Email is an old technology that is very similar to how it started out. And yet recently we’ve seen some big changes that have really shaken up the way many people use email and deal with email. Recently, this matter has been agitated further by a popular email client (Mailbox) that was a acquired by a big company declaring that it shut down. So we thought it would be good to update this email post for the New Year and see how the state of email has changed.
Personally, I too have undergone a “conversation” over my use of email and email client leading to me using a different combination of applications across the board.
Like the last time, this review will not tell you the best email app for everyone, but instead, will have a selection of email apps that should work well for how different people deal with email. Of course, If you use a different email client than is listed below, you are welcome to leave a comment and tell us why you use it.
Overview of Apps
Many mail applications run on multiple platforms and with that in mind I’ve tried to create a layout that is as logical as possible without repeating myself.
If I miss an application, then please leave a comment. I’d love to know why you have chosen your app. We all have different reasons and that can be useful for others to read.
Mail.app (iOS and Mac)
Mail.app is the default mail app that comes pre-installed (and can not be uninstalled) from iOS. It is also on the Mac. It has a couple of features that make it a good choice as your primary email app on both devices
It supports a variety of email types (iMap, Gmail, Exchange, and POP).
It now has gestures for quick archiving, marking as read, flagging and to open up more quick functions.
You can use multiple email accounts in the same app.
You can use handoff to switch quickly between devices (Mac, iPhone, and iPad).
It is the built in app, so it can be easily and quickly used even if you have a different application open.
If you click on an email address within a different app on your phone, it will probably open in Mail.app (whether you want it to or not).
VIP contacts who you can set to receive notifications from, even when you have your device on Do Not Disturb mode.
You can add plugins to enhance features on the Mac.
That’s not to say it isn’t without fault, it historically doesn’t play too well with Gmail and lacks some of the more advanced functions that some other applications include. However, as you can’t change the default email client, is so integrated with the operating system and includes most of your core necessary functions, so it is worth checking out.
Dispatch (iPhone Only)
Dispatch is my application of choice on iOS for a few core reasons. Although it lacks support for some email types and is only for the iPhone (at the moment?) it has some really great power features that I love. The first is it uses some clever tech (x-callback-urls seeing as you’re asking) to let you send emails to different services. This means you can quickly save an email to Evernote, add a task and reminder in Omnifocus, Todoist or just plain old reminders, add a calendar event, send to a messaging application, translate a message, export it as a PDF, and more.
You can also set different defaults for what happens when you click a link in the message. So you can open web pages in Chrome, send a link to Instapaper, add a calendar event in Fantastical, call via Skype, or open a map in Google maps.
I love this little features to help me quickly take action on emails and get out of my inbox.
Cloud Magic (iOS and Android)
Cloud Magic is very similar to dispatch in it’s approach to email. It also lets you create quick todo actions or save emails to Evernote, but unlike Dispatch, which carries out these actions on your phone, Cloud Magic actually operates within the cloud (hence the name).
Cloud Magic also has an iPad and Android version and looks great across the board. Although Dispatch has a few extra features, the fact that Cloud Magic is the same across Android, iPhone and iPad, make it a really great choice to be your email application. Unfortunately, it doesn’t have as great Android wear integration as some email applications, but you can quickly take action on emails with archiving/deleting and opening on your phone.
Outlook (Android, iOS, Mac, Windows, Windows mobile)
Yes, Outlook is now available on iOS and Android (as well as the obvious Windows, OS X and web interface), but the best news is the mobile app is pretty impressive. It used to be called “Accompli,” but Microsoft bought up the app and rebranded it with a few updates. Outlook has a few features that make it an incredibly powerful productivity tool. Simple features like a built in calendar, so that you can quickly check your availability, and then attach possible times to an email, or the ability to link and access files from your cloud storage services (which includes Google Drive, Dropbox as well as OneDrive). You also have a “focused” inbox containing your most important messages and a secondary inbox with the rest helping you prioritize your activity.
Finally, you can also adjust your gestures when you swipe an email allowing you to delay, mark as read/unread, archive or delete depending on your preference. You only have a left and right swipe unlike a service like Mailbox which has longer and shorter gestures, but you can choose which to use.
The desktop apps on Mac and Windows… Outlook also supports a range of email service so it is fairly versatile for all your needs and you have the option of using the desktop app and mobile apps.
Mailbox (iOS, Android and Mac OSX)
Mailbox landed with a lot of hype a few years back. Arguably it has has a huge impact on all subsequent mobile applications, let alone email applications due to a few of the features which it brought in. Most notably, quick actions triggered by gestures. In fact, the updated Mail.app gestures were largely inspired by Mailboxes actions.
Mailboxes real standout feature is the ability to delay and defer emails till a later point. This can be really handy for a message you can’t deal with now but can later. Say an email asking you for a request which you need to be at work to deal with, or an email that requires a longer response than you have time now. Using Mailbox you can send the email away (so you can’t see it) and allow it to return hours, days, or even weeks later when you can deal with it.
The new Mac desktop app (technically it’s still in beta) really helps to add to this feature, not only can you postpone emails on your mobile, but they also sync with your desktop, re-emerging at the right time, and at the top of your inbox. At the moment, if you are using the standard Gmail apps or Mail.app, then your prospered emails either stay in the inbox or re-emerge with the same timestamp as when they arrived, someone lower in your inbox. Of course, if you are sticking to “inbox zero” then this is no problem.
Some people love this feature, as it lets them keep a clean inbox. Other people find it encourages perpetual delaying of those emails that you really should just deal..
Inbox by Gmail (iOS, Android and Web)
Inbox by Gmail is a new email client from Gmail. There is also the Gmail email client, but this is a separate one. Got that? Right.
Inbox, so far, is only a beta app which supports Gmail accounts and a few Google apps email accounts (if you get accepted). It has also taken lessons and inspiration from Mailbox with a selection of features similar to Mailbox including delaying emails to answer later (only synced with your email account online), gestures for quick actions, but there are a couple of features which are more unique to Inbox.
The first are the smart folders which sort your emails into different topics and themes such as purchases, travel, forums, as well as others. This means that you can process only the emails that you need to when you need to (and leave all those newsletters till later).
A nice touch to Inbox is you will only be notified about personal and direct emails and not receive notifications for an email detailing your iTunes purchases or the latests newsletter from that blog you follow. So you’ll never miss that urgent message, but not be overwhelmed by a storm of less urgent messages.
Inbox also ties in with Google tasks and notifications so you can quickly add items to your calendar, pin important messages, and create a task based on an email.
It’s not perfect however, it has very limited support, you may not like how much information Google is viewing from your email. The automatic sorting isn’t perfect and you may prefer more separation between your email, tasks, and calendar that you get in your inbox.
Android OEM apps (Android)
Every Android phone comes with a built in email client. Usually these are the email client from the Android open source project or they have been edited slightly (perhaps with a new color of paint). These apps have basic functionality that you need and support a selection of email formats; however, they often lack power features and don’t have the greatest design. They also vary a lot from each other, so it is hard to draw general conclusions. Their key advantage is that they are built in.
MyMail (Android)
MyMail is an Android only app (huzzah!) and has a pretty stylish design due to boot. You can add multiple mailboxes, and with a quick swipe to the left, open up a list of settings and mailboxes (as well as folders). A swipe to the right of each mail opens up the list of quick actions including mark as unread, bookmark, archive, mark as spam and delete. MyMail supports your vital Gmail, Yahoo, Outlook Exchange, AOL and iMap mail, as well as its own My.com accounts.
It doesn’t perfectly track email chains and it doesn’t have quick gestures similar to Outlook or Mailbox. However, it looks decent, has Android wear support (only the basic features, you can’t see individual card details or do more than mark as read/open on your phone.) And works well.
Boxer (iOS and Android, Built into Cyanogen 12 onwards)
Boxer has been around for a while, but its biggest claim to fame recently has been a deal with Cyanogen Inc to make it the default email client on Cyanogen devices. That’s interesting when you consider the iOS version cost $4.99.
Boxer, like many other applications, has quick actions built in including archiving, adding a todo item, and sending to Evernote. It also features gestures for quick archiving, deleting, or highlighting an item, and these can be customized. The design is good, and it features Android wear support for notifications and quick actions.
Inky (Windows, Mac, iOS, and Android)
Inky is a free mail application which works with many major email clients. It runs on Mac and Windows (huzzah) and has support for multiple email accounts. Inky has some smart email sorting options including priority contacts that are elevated above other emails. Furthermore, it has smart folders which can sort your newsletter, deals, social updates, package tracking, and more into separate folders (helping you to focus on the most important emails and not having to scroll through tons of Twitter automatic emails).
For some features, you’ll need to look at Inky’s subscription plans.
Airmail 2 (Mac and iOS)
It’s no secret that ChurchMag Editor in Chief Eric Dye was a big Airmail 2 fan (check out his review here), Airmail certainly has the core features nailed as well as some great pro productivity touches:
Support for a range of email clients include Gmail, iCloud, Exchange, iMap and POP.
Multiple email accounts.
Quick replies.
Gestures.
A great send to function.
Rich text and markdown editors.
A today view widget.
In addition, Airmail also has some interesting plugins that can enhance its power (including Mailchimp and Todoist, two tools I use a lot). This means it can be adapted by third parties to add in further functionality and customization.
The only aspects that you might not like about Airmail, is the lack of snooze function (if you like that), the lack of iOS app (though one is in the works), and the design which you may not like as much as others.
[iOS review coming soon!]
Mailplane (Mac)
If you like Gmail’s web interface, but want a native app on your desktop, then check out Mailplane. Mailplane looks just like the web interface as it is a form of web wrapper for the Mac. However, Mailplane brings in standard Mac keyboard shortcuts, ties in to notification centr, as well as boasting integrations with some third party solutions like Evernote and Omnifocus.
Unibox (Mac)
Unibox takes a different approach to email. Instead of the traditional send, subject line, and extract of each email appearing chronologically, Unibox shows you just the sender much in the same way you have with most modern sms and messaging clients. Some of you are probably disgusted by that idea while others probably instantly love it. I doubt one group will change to the other.
Unibox supports the key email service providers (Gmail, Outlook Exchange, iCloud, Yahoo and iMap) as well as having a beautiful unified writing and reading Environment with a separate panel to view attachments on.
Honestly, I feel this would suit the regular individual better than the power productivity business person, but I’m certainly not saying you shouldn’t try it if you like the idea. There is a 15-day trial on their site, so you can give it a go and see if you like it.
Mailmate (Mac)
Mailmate is an ugly power mail app for iMap application. It has markdown support, keyboard shortcuts, advance search queries and smart mailboxes. It doesn’t look shiny and polished like other mail clients and it has a more retro aesthetic, but it gets the job done. If you want a power tool and don’t care about how it looks, then Mailmate could be for you.
Inbox Zero
Inbox Zero is a term coined by Merlin Mann and a philosophy and approach to email (and really the Internet as a whole) to help people deal better with their email. Many people take the name to simply mean keeping your inbox empty and either archive or take action on each email. While this is part of the approach, it misses the heart of Inbox Zero. If I had to summarize it in a few words
Inbox Zero is about your output prioritizing the inflow of information. It is about not being controlled by the demands of others and avoiding Fear of Missing Out
To do this, there are a few core principles:
Check your email in batches, don’t always be on call.
If it is a small quick task (2 mins or less), take action now.
If it is a resource, file it away for later (archive, send to Evernote, etc…)
If it is something you can’t take action on now (due to lack of information, needing more resources, etc…) then add it to your todo list and move it to a folder for “later.”
Schedule when you will go through your “later” pile. Don’t let it pile up!
Reduce the rubbish that comes in.
With that in mind, here are a few tools that can help you get to Inbox Zero (and stay there). One last tip I’d add is to use third party services to get those emails out of your inbox.
Use a “read it later” service for articles you don’t have time to read now.
Use Evernote, Dropbox or download reference materials.
Use a task management tool to save tasks you need to do.
By doing this, you keep your inbox clean, and even if you get behind on your reading, at least you can easily see the tasks you need and it is easier to find reference material.
Triage
Triage is an iPhone app which helps you work through your email and cut out the rubbish. It isn’t a traditional email app in that you don’t have an inbox, nor will you get push notifications. Instead, you are present with a simple interface where you are shown a single email and given a few simple options.
You are shown an email as though it was a card and you have a couple of options. Flick and email up to archive it (or you can change this to delete/mark as read), flick it down to keep it unread for later, or tap to send a quick reply.
This helps you to take quick action and work through a whole stack of email clearing out your inbox, but keeping the ones you need for later.
The key difference between this and a traditional email app is you have to make a decision, you can’t postpone as a default, as that is actually something you are consciously deciding to do. This makes Triage great for when you are in a queue or have a few quick minutes.
Spark / Dispatch / Cloud Magic
One of the things I love about Spark, Dispatch, and Cloud Magic is their ability to let you take actions from your inbox which aren’t simply emailing a reply.
If you need to save an email for later, then you can send it to Evernote. If there is an article you’d like to read at a better moment, then send it to Pocket or Instapaper, if there is something that requires you to take action you can add it to your todo list and not use your email inbox as a task management tool.
These features are becoming more common, but still aren’t ever present.
Recommended Apps
As with task management apps, it is difficult to recommend a single app for people because people’s preferences and workflows for handling email vary wildly (not to mention that not every option will support your email client of choice). As such, consider this list some broad ideas and not definitive. I will explain my reasons why I recommend each choice but if that won’t work for you, then choose a different option (and preferable tell us why in the comments to help others who are in your situation).
iOS
Basic (Mail.app)
Mail.app get’s a lot right and if you don’t care about all the fancy features and just need a regular client, go for the built in option. It allows you to make the most of hand-off, have a unified application on the Mac and iDevice as well, and you get a familiar app appearing when you click on an email address anywhere on your device. However, it can be a pain in the neck with Gmail (especially if you use two-factor authentication), so you might want to choose a different option there.
Advance (Mailbox, Cloud Magic, Outlook)
If you like the delaying email feature and have a Gmail or iCloud account then check out Spark, Cloud Magic or Outlook. Cloud Magic will sync between your desktop and mobile device today, while Spark say they are developing a desktop and iPad client and Outlook has a desktop service, but it doesn’t sync with the delayed emails.
All three services offer nice extra functionality as well as the delayed email features and so might be worth considering as a more advance email client.
Android (Cloud Magic, Outlook)
Many of the biggest email apps are now on Android (even if apps like Mailbox took a while to get there). Most of them go for a fairly similar approach offering some form of gesture swiping for quick actions as well as the increasing presence of delaying emails for later.
If you drink the Google kool-aid, then you’ll probably love either Gmail or Inbox, but seeing as inbox from Gmail doesn’t support a wide range of email service,s I have to recommend either Cloud Magic or Outlook. The services are very similar with the main difference being the inbuilt calendar in Outlook and the extra actions in Cloud Magic.
Windows (Outlook, Inky)
If you are happy using a web interface tool and don’t feel the need for a native client, then by all means, carry on using the web interface for Gmail, Yahoo! or other client. However, if you are looking for a few extra features or a better interface for your domains iMap account, then there are really only a couple of good options to check out.
Outlook is a classic email client and well respect for good reason. It supports a good selection of email services, includes a calendar (to help you organize tasks and events as soon as you receive an email).
Inky is an open source email client on the desktop which supports a range of email clients, offers some advance sorting with smart views and good search function built in.
[More Windows reviews coming soon!]
Mac (Mail.app, Airmail)
The Mac is a tricky beast and people use it in very different ways. For some people, they may as well have a chromebook and use a web app to access their Gmail or Yahoo! mail. If you don’t like fiddling or spending too much money then check out Mail.app (but be ready for some potential issues with gmail, especially if you have two factor authentication). If you don’t mind splashing some cash and want a few extra functions (with a more modern interface) then check out Airmail.
Delay Later (Inbox or Sanebox)
If you really want delayed later across desktop and mobile and can set up a new email account, then head over to Gmail and use Inbox. It has some great extras with smart grouping of emails, saving all your travel details together (which you can share with someone else) and it can delay emails too.
If you have a Windows PC or want the smart filters that come with Inbox by Gmail. If you want delayed email for iMap or another email service which isn’t Gmail, then you will have to check out services like Sanebox which you redirect your emails via its own servers and operates in between your email client and desktop client. Of course you have to pay for this service, but you also get extra features like the “sane later” folder (which hides less important emails) and the ability to CC yourself to get a follow up reminder (but only if there is no response from the other side).
My Personal Choice
I run a Mac, iPad and iPhone most of the time (though I do have an Android device too) and most of the time I’m lazy and use the standard offering of Mail.app.
Having used Dispatch on iOS for a long time, I recently switched to using Mail.app on my iPad and Spark on my iPhone. I hope Spark will come to the iPad and Mac soon, but until then, I’m happy with my choices.
Rounding Up
We’re sending more and more emails and need better systems to help tackle the deluge. Some of these new features and approaches to email may really help you out or they may just not stick. That makes managing your email incredibly personal. It’s hard to pick a universal solution for everyone and I’m sure I’ve missed some really great options.
What email client are you use and why?
The Best Email Client for You [2016 Edition] first appeared on ChurchMag and is sponsored by ChurchMag Press.