Home Blog Conversational Email Best Email Apps: 6 Must-Have Functionalities

Best Email Apps: These Are The 6 Must-Have Functionalities

By Spike Team, September 28, 2020
email app

Email’s not dead—it’s evolving! Sure, there’s plenty of people who now rely on team chat apps and instant messengers for both work and leisure, but with an estimated 347 billion daily emails predicted for 2023, email communication is only getting MORE popular. 


From the early days of basic Windows 1.0 email clients that were just rows of pixelated text to today’s slick and streamlined interfaces that provide a comprehensive suite of productivity tools, it seems that the way we manage email on a day-to-day basis is changing fundamentally—the doors to the mailbox have been blown wide open.


But what exactly makes a great email app? And how do you choose the best option from the ever-growing list of email-based solutions? Well, whether you’re a long-time email lover looking for an advanced email app or a new kid on the block who’s just getting started, you don’t need to look any further. 


Learn about the best email apps here, or read our other articles detailing the best email apps for iOS and Android. Whatever platform you use, we’ve got all the information you need to make an informed choice right here!



Why Email?

email appPhoto by Emily Morter on Unsplash


Email remains the go-to method of communication for individuals and businesses around the world. It’s easy to set up, reliable and secure, and it’s readily available to anyone, anywhere. Today, despite rumors to the contrary, email is more popular than ever, and its open source foundation means you can use it in a variety of ways depending on your needs. In short, email is democratic in a way that other forms of communication rarely are.


However, efficient and intuitive email management is where things get complicated. In fact, with so many ways to manage email, finding the right approach for your needs can mean the difference between an efficient workday and a wasted one. The bottom line is, email is an ideal tool for managing communication when it’s done right, however, it can also be a drain on your resources if your management system is not up to scratch.



The Advantages and Disadvantages of Email

Email offers a number of advantages and disadvantages when compared to other communication methods such as instant messaging or chat apps.





It’s free for personal use when signing up with providers such as Google. 

Setting up an email with your own domain name may cost money. 

Email can be accessed anywhere, anytime with an internet connection. 

“Always-on” access can interrupt your workflow and be distracting. 

It’s fast, easy to use, and secure. 

Spam mail is a constant problem. 

It allows for easy referencing and archiving. 

Searching for messages or threads in your archive is not always simple. 

Email is asynchronous—meaning you don’t have to be sat at your computer to receive a message. 

Email still requires constant management and you need to reply to emails relatively quickly. 

What Makes a Great Email App? – 6 Must-Have Functionalities and More!

Today, your email client can be as simple as a web-browser based app or as complex as a standalone piece of software designed to manage everything from your calendar to your to-dos. However, not all email apps are created equal, and the sheer number of different products available and can make choosing the right email app for your needs a complicated process.


So, what exactly makes a great email app? Well, there are some functionalities that are more important than others, in fact, they’re must-haves when it comes to efficient communication. Check out the following features that all of the best email apps offer:


  • Easy-to-navigate user interface
  • Secure email messaging and encryption
  • Customization options including signatures and logos
  • Spam filtering and logical organization/sorting
  • Autoreply, auto-forward, and redirection
  • Easy access from your chosen device


However, there’s plenty more that goes into the best email apps, and you should definitely look for the following features when making your decision.




How to Choose the Best Email App for your Needs

Choosing the best email app for your needs will depend very much on how you intend to use it. Will it mainly be for work or for your personal communication? Do you regularly communicate with many people or just a few? Is it important to have advanced functionality or productivity tools or do you simply use it for messaging Amazon when your package hasn’t arrived?


One of the most important considerations when choosing an app is how you connect to the internet and whether you require offline access to your messages. Some of the biggest email providers such as Google, Yahoo, and Hotmail offer their own email apps for free. Many of these will be web-based, however, and accessing them offline is usually impossible.


Other companies such as Apple (Mail), Microsoft (Outlook), and Mozilla (Thunderbird) offer standalone email apps that work together with your email provider. These allow you to access your messages and other functionalities while offline, allowing you to manage, compose, and organize your email even when you don’t have an internet connection.


All of these questions will help you choose the right email app for your particular use-case. However, it is also worth remembering that, in most cases, even if you don’t use all the features of your email app right away, they may come in useful later on. In truth, it’s probably best to install an email app and explore the options available to see which works for you.



The Future of Email

email appPhoto by Ross Findon on Unsplash


As email continues to evolve over the next decade, the best email apps might begin to look a little like those early Windows 1.0 attempts at communication management. However, Spike is committed to keeping pace with the latest technologies to ensure you’re always ahead of the curve. Discover Conversational Email and change the way you see your email – literally! Download the app today and check it out for yourself. It’s nothing less than the future of email—and it’s only getting better!  

Email FAQ's

An email app is basically a piece of software that gives you access to email—allowing you to send, receive, and manage messages from your computer or smartphone. They’re available in a variety of designs that are suitable for all types of device including Mac, Windows, iOS, and Android.

The simple answer is; almost everyone. Despite email being first invented in the 70s, it remains among the most popular communications tools in the world. It’s used within the largest multinationals and the smallest startups. It’s also used by individuals to communicate with friends, and family or simply to sign up to newsletters or for online shopping.

Email remains so popular as, for most people, it is free to use. This, combined with a critical mass of users, means that email is often the go-to method for both business and personal communication online. In short, email is so popular because everyone uses it. You don’t need to download separate software or jump from app to app, you don’t need to sign up to exclusive services, and you usually don’t have to spend a cent! 

First and foremost, the best email apps allow you to quickly and efficiently send and receive email. However, as email apps have advanced, you can now expect much more. Email management is a crucial factor when deciding on the best email app for you but other features such as schedule management and calendars alongside productivity tools such as online notes and to-do lists may also be important for business users.

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