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What Is the Best Windows Message App to Make Workplace Interactions a Breeze?

Posted by Christin on July 9, 2020

What Is the Best Windows Message App

Marketing Manager

PR & Media Relations Supporting the team by communicating Mailbird and its great features to existing and potential users and media.

Published on July 9, 2020

Everyone who owns a smartphone or a laptop uses at least one messaging app to stay in touch with their friends and families. But how do you communicate with your work colleagues or even your clients? Do you use email only, or maybe a Windows 10 message app too?

Keep reading to find out about the most popular messaging apps for Windows 10 and how to use them to improve team communication in the workplace.

What Is a Windows Message App?

A Windows 10 messaging app is a piece of software that allows you to text message another person, call by audio or video, exchange files, and even collaborate on tasks. They are not to be confused with chatbots, which are AI powered. Communication software includes:

  • Chat apps
  • Video conferencing tools
  • Project management software
  • Social media platforms

Some apps are dedicated to only one communication method (e.g., a chat or video call app), while others combine several features in one.  

Benefits of Using Chat Apps for Windows 10

Communication is vital for a business to run successfully. Many business owners realize the numerous benefits of using messaging apps for Windows 10, seeing as the number of medium-sized businesses using them, in the United States and globally, grew from 38% to 61% in 2018.

Here are some of the greatest benefits of using text message tools:

  • They provide real-time communication. People check their emails every now and then. However, using a chat app allows for sending text messages that will immediately catch one’s attention and prompt a much faster response.
  • Help address issues that would have wasted meeting time. Once a company implements real-time communication, there will be no need to schedule unnecessary meetings to answer a simple question. Instead, team members can send information back and forth via text messages and help each other out. You can even open a corresponding app on your phone and respond to a text message at any time.
  • Allow for synchronizing daily tasks and increasing accountability. A quality Windows 10 messaging app should be equipped with features that make project management easier. Such an app will allow teams to create to-do lists, as well as to communicate their tasks and needs.
  • Help strengthen team relationships. Email communication can sometimes be dry and official. Using a Windows 10 message app will also allow work colleagues to talk about events and experiences that are not related to their work. By encouraging colleagues to interact on a more personal level, you help strengthen team relationships.
  • Can be a tool for communication with clients. Windows 10 message apps can also be used to ensure timely communication with clients and improve relationships with them. A lot of younger customers would prefer to drop a text message, as most of them seem to never have time for a phone call.
  • Can help optimize the time spent on certain tasks. Both messaging apps and collaboration software can not only make communication easier, but also help you and your team minimize the time spent on searching for relevant documents, contacts, or even instructions.

Check out some of the most popular Windows messaging apps that will significantly improve team communication.


WhatsApp desktop communications app for Windows

Business and personal communication app: WhatsApp

Almost a third of the world’s population uses WhatsApp — that’s how popular this mobile app is. And it’s no wonder. WhatsApp is easy to use — all you need is a phone number to start using the app on your phone, and then you can also install the desktop app.


  • Text messages
  • Voice messages
  • Audio and video calls
  • GIF support
  • Groups
  • Starred messages


  • User-friendly interface. This mobile app is very simple to use and is suitable for people of all ages.
  • End-to-end encryption. All conversations are secure, and no one can access them besides the people in the chat.
  • Automatic import of contacts. The app automatically imports your contacts that have WhatsApp accounts.
  • Broadcasting messages. You can send messages to multiple contacts by using the Broadcast Lists.
  • Ability to delete sent messages. All messages can be unsent so they are deleted from your mobile device or from the chat entirely.


  • Calling limitation. The call feature is not available in all countries.
  • No self-destructing messages. You can’t send a text message that will self-destruct within a certain period.
  • File size limit. Videos larger than 16MB and documents larger than 100MB can’t be sent.
  • Desktop app limitation. To use the desktop version, the mobile app has to be installed first.


  • The app is free for both personal and business use on Windows 10 desktop, Windows phones, Android, and other platforms.

Interesting Success Stories


Hellmann’s, a popular mayonnaise brand in Brazil, was looking for a way to inspire people to start using mayo as a cooking ingredient. So, they started a campaign named “WhatsCook” and encouraged their website visitors to submit their phone numbers, as well as photos showing the contents of their fridge. Then, the visitors would get a chance to talk to real chefs on WhatsApp.

As a result, Hellmann’s attracted 13,000 participants who interacted with the brand. 99.5% of the participants approved of the service.

Delhi Police

WhatsApp is extremely popular in India, and the Delhi police decided to use this to their advantage. They created an anti-corruption WhatsApp helpline number and informed the citizens about it. Every person was given an opportunity to send images/videos of policemen taking bribes or not doing their jobs. 

As a result, 23,000 WhatsApp messages came in on the day of the launch and five policemen were arrested.

Facebook Messenger

Facebook Messenger for Windows

Chat app for friendly and formal communication: Facebook Messenger

Facebook wouldn’t be complete without Messenger, and separating it from the platform allows for thwarting the temptation to scroll the feed. Facebook Messenger is also one of the few Windows 10 text message apps with advanced business functionality, allowing brands to focus on their clients and build more solid, trusting relationships.

You can use this messaging app on your phone or in a web browser interface.


  • Text messages
  • Voice messages
  • Audio/video calls
  • GIF support
  • Payments


  • Businesses can set up instant replies. By using chatbots, a business can answer frequently asked customer questions in an automated manner.
  • It allows for creating a better relationship with clients. You can text message the customers directly; this improves the quality of customer service and increases brand trust.
  • The Messenger button can be embedded on every website. Your website visitors can contact you directly via Messenger by clicking on this button.
  • Possibility to reach more potential leads with Messenger ads. Customers are more likely to send a message to a business once they see their ads in Messenger.


  • You need a Facebook account to use Messenger. This ties you to the Facebook ecosystem – meaning you’ll be playing by the rules set forth by Facebook.
  • It’s not the most secure app. Facebook and Messenger have the potential to expose user data.


  • Free for personal and business use
  • Ad costs depend on the user’s budget

Interesting Success Stories

Haven’s Life

Haven’s Life is an online insurance agency, and its goal is to make life insurance something that every person can understand, afford, and apply for. The company decided to use custom bots for Facebook Messenger, hoping this would increase customer engagement and acquisitions.

As a result, Haven’s Life saw a 12% lift in completed quote forms at a 23% lower cost per lead.


Lego, the Danish toy production company, was searching for a way to boost their online sales. They opted for a Facebook Messenger bot. The bot was nicknamed Ralph, and his role was to improve the online shopping experience by helping their page visitors choose the perfect gift quickly.

As a result, Lego saw a 3.4x return on ad spend thanks to the use of chatbots.

Google Hangouts and Meet

Google Hangouts chat app

G-Suite chat and video tool: Google Hangouts

If you have a Google account, you have a place to hang out. Google Hangouts is the most minimalistic messaging app on this list that allows for maintaining simple text message and verbal communication with anyone using G-Suite. Recently, Hangouts converted to Google Meet, which is also a video conferencing tool. It’s still a bit confusing whether one replaced the other or both go hand in hand, but you can access either tool from your G-Suite Apps menu.


  • Text messages
  • Private and group conversations
  • Audio/video calls
  • Sharing media


  • Simple design. This Windows chat app features a simple, user-friendly design, making it appropriate for people of all ages.
  • Ability to schedule meetings. Enables users to schedule audio/video meetings and gives them full control.
  • Automatic synchronization of conversations. The conversations are automatically synchronized on all Windows, Android, and iOS devices.
  • Phone conversations. The app can be used for making regular phone calls.
  • Integrates with other G-suite apps. Google Hangouts can be integrated with other Google apps such as Gmail.


  • Only available with G-suite. The app is only available within G Suite, and you will need to register a Google account.
  • Doesn’t have a downloadable desktop app. You can use it from a browser or add a Chrome Extension, which can be inconvenient if you have a lot of tabs open.
  • Limited functionality. Users often complain about app functionality. For example, notifications are sometimes problematic, and you may not even receive them.
  • You can’t set different availability statuses. The Hangouts app shows only an Online or Offline status.
  • No message status tracking. You cannot track whether your messages are delivered or read.


  • Free for personal and business use

Interesting Success Stories


McNeese State University was looking for a way to quickly boost their exposure and ensure more face-to-face interaction. They decided that Google Hangouts would be able to meet their needs and provide the college with a chance to find and attract prospective students. By using Google Hangouts, McNeese was able to encourage all the students they contacted to visit the school.

As a result, more than 375 people visited the college, and there was a 171% increase in inquiries, as well as a 224% increase in profile page views compared to the previous month.


Clinique, a well-trusted cosmetics brand, is known for testing all their products for allergens. The company wanted to engage their fans but also share informational content. They decided to use Google+ to promote the launch of their new product. Also, Clinique thought of a way to interact with their customers via Google Hangouts — they organized a live Q&A session.

As a result, there was a 10x increase in CTR, and VTR increased 16x. The conversion rate also grew by 14%.


Slack communication app for Windows

Business team communication app: Slack

Slack is a Windows 10 messaging app and collaboration tool that is well-loved by businesses. 750K businesses use it, and almost half of the Fortune 100 use the paid version. It also enables real-time communication among team members, as well as with clients.


  • Direct text messages
  • Audio and video messaging
  • Groups/channels
  • Searchable history
  • Channel sharing


  • Integrates with Google Drive, Dropbox, Asana, and other tools. Slack is compatible with more than 1,500 applications.
  • Has multiple security features. All of your messages and files will be protected from privacy breaches.
  • Has different access levels for channels. Users can create different channels (group chats) and make them either public or private.
  • Good for big and small companies alike. All teams will benefit from using Slack, regardless of their size.


  • Limited message history in the Free plan. Messages older than 14 days will be deleted.
  • Limited storage. When it comes to storage, users get as much storage as they pay for.
  • It can be addictive and distracting. All the notifications and multiple ongoing conversations in one channel can be distracting.
  • The mobile app leaves much to be desired. If you install the app on Windows 10 mobile or another mobile platform, you have to face a lot of waiting, as the app seriously lacks in load speed.


  • Free use with limited features
  • Standard for small and medium companies — $6.67 per month
  • Plus for larger companies — $12.50 per month

Interesting Success Stories

Cole Haan

Cole Haan, a global footwear brand, managed to change its production process simply by using a chat app. The company needed a modern tool that would help keep the feverishly fast production pace. By choosing Slack, now employees can communicate with each other in multiple languages and different time zones.

As a result, Cole Haan now does four times as much work compared to a few years ago.


Fastly is an innovative cloud platform that has to ensure 24/7 content access to its customers. The company has several influential clients, such as Vimeo, Pinterest, and the New York Times. In order to improve their services, Fastly started using Slack. This was one of the few communication apps that could help companies communicate with their customers in a collaborative way.

As a result, Fastly now has a way to instantly alert its customers whenever a change in their traffic occurs.


Whereby! video conferencing and chat app for Windows

Video conferencing tool: Whereby!

Whereby! is one of many Windows 10 published apps for communication that allows teams to meet over video. What makes this app stand out is that there is no software download required at all.

It’s not an app you would use primarily for sending text messages; however, it wins with its visual communication capabilities.


  • Video conferencing
  • Screen sharing
  • Room links


  • Up to 50 people in one call. You can use Whereby for small and large gatherings.
  • Calls can be recorded. The option to record all your video calls can be very useful if anyone can’t be present at the meeting.
  • Has emoji reactions. You can use emoji reactions to stimulate communication.
  • Custom branding. Each company can adapt this chat app for Windows to its individual needs. 


  • Screen sharing is inconvenient. The screen sharing option takes up the whole screen, and you can’t see anyone’s face.
  • The functionality of the free plan is very limited. It is necessary to sign up for a paid account to enjoy all the features of the app.
  • Doesn’t have a downloadable Windows desktop app. Like G-Hangouts, Whereby runs entirely in a browser, which can be inconvenient if you have multiple tabs open.


  • Free for personal use of one meeting room
  • Pro for three meeting rooms — $9.99
  • Business for multiple users and ten meeting rooms — $59.99


Trello communications and collaboration app for Windows

Task manager for personal and team productivity: Trello

Do you love Kanban boards as much as Trello? They even have a whole board dedicated to interesting facts about the world. Trello is used as a project management tool, but you can also use it for organizing your personal life. Just look at the image above — you can store recipes and log your food intake.

It’s not exactly a messaging app, but you’ll find many features for communication, including sending text messages as comments.


  • Project workflow
  • Kanban boards
  • Detailed cards for tasks
  • Calendar view
  • Different visibility options (public, team, etc.) 


  • Drag-and-drop interface. Users can create task cards and move them across multiple lists.
  • Real-time updates. All tasks are updated immediately so users can see the changes in real time.
  • Great for small projects. Trello is perfect for both big and small projects.
  • You can color-label tasks. Tasks can be organized across different lists or by using different color labels.
  • You can create an unlimited number of cards. Each user can create an unlimited number of task cards.


  • Doesn’t work offline. The web interface and mobile app won’t work if there is no connection to the Internet.
  • Limited storage. The Free plan limits all attachments to 10 MB. For paid plans, the attachment limit is 250 MB.
  • No option to edit comments. Users can leave comments on cards, but the comments can’t be edited. Instead, they have to be deleted and rewritten.
  • Limited boards for the free plan. Besides storage, the Free plan also has a limited number of boards.


  • Free with limited features
  • Business with extended size for attachments and other features — $9.99 per month
  • Enterprise for 20 users and powered-up administration — $20.83 per month

Interesting Success Stories


Kickstarter is an amazing tool that helps artists create their works, get noticed, and find some funding options. The company wanted to provide a responsive CS team that would be able to resolve all customers’ questions and inquiries. But sometimes a CS specialist requires input from other teams. To make the process flow, Kickstarter began using Trello.

As a result, Kickstarter gained an efficient way to keep the company’s logistics organized and present a more cohesive end result.


Heritage is a custom bike shop but also a café. To be able to keep track of all their different requests, the company started using Trello. This Windows chat app has enabled the company to resolve anything ranging from bicycle repair orders to planning movie nights with employees.

As a result, Heritage now has an incredibly effective system for managing pop-up shop space and their sales pipeline.


Asana communications app for Windows 10

Task manager for team communication: Asana

If asana in yoga is all about being in harmony with your body and mind, Asana in communication and messaging apps is about being in harmony with your project, sticking to deadlines, and collaborating with your project team members. That is precisely what this app means.


  • My Tasks view
  • Calendar
  • Timeline
  • Rules


  • Great organization. You can create a project and assign different tasks and subtasks to team members.
  • Project templates to help you get started. The app comes with a pre-made project template to make setting up projects easier.
  • Different permission options. Members can have full or limited access. For example, some people can be limited to commenting only, without making any changes.
  • Guest access. Asana can be used to collaborate with vendors, partners, and contractors.
  • Multiple integrations. The app can be integrated with various file-sharing and Microsoft communication apps. 


  • Impossible to assign to more than one person. A task can be assigned to only one person.
  • Functionality can be overwhelming for a new user. It may take new users some time to get the hang of using the app.
  • No time-tracking feature. The app cannot be used to track how much time a person spends per task.
  • Limited import/export features. Asana has both import and export features, but the formats are very limited.


  • Basic for individuals and new teams — free
  • Premium for advanced features — $10.99
  • Business for advanced integrations — $24.99

Interesting Success Stories


Using a communication app such as Asana proved to be very successful for Carta. As a fast-growing company, Carta needed a tool that would contribute to efficient scaling. In addition, Asana made team communication much easier and more transparent.

As a result, Carta employees can now stay on top of product changes, be aware of what is ahead on the product roadmap, and even ask their CEO anything.

Fond Of

Fond Of is a company known for making exceptional ergonomic backpacks for adults, but also for providing excellent employee experiences. The company uses Asana for numerous tasks, from onboarding new hires and educating employees to distributing various tasks.

As a result, Fond Of’s CEO is able to manage and run eight brands successfully.

Why Not Use All the Best Windows Message Apps in One?

It’s common to have a few messaging apps running. Your family members prefer one, your company prefers another, your clients use all sorts of communication media, and sometimes you need a collaboration software app to boot. Switching from one app to another can be an inconvenience.

That’s why Mailbird has an option to integrate all the above-mentioned communication and messaging apps. 

You open one app, but access several media in one interface. So, instead of having to download and install multiple Windows 10 apps, you can just get one and use it to integrate all of your other messaging apps.

Mailbird is a Windows 10 inbox app — an email client that supports multiple email accounts. It has convenient features for email management, such as folders, filters, snooze, undo send, and even email scheduling. And, to make things even better, you can use Mailbird to integrate any Windows 10 message app mentioned above.

If you’re looking for a way to have a seamless communication experience at the workplace, Mailbird is the way to go.

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What is a Microsoft Windows communication app?

MS Windows 10 messaging apps are software apps that facilitate interactions between people, like sending text messages or making online phone calls, such as WhatsApp or Facebook Messenger. This category also includes collaboration and inbox apps like Asana and Mailbird.

What apps does Windows 10 have?

There’s a multitude of apps you can use on Windows 10, either downloaded from official websites or the Microsoft app store. Some examples of apps for work and entertainment include: Edge, OneDrive, Skype, Slack, Mailbird, Spotify, and VCL.

What email app can I use on Windows 11?

You can use Mailbird. It is fully supported on the latest Windows version. Mailbird has also integrated all the communication apps mentioned above.

What are communication apps?

Communication apps are any piece of software that allows you to reach out to a person, a group of people, or a company by means of textual, audio, or video connection. These include chat apps, video conferencing tools, email clients, collaboration tools, and social media tools.

How do I reinstall my default Windows apps?

You can uninstall any app (except the built-in ones) from the Settings tab, and then reinstall it from scratch:
1. Click on the Search window beside the Start menu and type Apps u0026 features.
2. Open Apps u0026 features and select Uninstall. 
3. Go to the official website of the app you want to reinstall or find it in the Microsoft app store.
4. Open the .exe file and go through all the steps of the installation wizard.
5. Once the app is installed, go to Apps u0026 features u003e Default apps and choose the software in question as your default app.

Marketing Manager

PR & Media Relations Supporting the team by communicating Mailbird and its great features to existing and potential users and media.

Published on July 9, 2020


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