5 Best Email Service Providers: Complete Guide 2020

This is a photograph for the Best Email Service Providers in the market

Why do we need to find the best email service providers?

As a matter of fact, why is email important in the first place? To find out, you’d first have to answer the question below:

Which is a better marketing channel for businesses?

A. Social networks

B. Email

The short answer? Email.

Social media boom in recent years has led to the number of social media users rapidly creeping in on the number of email users, at just 12% behind the latter.

But here’s the deal:

Even though it has been almost 50 years since its infancy, email is still the better if not the best marketing channel for businesses big and small.

In fact, 10 times more users prefer checking their emails for deals from companies they know rather than visiting the Facebook pages from the same companies.

Moreover, the conversion rate from emails is roughly 3 times higher than that of social media.

Before we get into the list of best email service providers in the market, there are a few things that you would need to know.

Let’s get started.

What are email services and how many types are there?

Email services are service providers that allow the users to send or to receive emails straight from their web browsers. There are two types of email services, namely Webmails and Email clients.

Webmail is the one that is basically synonymous with the term “email services”. They are web or browser applications that include the likes of Gmail, Zoho Mail, ProtonMail and Yahoo! Mail providers.

Email client, on the other hand, is a desktop software or application that is used to access and manage the user’s email accounts. Microsoft Outlook is one example of an email client that is part of the Microsoft Office suite.

How to Choose The Best Email Service Providers:

Every business and in fact, everyone has different needs, there is no one-size-fits-all solution for email services.

So then, what are the criteria to look for in order to identify the best email service providers for you?

Well, here are some features that you ought to be looking for, according to the types of use.

Personal Use:

  • User-friendly interface and ease of use
  • Effective spam blocking
  • Sufficient storage space
  • Customization options
  • Messaging and filters
  • Easy mobile access
  • Virus protection

Business Use:

  • Security and encryption
  • Large storage space provided
  • Maximum size for attachments
  • Task scheduling options
  • Ability to recall sent messages
  • Bulk archiving or deleting of emails
  • Third-party app support
  • Excellent spam blocking
  • Support a lot of email rules and filters
  • Events and Calendar integration

5 Best Email Service Providers in 2020:

A) Overall Best Email ServiceGmail

This is a photograph for Gmail Desktop
Gmail Desktop View

If you are looking for a versatile, all-rounder type of email service, this one would be it.

It is, in fact, the best free email service in the market, that not coincidentally, is also the most popular email service provider in the world.

Why is it the most popular?

Because Gmail does get many things right.

But what exactly did it get right?

Well, Gmail owes its success largely to the seamless integration with various Google Suite services such as Google Docs, Drive, Calendar and Hangouts because to a lot of people, these services have long become part of their daily lives.

Gmail sports a sleek interface and a powerful search function.

Gmail is also pretty generous with 15 GB of storage available for their free email account.

On the flip side, it is occasionally slow to load, and the various folders and labels might be confusing for some.

It is not by any means impeccable, but it has the best overall mix of features, design, and price.

Pros and Cons for Gmail

1Seamless integration with other Google Suite servicesOccasionally it gets slow in loading
2Powerful search functionMight be confusing to deal with multiple different folders and labels
3Accessible from any device with a great mobile appLack of folder support
4Great design with a sleek interfaceSmall space available for message composing
515 GB total storage space for emails and other filesThere are advertisements inside Gmail
6Frequent updates and Reliable performanceBrowser-first experience
7Available for use in offline mode as wellAmbiguous data usage policy
8Undo sending of emailsPaid plan slightly expensive compared to some other email services
9Amazing spam protection
10Private messaging feature

B) Best Email Service for Business PurposesMicrosoft Outlook

This is a photograph for Microsoft Outlook Desktop
Microsoft Outlook Desktop View

Microsoft Outlook is basically the upgraded and rebranded version of Hotmail, that’s one of the oldest email services.

But don’t let the word “old” fool you, as this email service/client from Microsoft is the top choice for companies and businesses worldwide.

It is also one of the few email services with its own desktop client for both Mac and PC.

Microsoft Outlook email service not only works well with the other Microsoft services like Skype and Outlook Calendar but also supports many third-party add-ins as well as app integrations such as Paypal, Yelp and Evernote.

However, nothing is perfect, and this is no exception too. Because of the dizzying array of features it has, the design can be harder to navigate.

As such, this might not be the best bet if you’re looking for something simpler or more basic.

Having said that, Microsoft Outlook still maintains a firm grip as the best email service for business use, and it should be your first choice too if you’re headed in that direction.

Pros and Cons for Microsoft Outlook

1Works well with Microsoft apps including Skype and Outlook CalendarSometimes it might take a while to load
2Supports many third-party add-ins and lots of other app-based integrationsConfusing design
3Automatically organizes your emailsBusiness-first focus
4Allows you to hide your real email address by using multiple account aliasesPoor spam handling
5Useful events and calendar-related functionsOffice 365 can be quite costly
6Clean and easy to use interface
7Option for recovery of accidentally deleted messages
8Find all emails from the same sender by just using right-click on an email
9Mobile app available for both Android and iOS
10Smart focused inbox feature

C) Best Email Service for Privacy and SecurityProton Mail

This is a photograph for Proton Mail Desktop
Proton Mail Desktop View

Proton Mail prides itself as the leader in the secure email space, placing security and privacy above all else.

It is a truly anonymous email service because ProtonMail sign up does not need any personal information at all.

Other than that, ProtonMail does not practice logging of IP addresses in addition to all emails being encrypted end-to-end. This means that no one other than the intended recipient, not even ProtonMail, can read your email contents.

Address verification, full PGP email encryption support, and elliptic curve cryptography are also available in ProtonMail to not only make it more secure but faster too.

Another thing worth noting is that all the servers are located in Switzerland, and thus all user data is protected by strict Swiss privacy laws.

Nonetheless, ProtonMail is missing quite a few bells and whistles that can be found in Gmail and Outlook in addition to the steep learning curve.

All in all, among the list of best email service providers, ProtonMail is the one to go for if you value privacy and security in particular, but don’t mind the lack of some nifty features in the other email service providers.

Pros and Cons for Proton Mail

1End-to-end encrypted email messages for stronger security and tighter privacyThe free plan comes with limited storage of only 500 MB
2Can be accessed from any device even without installing the softwareFree accounts don’t come with email encryption
3Mobile apps for Android and iOS also availableSteeper learning curve
4Does not need any personal information to create an email accountMediocre design
5Open-sourceMight not be the best to use for business purposes
6Under Swiss jurisdiction
7Option to set expiry dates for emails
9Optimized for better organization, reading and sending of emails

D) Best Email Service for Heavy Users and Ease of UseYahoo Mail

This is a photograph for Yahoo Mail Desktop
Yahoo Mail Desktop View

Yahoo Mail email service provides a massive 1 Terabyte free storage, that’s roughly 67 times more storage space compared to Gmail’s 15 GB space, which is already decent enough.

Apart from the colossal storage space, another forte of Yahoo Mail that’s worth a talk is their amazing in-built search tool that makes it very easy to find any media or document files that had been sent or received at any point of time.

This feature might be one that will be much welcomed, especially by those who frequently send and receive attachments via email.

Furthermore, Yahoo Mail also allows you to create disposable email addresses. You can create up to 500 of them, totally free of charge.

That said, it has much fewer filters, rules, and other low-level options than its competitors.

Also, it would only support the attachment of files available locally and not those from online storage services.

In short, Yahoo Mail is likely the best bet for creatives and heavy users who frequently send and receive email attachments.

Pros and Cons for Yahoo Mail

1A in-built search tool that makes it easy to find any media or document files that were sent or receivedNot as many filters, rules, and other low-level options compared to the other email service rivals
2Seamless integration of Yahoo Calendar, available for use from the email areaOnly one option available for the email domain
3Good spam filtersDo not support the attachment of files from online storage services
4SSL encryptionIt has Inbox Advertisements
5Allows creation of disposable email addresses for freeUnable to set folders
6The largest storage capacity of 1 TB provided
7Automatically delete trash messages after a 90 days duration
8Has a notepad and a built-in GIF database
9Option for importing contacts from a file or from a Google, Facebook or Microsoft Outlook account
10Allows connection of external email accounts to Yahoo mail.

E) Best Email Service for Team Collaboration and Multiple Email Accounts Zoho Mail

This is a photograph for Zoho Mail Desktop
Zoho Mail Desktop View

Zoho Mail is not as popular as some of its competitors, but that doesn’t mean that it’s not good.

In fact, it is one of the best email service providers for team collaborations because of the plethora of office and collaboration tools such as the option to add comments in email threads, sharing of files and folders.

All these features are very helpful for collaborative efforts. As such, Zoho business email caters wonderfully to small businesses and startups.

Zoho Mail also has one of the best free email plans, with a generous offering of features normally only found in premium plans from competing email services.

You are also presented with the option to integrate all your email accounts from other services.

Expense tracker, calendar, tasks, and notes are also available. To add icing to the cake, most of them can be accessed from a tabbed interface, which helps to reduce clutter.

The weak spot of this service is that it does not have the option to import contacts from social media.

There are also too many Zoho apps with features that are not email related, which can be distracting to the user of Zoho Mail.

Still, this service can be valuable for people with a lot of different email accounts, as well as people who are involved in team-based works.

Pros and Cons for Zoho Mail

1Great for teams with plenty of office and collaboration toolsPrimarily built for business use, especially small businesses
2Allows adding comments in email threads, sharing of files and folders, and tagging peopleToo many interconnected Zoho apps with distracting non-email features
3Option to integrate all your email accounts from various servicesThere are less powerful extra features compared to the competition
4Clean and minimal design; Advertisement-FreeUnable to import contacts from social media
5Lots of features such as support for bulk archiving and deletion of emailsNo Artificial Intelligence
6Support for more than 50 keyboard shortcuts and Advanced searches
7Option for customizing email rules and filters
8The free version has many features that are usually paid-only in the other email services
9Readily accessible from both Android and iOS devices
10Support for tabbed email windows


Here’s a little summary for those of you who like to skim the contents:

  1. Gmail is for those who want the overall best, versatile email service.
  2. Microsoft Outlook is most suited for businesses and companies.
  3. ProtonMail for those who value privacy and security above all.
  4. Yahoo Mail for heavy users who frequently send and receive email attachments.
  5. Zoho Mail for people involved in team-based works and who possess lots of email accounts.

So there you have it, our comparison for the 5 Best Email Service Providers in 2020.

We hope that you have enjoyed and learned something from this article.

Your Turn:

Other than those stated above, what do you think are the best email service providers that should also be included?

Or do you have a question to ask regarding some of the email service providers that are present in this guide?

Anyway, just let us know by dropping a quick comment below.

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