As our daily work lives move further and further into the modern future, many work tools will gradually become obsolete. This may soon be the case with emailing, which is why lots of people have been considering using other tools. For example, some teams have replaced email with Slack. Whatever the case, in 2022, most people are looking for email alternatives.
It’s no secret that there are many flaws with popular email providers, especially when it’s being used as an internal communication tools. One of the biggest issues with email is its privacy and security. Over the years, free email services like Gmail have really amped up their data mining capabilities. This gives Google the ability to read your emails in an attempt to offer you relevant ads. While that seems pretty harmless, it runs the risk of giving corporations and private entities access to your personal information.
Data mining isn’t the only issue afflicting internal communicators that rely on email. It’s also an outdated communication style. Think about it for a moment. Given the numerous swift communication software, it begs the question, why do we waste time drafting long-winded emails? According to Inc.com,
With all of this in mind, one has to wonder, “There’s gotta be a reliable email alternative, right?” Well there is! And we rounded up the top 6 email replacement options for you. Time to say goodbye to Yahoo mail, AOL mail, Zoho mail and all the rest…
Best Email Alternatives
Option #1: Video Emailing
Video emailing has become an extremely popular option for businesses and teams who want to increase productivity and minimize time wasting. With this technique, senders use a screen recorder to record their voice (and/or video) and relevant displays from their computer screen to record an explanatory video that recipients can easily view.
So instead of taking time to write a long email, or editing and re-editing your document, you can easily say what you need to convey in half the time and you don’t need to worry about spam filters, too. Video emails are also a great way to spice up a free trial email.
Best Tool: ScreenRec
Whether you’re looking for a free Outlook alternative or replacement of Gmail, ScreenRec is the perfect business communication tool to use instead of email. This powerful screen recorder gives you the ability to record voice, HD video, webcam, and any part of your screen with system and mic audio.
Companies can also rest easy thanks to ScreenRec’s private and secure link sharing. The moment you finish recording, a link is created where team members can safely view your video on any device. You can use it with any email client and there is 2Gb free storage space (enough for 10+ hours of video emails). Oh, and did we mention that it’s 100% free?
Option #2: Project Management
Some organizations still manage projects, track progress and keep tabs on tasks with the help of emails. And, you don’t need us to tell you that’s not the best way to do it. Some emails will get mixed up, bringing about a world of confusion into everybody’s agendas. We can go as far as to say that email apps are actually an extremely primitive way to manage tasks and be on top of deadlines. If you are serious about project management, you need a robust project management system that can streamline the workload and help your team understand your work assignments with clarity.
Best Tool: ProofHub
ProofHub is a project management platform that facilitates easy work management in extensive ways. It helps teams actively manage their workload and keep track of all deadlines with a calendar view, Kanban board, and a Table view to choose from. These features allow managers to view all activities and ongoing projects at a glance.
However, ProofHub is known not just for its plethora of work management features, but also for all that it does for constant communication and team collaboration. It helps speed up team collaboration in a variety of ways — chats, discussions, notes, and more. There is a free trial, so you can sign up to try the tool yourself.
Option #3: Collaboration Platform
Collaboration platforms have become incredibly popular tools used in corporate communication. Why? Because they give a team everything they need to productively complete projects and get rid of everything you don’t. With the right platforms, teams can use instant chatting, commenting, voice/video meeting, and more to keep everyone in the loop. You won’t need to remember to email everyone in the group or having to worry about hitting the reply all button.
Best Tool: Asana
Asana is a task management app/collaboration app that keeps all members organized. With the ability to comment on any post, it completely removes the need for an email service. Not only is communication swift, but team leaders can easily also assign work to members and keep track of progress with due dates. Asana may be one of the most simple and easy-to-use team collaboration software available with a very powerful free version.
Option #4: Voice/Video Chatting
As we mentioned above, talking things out is a great way to convey a message. It also eliminates the dreadful anxiety that comes with trying to write a professional email free of errors.
That’s why, team communication apps, especially those with voice or video chatting, are essential when you need instant feedback from team members, voice or video chatting is the way to go. With an online meeting, everyone can gather to vocally discuss various topics. Imagine instead trying to get your point across via email and bcc-ing everyone. Ridiculous, right?
Best Tool: Zoom
In recent months, due to the global pandemic, Zoom has become one of (if not the most) popular online video conference applications in the world. It has proven to be reliable for virtual meetings for both small and large teams.
Hosts and participants can easily switch on and off their cameras and microphones, share their screens (if your plan and hosting permissions allow), add live annotation, record the meeting, chat, and more all within the app. It’s also secure, so only those who have the invite ID and passcode can enter.
Option#5 : Text Messaging CRM
The use of text messaging CRM has grown to be a very popular choice for teams and businesses looking to increase sales and grow business.
By utilizing text messages as a communication channel, you get an additional way to reach out to your customers directly on their smartphones. You can send personalized offers and greetings on special occasions to your customers and turn them into brand promoters.
Automating all your text messages gives you an advantage to save time and engage better with your prospects and customers.
Best Tool : Salesmate
Salesmate's SMS CRM allows you to schedule and automate all your text messages. You can get virtual local numbers of 80+ countries from Salesmate and appear local to your prospects.
You can even integrate your existing system with the platform and manage all your data from a single place. In Salesmate, you get all the communication channels built-in. You can send emails, make calls or send texts without switching to any other app.
Option #6: Social Media for Work
Though some time management techniques may advise against social media, it may have a place in your employee communication stack after all. You’d be surprised at how well people take to social media being used as a form of company communication. From LinkedIn company group pages to a dedicated Youtube page for team videos, social media has proven to be a reliable method of communication. And since everyone is used to these platforms, why use email apps when you can simply post on the team’s wall or send a DM?
Best Tool: Yammer
Yammer was designed specifically for companies who wish to keep their employees engaged and communicating. Unlike Twitter and Facebook, employees aren’t distracted by other irrelevant news and topics. Yammer allows you to create your own social media platform for employees where they can post on walls, comment on posts, and send direct messages.
You can even create groups for projects and invite specific team members to help keep things more organized and filter out unnecessary information and notifications. With everyone constantly engaged, it serves as a great alternative for emailing.
Option #7: Instant Messaging App
If you’re looking for something a bit more simple, an instant messaging app may be the way to go. These apps (also great remote working tools) let you chat in real time without having to refresh or browse a webpage. While many people still choose to type out messages on these apps, you may have the option to do a voice/video call or even send a quick voice note.
Best Tool: Whatsapp
Whatsapp is an international instant messaging and calling app. With this app, you can create specified groups and send texts, files, and voice notes. It even allows you to make voice and video calls. Unfortunately, you can only hold a call with up to four people, however a group chat can contain up to 500 people. Either way, the real time chatting makes it much better than emailing.
Option #8: More Secure Emailing Service
As we mentioned, popular email providers are often permitted to go through your inbox, process the content of your emails, and provide you with relevant ads. If you’re like us, then this really bugs you, especially if that info is being bought and sold by third-party entities. If you’re disturbed by this invasion of privacy, you can opt for a more secure emailing provider who does not read your emails nor provide random companies with your personal info.
Best Tool: Protonmail
Protonmail is the world’s largest secure email service that offers end-to-end encryption and lots of other security features that ensure your communications stay private. The free version is really basic and limits you to 500 MB storage and 150 emails per day but still gives you all the necessary assets of a nice email provider. Like for example if you want to send your email to a non-protonmail user, you can password protect your message - your password with your recipient. Another awesome feature is that you can add an expiration date to your mail.
Option#9: Contact Management
One big drawback of traditional email tools is that they lack a proper management system for email contacts. And we all know how essential that is for communication and quick message distribution. That’s why you need to think about a CRM system, or business leads database, to organize your email contacts in one place. It improves the way you manage contacts and this can speed up your overall workflow. Even if you still use it together with traditional email, it’s an upgrade.
Best Tool: GetProspect
GetProspect is a lead generation tool that extracts the target audience's email addresses from websites and LinkedIn. For its users, it offers a web-based CRM system with its own business leads database. With it, you can organize your contacts in lists and groups or can add custom fields. Lastly, it has significant integration possibilities for its use on various marketing and email platforms.
The Bottom line
Each of these options prove that there are other ways to communicate besides email. Deciding on an email alternative for your team boils down to what your company deems most important. If you’re all about boosting productivity, private and encrypted sharing, and swift communication, an app like Screenrec is the way to go. If your focus is an all-in-one platform for easy collaboration that can get rid of emailing, then Asana is perfect. The choice is yours. Just remember, that you don’t have to be stuck with annoying and unsecure email providers.
References and Further Reading
- Compare ScreenRec to other screen recorders
- More collaboration platforms to explore
- Remote working tools to couple with your email alternative
- How to send a video email
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What can I use instead of info@? ›
Inquiries@... Home@.... you can break it out by department ...sales@ or even the good old webmaster@..... support@.....or you could go the other extreme and go with CEO@...the world is your oyster just pick a pearl! Don't really understand why you would want to avoid info@ for your site in the first place.Which email is better than Gmail? ›
To recap, Zoho Mail and Outlook are excellent options with similar productivity tools and various integrations. However, if you're serious about the features related to secure email service and users' privacy, Mailfence, Tutanota, and ProtonMail might be better choices.What is the most user friendly email? ›
Gmail by Google is one of the most popular web clients for email because it's free and easy to use. In fact, Gmail accounted for 36.5% of email opens globally in 2021. Gmail supports 105 languages and also offers paid plans for businesses of all sizes.What is the best and easiest email to use? ›
- Gmail. Gmail is the most used and popular email service provider with over 1.2 billion users all around the world. ...
- Outlook. Outlook was initially founded as Hotmail by Microsoft. ...
- AOL Mail. ...
- 4. Yahoo Mail. ...
- iCloud Mail. ...
- ProtonMail. ...
- Zoho Mail. ...
- Yandex Mail.
- First name + last name = email@example.com.
- First name . ...
- First name - last name = firstname.lastname@example.org.
- First name . ...
- First name - middle name - last name = email@example.com.
- First initial + last name = firstname.lastname@example.org.
A professional email address is the email address used for business communications, that is based on your custom domain. In other words, a professional email address is one that has your business name in it, in the form of a domain name.What is the least hacked email provider? ›
- ProtonMail. ProtonMail was founded in 2014 at the CERN research facility by Andy Yen, Jason Stockman, and Wei Sun. ...
- Hushmail. ...
- Tutanota. ...
- CounterMail. ...
- Mailfence. ...
- Librem Mail.
- Tutanota. Tutanota is another open source secure email provider with end-to-end encryption and two-factor authentication. ...
- Posteo. Posteo is popular with activists and journalists who need to remain anonymous, as it allows you to register and pay anonymously. ...
- Thexyz. ...
- PrivateMail. ...
- Startmail. ...
- Hushmail. ...
- CounterMail. ...
- Zoho Mail.
- Proton Mail.
- Zoho Mail.
- iCloud Mail.
- 8. Yahoo Mail.
Is Gmail safe for banking? ›
Using 128 Bit encryption you'd think no one is reading your confidential communications. But, Google shares a lot of your information with other companies so this isn't exactly safe either. Basically, at the end of the day, you should not send any private information via email.What is the most ethical email? ›
ProtonMail is arguably the best ethical Gmail alternative, and among the most popular for good reason. The service is incorporated and located in Switzerland, meaning that all user data is protected by Swiss privacy laws – some of the best worldwide.What is the best professional email? ›
- 1) Gmail.
- 2) Proton Mail.
- 3) Bluehost.
- 4) Godaddy.
- 5) Titan.
- 6) Namecheap.
- 7) Zoho Mail.
- 8) Outlook.
Gmail is the overall best email service. Outlook is good for multiple app integrations. Yahoo has good spam blocking capabilities. Zoho Mail is the best option for home businesses.How do I choose a personal email name? ›
- Don't Frustrate Yourself. ...
- Go for Evergreen. ...
- Using the Dot. ...
- Consider Name Safety. ...
- Brainstorm. ...
- Easy to Remember and Pronounce. ...
- Avoid Using Numbers and Hyphens. ...
- Do Not Use Email Service That Expires.
You're really supposed to use your real name (for legal reasons, mainly) but you can use an alibi if you prefer. However- be advised that you will need to be sure to remember what it is, and also that it will be what is shared with those you email/correspond with.Should I use my name in my email address? ›
Originally Answered: is using your full name as your email/part of your email, safe? It's really no more or less safe than using it on a business card. For anyone to do anything with your name, they will need additional information (account number and PIN, or password, for example).How do I create a unique email address? ›
- Use the first letter of your first name together with your full last name; e.g. j.smith.
- Include your middle name; e.g. john. ...
- Use a nickname plus your last name; e.g. johnny. ...
- Switch around the word order; e.g. smith. ...
- Include special characters; e.g. “.” or “-“ or “_”
Therefore, for every user, we recommend having at least four different email addresses for all of the resources they access on the internet.Can you have 2 Gmail accounts? ›
Can I Have Multiple Gmail Accounts? The short answer is, "Yes, you can have multiple Gmail accounts." Many professionals have both a personal Gmail account and a work Gmail account tethered to their CRM.
How do emails get hacked? ›
The most common way email gets hacked are through phishing schemes. Phishing is the most widely used technique because it's simple, affordable, and attacks the weakest link in any security system – people.What can hackers do with your Gmail? ›
It may give them information they need to steal money or uncover other personal information that can then be sold on the web. They can also mine your contacts list to send out phishing emails and/or malware to compromise even more accounts or defraud the people you know!Does Google read my Gmail? ›
Google's servers have access to all your messages in plaintext form. They render your email for display in your browser. They index all your information to be able to search it. Everything you store or process on Google servers is available to them.Is Gmail protected from hackers? ›
If you are wondering whether your Gmail account is secure from hackers, then the answer is yes, but only to a certain extent. Gmail is encrypted with TLS, Transport Layer Security, while transferring your data and it protects your emails at rest with industry-standard 128-bit encryption.› Email Services ›
10 Best Private and Secure Email Services for 2022
Secure Email - Most Secure Providers and Services in 2022
The 6 Most Secure Email Services and the Security Measures They ...
ProtonMail is the most secure free email account provider. This safety is due to the service provider offering end-to-end encryption, but it also has to do with the physical location of the ProtonMail headquarters in Switzerland. The reason this is important is that Switzerland has extremely strict privacy laws.What is the least hacked email provider? ›
- ProtonMail - Secure email provider with the best price and privacy ratio.
- Startmail – Best email for desktop-only users.
- Tutanota - Best secure email for any device.
- Zoho Mail - Part of the best B2B security product suite.
- Thexyz - Excellent suite of features.
Depending on your needs, both Gmail and Google Workspace can be appropriate Outlook alternatives. While Gmail is usually used as an email service, you can also use it as an email client for multiple email accounts, including non-Google addresses.Is there anything better than Outlook? ›
The Mozilla mail client Thunderbird is certainly one of the most frequently used Outlook alternatives - both among private users and in companies. The open source solution is also available free of charge. The basic version of the program is rather streamlined and provides you with the most used basic functions.What is the most reliable email server? ›
Gmail is the overall best email service. Outlook is good for multiple app integrations. Yahoo has good spam blocking capabilities. Zoho Mail is the best option for home businesses.
Which email is best and free? ›
- Proton Mail.
- Zoho Mail.
- iCloud Mail.
- 8. Yahoo Mail.
Using 128 Bit encryption you'd think no one is reading your confidential communications. But, Google shares a lot of your information with other companies so this isn't exactly safe either. Basically, at the end of the day, you should not send any private information via email.What is the safest email address? ›
- Kolab Now.
For Security, Gmail is a much better value.
Gmail also has great security features like scanning/blocking malicious hyperlinks, anti-phishing, attachment scanning available with their standard plan. Outlook, on the other hand, only offers some of these features and that too with advanced licenses.
While Gmail is still the number one email service for most users, its rival Outlook is seriously climbing its way up. From a business point of view, Office 365 is the right choice to keep many organizations productive and satisfied due to a few flaws in Gmail.Should I use Outlook or Gmail? ›
If you're plugged into the Google ecosystem, then Gmail will work wonders. However, some users are still using a lot of Microsoft products such as Office 365. Because of this, Outlook could be a better choice if you're locked into a Microsoft ecosystem.Is Microsoft getting rid of Outlook? ›
Support End Dates.
|Office 2019||October 10, 2023||October 14, 2025|
|Office 2021 (+LTSC)||October 13, 2026||NA|
Outlook is by far the better of the two. It has many improvements over Hotmail in functionality, UI, Security, and overall performance. Which is safer, Hotmail or Outlook? Outlook has better security for emails and advanced encryption protocols that Hotmail did not have, so Outlook is safer.Why is Gmail so much better than Outlook? ›
Gmail vs Outlook: Storage and Attachment Limitations
In contrast, Gmail shares storage across all Google's products, while Outlook does not. So if you get a premium Microsoft 365 plan, your Outlook storage won't count against the 1 TB of OneDrive storage you receive.