Email Client Choices

Email Client Choices: a reader asks…

I use several devices and multiple email services, and I am tired of switching between apps to check my email. I have a Gmail address for personal stuff, an iCloud.com email address, an MS Outlook email address, and my old AOL email address. I have a Windows 11 PC, a Mac (mostly for work), an iPhone, and an iPad. What bugs me is that each of these has multiple apps for email. On the Windows computer, I use MS365’s Outlook for some accounts, the Gmail web interface, and the AOL email interface. I can’t seem to figure out how to get iCloud email on my PC. On my Mac, I use Mac Mail for iCloud, but I also use Outlook for Mac and the web browser for Gmail and AOL. On my iPhone and iPad, I use the Apple Mail App (and Calendar and Contacts), plus the Gmail and AOL apps. Is there one app that works best across all these platforms and email accounts?

In a word, no. Each company providing email services wants you to use their devices and apps, and while those apps may work for other types of accounts, it isn’t as good as the app that goes with the email service. That said, you may prefer one app to another. You don’t say which you prefer.

The Gmail app really doesn’t work well with other services, and the web interface doesn’t work with them at all. The AOL app and web interface don’t work with any accounts other than AOL, Yahoo, or other migrated email services (like Verizon). That leaves the two more universal apps: Apple Mail and Microsoft Outlook. There are other semi-universal apps (like Mailbird or Thunderbird for Windows & Mac, but not for iOS), and true universal apps (like Canary Mail and Spark Mail, which have apps for Windows, Mac, and iOS), but each has its quirks and caveats.

For instance, both Canary Mail’s and Spark Mail’s feature set relies heavily on AI. You can use it without AI for core functions (a unified inbox, end-to-end encryption, standard email organization with folders, read receipts and templates, and privacy controls) but not for many features most people find quite handy. Canary Mail and Spark Mail each offer a free plan (though with limited features); generally, if you want popular features, you have to pay.

If you want to try these out (use the free plan), here’s the important features for each:

• Canary Mail: Focused on security, end-to-end encryption, biometric locks, phishing protection – privacy-conscious users
• Spark Mail: Productivity with Smart Inbox, email prioritization, collaboration tools, seamless integration with Google Drive, Dropbox, & Trello. Included in the MacPaw Setapp service which gives you other apps as well.

Since you already use Mac Mail, Apple Mail on iOS, and Outlook on Windows & Mac (and it’s available on iOS), you might consider consolidating your email accounts into one or the other (or both) and trying them out to see which you like better. One thing to consider (since you mention using work email on your Mac) is whether your employer will allow you to set up these other email accounts on your work computer. Many organizations don’t allow this. If your employer doesn’t restrict you…

You don’t mention it, but Outlook for iOS is available in the App Store for free (you’ve got an MS 365 subscription that gives you access to the desktop apps). For Outlook, there are apps for each platform you currently use. You can add any type of account to the Apple Mail app on your Mac and on iOS; the same is true for Outlook on each platform (Windows, Mac, and iOS).

There is no Apple Mail app for Windows, so you’re limited to logging in to iCloud.com in a web browser and using the webmail version. If you want to use a single app on all platforms and email accounts, the app you already have is Outlook.

In some cases, security will require you to log in to certain accounts (like Gmail and AOL) on the web. You may either generate an app-specific password or change settings when adding an account to get it working. For Gmail, see this help page: https://knowledge.workspace.google.com/admin/sync/set-up-gmail-with-a-third-party-email-client. For AOL, see this help page: https://help.aol.com/articles/why-cant-i-access-my-aol-mail-using-other-email-applications.

If you want to use one app on all platforms, then I think your choices are Outlook, Canary Mail, or Spark Mail, (there are others, but these are the market leaders). I can’t tell you which one you’ll prefer, you’ll have to try all three to determine that. However, I find that most people prefer the app with which they’re most familiar.