7 Outlook Alternatives and Competitors Tested By 100+ Users
Microsoft Outlook is still the gold standard when it comes to internal communication.
It's safe.
It's professional.
And for basic emails, meetings, and schedules, it works.
But when you try to scale…
Send cold emails…
Automate outreach at a serious level...
Things break.
Slow setups.
Poor deliverability.
No control over your domains or inbox placement.
I tested 7 real Outlook alternatives with over 100 users to see what works — and what doesn't.
If you're even thinking about switching, this will save you months of trial and error.
Let's get into it.
But before that, let's know the basics…
What is Outlook — And How Much Does It Actually Cost?
Outlook is Microsoft’s email and calendar tool. It’s great for sending emails, setting meetings, and managing your workday. Outlook is available as both a web-based version and a full-featured desktop email client. The desktop version, included in certain Microsoft 365 plans, offers more advanced capabilities compared to the web-based version.
How to Schedule an Email in Outlook: Step-by-Step Guide
But here’s what you probably didn’t know:
Outlook isn’t free if you’re using it for your business.
You have to pay for a full Microsoft 365 plan. And here’s what it actually costs:
Quick math:
✅ Want the real Outlook desktop app? You’re paying at least ₹924 per user/month (Business Standard), which includes the full desktop email client.
✅ Want security and device control on top? That’s ₹2,196 per user/month (Business Premium).
✅ Just need basic email access on web/mobile? You’re looking at ₹174 per user/month (Business Basic) — but no full desktop Outlook, only the web-based version is included.
- These are monthly subscription prices (without taxes). If you pay yearly, you save a bit (~16%).
- 🧠 Microsoft Copilot (AI) is an extra add-on, and is part of the premium features not included in these plans.
Microsoft has also recently introduced a free app version of Outlook for Windows, which provides basic functionality for email and calendar management, but lacks some premium features available in paid plans.
And the more users you add, the faster those numbers stack up.
Why People Start Searching for Outlook Alternatives?
Let's be real.
Outlook is fine if you're sending a few emails a day.
But if you're trying to scale? Automate? Send serious outbound volume?
It starts falling apart.
Here's where people hit the wall:
1. Deliverability Falls Apart
Outlook isn’t built for cold email.
Spam filters destroy you once you send at volume. Outlook's spam filtering is designed primarily for internal communication, and it can be overly aggressive when handling outbound campaigns, often flagging legitimate messages as spam.
No inbox warm-up. No rotation. No serious deliverability tools.
2. Scaling Teams is a Pain
Need 10 new emails?
That’s 10 new licenses, domain setups, and IT headaches. Managing multiple accounts in Outlook can quickly become cumbersome and expensive as your team grows.
Costs blow up. Setups slow down. Speed dies.
3. No Cold Email Infrastructure
You’re on your own setting up DNS records. Each new email account requires manual configuration, which increases the complexity for outbound teams.
No auto-warmup. No sending safeguards.
It’s like duct-taping a Ferrari engine into a tricycle.
4. Cluttered, Slow Interface
You need speed?
Outlook gives you tabs, ribbons, pop-ups, and delays.
Every second lost is a deal missed. Unlike some alternatives that offer a distraction free interface, Outlook's design can slow users down.
5. It Slows Down As You Scale
Big inbox? Lag. Search delays. Crashes. As the volume of incoming messages increases, Outlook's performance can degrade, making it harder to manage high-volume communication.
Exactly what you need when you’re closing big outbound deals. (Sarcasm.)
6. Hidden Costs Stack Up
Storage upgrades.
Security add-ons.
Many advanced features are only available through paid plans, increasing the total cost of ownership.
More users = more licenses.
Want Copilot AI? Add more money.
It’s death by a thousand cuts.
Outlook is a communication tool.
It’s not a cold outreach machine.
If you’re running serious outbound — scaling, automating, sending volume, — youYou need real cold email infrastructure.
Not another pretty inbox.
Who Should Stay on Outlook (And Who Should Move On)
Look — Outlook’s not bad.
It just depends on what game you're playing.
Here’s the no-BS breakdown:
Outlook remains a popular choice for business users who prioritize integration with Microsoft tools and internal communication.
If you’re playing offense, you’ll outgrow Outlook fast.
If you’re growing, selling, and scaling, Outlook will slow you down.
If you’re just organizing your day, Outlook will do the job.
Pick your lane.
The 7 Best Outlook Alternatives (Real-World Tested)
- Mailforge
- GMass
- Front
- Superhuman
- Zoho Mail
- ProtonMail
- Spike
These email clients were selected based on their key features, support for multiple email accounts, and integration capabilities. Each option offers unique advantages for users seeking alternatives to Outlook, whether you need advanced workflow tools, seamless integration with third-party apps, or efficient management of multiple email accounts.
Quick Comparison Table of the 7 Outlook Alternatives
1. Mailforge — A Real Outlook Alternative Built for Cold Outreach
Mailforge is not a bloated “all-in-one” app like Outlook.
It’s cold email infrastructure — pure and simple.
It helps you create hundreds of domains and mailboxes instantly, sets up your SPF, DKIM, and DMARC automatically, and gets your emails landing in inboxes, not spam folders. Mailforge supports integration with any email provider, allowing you to add multiple email accounts from different services for maximum flexibility.
Mailforge focuses on one thing: sending emails at scale that actually deliver, — without breaking your back (or your bank).
Why It's Mailforge a Better Alternative to Outlook?
Outlook was built for internal email, not for cold outreach or scalable sales.Outlook was built for internal company communication — back-and-forth team chats, calendar invites, and big IT-controlled systems.
It was never built for sales outreach.
Never optimized for cold email.
Never designed to scale sequences without deliverability disasters.
Mailforge flips that.
It’s purpose-built for people who need cold emails to work: founders, SDRs, growth teams, lead gen agencies.
Not just work—work at scale, without getting blocked, throttled, or dumped in spam.
Outlook tries to be everything.
Mailforge picks one lane: get emails delivered — and owns it better than anyone. It also includes advanced features such as automated DNS setup and deliverability optimization, giving users more control and higher success rates.
Best For:
- Founders scaling outbound sales
- Cold email agencies
- SDR teams sending daily sequences
- Growth marketers who hate wasting time on domain setups
Strengths:
- Automatic DNS Setup: No technical headaches. SPF, DKIM, and DMARC are ready in minutes.
- Affordable Scaling: Pay way less than you would trying to scale Google Workspace or MS365.
- Unlimited Mailboxes & Domains: Spin up what you need, without breaking your sender reputation.
- Handy Features: Enjoy handy features like bulk DNS updates and automated mailbox setup to simplify email management and boost efficiency.
- Single Dashboard: Enables users to manage multiple accounts and even unlimited accounts across multiple email providers from a single dashboard.
- 5-Minute Setup: Launch new infrastructure faster than it takes to grab coffee.
- Built for Deliverability: Everything — from IP selection to domain setup — is optimized for one thing: getting you into inboxes.
Weaknesses:
- Cold Email Knowledge Helps: While setup is dead-simple, understanding cold email best practices will make a difference.
Mailforge Pricing:
Mailforge stays ridiculously affordable:
- $13/mailbox per month (billed annually)
- $15/mailbox per month (billed monthly)
- Domains cost about $70/year for 5 domains — extremely cheap for serious senders.
Way cheaper than burning $1,200/month trying to duct-tape Outlook into a cold email machine (and failing).
In short,
If you’re serious about scaling sales, Mailforge blows Outlook out of the water.
It’s made for sending cold emails, booking meetings, and building pipeline — not just replying to internal memos.
👉 If your email is a money-making tool, not just a messaging app, Mailforge is the better move.
While Mailforge is not pricing free like some basic email clients or free plans, it delivers significant value for the advanced features and reliability it provides compared to free or low-cost alternatives.
2. GMass — A Lightweight Outlook Alternative for Gmail Power Users
GMass isn’t trying to be a full office suite like Outlook.
It’s a Gmail extension — built for one thing: sending mass emails straight from your inbox. It also functions as a streamlined email app for users who want to send mass emails efficiently.
No fancy CRM features. No confusing dashboards.
You install it in Chrome, connect your Google Sheets, and you’re ready to send personalized campaigns in minutes.
GMass focuses on basic outreach, newsletters, and mail merges — especially if you don’t want to mess around with complicated software.
Why It's a Good Alternative to Outlook?
Outlook was made for corporate back-and-forth: calendar invites, internal memos, slow reply-all chains.
It isn't built for outreach.
It isn't built to handle hundreds of customized emails at once.
It definitely isn't built for one-person teams trying to move fast.
GMass changes that.
If you live inside Gmail and want a quick way to send personalized blasts without leaving your inbox, GMass is faster, simpler, and way easier to set up.
No IT department needed.
No messy integrations.
No hour-long tutorials.
Just write → connect → send.
Best For:
- Freelancers and solo founders doing direct outreach
- Sales teams using Google Workspace
- Recruiters sending job opportunity emails
- Anyone who needs quick email campaigns without heavy software
- Users seeking a free email client for simple outreach needs
Strengths:
- Super simple Chrome extension — works inside Gmail
- Pulls contact lists straight from Google Sheets
- Handles auto-follow-ups without extra tools
- Lets you personalize emails at scale (merge tags, links, etc.)
- Supports smart templates for quick and efficient email personalization
- Includes link tracking to monitor recipient engagement
- Affordable compared to full CRM + outreach tools
Weaknesses:
- Basic reporting — not detailed enough for serious data tracking
- Gmail UI gets cluttered after installing
- Hit Gmail sending limits if you’re not careful
- Needs some trial-and-error to get deliverability right
Inbox Rotation [Email Rotation]: How it helps in Email Deliverability
Gmass Pricing:
GMass stays affordable for small teams and solo senders:
- ₹6,400/month for Premium Plan (unlimited emails, tracking, A/B testing, sequences)
You can also try it free before upgrading — GMass offers a free version with limited features for new users. Install in 30 seconds.
In short:
If you just want to send a lot of emails fast — without buying another software suite — GMass does the job.
If you need heavy-duty analytics, lead management, or giant scaling? You’ll probably outgrow it.
3. Front — A Modern Outlook Alternative for Team Collaboration
Front isn’t your old-school inbox like Outlook.
It’s a shared workspace built to handle emails, live chats, and support tickets — all in one place. Front also offers robust contact management features, allowing users to view and edit contact details directly within the app.
It’s built for teams who need to collaborate on customer conversations fast, — without forwarding, CC chains, or Slack chaos.
Front focuses on one thing: helping your team stay organized, move faster, and deliver better service across channels.
Why It's a Good Alternative to Outlook?
Outlook is fine when it’s just you handling a handful of emails.
But when you have a team, multiple inboxes, customer chats, and service tickets to juggle, it falls apart fast.
Front solves that.
Instead of 10 people forwarding the same email, you just comment inside Front.
Instead of endless CC/BCC, you tag teammates. The ability to tag team members in Front streamlines communication and makes it easier to assign tasks and route conversations efficiently.
Instead of switching tools, you get live chat, knowledge bases, and workflows inside your inbox.
If your business runs on customer communication, Front gives you better visibility, better speed, and better control than Outlook ever could.
Best For:
- Customer support teams handling high volumes
- SaaS companies needing fast client communication
- Account managers juggling multiple clients
- Operations teams running shared inboxes
Strengths:
- Shared inboxes make team collaboration easy
- Built-in live chat, ticketing, and help centers
- AI tools to summarize emails and draft replies
- Real-time analytics for team performance
- Deep integrations with CRM, Slack, Dialpad, and more
- Seamless integration with third party apps like Slack, Trello, and CRM systems to enhance productivity
Weaknesses:
- Searching emails can be clunky in shared inboxes
- Mobile experience isn’t as polished as desktop
- Some users find the UI less clear than Gmail/Outlook
- Pricing gets steep quickly, especially for small teams
Front Pricing:
Front pricing starts at:
- $29/seat/month (Starter) for basic shared inboxes
- $79/seat/month (Growth) for automation, analytics, and more seats
- Scale and Premier plans available for large teams (custom pricing)
Front's premium plans include advanced collaboration and automation features designed for larger teams.
Premium add-ons like WhatsApp and AI Answers cost extra.
(They also offer a startup program with up to 6 months free.)
In short:
If you’re still trying to manage a growing team through basic Outlook inboxes, Front is a serious upgrade.
It’s built for collaboration, faster replies, and scaling customer service without the chaos.
4. Superhuman — A Speed-First Outlook Alternative for Power Users
Superhuman isn’t another bloated email client trying to do too much.
It’s a stripped-down, speed-focused tool built for people who live in their inbox. Superhuman is available as a desktop email client and also offers mobile apps for on-the-go productivity.
Everything about Superhuman — the keyboard shortcuts, the split inboxes, the AI assists — is designed to help you crush your email pile faster, stay organized, and hit inbox zero daily.
If Outlook feels slow, cluttered, or overwhelming, Superhuman feels like flipping the switch from “drag” to “flow.”
Why It's a Good Alternative to Outlook?
Outlook is good, but it’s slow, especially when you’re dealing with hundreds of emails a day.
Superhuman doesn’t try to replace your whole office.
It replaces one thing: your inbox — and does it way faster.
Instead of clicking around, you fly through with your keyboard.
Instead of getting lost in folders, you sort and act in seconds.
Instead of managing clutter, you focus on what matters.
It’s made for people who treat email like work, not a side task.
Superhuman provides many of the same features as Outlook, such as calendaring and task management, but with a streamlined interface.
Best For:
- Founders and executives with heavy email loads
- Sales teams need faster follow-ups
- Client-facing roles (consultants, account managers)
- Anyone serious about hitting inbox zero every day
Strengths:
- Blazing fast with keyboard-first navigation
- Smart AI tools: auto labels, draft replies, summaries
- Powerful productivity tools: AI-powered drafting, smart inbox organization, and seamless workflow integrations
- Split inboxes keep priorities front and center
- Excellent calendar and scheduling integrations
- Clean, distraction-free design that speeds you up
Weaknesses:
- Expensive for casual users compared to Gmail or Outlook
- Some missing features like full calendar functionality
- No true unified inbox yet (for multi-account users)
- Best suited for people willing to learn new shortcuts
Superhuman Pricing:
Superhuman offers three plans:
- Starter Plan — $30/user/month (basic productivity + AI)
- Business Plan — $40/user/month (advanced AI + CRM integrations)
- Enterprise Plan — Custom pricing (adds SSO, dedicated success manager, and team analytics)
Annual billing discounts are available.
In short:
If you treat email like a serious workflow, not just casual communication, Superhuman is worth it.
It's built for speed, clarity, and focus — not for clutter.
5. Zoho Mail — A Budget-Friendly Outlook Alternative for Small Teams
Zoho Mail isn’t trying to reinvent the wheel.
It focuses on giving you professional email hosting — secure, ad-free, and affordable. Zoho Mail also supports integration with multiple providers, making it flexible for businesses with diverse email needs.
You get clean interfaces, custom domains, basic collaboration tools, and enough flexibility to set up a real business email system without burning your budget.
If Outlook feels bloated and expensive for what you need, Zoho Mail gives you a tighter, leaner setup, with just enough extras to keep you efficient.
Why It's a Good Alternative to Outlook?
Outlook bundles everything — email, calendar, tasks, notes — whether you need it or not. Zoho Mail cuts through the noise.
It gives you the basics done right:
- Solid email performance
- Custom domain support
- Simple team collaboration
- High-level security and privacy
It's especially good if you already use other Zoho apps — CRM, Projects, WorkDrive — because everything clicks together.
Zoho Mail isn't built to "wow" you with fancy features.
It's built to work — cleanly, reliably, and cost-effectively.
Best For:
- Solopreneurs setting up a business email
- Small teams scaling affordably
- Startups looking for Gmail alternatives
- Companies already using the Zoho ecosystem
Strengths:
- Extremely affordable for small businesses
- Ad-free and clean user experience
- Strong privacy and security (S/MIME, DLP, Retention Policies)
- Easy migration from Gmail, Outlook, or other hosts
- Tight integration with Zoho Workplace apps
- Robust calendar integration for seamless scheduling and appointment management
Weaknesses:
- The mobile app experience feels limited compared to desktop
- The interface is not as polished or as fast as premium tools
- Requires adjusting to Zoho’s ecosystem if you're coming from Google or Microsoft
- Some advanced settings are hidden deeper in menus
Zoho Mail Pricing:
Zoho Mail offers multiple budget options:
- Mail Lite — ₹59/user/month (~$0.71) — 5 GB mail storage
- Mail Premium — ₹199/user/month (~$2.38) — 50 GB mail storage + extra retention
- Workplace Standard — ₹99/user/month (~$1.18) — Email + basic office apps
- Workplace Professional — ₹399/user/month (~$4.77) — Full Zoho suite + 100 GB mail storage
Forever Free Plan available for up to 5 users (limited features). The free plan is completely free for up to 5 users, making it accessible for small teams.
In short:
If you’re a small business or a lean team that just needs reliable, professional email without paying Google or Microsoft taxes, Zoho Mail is a no-brainer.
6. ProtonMail — A Privacy-First Outlook Alternative for Security-Focused Teams
Proton Mail is a secure email provider for teams where privacy isn’t optional — it’s the baseline.
Known for its zero access encryption and strong data security, Proton Mail ensures that even the service provider cannot decrypt your sensitive information.
Built in Switzerland under strong privacy laws, it gives you end-to-end encrypted email by default.
You can use custom domains, manage team inboxes, schedule and snooze emails, and even get built-in AI writing assistance — all while staying fully compliant with GDPR, HIPAA, and CCPA. Proton Mail can be accessed via web browsers, providing secure communication and data security across platforms.
It’s not trying to be fancy.
It’s trying to keep your business private — even from itself.
Why It's a Good Alternative to Outlook?
Outlook is good for convenience.
ProtonMail is built for control.
Instead of trusting a Big Tech provider with your company’s data, ProtonMail gives you full encryption, meaning even Proton itself can’t read your emails.
Unlike traditional email clients like Outlook, which allow users to manage multiple accounts and offer productivity tools but often lack end-to-end encryption, ProtonMail prioritizes security and privacy.
It’s especially valuable if you’re:
- Handling sensitive business communication
- Working internationally
- Focused on GDPR, HIPAA, or other compliance
Plus, it has an optional full-encrypted ecosystem (Mail, Calendar, VPN, Drive, Password Manager) if you want to lock down your whole company’s digital life.
Best For:
- Startups and agencies handling sensitive data
- Healthcare, legal, or financial businesses
- European teams need GDPR-safe communication
- Privacy-first entrepreneurs and remote teams
Strengths:
- End-to-end encrypted by default (even emails at rest)
- Based in Switzerland, outside US/EU surveillance
- Open-source security model, third-party audited
- Easy migration from Outlook, Gmail, and others
- Full suite available (VPN, Drive, Calendar, Pass)
Weaknesses:
- Smaller storage compared to Gmail/Outlook (unless you upgrade)
- Search inside email content is limited
- Encryption on external emails needs extra steps
- The interface is simple but not as polished as big platforms
ProtonMail Pricing:
ProtonMail Business offers flexible plans:
- Mail Essentials — €7.99/user/month — 15 GB storage, 3 custom domains
- Mail Professional — €10.99/user/month — 50 GB storage, 10 custom domains
- Business Suite — €14.99/user/month — Full suite: Mail, Calendar, Drive, VPN, Password Manager
- Enterprise Plan — Custom pricing with dedicated support
Free personal plans exist, but storage is very limited (500MB).
In short:
If privacy is critical to your business, not just "nice to have," — ProtonMail is one of the safest bets you can make.
7. Spike — Turn Your Emails Into a Chat-First Experience
Spike is what happens when you smash together email, chat, notes, tasks, and meetings into one clean, modern interface.
Spike also offers robust task management and file sharing features, making it easy for teams to collaborate, organize tasks, and share files directly within the email app.
Instead of reading walls of emails, Spike turns your threads into fast, chat-style conversations.
It’s built for teams that live in their inbox but want it to feel more like Slack — lighter, quicker, and more collaborative.
Why It's a Good Alternative to Outlook?
If Outlook feels bloated or slow, Spike is the opposite.
You still get email, but also:
- Real-time chat threads
- Built-in notes and collaborative tasks
- Voice messages, video calls, calendar, shared inboxes
- Smart Inbox that automatically organizes and prioritizes messages
- AI tools (write, summarize, auto-reply)
And it’s available across web, mobile, and desktop — no heavy setup needed.
Perfect if your team is messaging-heavy and wants email to feel less like “work.”
Best For:
- Startups and remote teams
- Agencies and freelancers managing client projects
- Internal collaboration without needing Slack + Gmail separately
- Teams that want faster email workflows
Strengths:
- Conversational email UI speeds up response time
- Combining emails, chats, tasks, notes, and calendar in one place
- Spike AI helps draft emails, summarize threads, and auto-translate
- Free plan available for small teams (up to 3 users)
- Shared inbox and unified calendar are included
- User-friendly interface comparable to Apple Mail, with easy integration and compatibility across multiple email services
Weaknesses:
- UI can be confusing for first-time users
- Magic AI responses still need improvement
- Mobile experience has occasional glitches
- Free plan storage (15GB) can fill up fast for power users
Spike Pricing:
- Starter Plan — Free (up to 3 users, 15GB storage, 60-day search history)
- Team Plan — $4/user/month (100GB storage, unlimited search, custom domain)
- Business Plan — $8/user/month (1TB storage, SAML SSO, video recording, VIP support)
All plans include Spike AI, voice/video calls, shared inbox, and notes/tasks.
In short:
If you want email to feel more like texting — fast, real, and connected — Spike is a refreshing alternative.
👉 It's not for teams who love traditional folders and labels.
👉 It's for teams who want speed and simplicity without losing email's power.
How to Pick the Right Outlook Alternative?
The best tool isn’t the one with the most features. It’s the one that fixes your biggest problem — fastest.
So forget the “nice to have” lists for a second.
Look at what you actually need. When choosing, consider user feedback, support for IMAP accounts, and whether the tool is a cross platform email client for maximum compatibility and flexibility.
Final Thoughts
Let’s call it what it is:
✅ Outlook is great if you’re just managing calendars, meetings, and a few back-and-forth emails.
❌ But if you’re scaling, selling, prospecting, or automating outreach, it’s a handbrake, not an engine.
You don’t win by sticking with “what’s familiar.” You win by using the right tool for the job.
👉 If you’re serious about scaling cold email, growing pipeline, and landing in inboxes (not spam folders), — you need more than “email software.”
You need email infrastructure. When choosing your solution, make sure it supports multiple email accounts and a wide range of email providers for maximum flexibility and seamless integration.
That’s where Mailforge comes in.
🔹 Instant domain setups. 🔹 Auto-configured deliverability (SPF, DKIM, DMARC). 🔹 Scale without burning your sender reputation. 🔹 All for less than what you’re already wasting duct-taping Outlook to work.
If your email is supposed to make you money, not just organize your day, it’s time to build it on real infrastructure.
👉 Move fast. Build right. Try Mailforge today.