What Are the Best Email Clients? (With Etiquette Practices)
By Indeed Editorial Team
Updated July 8, 2022 | Published May 2, 2022
Updated July 8, 2022
Published May 2, 2022
The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.
Related: Email Etiquette: Tips For Professional Communication in the Workplace
You'll learn the best email etiquette tips for the workplace including how to schedule meetings and what to do when you don't know how to respond to an email!
In professional settings, email communication is useful for giving instructions, confirming business actions, conveying reports, and documenting conversations. An email client, or mail user agent, is a computer program that enables you to access and manage emails. Because there are various types, learning about the best options can help you choose an email client that suits your professional needs and work style. In this article, we define the best email clients, list seven email clients to consider, and outline email etiquette practices for professional settings.
What are the best email clients?
The best email clients include computer programs that offer efficient email communications and advanced features, such as integration with productivity applications and email security. These programs typically collect emails from a server and store them as files on your computer system. This often means downloading and installing software for an email client is necessary before sending or receiving emails. Email clients typically enable you to manage emails from different accounts. Because their features, customization options, and user interfaces may differ, it can help to review multiple email clients for making a decision.
7 email clients to consider
Here's a list of popular email clients you can explore:
Microsoft Outlook is an email client for professionals. It allows you to organize emails, manage your calendar, schedule meetings, and share files. As part of the Office suite, Microsoft Outlook offers integration with other applications, such as Microsoft Word, Excel, PowerPoint, and OneNote. You can include third-party integrations called add-ins to personalize your email experience. This email client is also customizable, with various themes available within the user interface.
Mailbird is an email client that can help you manage multiple email accounts. It has a version for personal use and one for business purposes, which offers priority support from its customer support team. This program's interface is customizable with free themes, and you can integrate it with calendar applications and social networking platforms. Mailbird has a reminder feature to stay updated on webinars, conferences, and presentations.
Thunderbird is a free email client that can help you improve email communications. After setting up the program, you can access your address book containing professional contacts. This email client has a reminder feature that can help ensure you include the necessary attachments to emails. You can load emails in separate computer tabs and search for specific emails quickly. Thunderbird also offers customization options, enabling you to include add-ons and change the interface's look. It also includes privacy and security features that can help ensure only authorized personnel access your emails.
Spike is an email client that works on various operating systems, including iOS and Android. It converts emails to look like chats without repeating email threads or signatures. Spike prioritizes emails in inboxes, which can help you stay focused. It's free for personal use and enables you to manage multiple accounts and group chat rooms. You may also pay for additional features, such as more inbox storage space and priority support from the customer service team.
5. eM Client
eM Client is a computer program you can use to exchange emails on desktop computers. It secures emails using encryption systems and translates messages whenever required. eM Client can enable you to import contacts and take notes. You can also use it for social networking with your contacts. eM Client is compatible with other programs, including email services, cloud storage systems, and online meeting tools. You can upgrade to its premium package to manage more email accounts and get additional features, such as email reminders.
Mailspring is an email client that can help improve your productivity. It works on desktop systems and enables you to manage multiple accounts. You can personalize Mailspring's interface using themes and layouts, including a dark mode. The email program is also available in various languages, including French. Mailspring offers advanced search tools to find emails quickly. It unifies inboxes and supports multiple email providers. You can also respond to email invites immediately using its RSVP feature. Mailspring has a free and premium version.
Airmail can help you exchange emails more efficiently. You can add all your email accounts and see only important emails first. You can also use the snooze function to address emails later and enable the privacy mode to process the data on your device. Airmail can help you customize icons and personalize its view to meet your needs. It works on multiple operating systems and supports various languages.
Valuable practices for professional email etiquette
Here are helpful tips for creating emails in professional settings:
Write a concise subject line
A subject line informs recipients about an email's content, and making it direct can encourage them to continue reading. For example, you can use the subject line "Graphic Design Position Application" for job applications. Similarly, if you want to schedule a meeting with your team, you may create the subject line, "Team Meeting at 11 a.m."
Include a professional greeting
Writing an appropriate greeting can show professionalism and leave a positive impression. For example, you may use the recipient's title and surname, such as " Dear Mr. Jones" or " Hello Ms. Jones." Alternatively, you can use their full name if you're yet to confirm their preferred title.
Use carbon copy and blind carbon copy appropriately
You can use carbon copy, or cc, when emailing business contacts who know one another because it shares all recipients' names and email addresses. For example, this option might be suitable when exchanging emails with your colleagues. Consider blind carbon copy, or bcc, to protect the identity of contacts while including them as email recipients. For example, suppose you're responding to customer feedback and want your manager to monitor your responses. In this situation, you may use the bcc option.
Start new email threads for new topics
You can start a new email thread to keep your messages organized. For example, if your previous thread explained a meeting with managers, you can create a new one to discuss conference planning. New threads can make it easier to search for emails and include the necessary recipients for new emails.
Choose standard fonts and formatting
It's essential you use professional fonts and standard formatting to improve your email's readability. Consider Arial, Calibri, Georgia, Helvetica, Garamond, Times New Roman, or Gill Sans with a 10- to 12-point font size. You can also use bold and italicized texts to emphasize essential information. Clearing the formatting selections of items copied from another document can help ensure email consistency.
Structure your message clearly
It's essential your email follows a logical structure. You can make it direct by including two or three paragraphs, at the most. For example, your first paragraph might introduce the email's purpose, and the second can discuss the recipient's next steps. It's also crucial recipients can see the connection between paragraphs. Consider using bulleted lists to highlight essential points.
Read more: How to Write a Professional Email
Use positive language
When communicating in writing, it's crucial you use a professional tone to help the recipient understand your message. Being polite can also help you receive a favourable response. Aim to form complete sentences and avoid slang terms. While you can use punctuations, consider limiting exclamation marks to help ensure clarity.
Provide a clear call to action
A call to action is a brief statement directing a recipient on specific actions to take after reading an email. For example, you might request a meeting in person or file delivery. Your call to action typically aligns with your primary message. You can politely provide a timeframe for this response, especially if addressing an urgent issue.
Include a professional closing
Concluding your email can show respect. You can use complimentary closes, such as "Thank you," "Best regards," or "Sincerely." You can follow this information with your full name, contact details, and job title. Doing this can help a recipient understand how to connect with you if necessary.
Read more: How to End an Email
Proofread for errors
It's essential you review your email for grammar, spelling, and punctuation errors before sending it. You can use online tools that check for readability and language errors. If possible, politely request a supervisor or colleague to review your email. For example, if you're connecting with an important client, you can ask someone to review your email for another opinion.
Please note that none of the companies, institutions, or organizations mentioned in this article are affiliated with Indeed.
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