Should you use webmail or a business email client?

B2B communication has been evolving, changing and upgrading since the 2000’s email boom, and what was once the norm is not anymore. Email management has progressed on almost every front, and one of the new options businesses got during this 20 years period is the webmail. Back in the day, companies relied on business email clients, and today they have an additional option in the webmail. However, desktop email clients evolved, too, and the benefits of using one for your business email management are many and diverse.

Before we go into detail about the advantages of using a business email client, we are going to answer some fundamental email client questions.

What is webmail?

If you ever used Gmail, Yahoo Mail, Hotmail or any other email account, then you know what webmail is because you have experience with it. When you open your inbox in the web browser to receive and send messages, you are using webmail. Webmails work with any device, but only with an internet connection, and they have a web-based interface.

The best thing about most webmails is that they’re free, while the worst thing about them is the reason they’re free. In order for webmail to keep providing free services, they have to allow advertisements on their platform, which might annoy business-oriented persons because it’s distracting. The limited storage space is also a concern if your B2B communication is frequent and you need to archive half of your emails in individual folders. If you purchase a paid business package, you might solve these problems, but sometimes it’s just easier to use an email client.

However, not everything about webmails is negative; on the contrary, they are extremely easy to set up and link to your smartphone. If you’re on the go all the time and your business communication doesn’t require too much storage space, then webmails could be a great option for you.

What is a business email client ?

In the simplest terms, an email client is a piece of software installed on your device, which allows you to receive and send emails from the desktop. Even though they are a good option for individuals, they are an excellent option for business, because of the administrative freedom you get. They are far less restrictive than webmails and free of ads. Furthermore, every email is saved on the hard drive, and that way you won’t experience storage issues.

The hardest part about email clients is the initial configuration and setup, which can be a bit more complicated than the one webmails offer. It will be required of you to add the email accounts and passwords in the email client, but you can manage your emails offline, and that can be extremely helpful for companies that have a high frequency of B2B communication.

The advantages of using the best email client for business

The focal point in this section of the guide are the benefits of using the best email client for business. Our goal is to elaborate the gains and provide you with the proper information, which would allow you to use these features to your advantage. Let’s begin!

Offline mail management

B2B email communication requires concentration and commitment on both sides, and most of the time, essential details of a project are shared through email. These emails are important, and they should be handled with care. One of the most significant benefits of desktop email clients is offline email management. You won’t have to depend on an internet connection to do your job. Furthermore, you can turn an unproductive working environment into a productive one, just because you won’t be depended on the strength of the wifi signal.

More robust back-ups

One of the worst things that can happen to a business is to lose important documents, data or contacts. If your email account gets deleted or if there is a malfunction on the server, and you need to read the content in one of the emails asap, a desktop email client will come in useful in both of those situations. Because the emails are stored on the hard drive of your device, they will remain there until you delete them. Additionally, backing up your emails and files is far easier with a desktop email client.

Unified inbox

Another fantastic feature that business email clients provide is the unified inbox. You can add all of your accounts in one place and have all your emails in one inbox. The unified inbox can be the best email management tool for organising your daily business operations without missing anything. Mailbird, for example, features a unified inbox with colour indicators, which will help you tell which email comes from which account.

Apps integration

As we said at the beginning of this chapter, B2B correspondence has been evolving rapidly, and instant messaging apps like Slack are now part of the communication culture. Additionally, we have business productivity apps like Asana, Evernote, Google Calendar,, Todoist and others, that are used to boost efficiency in the workplace. A proper email client will allow full integration with these apps, apart from the productivity features that come with the software. As with the unified inbox feature, this will let you and your team have everything integrated into one interface.

The best email clients for small businesses available today

The best email clients for small businesses available today are Outlook, Airmail and Mailbird. These are the most prominent productivity features they have to offer:

Outlook features:

  1. Task manager
  2. Contact manager
  3. Note taking
  4. Web browsing

Airmail features:

  1. Account-specific notifications
  2. Quick reply
  3. Snooze!
  4. Shared templates

Mailbird features:

  1. Attachment search
  2. Drag & drop of attachments
  3. Inline and quick reply
  4. Contact manager
  5. Quick compose shortcut

We hope we helped you understand business email clients more in this article. In the previous chapter, we discussed email providers, and how you can find the one that would be best suited to your line of business. In the next chapter of the B2B communication guide, we will focus on the topic of creating the perfect professional email address for your company!