Copy favicon in SVG
Copy logo in SVG
Is it still necessary to use email software when Gmail and Outlook exist online? This question comes up constantly in professional and personal discussions. In 2025, email software is evolving with artificial intelligence, enhanced security, and cross-platform integration, transforming the way we relate to email.
The choice between webmail and installed software now depends on specific criteria: professional needs, security requirements, work habits and the level of productivity sought. Each solution has distinct advantages depending on the user profile.
In this comprehensive guide, we'll discover the best email software, essential selection criteria, and a detailed installation guide to optimize your email management in 2025.
The evolution of email clients since 2020 has been marked by three major trends: the integration of artificial intelligence for automatic sorting, the strengthening of security protocols in the face of cyberattacks, and the improvement of synchronization between platforms.
The statistics reveal a contrasting reality: With 1.8 billion users in 2020, Gmail dominates the “webmail” market, while installed software maintains a loyal base of around 200 million business users. This difference is explained by distinct needs and specific use cases. Free versions of email software, like Thunderbird and Gmail, are widely used by many users around the world, increasing their popularity for effectively managing their inboxes.
Email software remains relevant in 2025 for several key reasons. First, they offer total control over data with secure local storage. Second, their ability to work offline ensures continued productivity even without an internet connection. Finally, some software allows you to send emails even without an Internet connection by downloading them to the computer, and their advanced functionalities often exceed those of webmail.
An introduction to security, productivity and advanced features reveals that the choice of email software depends on three main factors: the nature of communications (personal or professional), the level of security required, and the existing digital ecosystem. Ease of use is also an important criterion, promoting an intuitive and customizable interface to meet the varied needs of users.
The benefits of webmail include universal accessibility from any browser, ease of use with no installation required, and automatic synchronization between devices. Gmail and Outlook.com illustrate this approach perfectly with their intuitive interface and proven reliability.
Conversely, the strengths of installed software lie in their advanced features such as complex filters, the ability to work offline to consult and write emails, and enhanced security thanks to local encryption and data control.
Concrete use cases make it easy to decide. Choose webmail if you travel frequently, use several different computers, or prefer ease of use. Opt for installed software if you manage large volumes of emails, work with sensitive information, or need specialized features.
The hybrid trend is emerging in 2025 with solutions combining both approaches. Some users maintain mobile webmail access for quick consultation and use an email client on their main workstation for intensive tasks.
Multi-account management is the most requested feature. Good email software should be able to unify Gmail, Outlook, Yahoo, and other services in a single interface, allowing all accounts to be managed from one place without juggling tabs.
Intelligent filtering is the second priority along with automatic anti-spam, anti-phishing protection, and automatic priority sorting. These features significantly reduce the time spent organizing your inbox and improve daily security. Email software also uses filtering features to detect and block spam and potentially dangerous messages.
Productivity tools include scheduling to optimize the timing of communications, automatic responses to manage absences, and email templates to standardize recurring communications. In addition, most email software offers two-factor authentication features to increase the security of user accounts.
Advanced security includes local message encryption, built-in two-factor authentication, and anti-tracking protection that prevents senders from tracking when emails are opened and read.
The built-in calendar allows automatic scheduling from the emails received. When a message contains a date or an event, the software can automatically create an appointment in Google Calendar or Outlook Calendar, optimizing personal and professional organization.
The CRM connection is revolutionizing automated customer and commercial follow-up. The best software integrates with Salesforce, HubSpot or Pipedrive, making it possible to automatically link email exchanges to customer files and to track the history of communications.
Supported third-party applications include Slack for team communication, Trello and Asana for project management, and Dropbox for file sharing. This integration creates a fluid and connected work ecosystem.
Multi-device sync ensures a consistent experience across desktop, smartphone, and tablet. Changes, deletions, and new folders created on one device appear instantly on all the others. Compatibility across multiple devices is essential for most modern email software, ensuring continuity in email management.
The speed of research clearly distinguishes the solutions. The local indexing of installed software allows instant searches in thousands of emails, while the online search for webmail depends on the Internet connection and can be slower. Email software often offers a search interface that makes it easy to find messages using keywords or filters.
Interface customization includes visual themes tailored to preferences, modular panel organization, and customizable keyboard shortcuts to speed up common actions. This adaptation significantly improves the daily user experience.
Smart notifications filter by importance and sender, avoiding unnecessary interruptions. A good system only notifies priority emails according to predefined criteria, maintaining concentration for work. Messaging software also allows better responsiveness with visual or audio alerts when new messages arrive.
Accessibility covers Windows, macOS, and Linux compatibility, ensuring that each user finds a solution that fits their operating system. This universality avoids technical constraints when choosing software. Good email software should also be compatible with different operating systems and other productivity tools, making it easy to integrate into various digital environments.
Our test methodology evaluated 12 criteria over 6 months of daily use: performance, security, ease of use, features, integrations, customer support, stability, customization, multi-account management, multi-account management, research, notifications and value for money.
Segmentation by profile distinguishes three categories of users. Individuals prefer simplicity and free of charge. SMEs are looking for a balance between functionality and cost. Large businesses require maximum security and integration with their existing systems.
Budget analysis reveals that free solutions meet 80% of standard needs, while paid versions provide a real plus for intensive users. The quality-price ratio must include the time saved thanks to advanced functionalities.
Here are the top 8 recommended software after our comprehensive evaluation:
Here is a simple, clear and complete guide to choosing the best email software in 2025, adapted to your needs, whether you are an individual or a professional.
Thunderbird 128
eM Customer
Mailspring
Mailbird Pro
Postbox
Spark Premium
Thunderbird 128 won our comparison with a score of 85/100 thanks to its open source nature guaranteeing transparency, its enhanced security with built-in encryption, and its universal compatibility with Windows, macOS, and Linux. Its active community ensures regular updates and responsive community support.
eM Client gets 82/100 with its modern and intuitive interface that appeals to users used to contemporary applications. Its integrated calendar synchronizes perfectly with Google Calendar, and its free version allows 2 email accounts, sufficient for most personal users.
Mailspring stands out with 78/100 thanks to its advanced productivity features including email opening tracking, customizable templates and sending scheduling. Its sleek interface and fast sync make it a great choice for professionals.
The comparison table of the main features reveals that Thunderbird excels in security and customization, eM Client shines by its ease of use, while Mailspring stands out for its innovative productivity tools.
Mailbird Pro justifies its €2.30/month by its clean design and its multiple integrations with more than 20 popular applications (Slack, Trello, Asana, Asana, Google Drive). Its unified interface allows you to manage emails, calendar, tasks and instant messaging from a single application.
Postbox relies on advanced management with its powerful filters to create complex automatic sorting rules, and its reinforced security including native S/MIME encryption. Its tag and search system far exceeds the capabilities of free solutions.
Spark Premium at 5 €/month offers team collaboration with sharing drafts and shared boxes, plus artificial intelligence for sorting that learns user habits to automatically prioritize important emails.
The ROI analysis shows that the productivity gained justifies the investment for users processing more than 50 emails per day. The time saved thanks to the advanced features more than makes up for the monthly subscription cost.
System requirements vary depending on the software selected. Thunderbird requires a minimum of 4 GB of RAM and 500 MB of disk space. eM Client requires Windows 10+ or macOS 10.14+. Always check compatibility with your operating system prior to installation.
The Thunderbird installation guide starts with downloading from the official Mozilla.org site. Launch the installer, follow the installation wizard, then start Thunderbird for initial setup. The First Use Wizard guides you step-by-step through setting up the first account.
Setting up multi-accounts requires understanding the difference between IMAP and POP3. IMAP synchronizes in real time with the server, ideal for multi-device access. POP3 downloads emails locally, suitable for use on a single computer. The Gmail server settings are imap.gmail.com (993) and smtp.gmail.com (587).
Optimizing performance involves three actions: set up indexing to speed up searches, adjust the size of the cache according to your email volume, and schedule automatic backups of your user profile to avoid data loss.
Email software remains relevant in 2025 for users who demand productivity and security. Modern solutions now combine the best of both worlds: the power of installed applications and the flexibility of the cloud.
Our main recommendation is Thunderbird for beginners looking for a free and reliable solution, and eM Client for those who prefer a modern interface without sacrificing essential features.
The optimal strategic advice is to combine mobile webmail for consultation on the go and desktop software for intensive work. This hybrid approach maximizes productivity depending on the context of use.
The 2026 perspective is moving towards the massive integration of artificial intelligence for automated management and quantum security for next-generation encryption. Messaging software will continue to evolve to meet the growing challenges of digital communication.
At Signitic, we know how valuable your time is. That's why our solution integrates perfectly, whether you use installed email software or online webmail. Whether you are on Outlook, Gmail or any other client, Signitic adapts easily to offer you a smooth and hassle-free experience.
We are proud to be official partners of Microsoft and Google, which guarantees optimal compatibility and secure integration with their platforms. The security of your data is at the heart of our priorities: your information is protected thanks to advanced encryption protocols and strict confidentiality standards.
With Signitic, your emails become real professional communication tools, thanks to custom signatures, impacting banners and integrated campaigns that enhance your brand image every time you send. Simplify your life, gain consistency and make every email an opportunity with Signitic!
Thunderbird 128 wins our comparison with its new advanced security features, redesigned interface, and universal compatibility. Its open source nature guarantees transparency and the absence of collection of personal data.
The eM Client alternative is better suited to users looking for a more modern and intuitive interface, with an integrated calendar that is particularly successful for managing appointments.
The decisive criteria for choosing include communication security, ease of daily use, and the support of several accounts to centralize all your messaging.
IMAP protocols are recommended for real-time synchronization between the server and your software. This configuration allows you to access your emails from several devices while maintaining consistency.
The detailed steps for Gmail require enabling less secure access or generating an application password. For Outlook, use automatic settings or manual configuration with outlook.office365.com. Yahoo requires a specific password to be generated.
Folder management can be unified to see all emails together, or separated by account to keep the organization separate. The choice depends on your work habits and the volume of emails processed. Users can also organize their emails into folders or labels to better manage their inbox.
The security benefits of installed software include local storage that avoids exposure to third-party servers, strengthened encryption with total key control, and protection against unauthorized access in the event of a compromise of the webmail account.
Webmail risks mainly concern the interception of communications during transfers, access to data by service providers, and dependence on the security measures of the external provider.
Best practices recommend regularly updating the software to fix security vulnerabilities, enabling two-factor authentication, and using encryption for sensitive emails.
Offline mode effectively allows the consultation of previously synchronized emails and the writing of new messages. This feature is particularly useful when traveling or when there are unstable connections.
The automatic synchronization resumes as soon as the Internet connection returns, sending the pending messages and retrieving the new emails. The process is transparent to the user.
Limitations include the inability to receive new emails in real time and the delayed sending of messages written offline. However, these constraints remain minor compared to the productivity benefits.
eM Client Pro represents the optimal solution with its centralized management, professional technical support and its controlled cost of €4/month per user. Its shared calendar and collaborative features meet the needs of SMEs.
The free Thunderbird alternative is suitable for tight budgets, but requires internal or community technical support. Its reliability and functionality remain excellent for basic professional use.
Priority SME criteria include total cost of ownership, the ease of training teams to reduce resistance to change, and the availability of responsive technical support to resolve issues quickly.
