible for how many people use Gmail. Businesses can use smart labels, stars, and priority inboxes to help them categorize emails efficiently,  arranging messaging according to emergency.

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Gmail offers two prominent security features: two-factor authentication and end-to-end encryption. Both have significantly reduced phishing attacks and data breaches. In fact, Gmail blocks 15 billion spam emails and stops 100 million phishing emails daily.

Who should use Gmail?

How does Outlook compare?

Outlook currently holds about 4.38% market share for email platforms, with over 400 million active users worldwide as of late 2024. Outlook is an excellent platform for users receiving multiple communications per day. 

Many businesses prefer to use Outlook because of its built-in calendar and contact features that allow communication to be more efficient. Unlike Gmail, which uses labels to separate emails, Outlook allows users to create a designated folder for their emails. 

Outlook’s AI, Copilot, can summarize lengthy email threads, suggest responses, and draft emails with customizable length and tone. Outlook and Gmail both integrate with Zapier, which means you can automate them and connect with a thousand other apps. You can seamlessly use Outlook for email marketing. However, it has a limitation of 300 emails daily. 

Outlook allows you to create mail rules, enabling new messages to be automatically moved to a designated folder, categorized, flagged, or forwarded based on specified conditions.

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Who should use Outlook? 

If you’ve already invested your money into Microsoft 365, then Outlook email can provide a well-integrated option.

Is Yahoo still relevant? 

The only reason someone will choose Yahoo over Gmail and Outlook is because of its free 1TB storage space. This is way more space than any email service provider and can conveniently store years of emails sent and received, as well as photos and files. The platform’s intuitive interface makes it easier to navigate through documents, photos, and videos super fast. 

Yahoo Mail is probably the best email provider when it comes to alternate identities and or aliases. You can create up to 3 free disposal addresses linked to your inbox without revealing your actual addresses. This is extremely effective in avoiding spam messages since your regular inbox won’t be affected and you can always delete your disposable address.

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Even though Yahoo can handle the basics of sending emails, it has a unique record of having the largest data breach. In two separate attacks in 2013 and 2014, hackers accessed data from 3 billion Yahoo accounts. This includes names, email addresses, telephone numbers, security questions and answers, and more. The attackers were able to use fake web cookies to log into any account. 

With time, Yahoo Mail has prioritized security by:

• Removing junk or spam emails
• Sending phishing alerts
• Mail Forwarding alerts ( Yahoo Mail Plus only).
• Enabling two-factor authentication 

Who should use Yahoo? 

Yahoo Mail is ideal for businesses and individuals needing substantial email storage, especially those dealing with large attachments. If you want more advanced mail features like inbox organization, integration, or automation then other email providers could be a great option.

What makes iCloud Mail a good option? 

iCloud by Apple is one of the most popular free email providers after Gmail and has over 850 million users. 

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The biggest assumption users have about iCloud is that it’s only accessible on Apple, but that’s not true. Apple Mail works only on Apple devices, while iCloud works on any device, even non-Apple ones. It’s available as a web app that can be accessed from any web browser, so it is quite versatile for those who need to check inboxes on Apple and non-apple devices. 

The ability to access your data in real-time is an added benefit, the synchronization between devices and other Apple productivity apps such as calendar, notes, and reminders. This integration allows you to create events effortlessly, set reminders, and jot down notes directly from your emails.

 The email portion on iCloud isn’t super advanced and probably won’t serve you well if you want a lot of options. You can simply organize your emails with folders, search and filter. You can also set up rules to filter email, automatically forward email, and more.

Unlike other email providers, you don’t have to go through the tedious process of adding your name and choosing a password. All of this works well with your existing Apple Account or a new free iCloud account.

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Who should choose iCloud? 

Most Apple users stick with iCloud mail because of its solid email functionality, Apple-like interface, and seamless integration with the Apple ecosystem. Even though iCloud runs on non-apple devices, general users can look for better options.

How does Shortwave stand out? 

Before we begin, Shortwave is a third-party email app, not a provider. For it to work, you’ll have to link it to your existing Gmail inbox–they let you access those messages from a superior interface. 

Shortwave ensures you’re not drowning in emails. All your emails are already sorted in your inbox. It neatly tucks away emails like purchase receipts and newsletters in their bundle, so you can easily filter through emails. 

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You can easily create new bundles by simply dragging and dropping emails onto each other. It’s a pretty neat interface and completely customizable. 

Compared to different types of email providers, Shortwave’s multi-panel setup is far more personalized. On the left menu, for example, you can add shortcuts to your most frequently visited sections or search results–like any specific keywords or category. 

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Similarly, on the right panel, you’ll find Shortwave’s main inbox with pro tools you can hide or reveal to your preferences. There’s a calendar tab that checks for upcoming appointments and an activity tab for tracking which recipient has opened the email. 

Who should choose Shortwave?

Shortwave is an excellent option for Gmail users who deal with a lot of emails on a daily basis. It helps professionals distinguish the important emails from the not-so-important ones.

Is Mailbird worth trying? 

Having excelled on Windows for years, Mailbird is a sleek, modern email client that integrates with various apps and services, providing an ultimate solution for managing communications, tasks, and more. 

Mailbird stands out with its unified inbox feature, which allows you to control all your contacts and emails in one place. That means you can add multiple mail accounts and access them from Mailbird.  It supports POP3, IMAP, and SMTP, which means it can work with virtually any email service.

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Mailbird offers email templates for faster email composition. With their help, you can quickly insert pre-written text for common responses. When it comes to inbox management, Mailbird provides several useful tools to keep your inbox organized, like:

• With message snoozing, you can temporarily remove non-urgent emails from your inbox.
• Create auto-rules to automate routine and repetitive tasks, such as emails moving into separate folders based on the sender or content, marking emails as read, or archiving unimportant emails. 

Another key feature where Mailbird shines is app interaction. You can integrate email with a wide variety of apps and services. This includes Dropbox, Google Workspace, Facebook, Twitter, Linkedin and more. You can also access calendars, to-do lists, and more from your account without switching tabs. 

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Who should choose Mailbird? 

Mailbird works well for individuals and businesses that manage multiple email accounts from various providers (e.g., Gmail, Outlook, Yahoo) in a single, unified inbox. You can easily jiggle between your personal and professional emails.

What’s unique about Neo? 

Neo is an excellent email provider for entrepreneurs and small businesses seeking a professional email address. Even if you don’t have a domain, Neo will help you create a free one-page website to establish credibility and use the domain for your email address. 

Like Gmail and Outlook, Neo has also launched its AI tool called Smart Write. You just have to explain what email you need, the tone you want to use, and your preferred message length. Smart Write will write an entire message for you that you can edit or send right away. 

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Unfortunately, Neo doesn’t offer a free plan, but you can opt for a free 15-day trial before you choose from one of two available plans. However, its basic plan you can get:

• Add email rules on how specific emails should be treated–starred, marked as unread, or redirected to appropriate folders. 

• Set up an auto-reply for all incoming emails when you’re away. 

• Share your calendar and make appointments right from your inbox.

• One-click import of existing emails and contacts.

Neo’s secure credentials are solid and offer end-to-end encryption, two-factor authentication, and anti-spam functionality. It is also hosted by Amazon Web Services, which should give users a little extra peace of mind.

Who should choose Neo? 

Neo is geared towards entrepreneurs, startups, and small businesses who are seeking professional email addresses and flexible cloud storage and exploring AI tools like Smart Write for creating AI-generated emails.

Is Zoho Mail good for businesses? 

Zoho Mail is a professional email service provider of Zoho’s cloud-based office suite. Unlike Gmail and Yahoo, which charge users for custom domains, Zoho offers email hosting for one domain for up to 5 users for free. 

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Its Streams feature makes it easy to create groups where you and your team members can easily collaborate with shared messages and attachments. It works a bit like a private social media site. Zoho mail also provides you with an integrated Calendar, Notes, To-do, and Bookmarks right within your inbox–helping users be productive with everything you need in one window.

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Zoho Mail keeps your inbox clean while providing a smooth user experience with the following:

• Set up filters or rules to automatically organize your emails. 
• Set an Out of Office response to let contacts know you’re unavailable.
• Add email signatures with your company’s logo and link to your website.

The platform protects all its users by offering email encryption and two-factor authentication per default across all pricing plans. 

Unfortunately, free accounts are limited to 5GB of storage and 25 MB attachments, assuming you’re not a super heavy user. 

Who should choose Zoho Mail?

 Zoho Mail is ideal for small to medium-sized businesses seeking a professional email address (for free) that combines robust security features with collaboration tools, all at an affordable price.

Why do people choose ProtonMail? 

ProtonMail is primarily used for secure and private communication. It is especially popular among individuals and businesses that require a high level of security. 

Unlike popular email providers, such as Gmail, Outlook, and Yahoo, which scan the content of your email, ProtonMail is end-to-end encrypted along with Zero access encryption, which ensures that you can see your emails. Not even Proton can view the content of your emails and attachments.

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Recipients who receive encrypted emails are assigned a password to open them. They can reply through an encrypted channel via the same message and don’t need a Proton account. 

ProtonMail is also quite easy to use and optimized for productivity. Besides providing the highest standard of security, ProtonMail provides inbox organization with labels, folders, and filters. 

A major drawback for ProtonMail is its storage space. Free users only get 1 GB of free storage, which is quite low compared to other email platforms. 

Who should choose ProtonMail?

ProtonMail would work well for individuals and businesses that prioritize security above all. If you want to keep your conversations private, then you should definitely go for ProtonMail.

Is AOLMail still a thing? 

AOLMail is one of the earliest and most well-known free email service providers. Even though its popularity has decreased over the years, it’s still one of the best email providers in terms of storage. 

Unlike other email providers whose free storage limit is stuck in gigabytes, AOL offers 1TB of storage for free. This makes it a great option for long-term message storage and combining multiple email accounts. 

Like most email providers, AOL provides essential email features such as spam filtering, inbox organization, and the ability to create automated rules. Similar to Yahoo email, AOL provides an in-built GIF gallery for seamless communication. 

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Your AOL account also comes with a calendar and to-do list that can be accessed from your inbox. However, features like chat rooms require a paid version. 

Who should use AOLMail? 

AOLMail is suitable for users who prioritize storage space over advanced email functions. It’s a straightforward and easy-to-use interface, making it accessible even for those with minimal technical skills.