March 25, 2025
Outlook vs Gmail for Business: Which is better?
Welcome to the great business email debate—Gmail or Outlook?
Welcome to the great business email debate—Gmail or Outlook?
Emails are the lifeblood of many businesses. They’re how people inquire about your services, it's how you communicate with clients and vendors, and maybe it's even how you communicate internally with your team.
We'll be doing an in-depth analysis of the two big email providers (Gmail vs Outlook). And give you the information you need to make a decision on which email service you'd like to build your communication system from.
We'll be going over:
There are two ways to create an email with Google.
You can either have a free, personal email address that ends in @gmail.com, with limited storage (15gb across your Google Suite), or you can pay for Google Workspace (Gmail for business) and create an email address with your business domain: @yourcompany.com, have more storage, and more admin/security controls over your email service.
The Google Workspace business plans vary:
Whether you have a Gmail account or a Google Workspace account, your inbox will look similar.
This is where Google shines. Their real-time collaborative documents were a game changer when they launched back in 2006 and has become the preferred tools for many organizations since.
When looking at Gmail's security measures for Google Workspace accounts, here are two that stand out:
Gmail uses TLS for email transit and has encryption at rest and in transit.
With over 1.8 billion Gmail users worldwide, there are some very well known issues and tradeoffs within the Gmail's functionality. Here are three common ones:
Like Gmail, Outlook is Microsoft's free, personal email service; Microsoft 365 is essentially Outlook for business, equivalent to Google Workspace.
Here's an overview of the Microsoft 365 plans (assuming an annual payment, as of April 1, 2025):
With thousands of enterprise customers, Outlook's security and privacy are tuned for those standards.
And just like Gmail, Outlook uses TLS encryption for email in transit. And data at rest is also encrypted.
As with most decisions in life, it depends.
Google Workspace is collaborative at its core, though its shared inbox and email automation options are more limited.
Microsoft Outlook is more robust in it's DNA overall, but can feel overly complex and lacking in modern design.
If your business prioritizes simplicity and collaboration with clients, team members, and vendors—I would err on the side of Gmail and Google Workspace.
If you work in a field with a lot of sensitive information (i.e. law, accounting, etc), then I would err on the side of Outlook and their very high standard for security controls.
Whether you choose Gmail or Outlook, there are some business email hygiene factors to follow:
Neither Outlook or Gmail was really designed for teams. They added on some lightweight features (shared mailboxes), but if you truly live in your inbox everyday, replying to clients, team members, and vendors—you'll want something designed specifically for team collaboration and shared inboxes.
That would be us—Missive!
Missive is an email client that sits on top of your chosen email service—whether that's Gmail, Outlook, Yahoo Mail, or Apple Mail.
It has all the features that are loved in Gmail and Outlook—labels, rules, snoozing, but supercharged with more functionality. Including AI powered rules that allow for auto-translation, auto-labeling, and so much more.
But don't just take our word for it, here's Arif, a lawyer and long time Outlook user, who recently signed up for Missive:
When I open Missive, I can hit Inbox Zero quickly. I never had that feeling with Outlook.
And here's Pat, a property manager and Gmail user, who recently signed up for Missive:
We’ve tried so many shared inbox solutions. Missive was unexpectedly powerful. Suddenly, we weren’t scrambling over lost emails or letting days slip by.
So whether you're Team Gmail for business or Team Outlook for business—you can try Missive today and get the best collaborative email client for businesses.
March 17, 2025
What Is the Best Email Client for Outlook? Our Top 6 Picks
Looking for the best email client for Outlook? We compare the top 6 Outlook alternatives based on collaboration, AI features, security, and pricing. Discover the best option for teams and individuals—whether you need shared inboxes, AI automation, or a unified email experience.
Email is the medium of business. It's how requests, deals, hires, are started and made.
Most businesses live in their inbox, whether they like it or not. And that inbox is likely an Outlook inbox — over 3.7 million companies use Microsoft Outlook for email management.
The are two main reasons for that:
However, like Word or Excel, Outlook was made mostly for enterprise solo use. It wasn't made for collaboration, even as the world of business and email moved towards needing more and more collaboration.
In 2025, several tools meet the security and control standards of Outlook while offering far more powerful inbox collaboration and coordination features suited for modern businesses.
We'll cover what to look for in an Outlook email client, introduce the six most popular third-party options, and break down their key differences.
All options have desktop and mobile email apps and support IMAP, MAPI, and POP3.
Plus, we'll cover a range of price points for the best Outlook alternatives—including ones that are free email clients.
Missive is a collaborative inbox for teams that run on email. This means it is designed with collaboration as a priority, featuring contextual in-email chat using @mentions—eliminating the need for forwarding.
You can assign or watch emails, and every action is logged—giving you visibility into emails and tracking who did what and when.
On top of that, Missive supports all email providers (Outlook, Gmail, Yahoo, Apple Mail, etc) and you can have multiple accounts (personal and business).
Under the hood, Missive has a powerful automation engine, allowing you to do things like:
From a security perspective, Missive meets the same gold standard as Outlook. They have an SOC 2 Type II report, encryption of data at rest and in transit, and they are GDPR compliant.
For pricing, Missive plans start at $14/user/month on an annual plan.
One thing to note, if you use folders in Outlook, they are called labels in Missive.
In the same way that some teams prefer Google Docs to Word because of their collaboration functionality (commenting, multi-player drafting, etc) — you may prefer Missive as your email app to Outlook, if you find yourself hitting reply all and forward all the time.
Thunderbird stands out as the only open-source email client.
It's a community-driven, free email client, that has been around for nearly two decades. With a thriving online community and an ecosystem of 1200+ add-ons (including AI-powered ones to help you draft replies), it's considered one of the best email apps for those prioritizing a free and open sourced solution.
If you're looking for an email client that has more collaboration functionality, Thunderbird's collaboration features come mostly from its third-party add-ons—things like mail merging and adding notes/comments to emails. Which makes collaboration possible, but likely a little unreliable given the nature of third-party connections failing from time to time.
From an organization perspective, Thunderbird calls their version of "folders", tags. Functionally, they are the same.
Thunderbird is a very privacy forward email app with built-in filters for phishing/spam and remote image blocking.
Though, it doesn't have the same compliance certifications (i.e. SOC or ISO) due to it's free and open-source nature.
Mailbird is for those of you who have way too many email accounts. It's known for it's unified inbox, where you're able to flow multiple accounts into the same consolidated inbox view.
Mailbird doesn't offer any features related to collaboration or coordination. It's more of a productivity improvement for Outlook power users who would like to integrate a few popular apps into their email workflow and see all emails in one place.
From an AI perspective, Mailbird offers simple AI drafting through ChatGPT.
Of all the Outlook alternatives on this list, Mailbird has the most similar user experience to Outlook—for example, their naming conversions are the same (folders are folders, and not labels or tags).
For security and compliance, Mailbird is only GDPR compliant and does not have any external audits or certifications.
For pricing, Mailbird has a free version as well as a premium version that's $4.99/user/month. There is also a pay once option to buy the product outright at $49.50 (standard) or $99.75 (premium).
If you manage multiple Outlook accounts and need a unified inbox for all your emails, Mailbird might be the perfect solution.
eM Client is a very similar email client to Mailbird. Most of their features are productivity focused for individuals—shortcuts, watch/snooze, configurable layout.
The most unique and powerful feature for eM Client is their search. Not only does the search cover all messages in your inbox, it can also search within certain types of attached files—think PDFs, Word docs, etc.
On the collaboration front, they don't have much beyond the ability to share folders (aka. labels), calendars, and accounts.
Like Mailbird, eM Client offers basic AI drafting to assist with typos and tone in your replies.
On security and compliance, eM Client is GDPR compliant (though possibly outdated with 2018 references) and does not have any external audits or certifications.
For pricing, eM Client has a sharp distinction between personal and business plans. There is a free plan for non-commercial use. The paid plans can be an annual subscription or a one-time payment.
The personal plan (without AI features) is $39.95/year or $49.95 as a one-time payment.
The business plan (with AI features) is $49.95/year or a one-time payment of $188.95.
Both one-time payment options do not include future feature updates. You can purchase lifetime upgrades separately at $90 per license.
If you're looking for a slightly more productive version of Outlook and you want a free email app because you're not using it for commercial purposes—then eM Client might be a good option.
If you're a Mac user and you really don't want to download another email client. Does the out-of-the-inbox (get it?) mail app from Apple work well for Outlook?
Well, compared to Thunderbird, Mailbird, and eM Client—Apple Mail isn't going to give you any increased functionality.
If you use Apple Mail as your Outlook email client, you won't have the integrated calendar or task management, and you'll have to remember that folders are "labels" in Apple Mail.
The good news is that Apple Mail can support multiple accounts from multiple providers (via IMAP and SMTP standards), so if you have a Gmail account and an Outlook account that you would like to unify into one very well designed, simple inbox—Apple Mail can do that.
If you want a free email client with a cleaner design than Outlook and don’t require advanced features, Apple Mail might be your best option.
When Superhuman first came out, it was solely focused on Gmail and Google email users. As of May 2022, they also support Outlook users.
From a user interface perspective, Superhuman is the most distinct of this list. It looks nothing like an Outlook inbox, so if familiarity is a requirement, this might not be a good fit.
Superhuman offers several AI-powered features, the most notable being its ability to answer questions about your inbox.
Instead of traditional search (even as powerful as eM Client's), you can ask your inbox direct questions. Instead of needing to remember a file's name to look for a specific piece of information, you could say: What was the price that John from ACME quoted me?
On the collaboration front, Superhuman offers the ability to @mention your colleagues through Team Comments.
From a security and compliance perspective, they are compliant with SOC 2 Type II, ISO 27001, CCPA, and GDPR.
For pricing, Superhuman is on the higher end of these email clients, starting at $25/user/month on an annual plan.
To summarize our options for the best email client for Outlook users, we sorted them into two categories:
We hope this has been a helpful overview of the types of email clients that are out there for Outlook users. If you're interested in Missive, continue on and we'll get into some tactical information.
Stephanie at Lighting Dynamics, manages 100+ email quotes a day. Her team used to use Outlook for email management:
With traditional Outlook forwarding, once an email was out of the shared inbox, there was no visibility. We never knew if it had been handled. It was chaotic.
And now, with Missive: "Missive checked all our boxes. It was a huge relief to see we could maintain the shared inbox model—without building custom software from scratch."
Or Kason, from i-SOLIDS, who grew his sales team beyond himself:
We got to a point where we weren't providing the same level of communication, response, and service that allowed us to get to this point. We were relying on Outlook email and it was like 'are you responding to that or am I?'
And after a month with Missive, Kason recommends: "Don't think about just choosing a tool for today but this tool needs to work for scale too—that's a major decision factor."
Get a detailed walk through of how to configure Outlook to Missive, including terminology differences to get you acclimated to your new inbox.
Well like most things, it depends. If you're a team who lives in their inbox day and day out, and you're looking a collaboration-first inbox—we hope you'll give Missive a try.
March 13, 2025
Autopilot for Your Inbox with AI Rules
Revolutionize your inbox with Missive's AI Rules, where artificial intelligence meets your workflow to automatically sort, respond, and organize emails based on what they actually contain.
We've all been there. You open your inbox on Monday morning and face an avalanche of messages. Some need immediate attention. Others could wait. Many should be handled by different team members. And a surprising number don't need any response at all. While Missive's rule engine has always given you the flexibility to automate your workflow exactly how you want it, today we're taking that customization power to a whole new level.
What if your inbox could sort itself? What if it could understand what each email is about and take the right action automatically—all while you maintain complete control over how it behaves? What if you could define exactly how your emails are processed, based not just on who sent them, but on what they actually contain?
Today, we're launching AI Rules in Missive - a simple way to bring the intelligence of AI to your email workflow without the complexity. It's the same flexible rule engine you love, now with the power to understand email content the way you do.
AI Rules are an extension of Missive's existing rules engine. If you've used rules before, you know they're powerful for automating repetitive tasks based on simple conditions like sender address or subject line keywords.
Now, we're adding the ability to use AI to understand what an email is actually about.
Here's how it works:
No training data. No complicated setup. Just plain language instructions that the AI follows.
Let's look at some practical ways teams are already using AI Rules during our beta:
- A ⛑️ customer service team set up a rule that using this prompt:
Is this customer angry or upset? Respond with ONLY "YES" or "NO".
If the AI says YES, the email gets flagged as high priority and assigned to a senior agent.
- A 📈 sales team created a rule with this prompt:
Is this a qualified sales lead or just a general inquiry? Respond with ONLY ONE of these exact words: "sales lead" or "general inquiry".
Leads go straight to the sales pipeline, while general questions route to the support team. Their sales reps now spend more time selling and less time triaging emails.
- A ⚖️ legal firm uses AI to detect if an email contains a deadline or time-sensitive request.
Does this email contain a deadline, due date, or time-sensitive request? Respond with ONLY "YES" or "NO".
If it does, it gets tagged "Urgent" and triggers a notification and creates tasks. They haven't missed a filing deadline since.
The best part? These teams didn't need to become AI experts. They just wrote simple instructions in plain English.
One of the most powerful features of AI Rules is the ability to use the same prompt across multiple rules. This lets you create sophisticated email triage systems without duplicating your AI analysis costs.
For example, you could recreate Gmail's smart categories with more flexibility and control.
First, create a prompt that categorizes emails:
Analyze this email and respond with EXACTLY ONE of these categories:
"SOCIAL" - for messages from social networks, dating sites, etc.
"PROMOTIONS" - for marketing emails, offers, discounts, newsletters
"UPDATES" - for notifications, confirmations, receipts, statements
Then create separate rules, all using this exact same prompt but with different matching conditions:
The beauty of this approach is that the AI only analyzes each email once, even though you have six different rules. The result is cached and reused across all rules, making this both efficient and cost-effective.
And unlike Gmail's fixed categories, you have complete control over:
This is just one example of how you can use AI Rules to create a customized workflow that fits exactly how you and your team want to work.
We've built four powerful AI capabilities into Missive:
As shown above, use AI to analyze email content and make decisions. The AI can detect sentiment, identify request types, or extract specific information that would be difficult to capture with traditional keyword rules.
For example: "Is this customer angry?" or "Does this email contain a deadline?"
Have the AI create a helpful note about an email. The AI can summarize long threads, extract key points, translate emails or provide context for your team.
e.g.
Translate the email to English.
Let the AI identify action items in emails and automatically create tasks. No more manually creating to-dos from your messages. For example:
Extract any tasks or action items from this email and create a task for each one.
Automatically create response drafts for common inquiries. The AI can craft a personalized reply based on the email content, which you can review and send with a click:
Create a helpful response to this customer inquiry about our pricing plans.
The above draft example could be paired with an AI condition that makes sure the email is about billing!
We've worked hard to make AI Rules approachable. You don't need to be a prompt engineer or AI expert to get value from day one. The system uses gpt-4o-mini
, which offers an excellent balance of speed, cost-effectiveness, and quality for email processing.
We understand that email contains sensitive information. That's why:
For years, we've been building tools to help teams manage email more efficiently. Rules have always been at the heart of that mission - letting you automate the repetitive stuff so you can focus on the work that matters.
AI Rules take that automation to a new level. Now your inbox doesn't just sort emails based on simple patterns - it understands what they're about and what needs to happen next.
This isn't about replacing human judgment. It's about removing the tedious parts of email management so your team can focus on what humans do best: building relationships, solving complex problems, and delivering value to your customers.
AI Rules are available today for all Missive users on the Productive plan and above. Give them a try, and let us know what you think.
Your inbox will thank you.
Want to learn more about AI Rules? Check out these helpful resources:
February 3, 2025
Tasks in Missive: Your Inbox is Now Your Command Center
Our inbox is where work happens. It's where decisions get made. Where commitments are born. And let's be honest - it's what most of us use as a to do list.
Our inbox is where work happens. It's where decisions get made. Where commitments are born. And let's be honest - it's what most of us use as a to do list.
We've spent 10 years at Missive transforming email from a lonely slog into a team sport. But after hundreds of conversations with customers, we realized something obvious:
Instead of fighting how people naturally work, why not make their inbox exceptional at what they're already using it for?
Let's be real - we know the whole "inbox zero" thing is a myth, and that treating your inbox as a pure to-do list has its problems. But here's the thing: people are going to use their inbox to track work, whether we like it or not. So instead of preaching about the "right way" to work, we decided to give you tools that improve the way you already work.
We're putting tasks where they belong - right inside your inbox. But we're doing it thoughtfully.
Now you can prioritize what matters, collaborate effectively, and keep your team in sync - all without leaving your inbox. No more scattered tools. No more lost context. No more wondering who's working on what.
Your inbox is finally becoming what it should have been all along: A clear, organized command center where email and tasks blend seamlessly, exactly where you already are.
This isn't about building another "everything app" or asking you to change how you work. It's about making your inbox better at what you're already using it for. We know that might sound contradictory, adding features while claiming simplicity, but we've been ruthless about only adding what matters.
Everything else? We left it out.
The goal isn't to make your inbox do everything. The goal is to make it do the things you're already using it for, exceptionally well.
Now, let's walk through what's changing and how it makes your work life smoother.
We've completely re-imagined how tasks work in Missive.
You'll now find dedicated views that brings together all your tasks in one place, everything's organized in a single view. And the best part? Tasks now come with assignment, rich-text descriptions, and due dates that automatically sync to your calendar.
To keep everyone aligned, we've introduced a new 'In progress' intermediate status; watch your work progress naturally from "To do" to "In progress" to "Closed" — giving your whole team clear visibility into what's moving forward.
The "Assigned to me" and "Assigned to others" mailboxes have morphed into the Task views. The new Tasks view shows everything assigned to you across all your teams and organizations, while Team Tasks gives you a focused view of what's happening in specific teams.
Want to customize your view? Use filters to zero in on exactly what you need - like seeing only tasks for specific team members or projects. You can even pin your favorite filtered views to your sidebar for quick access. And when you need to check the conversation that sparked a task, just click the conversation pill to jump right to it.
We are also introducing teams spaces, a new way to organize your teams. Every team has now a dedicated space in the sidebar, and every member will see the right elements depending on their role in the team.
In each team space, you will find the team inbox, the team chat and the newly introduced team tasks view. You can always disable the team chat or the team inbox for a specific team in the team settings.
The team inbox, under the team space, can still be expanded to reveal the Closed, Sent and All mailboxes.
When working from a team inbox, as soon as you click reply, the conversation will be turned into an 'In progress' task, assigned to you. And when you're done with the draft, you can just hit 'Send & Close' and the task will be automatically closed.
Some companies will use these team spaces as traditional teams (support, design, etc), and others will use it as dedicated client spaces — with one team space per client. How you decide to use it is entirely up to your business.
If you have a checklist that your team goes through all the time, you can automate the whole thing with the new Create Task rule action. No more manual task creation.
Here's what I mean: Let's say every new client needs five things done — review their needs, check what you have in stock, work up pricing, draft a proposal, and get the thumbs up from your manager.
Instead of creating these tasks by hand every single time, just set up a rule.
Now when an email comes in with "New Client" in the subject (or when someone drops a #newclient tag in the conversation), boom - all five tasks get created automatically, assigned to the right people, with the right due dates. Simple, automatic, and nothing gets missed.
This is just the beginning. We're committed to making Missive the best place for teams to work together, and we have more exciting updates planned.
Your feedback has been invaluable in shaping these improvements, and we can't wait to hear what you think about the new tasks experience.
The best part? All these new features are available in every Missive plan. No upgrades needed.
Want to learn more about tasks in Missive? Check out our help guide for detailed information on how to make the most of these new features.
If you feel uncertain about the new tasks experience, and have any questions, we're here to help. We have 4 webinars scheduled in the next 2 weeks, and we'll be covering everything you need to know about tasks in Missive. Book a seat now using this link and we'll see you there!
Oh, one more thing, we gave Missive a fresh coat of paint too! We hope you like it.✨
November 28, 2024
The 9 Best Email Client Apps for Gmail for Every Use Case
The best email clients for individuals and teams by use case. Including benefits, features, and pricing.
1.8 billion users.
121 billion emails — per day.
Gmail dwarfs most popular email clients.
Still, reading emails in a browser tab feels… clunky?
Don’t get me wrong: I’ve been a Gmail user for years and I love it.
But I’ve found dedicated desktop email apps offer far more email productivity & customization.
Despite its dominance, Google hasn’t released an official desktop version of its email service. So users like you and I keep asking:
What are the best email apps for Gmail?
When I wrote the first version of this article, years ago, my mission was simple:
👉 Find the best email client to supercharge my personal productivity and facilitate team collaboration.
I needed something to simplify my email workflows AND give my team better tools — for clear communication and project management.The search led me to try dozens of apps, judging them on criteria like ease of use, customizability, collaboration, and productivity.
I've kept that original mission in mind while thoroughly re-evaluating and testing the latest offerings.This updated comparison includes a wide range of email clients. Some excel at personal email triage, others at conversational experience. Many boast team collaboration features.Let’s dig in and find your optimal email client for Gmail.
My evaluation focused on key criteria that savvy users care about, based on personal usage and discussions in online communities like Reddit.
These factors included:
I prioritized email apps with clear signs of ongoing development. All the Gmail email clients on the list support OAuth, as it’s the recommended way to connect your Gmail account to an email client according to Google. It will be the only supported way starting in Fall 2024.
For macOS, the top contenders are Apple's stock Mail app and the Gmail optimizer, Mimestream.
I know, most of you are probably screaming at your screen that Apple Mail made the cut, but hear me out — it has an incredible number of useful features for Gmail users.
Apple Mail offers robust custom filters, smart mailbox views, and notification control. It also provides AI-powered search assist, automated unsubscribe detection, send later scheduling, and built-in privacy tools. The user-friendly interface, system-level integration, and regular updates keep it feeling fresh. Best of all, it comes pre-installed with all Mac, so no need to download or update new software.
Free.
Mail lacks true integration with the Gmail platform. Mimestream shines as a purpose-built native app using the official Gmail API under the hood. This direct API connection allows Mimestream to mirror Gmail's interfaces, features, and real label structures in a way Apple's IMAP implementation can't.
Mimestream optimizes viewing and triaging the Gmail inbox with features like nested labels, calendar invites, and support for Gmail's latest search functionality and more. Mimestream provides an optimized experience that makes viewing and triaging your Gmail inbox faster and more efficient — with the added benefits of a native macOS app, not a browser window. The only core Gmail functionality it lacks is scheduled email sending.
$4.99 per user per month.
For Windows, Microsoft Outlook has long been the standard for email due to its ease of use, powerful search capabilities, and tight Office integration. And it’s still on top for the same reasons (especially with a Microsoft 365 account). There's also a full-fledged integrated calendar, eliminating the need to switch between windows to manage your day.
And if you're not an Apple user, Outlook is probably one of the best Android email clients out there.
Unfortunately, the latest Outlook release has been controversial. Microsoft has removed functionality like import/export tools and system tray access that power users loved in previous versions by shifting to essentially becoming a desktop clone of the web app. Shared mailbox management and capabilities like viewing favorite folders have also suffered. Some Reddit users find the web version performs better, but the general consensus is that the new desktop Outlook feels like a downgrade.
Free with ads, or starting at $1.99 per month for the ad-free version.
Email clients designed with teams and productivity in mind offer major advantages over individual email management tools — especially for businesses.
Based on my latest research, core business needs around email are:
No other email client meets those needs better than Missive.
Missive has been a game-changer for my team's productivity and communication. It’s a unified inbox that combines all our accounts into one app, while also offering shared inboxes — the multiplayer mode for email. The collaboration features like shared draft editing with @mentions, internal chat, and one-click assignments.
Shared labels, advanced rules, mobile apps, calendar sync, and a growing library of integrations make Missive a powerful software to consume your business’ Gmail accounts. Management tools like email templates, send later scheduling, snoozing, and follow-up reminders help each of us personally optimize our individual email processes. Missive also excels at email delegation with team members or virtual assistants.
However, according to some Reddit users — Missive is not perfect.
People have shared a learning curve, lack some granular customization, no email tracking, and advanced collaboration features locked behind paid tiers. But in my experience, no other client matches Missive's intuitive yet powerful blend of personal email management and team communication.
Missive’s pricing is competitive compared to other Gmail email clients—especially for small businesses that want to collaborate around emails.
Free plan available and starting at $18 per month per user for advanced features.
For those seeking a free, open-source, and community-driven email client, Thunderbird has made a name for itself. This cross-platform app has evolved a lot over the years with great features like tabbed email viewing, robust custom search tools, and built-in phishing/spam filtering.
Starting is easy with simplified account setup wizards and friendly reminders. Then, customization begins with custom themes, smart foldering, advanced filtering, and extending functionality through add-ons.
Thunderbird's uniqueness lies in its built-in privacy tools like remote image blocking and organization of emails into dedicated "Message Archive" locations outside your inbox. No complex rules needed. The tabbed interface with quick filters also makes email triage fast compared to a standard chronological view.
An open-sourced, Outlook alternative, for those looking for an Android email app.
Free.
If customization is your #1 priority in an email client, eM Client should be at the top of your list to test. This app takes a unique approach by bundling standard email/calendar/tasks management with note-taking.
eM Client lets you tweak things like instantaneous translation of messages, watchlist notifications for contact interactions, advanced attachment search filters, and a library of templates/text snippets.
You can also customize the toolbar layout. For enterprise users, eM Client includes admin deployment tools and integrations.
The flexibility can be both an advantage and a disadvantage, as eM Client can feel overwhelming with so much to configure, especially if you’re coming from a simpler app.
But if you love customizing apps, eM Client is worth considering.
Free for non-commercial use and starting at $59.95 for commercial use.
While the other clients on the list all use the traditional inbox management concepts to varying degrees, Spike goes a step further by completely reinventing email for individual productivity and team collaboration.
While not for everyone, it’s taking its inspiration from chat apps and social media to transform email into an infinitely scrolling feed of conversational "channels". These are organized around contacts and teams instead of the typical chrono-threaded approach.
This different experience lets you chat and share assets like notes, documents, and voice clips in your inbox. It includes features like automating message tone, video calls, and AI prioritization based on relationship context instead of subject lines and sender aliases.
Spike maintains core functions like account unification and calendar support. But its conversation-centric design can be hard to get used to.
Free plan available, starting at $5 per month per user for advanced features.
In the personal productivity front, Superhuman takes a traditional approach with an email interface optimized for speed and efficiency. It adds depth through an AI engine that powers automated split inboxes for VIPs and service emails, intelligent follow-up reminders, social insights about contacts, and error correction.
Superhuman isn't cheap at $30/month, but the premium delivers an unmatched experience that feels like a personal productivity force multiplier.
Starting at $30 per month.
For those who live on their mobile devices and want an extra AI-powered assist for email management on mobile devices. It automatically prioritizes messages, provides AI-written summaries, and generates email drafts based on voice prompts or sentiment reactions.
These AI integrations improve mobile email management, bridging the context and functionality gap compared to desktop experiences.
Its freemium model with premium tiers offers a compelling way to enhance mobile email through intelligent optimization and AI assistance.
Free plan available, starting at $49 per year for advanced features.
Desktop simplicity, intelligent mobile assistance, effective team communication, smart spam filtering, hyper-customized productivity…Whatever your use case, there’s a third-party Gmail client for you.
The key is finding the right fit based on your priorities.
For me, Missive's collaboration-focused experience has been a game-changer for team communication without compromising individual productivity.
But what about you? Maybe you'll prefer Thunderbird's community-driven open-source approach. Or the AI-enhanced efficiency of Superhuman for power users!
No matter the app, upgrading from Gmail's web interface can optimize email and get you closer to inbox zero.
It’s time to take control of your inbox.
October 26, 2024
5 Missive Features You Gotta Know
Discover five powerful yet underused Missive features that can transform your workflow.
When I started my career, my first experience with team emails was chaotic. We had multiple inboxes, scattered conversations, and constant back-and-forth about who was handling what. It was a nightmare.
At my last job, we used Missive, and it was like night and day compared to my previous experience. However, it wasn't until I discovered some of its hidden features that things really clicked for me.
Over the past few years, I've used Missive daily, and for the last year, I've been helping Missive customers uncover all its hidden gems. Today, I want to share the five features that transformed how I handle communication. These aren't the flashy features – they're the practical, everyday tools that can make a difference.
You know when someone starts a new email thread about something you're already discussing in another thread? This used to drive me crazy. But in Missive, you just drag one conversation onto the other, and they merge into a single thread. Everything stays in order, nothing gets lost, and suddenly all your context is in one place.
Pro tip: You cannot undo the merging. BUT you can move messages of merged conversations to new private or shared ones.
At first glance, customizing your sidebar might not sound revolutionary. But trust me – it's like finally organizing your desk after years of chaos.
Pro tip: You can also create whole new sections. Just drag an item on top of the +More button in the sidebar.
This feature is really powerful: inserting canned responses inline. Do you know what I'm talking about?
Just type a hashtag followed by your response name, and boom – your full message appears right where you're typing. No more copying and pasting, no more digging through templates.
If you learn one keyboard shortcut in Missive, make it this one. Press Cmd+K on Mac (or Ctrl+K on Windows), and you've got instant access to pretty much everything.
If I were to time-track myself for a week with and without using the command bar. The difference? About 3 minutes saved each day just from reducing mouse usage and menu navigation. Compound this to a year, and you'll see how powerful it can be.
This last one's simple but brilliant. You can rename your email threads to whatever you want.
The real magic happens when you combine some of these features.
Let's talk numbers. Depending on your use case, after implementing these features across your team:
Don't try to implement everything at once. Start with the feature that addresses your biggest pain point:
Give them a shot. Start with one, get comfortable, then move on to the next. You might be surprised at how much time you save.
March 13, 2024
11 Email Auto-Reply Templates to Save You Time
These simple yet effective automatic email reply templates will help you save time and make your work life easier.
Emails, emails, emails. We can't predict next week's weather, but our forecast for your inbox next week is straightforward:
You'll get plenty of new office emails tomorrow, with chances of junk mail.
Your emails take up more than a quarter of your workweek, so it’s a no-brainer that you would have a lot of catching up to do after a week-long vacation.
Fortunately, nowadays, you can set up an automated office email reply to save you time and manage your emails. Automated email replies can provide information needed by the sender while you are unavailable, or respond to business inquiries or job applications you receive.
You don’t want to mess it up and send an automated email saying you might not ever respond or set it up to reply to all the emails you’ve received (we wonder why that’s even possible).
You can thank us later, but we made sure we covered the basics, including the best templates and do’s and don’ts. Also, we included a section on setting up Gmail or Outlook for automated email replies. You'll save time managing emails and you can go on a vacation without having to check your inbox.
An automatic email reply or out-of-office email is an automated response sent on your behalf when receiving messages that meet certain conditions.
Most email clients let you set up auto-replies to answer emails automatically within a set period using a pre-written email template. In other words, your emails will answer themselves with a pre-written message when this feature is on. For example, an out-of-office reply informs the sender of your absence, the duration, and a contact person while you are away.
An automatic email reply can be used for various situations like being sick, out to a conference, on vacation, on maternity leave, or on annual leave. It can also be used for business inquiries or job applications. Whether you're out of the office or you don’t want to always type the same reply to every email while analyzing the inquiry or application, automatic email replies are for you.
An automatic email reply is only as good as the template. We’ve created templates for common situations when automatic email replies are useful. In addition, our templates use variables to personalize your emails in Missive.
The great thing about Missive is that you can create rules to decide when to send your out-of-office email (the dates you will be away) or choose specific people or conditions to send your responses (for example, only people within your company like template #3).
Setting up auto-replies in Missive is easy. Just follow this guide.
Here are the best auto-reply email templates to start using for professional replies.
Holidays are the times in a year when you see distant family and get long weekends, not reply to emails. Different businesses have different holiday policies, so it's important to set up an automated ooo messageto let others know when you start and return from a holiday.
Who doesn’t need a vacation sometimes? Well this ooo message is perfect for that, and we made sure it is professional; no need to mention the piña colada here.
Whether you are on holiday or you are on a sick leave, you might need to let your colleagues know of your absence. Here, make sure you use a rule to send this ooo message only to emails coming from within the company (e.g., emails with the domain @companyname.com) to avoid sending this template to external parties.
The gift of life grants some well-deserved time off work. Depending on your line of work and company policy, you might have a shorter or longer maternity (or paternity) leave, and it's important to notify people. Try this autoresponder:
When you get sick, the best thing is to stay at home. Whether you will be out of office for a long period or just for the day, it is best to let people contacting you there will be a delay in your response.
Imagine still receiving emails from your old job. It would be weird, right? Well, if someone isn’t on the payroll anymore, you better make sure the sender that the ex-employee person won’t be replying to any of those emails anymore.
Sometimes your email may not be the best way to reach you. You might be out of the office or in a meeting only reachable by phone. If you want to offer another way to get in touch, this is it. This autoresponder template is best for situations where the recipient may need to reach the sender urgently, even if you’re out of the office.
This one is handy if you’re on the support team. People who require immediate assistance want help and they want it FAST. If you reply right away saying you will look into their urgent problem, it gives the sense you are caring.
This one will usually be used to reply to your general business email. Replying right away gives a sense that you care about the inquiry, but it also gives you time to give a more personal reply to the inquiry.
New leads are not customers yet. You want to make the best impression to maximize your chances of turning a lead into a client. Make sure you set up an automated reply and show you care for potential customers.
Candidates for open positions are harder to come by these days. It can also be a stressful process for candidates. A quick reply will show you care and that you are interested in the application.
Thank you for your interest in {{ company_name | description: "company name" | confirm }}. We aim to get back to potential candidates for the {{ job_name | description: “job title" | confirm }} position within {{ number_day | description: “Number of business days to reply" | confirm }}.
If you have any questions, do not hesitate to contact us.
Best regards,
[Your signature]
When writing an automatic email reply, keep it short and professional. You might be on a vacation drinking mojitos, but the sender still expects a professional response.
Here are a few things to keep in mind when writing an automated email reply:
Now that we have covered what to do, let's go over a few common mistakes you should avoid when creating your auto-replies:
Writing an automatic email reply is about keeping it short, concise, and professional. If used when you’re out-of-office, you want the recipient to know how long you'll be away, why, and who to contact.
If you are not using Missive, you can easily set up automated email replies in Outlook and Gmail.
Setting up in Outlook has fewer steps, but more limited options compared to Google and Missive. Here's how to set up an automated reply:
Setting up in Gmail is very easy. Here’s how to create one:
You can also create filters so your templates only send when an incoming message meets certain criteria. You can use a common word that will appear in the email, specific senders, or subject that will trigger your automated email reply.
Here’s how to create a filter:
Now that you have the basics and the best templates, it’s your time to shine and increase productivity. You’ll save time using those templates and automated email replies.
Feel free to use and adapt the templates to your context. You can also modify the used variables to fit your needs.
March 7, 2024
Top Property Management Email Templates You Should Be Using
This article provides you with the best email templates that any property managers should be using.
Managing properties comes with its load of communication. Whether you’re emailing potential occupants or resolving problems with your tenants, there's so much you can handle by yourself.
To help you build and maintain great landlord-tenant relationships, we’ve crafted email templates that will make it effortless to respond to maintenance issues, send rent reminders or follow up emails, and more.
Let’s jump right in.
We've crafted a list of the best property management email templates to help you in your everyday job and remove the hassle of managing resident communication.
If you’re using Missive, our collaborative email inbox, you can copy/paste these templates into your canned responses and share them with your team.
We’ve all heard it over and over again. First impressions matter. It’s especially true when it comes to attracting and retaining quality tenants for your rental. The application process will set the tone and influence a tenant's decision to move into one of your properties.
I know what you’re thinking right now:
Wait, I don’t need an email template for the application process; most of my leads come from my Facebook Marketplace listings. I don't even do any email marketing!
The good news is that our templates can save you a lot of time, no matter if you're sending your messages via email or Facebook Messenger. If you’re using Missive, you can manage your Facebook Messenger account inside the app and benefit even more from the email templates.
Our application communication templates are a great way to help you communicate effectively with applicants throughout the process.
Here’s a template for an auto-reply you could send when receiving a rental application:
In the case the applicant has passed the credit check and the application has been approved, here’s a follow up email template you could use:
Sadly, some applicants aren’t always approved. We have created a thank you email template you can use when sending those emails. It will not only save you time but also save you the hassle of crafting them.
The last follow up email template you should have to manage the application process messages efficiently will come in handy when it’s time to let an applicant know they are on the waiting list:
There’s nothing like a welcoming email with all the information new tenants should have for their move-in to kick-start a good relationship. A well-crafted email can make them feel valued and reduce the questions a new tenant could ask. Here's an email template to help you create a professional and informative welcome email for your new tenants:
Most emails overflowing your inbox as a property manager are often maintenance requests. Replying to those messages quickly and letting the resident know you're taking care of their request is the key to satisfying them.
With the following templates, you can send a response quickly while maintaining a personal touch.
When receiving a tenant request, you should acknowledge it right away so your unit occupant knows that you’ll take care of it:
Then, once the issue has been resolved, sending a quick follow-up will show that you care about your client's satisfaction:
You should always maintain consistent messaging and set proper expectations by sending the initial response swiftly and following up once resolved.
If a resident is late paying rent, you must send a firmer reminder. Here are some tips:
Here’s a template that can be useful:
Sending timely renewal notices is crucial for retaining residents and avoiding vacancies. You should start the renewal process at least 90 days before the lease expires, depending on your local laws. Your email should highlight any changes and provide deadlines for giving notice to vacate.
Here’s a template:
When a resident decides to move out of one of the properties you’re managing, you’ll need to communicate all information necessary for the process. This process can feel daunting, especially if you manage many properties, but it can be automated quite easily using an email template.
Before exploring the template, let’s go over some good tips to make sure your message as effective as possible:
With all these tips in mind, you’ll be able to make this template yours and ensure the residents know what to expect when moving out.
Being a good property manager isn’t just about caring for brick and mortar — it’s also about nurturing good relationships. Whether you’re a manager or a landlord, following email best practices can help you save time and avoid misunderstandings.
Here are some good tips to keep in mind when emailing your occupants:
By mastering property management email communication, you can provide five-star service to your residents, operate efficiently, and support your team of property managers.
February 23, 2024
How to Make Sure Your Emails Land in the Inbox
This in-depth guide dives into the key reasons emails get flagged as spam and offers tips to boost your deliverability.
Every day, approximately 350 billion emails are sent and received. Of these, more than 45% end up in spam. This leads to significant losses for businesses, as marketing emails don't reach their subscribers, transactional emails fail to inform users, and colleagues struggle to communicate effectively.
Email deliverability is somewhat of a black box, much like SEO. The rules are constantly changing and are not clearly disclosed by major Email Service Providers (ESPs) like Google, Apple, Microsoft, and others.
Sometimes these rules are disclosed, as seen recently with the announcement from Google and Yahoo about the enforcement of new security protocols starting in February, but they are often kept unclear.
The good news is, despite the uncertainty, you can greatly improve your email deliverability. If you are worried your messages are getting lost in an email black hole, keep on reading as we’ll delve deeper to understand the main reasons why emails end up in spam, and how to prevent this.
Table of Contents
Before we dive into why your emails end up going into spam, let’s first explore a subtle yet so important distinction:
It’s not because your emails show as delivered in the tools you are using (also known as bounce/delivery rate) that they are actually reaching your recipient’s inbox.
Email deliverability is the odds that your email makes it to your customer's inbox and not in their spam.
There are several reasons why your emails might end up trigger the spam filters. It can be a long story, but it can be simplified into four pillars:
By avoiding these red flags, your emails will be able to land in the inbox of your recipients more easily.
The method you use to collect emails and build your subscriber list has a significant impact. If you employ a deceptive approach to obtain emails and then send these users unsolicited messages, it's likely that these recipients will be displeased with your unexpected emails. The more dissatisfied they are, the more likely they are to mark you as spam.
Ensure you use an opt-in form that clearly communicates to users that they will receive content from you by agreeing and checking a box or a similar mechanism. Be clear, don’t try to be sneaky.
Make it easy for people to unsubscribe. Don’t try to hide the link grey on white at the bottom of your email template. People who are unable to unsubscribe are actually people who will flag your email as spam and damage your reputation.
To encourage organizations to have the best practices on this, Google and Yahoo just made it mandatory to have an Unsubscribe button directly in the header of your email. Here’s how it looks:
You can use third-party tools to remove emails that have been deactivated or accounts that have been banned. Those create hard bounces and hard bounces are bad for your reputation.
We personally like Neverbounce.
If a certain group of subscribers has not opened a single email in the last six months, you might want to send them an email asking if they're still interested. Ultimately, emails that are not interacted with are likely to be flagged as spam.
This is not beneficial for your sender's reputation, and it's a poor final point of contact with your brand for the user. We recommend being kind and warm about it. Let them sail into the sunset if that's their wish!
It's no secret that the type of content you send to your recipient is one of the most important aspects of a successful email campaign. People's time is extremely valuable, so ensure that when you ask for their time to read your content, your content is of top quality and feels genuine.
Here are the most important questions to ask yourself before hitting send:
Authenticating and securing your emails is a crucial step in ensuring your emails reach the inbox. It's often overlooked by many companies, yet it's one of the easiest ways to improve deliverability.
There's a complex relationship between security and compliance. ESPs aim to reduce spam, scams, and phishing attempts. To support this, they favor domains that have well-configured security and authentication protocols on their domain's DNS.
Although this part can be quite tricky to understand and configure, it's incredibly valuable. It can make the difference between a +39% open rate and a +34% purchase likelihood. Isn't that amazing?
So, What Are Those Authentication and Security Protocols?
DNS is like the address book of the internet. Computers use DNS to look up domain names to find the corresponding IP addresses needed to connect to websites, servers, and other internet resources.
That’s also where email service providers like Google, Apple, and Microsoft are instructed on how your emails are secured and authenticated:
Let's dive into each one of these one by one.
SPF Records are like a guest list for sending emails. An SPF record is a line of text that specifies which domains or IP addresses are permitted to send emails on behalf of your domain. It resides in your DNS manager, under TXT records.
Here’s an example of an SPF record:
v=spf1 ip4:192.0.2.0/24 ip6:2001:db8::/32 include:_spf.example.com ~all
If an email from your domain is sent to a recipient server without your domain's permission, it could potentially decrease the email's deliverability.
A quick tip: To analyze whether your DNS is configured properly and if your email has a high likelihood of reaching the inbox, you can use Palisade’s free Email Deliverability Score tool. This tool audits your DNS configuration and provides suggestions for improvement.
DKIM records add a digital signature to your emails that proves they are authentic when they get to the recipient server. It's like the signature on the back of your credit card.
Each third-party service you are using with your domain typically needs its own DKIM key and record.
Here’s an example of an DKIM record:
v=DKIM1; k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEAgAS4QZzH+/iM5ilpxexFK7uVnX5OasDMW61p7IvUjM+488QnpLqDTlsvGdJtG/oHgwRpXcNSxKKhtX3R4zg0MoSdLJYTEMiirr8UdeuGng/ZKM2XtLa+qGve6kp3H5NBx2uYHVj+E0WANeRT3bK5sMVRTYSAywN/m9ugX5T5PkbvJ2HRTmrX00ov4/VoVFSbfHZzaA/FDX/hyFnWEiOb1JihArP2+cMs+CYgIi7u8t+p0FqR/37kuEh5PLxOct/fnhqjn35XPn8C1s2fAC5J2WZjmmC5QM2qYV90isu03jeCI7Vap9ocKj5P+qJAlooYNujICd84ZmcHeA2UJqj22QIDAQAB
Protects your domain from people who try to send fake emails (phishing, spam) on your behalf.
The DMARC policy is central to your email deliverability and security. It tells the recipient servers what to do if the emails they receive from you are not authenticated properly in your SPF or DKIM (often referred to as alignment).
Here’s an example of a DMARC record:
v=DMARC1; p=none; rua=mailto:dmarc@palisade.email; ruf=mailto:dmarc@palisade.email; fo=1;
Recently Google and Yahoo have started enforcing DMARC policies for all email senders.
BIMI is the new hot kid on the block. It was just adopted by Google, Apple, Yahoo, and most major ESPs (looking at you Outlook) this past May 2023.
It is now required to verify your identity via email, display your logo in the inbox, and get a verified checkmark in the inbox. You can see it being slowly rolled out by major companies like LinkedIn and Google:
Here’s an example of a DMARC record:
v=BIMI1;l=https://images.palisade.email/brand/bimi-logo.svg;a=https://images.palisade.emai/brand/certificate.pem
Monitoring your sender reputation is a significant component of ensuring your email deliverability remains high. Your sender reputation is much like a person's reputation. It takes time to build and is easy to damage.
Unfortunately, there is no "one tool to rule them all" for monitoring. However, there are tools available that can provide some insight into the status of your deliverability.
One of the best tools out there, even if it only monitors your reputation from Google's perspective, is Google Postmasters.
It allows you to get key data points on your sender reputation from three key angles:
Email deliverability is not set and forget, it’s a constant piece of work but oh so worth it.
Many companies spend a significant amount of time A/B testing their funnels and producing content. However, they often overlook the crucial step of ensuring their emails reach their customers' inboxes. If your users aren't seeing your content, what's the point of investing so much in creating it?
We understand, it's not easy. List management best practices are always changing. Content engagement follows the latest trends and designs. DNS compliance is constantly evolving. Reputation Monitoring is sensitive.
After reading this article, we hope that you've gained a better understanding of the basics of email deliverability (and the difference between your emails being delivered), and that you will place more importance on it.
January 30, 2024
Cc & Bcc in Email: What Do They Mean & When to Use Them
Discover the meaning of CC in emails and learn when to effectively use it. We also cover the difference between CC & BCC.
Emails have been around for a really long time now.
They were originally created as the digital version of mail and borrowed some terminology and core concept from it. Some of these terms that are coming from the paper era are CC and BCC.
If you ever wondered: What does it mean to CC someone in an email? You’ve come to the right place. In this article, we’ll explore what CC means in email and how to use it. Let’s dive into it.
CC means carbon copy. It's a field in the header of an email that lets you to send a copy of an email to other recipients. When someone is in CC, they can see the email thread, recipients, including other people in CC.
It's a good way to keep other people informed about what is discussed in an email. However, it’s important to know that, unlike the regular recipients of an email, the content of an email is generally not addressed to CC recipients and are not necessarily involved in the conversation.
For example, you may contact a potential client via email and want to keep someone else in your team informed about how things are going with that lead. In that case, adding your colleague in the CC might be a good option as they will be able to see the email thread, but their input won’t be necessary for the conversation.
You can learn more about the history of CC and BCC here.
BCC stands for blind carbon copy. It is very similar to the CC feature, but with one major exception:
When you BCC someone on an email, other recipients of the email won’t be able to see it.
This means that the recipients in the "To" and "CC" fields won’t know that you included a BCC recipient in the email.
It is most used when you want to send a copy of an email to someone but don’t want the recipient of an email to know about it. It could be useful if you need to keep someone informed without revealing their identity to others.
The BCC will receive emails just like any other recipients of the email, but their presence won’t be known by anyone else than you and them.
You should always use BCC with care as it comes with some ethical implications around privacy, transparency, trust, honesty, integrity, and even compliance.
The main difference between CC and BCC in emails is that depending on the one used, other recipients might not be aware that the copy has been sent to someone.
When you CC someone on an email, all recipients will be able to see who received the email and their email addresses. CC is used when you want multiple people to be informed and don’t mind other’s knowing about it.
On the other hand, when you BCC someone, their email address is hidden from other recipients. Recipients are unaware of the presence of BCCs unless they have been mentioned by the sender. BCC is used when you want to discreetly let someone be informed about a conversation without the other recipients knowing.
CC promotes transparency, trust, and in a certain way collaboration among recipients, while BCC maintains confidentiality and privacy. While CC recipients are not expected to actively participate in the conversation, they easily can add their input at any moment. However, BCC recipients remain passive observers.
CC is a useful tool in your email arsenal. It’s quick and easy to use and provides a good way to improve communication. But from a technical point of view, it is almost identical to the “To” field. The difference lies in the email “conventions”. The “To” field is for recipients the email is originally addressed to and the CC field is for people you want to be informed or want in the loop.
CC is a good way to share information with people who are not the primary recipients of an email but want them to be able to see a conversation. CC allows them to stay informed and provides them with context.
However, as we’ll see below, there are some situations where CC is not the best option to use.
When you want to introduce a new person to an existing email conversation, CC should be used. By CC'ing the new participant, you include them in the conversation and let them see the previous discussions. This way, they will be able to quickly catch up on the context and contribute to the conversation.
This use case also applies when you’re emailing someone to introduce them to another person, as the CC’ed person isn’t the person the email is originally addressed to.
Unlike CC, BCC has some specific use cases that couldn’t be replaced by the “To” field. And since the BCC field is hidden from all other recipients, the BCC comes with some advantages.
This is probably the most common use case for the BCC field in email. Imagine you’re sending an email to all participants of an event you’re organizing, but don’t want all recipients to know the email address of each other. You could add all recipients in BCC and your email address in the “To” field. This way, everyone will receive a copy of the email, but won’t be able to see all the other recipients.
Using BCC is a good option if you want to keep a copy of an email in one of your other email addresses without giving it to the recipient.
CC and BCC aren’t all good. They also come with their downside, like the inability to easily exchange with colleagues inside an email thread. Let's take a look at situations when you should think twice before using CC or BCC.
We all know how overwhelming it can be to be overloaded with emails and CC’ing people in almost all your emails is a surefire way to fill someone else’s inbox.
Sending every single email to many can make it difficult for people to prioritize their messages and result in the opposite of what you were trying to achieve; keeping them informed and in the loop. It's best to be mindful and avoid inundating others with unnecessary emails.
Respecting privacy is crucial in all communication methods, and it certainly applies to emails.
Before adding new recipients to a conversation, you should make sure that the recipients accept that you add someone.
There might be sensitive information in the thread that the other person wouldn’t want to share.
If you're hoping for a response or direct action from a recipient, then CC’ing them isn’t your best option. Instead, you should include them in the "To" field.
When you CC someone, they will generally assume that no action is required from them and that they should get involved in the exchanges. To avoid confusion and set clear expectations, you should always put people who need to take action in the primary recipient field.
While CC is a great way to add people to the loop, we’ve seen that it’s easy to overload your colleagues if you indulge in CC’ing too much.
A great alternative to the copy carbon field in email using a collaborative email client like Missive.
Missive is a shared inbox and email management software that let you easily share emails with other team members and discuss with them in a conversation.
CC is a way to send a copy of an email to someone who's not the main recipient. On the other hand, BBC is used to send a copy of an email to someone without the other recipients knowing.
People that are CC'ed will receive replies to the email when someone reply to all, as opposed to the people who are BCC'ed.
You should use CC (carbon copy) when you want to include other recipients who may be interested in or relevant to the email's content, without requiring a response from them. The CC recipients' email addresses will be visible to all other recipients. You should use BCC (blind carbon copy) when you want to secretly include additional recipients without disclosing their email addresses to the other recipients. BCC recipients will still be able to respond and reply to all, but their email addresses will remain hidden.
CC is used in email to send a copy of an email to a secondary recipient that may benefit from the email's content, without having to participate in the discussion.