Best Windows Apps to Manage Multiple Email Accounts in 2025

Managing multiple email accounts efficiently has become essential for both personal and professional productivity. According to Statista's latest email usage research, the average professional manages 3-4 email accounts simultaneously, making a unified inbox solution critical for maintaining productivity and reducing email-related stress.

The challenge lies in finding an email client that seamlessly consolidates multiple accounts while maintaining functionality, security, and ease of use. Microsoft's Exchange Server documentation emphasizes that proper multi-account management requires robust IMAP and POP3 support, along with advanced synchronization capabilities.

Let's explore some of the best apps for multiple email accounts, ideal for streamlining your inbox. Our focus is primarily on the Windows platform, although some of these apps are also available on Mac and other platforms.

What Makes a Great Email App?

Before diving into the best applications to manage multiple accounts on Windows, how about we look at the fundamentals of what constitutes a great email client to begin with?

According to Gartner's productivity software research, the most effective email clients share several critical characteristics that directly impact user productivity and security.

Here are several things you should look out for:

All accounts under one roof

The perfect Gmail App for PC client empowers you to consolidate all emails in one app, seamlessly managing multiple accounts within a single profile. According to Microsoft's Exchange documentation, this requires robust IMAP and POP3 protocol support to ensure reliable synchronization across different email providers.

Such an email client enables you to manage these multiple accounts seamlessly, with no fuss, and the efficiency you deserve. Industry analysis from Forrester indicates that unified inbox solutions can reduce email management time by up to 40% for professionals managing multiple accounts.

Ability to use a range of productivity tools

Secondly, the perfect email client lets you use a variety of productivity tools across your accounts without limiting functionality from one account to another. Research from Forrester's workplace productivity study shows that integrated productivity features are essential for modern email management.

Some of these productivity tools can include but are not limited to inbox management, task organization, contact information, and custom automation. Having them in your email client and being in a position to utilize them across multiple email profiles is integral when picking out an email client for yourself or your enterprise.

Ability to integrate your favorite apps

Good tools are ones that help you stay industrious and make work easier. It's even better if you can use them along with your email without any interference, like switching between apps and windows.

The best email apps permit you to utilize these applications and make the most out of them while still fulfilling the essential functions: sending and receiving emails. According to Google Workspace documentation, seamless app integration is crucial for maintaining workflow efficiency in professional environments.

Easy installation and an array of features

Lastly, the best email client is stress-free to install and packs more power and functionality than web email applications. Adding email accounts, setting them up, and integrating your favorite apps—everything should be easy and intuitive.

Security experts at NIST recommend that email clients should provide enterprise-grade security features while maintaining user-friendly setup processes to ensure widespread adoption and proper configuration.

With these considerations in mind, let's get to reviewing the top email applications that allow you to manage more than one account.

Criteria for Evaluating All-in-One Email Clients

In the following review, let's compare email clients based on aspects such as:

• Multiple-email account management. That's the main topic, right? So, you'll see how the apps deal with multiple inboxes.
• User experience. Having several useful features is great, but email software should also be easy to use and navigate.
• Configuration. The setup process should be quick and not fry your brain.
• Security. According to CISA's email security guidelines, emails often exchange personal data, and this exchange should be secure with proper encryption and authentication protocols.
• Integrations. It's essential that your email client allows you to add other apps and use them alongside your inbox.
• Support. Issues with using the software are sometimes inevitable, so having support articles and human assistance is essential.

Best All-in-One Email Clients for Windows 11

• Mailbird for an intuitive and simple but powerful email inbox
• Thunderbird for a versatile free experience
• Outlook for a tried and tested interface
• Spike for a chat-like email view
• Mailspring for good cross-platform desktop experience

Mailbird

Rating

4.5 out of 5 on Trustpilot

Mailbird is an intuitive and powerful email client with a simple design and convenient personalization options. According to Microsoft's email client documentation, modern email applications require unified account management capabilities to handle today's multi-platform communication needs. Its every feature is designed with multi-account management in mind. It is an email app for Windows and Mac that's marketed as a Thunderbird and Outlook replacement. This allows you to manage all your email accounts from a single place, letting you manage all your correspondence effectively.

Multiple-Email Account Support

Mailbird, a versatile email management app, is designed to handle multiple emails with ease and flexibility from almost any email provider. Research from Gartner indicates that unified inbox functionality has become essential for productivity-focused users managing multiple email accounts. Once you install the app, you can add as many accounts as you need and connect them under the unified account.

The unified inbox is the key to multiple-email account management. It shows all emails and folders from different providers in one inbox:

• When you apply an email or attachment search, you apply it to all connected accounts.
• When you use filters to organize email into folders, the rules apply to all accounts.
• When you tidy up your inbox, you deal with all your accounts at the same time.

Sounds overwhelming? Don't worry, you can still view each account separately. Plus, each account has a color code to distinguish it from the others when you're viewing the unified inbox.

User Experience

While Mailbird is packed full of powerful features, it manages to still have a clean design that's easy to navigate. According to UX research from Forrester, users prefer email interfaces that minimize visual clutter while maintaining feature accessibility. You won't have to deal with the clutter of numerous icons and signs, yet all features and settings are within reach.

Mailbird also offers extensive customization options, solidifying its position as a top email organizer app. Personalize your inbox layout, theme, and even upload a background image of your choice.

Configuration

Mailbird is easy to install and configure. According to Microsoft's Exchange Server documentation, modern email clients must support all popular internet protocols - IMAP, POP3, SMTP, and Microsoft Exchange for comprehensive email management.

Mailbird also has a Contacts Manager that allows you to import contacts from Gmail and add details about each person on your list.

Security

Security experts at NIST recommend that email applications implement local data storage practices to minimize security vulnerabilities. Mailbird would never willingly share your data with any third parties. We value the safety of your personal information, and that's why we don't store sensitive data on our servers - it's only stored on your computer. We're also careful about what information we collect.

Integrations

Mailbird integrates with more than 30 apps. These include productivity apps, such as Asana and Trello; storage services, such as Dropbox; video-conferencing tools; and Google Workspace.

You can add integrations in a few clicks and use them from within Mailbird as a full or sidebar view. There's no need to launch another application or open a dozen tabs.

Support

Mailbird has a Help Center with handy articles about different features. You can also contact our customer support if you don't find an answer in the knowledge base and need to chat with a real human.

Price

Free - Available with basic features for single account management.
Premium - Yearly subscription or Pay Once perpetual license available with advanced multi-account features and integrations.

Free trial

Yes

Platform

Windows XP/7/8/10/11 and macOS

Features

• Unified inbox. A single well-laid-out inbox allows you to view all your emails from different accounts at the same time yet avoid clutter thanks to color-coding and filters.
• Unified calendar. The native calendar that comes with Mailbird allows you to view and manage your calendars from all connected accounts.
• Advanced search. The search feature extends to all accounts connected to the unified inbox so you don't have to do a separate search for each email.
• Advanced compose window. You can add tables into your email, tag contacts, and even reply in-line to the email you received.
• Snooze. You can pick a specific message that you would like to doze off and come back to the top of your inbox at a more appropriate time.
• Email tracking. This feature allows you to see if and when your email has been opened and likely read, similar to read receipts in chat apps.
• Personalization. You can upload a custom notification sound and background image and change the theme color and layout. This allows you to tailor everything to your taste.
• Localization. There are 24 language options.
• Navigation. You can use and customize shortcuts for composing, responding, and even dispatching emails.
• Integrations. Mailbird lets you integrate apps, such as Google Calendar, WhatsApp, Facebook, and Dropbox, among others.

Thunderbird

Rating

2.9 out of 5 on Trustpilot

Thunderbird is an email client that has maintained a dedicated user base despite facing support and usage challenges. According to Mozilla's official documentation, Thunderbird continues active development as an open-source project with community-driven improvements.

As an open-source solution, Thunderbird benefits from a large community that contributes to its ongoing development and feature enhancements.

Multiple-Email Account Support

According to Mozilla's support documentation, Thunderbird supports virtually all major email providers through IMAP, POP3, and Exchange protocols, allowing unlimited account additions. The client provides a unified folder view that consolidates inboxes, sent items, and other folders across multiple accounts, along with filtering options for unread messages, favorites, and recent communications.

User Experience

Thunderbird offers extensive customization capabilities through add-ons and layout modifications. However, user interface modernization has been a persistent challenge, with some contemporary features like drag-and-drop image insertion experiencing compatibility issues across different system configurations.

Development priorities have focused primarily on security enhancements and stability improvements rather than interface modernization, according to Mozilla's development roadmap.

Configuration

Initial setup is straightforward for most email providers, though advanced configurations may require technical knowledge. According to Google's security documentation, Gmail integration requires app-specific passwords or OAuth authentication due to enhanced security protocols.

The application provides comprehensive settings panels for detailed customization of account parameters, security options, and interface preferences.

Security

Security researchers at NIST recommend email clients that support modern encryption standards. Thunderbird implements OpenPGP encryption and S/MIME digital signatures for message security, along with end-to-end encryption capabilities for sensitive communications.

Integrations

The platform supports extensive third-party integrations through its add-on ecosystem, including calendar synchronization with Google Calendar and various productivity extensions developed by the community.

Support

Support is provided through community forums and comprehensive documentation, typical of open-source projects. Users can access troubleshooting guides and seek assistance from experienced community members.

Price

Free

Free trial

Yes

Platform

Windows, Mac, Linux

Features

• Contact management. Integrated address book functionality for organizing and managing email contacts efficiently.
• Message filtering. Advanced filtering capabilities allowing organization by sender, subject, tags, and custom criteria.
• Unified folder view. Consolidates folders from multiple accounts, including inbox, sent items, and archive folders.
• Automatic updates. Built-in update mechanism that checks for and installs security patches and feature improvements.
• Large file handling. Support for file link sharing to manage large attachments without email size limitations.
• Limited unified inbox. Folder-based organization rather than a true unified inbox experience.
• No email snooze functionality.

Microsoft Outlook

Rating

3.2 out of 5 on Trustpilot

Outlook is a tried and tested email client that has experienced significant evolution throughout the years, transforming from a clunky Windows 95-style design to a sleek, modern application with recent updates. According to Microsoft's official documentation, Outlook continues to be one of the most widely deployed email clients in enterprise environments.

Just to clarify before we go any further, there are two versions of Outlook. There's the webmail version that you can also get as an app on iOS or Android. Outlook.live.com allows you to create an @outlook or @hotmail account. Another version is the desktop app that you get with the Microsoft 365 office suite.

Both versions have the same core features. However, if you need to manage multiple accounts from different providers, you need the desktop app. In this review, we'll focus on the desktop version only.

Multiple-Email Account Support

Outlook supports almost all major email providers and allows you to add as many accounts as you like. According to Microsoft's support documentation, the platform offers unified view capabilities for folders, along with unread, favorite, and recent message sorting. This provides comprehensive organizational tools rather than just basic account aggregation.

User Experience

Microsoft Outlook has incredible brand equity and recognition. According to Gartner's productivity software analysis, familiarity with one Microsoft product significantly reduces the learning curve for others in the suite.

The email client features a clean-cut design with extensive customization options. There are multiple layout choices, themes, and personalization settings. For example, you can choose which quick action buttons appear when you hover over an email, creating a tailored workflow experience.

Configuration

Outlook offers straightforward installation and setup processes. When adding accounts, you can use the built-in auto-configuration wizard that automatically detects setup instructions for major email providers. Alternatively, advanced users can manually configure account and server details for custom or enterprise email systems.

Security

According to Microsoft's security documentation, Outlook includes Safe Links protection that scans URLs in real-time to detect malicious content. The platform also offers advanced threat protection features including attachment scanning and anti-phishing capabilities. Users can enhance security by reporting spam, blocking unwanted emails, and implementing additional security measures like two-factor authentication.

Integrations

Outlook seamlessly integrates with the entire Microsoft 365 ecosystem, including Teams, SharePoint, and OneDrive. Research from Forrester's email platform analysis indicates that Outlook also supports hundreds of third-party applications through its extensive add-in marketplace.

Support

Outlook provides an extensive knowledge base with detailed support articles and an active community forum. Microsoft offers multiple support tiers including free community support and premium technical assistance for business users.

Price

Microsoft Outlook is available through multiple licensing options:
Microsoft 365 Personal : Starting around $70 annually
Microsoft 365 Family : Starting around $100 annually
Business plans : Various enterprise pricing tiers available

Free trial

Yes, Microsoft offers free trials for Microsoft 365 subscriptions

Platform

Windows, Mac, iOS, Android, Web

Features

• Personal management. Comprehensive organization tools including Notes, integrated Calendar, and To-Do list functionality for complete productivity management.
• Advanced security. Safe Links protection automatically disables suspicious URLs that may contain viruses, malware, or phishing attempts. Message encryption protects data within your mailbox throughout the entire email lifecycle.
• Task management. The integrated To-Do feature provides a comprehensive task management system that allows you to plan your day, assign tasks, and track project progress.
• Smart suggestions. Outlook's "What's New" sidebar provides personalized recommendations for improving your email workflow, such as setting up notifications, enabling automatic translation, or optimizing organization settings.
• Limited unified inbox. While Outlook supports multiple accounts, it lacks a true unified inbox experience compared to specialized multi-account email clients.

Spike

Rating

4.1 out of 5 on Trustpilot

Can't decide between email and chat? Spike might be the thing for you. It's an email client with a chat-like conversational view.

According to Microsoft's collaboration research, modern email clients that combine traditional email functionality with instant messaging features can improve team communication efficiency. Spike combines the different aspects of email - archiving, marking an email as unread, snoozing - with aspects of chat - a sidebar view of conversations, folders, and contacts. At first glance, you might confuse it with a messenger. But first impressions can be deceiving.

Multiple-Email Account Support

Spike, considered one of the best apps for multiple email accounts, supports most IMAP email accounts and hosting services. You can also add multiple emails to the app and use a unified view if you're adding your personal accounts.

But if you want to use Spike as a collaborative tool, it limits the number of accounts you can add by the pricing plan you choose. So, you can add as many aliases as you like, but if you want to add other people, you need to pay for a team subscription.

According to Microsoft's Exchange documentation, enterprise email management requires careful account configuration for optimal security. Spike is likely the only email client that can compete with Mailbird. You can toggle your addresses and use them at the same time instead of switching between tabs. The functionality applies to the unified account pretty well, too. However, it's still a hybrid piece of software.

User Experience

Here's where you are bound to stumble over some issues.

People often treat email as chat, sending short and frequent replies. Having a chat-style email client should solve the issue. But, the new interface takes some getting used to; for example, the standard folders, such as Drafts or Spam, are in a separate menu (you need to click on the account icon). Quick actions, such as Snooze and Delete, are also in a separate menu inside a conversation.

That said, the design is clean-cut and pleasantly minimalistic.

Configuration

Configuring Spike is quite simple. It identifies your email provider automatically and allows you to change your profile name and picture upon installation.

Security

According to NIST cybersecurity guidelines, email encryption and data privacy are critical for business communications. Spike is ad-free and provides email encryption. It is also adamant about never sharing, reusing, and manipulating personal data.

Integrations

Aside from the in-built features, such as Notes, Tasks, and Calendar, Spike doesn't integrate with any external software.

Support

For free users, there's only a self-help center available. But the paid plans offer customer support and some advanced features. For example, business accounts get personalized team onboarding.

Price

Personal - free limited use.
Solo - monthly subscription available.
Team - monthly subscription per account.
Business - monthly subscription per account.

Free trial

Yes

Platform

Windows, Mac, iOS, Android, web

Features

• Notification customizations. You can configure notifications by priority and assign a unique sound to certain contacts like on a phone.
• Voice notes or even voice comments. You can send voice messages to any recipient like in most chat apps.
• File preview. With Spike, you can easily preview files from your inbox without downloading them in the first place.
• Undo send. If you send an email by accident or want to edit it, you can undo the sent emails.
• File sharing. You can attach files straight from the cloud application.
• No email signatures.

Mailspring

Rating

4.5 out of 5 stars on G2.com (Trustpilot - n/a)

Mailspring, an innovative email organizer app, emerged as a spin-off from Nylas Mail, an open-source email client discontinued in 2017. According to Mailspring's official GitHub documentation, the decision to rewrite Nylas was made by one of its co-authors to improve the speed of the original software by reducing memory use and accelerating email sync. Mailspring mainly competes with Mac email clients like Sparrow and Airmail.

You can find a more detailed review of Mailspring on our blog.

Multiple-Email Account Support

You can add multiple IMAP and Office 365 accounts. However, according to Mailspring's official support documentation, the client doesn't support POP and Exchange accounts.

It features a unified folder that appears in the taskbar over individual accounts. You can also view accounts separately for better organization.

User Experience

Mailspring is one of the cleaner-looking email clients available. It offers several layout options and a variety of themes to customize your workspace. The email client has easily accessible buttons and a powerful search tool that supports common operations.

According to Mailspring's feature documentation, the app is battery-efficient because it doesn't use excessive memory and CPU power compared to electron-based alternatives.

On the other hand, Mailspring is still a work in progress and slow to develop. Also, some features, like the Contact Manager, are only available in the Pro version.

Configuration

Mailspring is easy to install, and it's also straightforward to set up all your email accounts. However, you'll need to create a Mailspring ID to use the platform's features and sync capabilities.

Security

According to Mailspring's privacy policy, the client complies with GDPR regulations and doesn't store user data on their servers. However, it doesn't offer any specific email security features like end-to-end encryption.

Integrations

The app integrates with Microsoft 365 and Fastmail, but integration options are limited compared to other email clients.

Support

There's a community forum and customer support available through their help center.

Price

Free - limited features.
Pro - premium subscription available.

Free trial

No

Platform

Windows, Mac, Linux

Features

• Read receipts. With Mailspring, you can find out if and when a recipient opened and likely read your email.
• Localization. The app is available in nine different languages, which makes it accessible to a broader audience.
• Touchscreen support. The Mailspring app also offers support for touch and gesture controls on compatible devices.
• In-built translator. Mailspring enables users to translate messages into various other languages directly within the interface.
• Spellcheck. The app detects the language you are using, thereby automatically checking the spelling in that language.
• Personalization. Mailspring offers different layouts and themes to suit various preferences and workflow needs.

What's a Good Email App for You?

Stay productive with an email client that centralizes all emails in one app, no matter how many accounts you manage.

Get yourself an email client that best meets your requirements and helps you to get work done with little to no fuss at all. Get one that has features like a unified inbox and calendar that allow you to view and manage emails from all your connected accounts. Email search that extends to all connected accounts and saves you time on browsing for desired information is also important, as well as customization options that allow you to personalize the experience.

Mailbird has such features and more. It can help make your communication easy and effective. But practice is more telling than theory, so download Mailbird for free and make the most of the trial period.