How to Supercharge Your Microsoft Exchange Email (2025 Guide)
Are you a Microsoft Exchange email user or thinking of using it?
Smart choice!
As of 2025, the email landscape has changed significantly. Many once-popular email clients have been discontinued or lost support – for example, Postbox announced the end of its development in late 2024, Windows Live Mail was discontinued by Microsoft back in 2017, IncrediMail shut down in 2020, and Newton Mail closed its doors in 2024. If you're still using (or considering) any of these outdated apps, you're likely searching for a reliable alternative.
At the same time, Microsoft Exchange email remains a cornerstone for business and personal communication as part of the Microsoft 365 ecosystem. With features like Outlook on the web and Exchange ActiveSync for your Android and iOS mobile devices, Exchange continues to be an excellent email service. But what if it could be made even more powerful?
By connecting your Microsoft Exchange Server account with Mailbird, you can supercharge your email productivity! Whether you're a long-time Exchange user or someone seeking a replacement for an old email program, Mailbird brings you powerful productivity features that Exchange's default apps simply can't match.
You get valuable features like:
- Unsend emails
- Integration with multiple tools like Microsoft Teams, Dropbox, Google Drive, Slack, WhatsApp, and more
- Snooze emails and declutter your inbox
- View emails from Gmail, Yahoo, or any other email account in the same unified inbox as your MS Exchange emails
And much more!
In this updated guide, we'll show you why connecting your Microsoft Exchange email to Mailbird is the smartest move in 2025. We'll also demonstrate how convenient the Exchange Server setup is in Mailbird!
What Is Mailbird?
Mailbird is a desktop email client for Windows (and as of late 2024, for Mac as well) that allows you to access emails from multiple email accounts on your computer.
As Mailbird supports all POP3 and IMAP accounts, you won't have any trouble adding a Gmail, Outlook.com, or Microsoft Exchange account (including Exchange Online from Microsoft 365, and all Exchange Server versions from 2010 onward).
That's not all.
Mailbird has tons of productivity features and integrations that make it much more than just another email client!
Why You Should Connect Microsoft Exchange Email with Mailbird
Using the Microsoft Exchange service with Microsoft 365 gives you tons of benefits such as Exchange ActiveSync, Active Directory, and the Exchange Admin Center. However, Mailbird can offer you far more.
Exchange by itself is powerful, but combining it with Mailbird unlocks features and conveniences you won't get in the standard Exchange interface.
Here are a few reasons why you should use Mailbird with Exchange Server.
1. Desktop Access
Why waste time logging on to a webmail client through a browser when you can access email messages directly from your desktop?
With Mailbird, you can access your Microsoft Exchange email account without using a web browser.
Turn on your PC, open the Mailbird app, and that's it! You can now send and receive emails right from your desktop!
2. One Inbox for All Your Email Accounts
Do you have more than one email account for work or personal use?
With Mailbird's unified inbox, you can connect multiple email accounts in one common space. As Mailbird can support a POP3 or IMAP mail server, you can access your Exchange Server, Gmail, and custom email hosting accounts easily!
No need to remember each account's password or juggle between browser tabs! Log into Mailbird, and you can send and receive email from each account with ease.
Color Codes
Worried you'll mix up where an email came from since all your accounts are together?
Don't be!
Mailbird can color code each of your accounts so you always know which email account a particular message belongs to.
3. Loads of Features
By connecting your Microsoft Exchange email account with Mailbird, you can access tons of useful features that can make you wonder why Exchange can't offer you these features natively.
Here are a few.
A. Unsend Email
Realized you've made a mistake after clicking Send?
Maybe you:
- Forgot to CC someone?
- Forgot to answer a question?
- Made a typo?
If you sent an email riddled with mistakes, there's no way of recalling it in MS Exchange or Microsoft Outlook. Unfortunately, un-sending is not a feature available on these services. You'll have to send an embarrassing follow-up email instead!
Being able to recall an email you've just sent that needs correction can be a lifesaver.
With Mailbird, you can unsend emails regardless of the email service you're using!
Here's how you use this feature.
- Go to the Settings menu in Mailbird.
- Click on the Composing tab.
- Scroll down to the Sending section.
Now, adjust the slider to choose how much time you'll have to recall an email. You have a choice of up to 30 seconds.
Once you've done this, you're good to go!
The next time you send an email, you'll see this message pop up on your screen.
If you want to recall that email, click the "undo" button, and the email won't go out!
You'll be redirected to a new composer window where you can make any corrections to the email before sending it out again.
B. Snooze Emails
With the Snooze feature, you can temporarily remove certain emails from your mailbox. This makes your inbox far less cluttered and helps you focus on important emails.
The best way to use this is by snoozing any unimportant emails to make responding to priority emails easier.
Don't worry about losing these snoozed emails — you can select for how long they're snoozed. This could be an hour, a day, or even a week. Once this time period is up, those emails pop back into your mailbox.
The Snooze Folder
All your snoozed emails are stored in a designated Snooze folder — away from your main mailbox. You can always access this folder to see your snoozed emails before their snooze period is up.
C. Attachment Reminders
With Mailbird's attachment reminder feature, you won't make the mistake of sending an email without a necessary attachment.
Mailbird automatically detects whether an email needs an attachment, based on what you've written. For example, if you mention the word "attach" in your email but click Send before attaching anything, this is what you'll see:
Forgetting to add files is now a thing of the past!
D. In-Line Replies
Mailbird's In-Line Reply feature lets you respond to an email's questions and points in a clear and organized manner.
How does this help?
By responding to questions immediately in place, there's zero chance of forgetting to respond to a particular question.
It's also going to be far easier for your recipient to read your answers. They're neatly placed under each question, not bundled together in one paragraph.
The Mailbird app also allows you to color code and add your name to your responses. This adds an additional layer of personalization to your emails.
E. Tagging
Another great Mailbird feature is its ability to tag contacts in your Microsoft Exchange email. This makes adding contacts to your recipients list super easy!
Type in "@" followed by the name of the person, and Mailbird will automatically go through your contacts and add their email address.
You can choose whether this email address is added as a primary recipient or as a CC to your email.
It's that simple!
F. Unsubscribe & Block Senders
Tired of spam or unwanted newsletters cluttering your Exchange inbox? Mailbird has you covered with easy unsubscribe and block sender features.
You can instantly unsubscribe from mailing lists with one click, or block a sender so that future messages from that person go straight to your spam folder. This keeps your inbox clean and focused on the emails that matter.
Unlike the basic filtering in Exchange, Mailbird gives you direct control to stop unwanted emails for good — improving your productivity by eliminating distractions.
G. Email Tracking
Ever wondered if your important email was read or not? With Mailbird's Email Tracking feature, you can say goodbye to guesswork.
Mailbird lets you know who has opened your email and when they opened it. This is a huge advantage over standard Exchange/Outlook, which doesn't provide reliable read receipts for most accounts.
By seeing open-status updates, you can follow up at the perfect time or gain peace of mind that your message was received. Mailbird's tracking works across any email account, seamlessly integrated into the client, so every Exchange email you send can come with actionable insight on engagement.
4. Multiple Integrations
Another great feature of the Mailbird app is that it offers dozens of integrations with popular apps to make it much more than an email client — essentially a central hub for your communication and productivity needs.
Here are some of Mailbird's most popular integrations:
- Email calendar tools like Google Calendar and Outlook Calendar
- Messaging tools like Slack, WhatsApp, and Facebook Messenger
- File storage and docs tools like Dropbox and Google Drive
- Video meeting tools like Microsoft Teams, Skype, and Whereby
- Project collaboration apps like Asana and Trello
With these integrations, Mailbird can become an integral part of your daily work processes. It's no longer just a platform to send and receive emails!
For a complete list of Mailbird's integrations, click here.
5. Tons of Customizability
Mailbird offers you oodles of customizability to make sure you're comfortable using it. From the theme to the layout, everything's customizable.
You can choose a light or dark theme, or create a custom theme for a background!
When it comes to layouts, you can choose a small screen, preview, or three-column layout to suit your needs.
This way, Mailbird adapts to you — not the other way around.
How to Set Up Microsoft Exchange Server in Mailbird
The biggest problem with most desktop email clients is that they're hard to configure and set up. Fortunately, Mailbird isn't a regular desktop email client!
Adding your Exchange Server or Exchange Online mail server is super simple, and you'll be up and running in no time. Mailbird can automatically sync and import all your contacts and data onto your device to make the process a breeze. Add your Exchange Server email and password, and you're good to go!
This way, you won't have to worry about losing your .pst files, backup, or Exchange mailbox data - Mailbird will import it all.
Mailbird supports Exchange 2010 and later (including the latest Exchange Online services), so it will work with the current and upcoming Exchange editions as they arrive.
Here's how to configure the Microsoft Exchange setup on Mailbird.
Step 1
After you have downloaded and installed Mailbird, Click on the Menu button at the top left of your screen. Then, navigate to the email account section and click on Add.
Step 2
Add your name and email account details before clicking on Continue.
Step 3
You'll now see a link titled "Edit server settings" under your email address. Click on it.
Step 4
Change the email service server type from IMAP to Exchange Server using the drop-down provided.
Step 5
If you've set up auto-discover in your Exchange Server, leave the "server URL" box blank. Do this even if you're unsure whether you set up auto-discover for your Microsoft Exchange Server.
However, if you've disabled auto-discover and know your Microsoft Exchange Server URL, type the Exchange Server's ID into the "server URL" box.
Then, enter your password and click Continue.
That's all there is!
You've now configured and added your Microsoft Exchange email account settings in just five quick steps.
The best part is that this Exchange setup works with hosted Exchange servers as well!
Microsoft Exchange Server: Conclusion
In a time when many older email clients have faded away, Mailbird stands out as a vibrant, continually-improving solution. While Microsoft Exchange is an excellent email platform, adding your Exchange account to Mailbird makes it even better.
You get the benefit of accessing your emails from your desktop alongside tons of helpful features and integrations!
If you're still on the fence about switching to Mailbird, why not sign up for our free trial and experience it for yourself?
FAQ
How do I access my Exchange email online?
You can access your Exchange Server by going to the Exchange or Outlook webmail sign-in page or Outlook.com. Then, enter the email address and password for your account. Click on Sign In. You should be able to access your account if your email address and password are correct.
What is a Microsoft Exchange email?
A Microsoft Exchange Server account is a school or work email account. The company that provided you with the Exchange email runs on Microsoft Exchange Server or could be using Microsoft 365 (formerly Office 365), which uses Exchange Online to provide your emails.
What are the benefits of Microsoft Exchange?
Here are some of the benefits of using Microsoft Exchange Online: - It is easily accessible. - The interface is user-friendly. - You can protect your sensitive data. - It can integrate with Microsoft Teams and SharePoint for communication and collaboration.- You can keep your data in one place. - It makes organization easier.
What is the purpose of Microsoft Exchange?
With Microsoft Exchange, you can centralize your emails into one database. Microsoft Exchange allows emails to be sent directly to a server. It delivers emails back to individual workstations that are easily accessible by everyone. You can also share calendars and mailboxes with your entire staff, which makes workers more productive and organized.
My old email client (e.g., Windows Live Mail, IncrediMail, or Postbox) is no longer supported. What's the best alternative in 2025?
You're not alone – many users are in the same boat after popular email clients have been discontinued. Windows Live Mail is no longer supported by Microsoft, IncrediMail shut down in 2020, and Postbox ended development in late 2024. The good news is that you can switch to a modern, feature-rich email client. Mailbird is one of the best alternatives in 2025 for all these cases. It allows you to import all your email accounts (including those from services you used in your old client) into one unified inbox, and it offers a clean, updated interface that will feel like a significant upgrade. Unlike those discontinued apps, Mailbird is actively supported and updated, so you won't have to worry about losing compatibility. By switching to Mailbird, you'll not only replace your old email program but actually supercharge your email productivity with a solution built for today's needs.
Is Mailbird a secure email client? How does it protect my privacy?
Yes – Mailbird is designed with security and privacy in mind. First, Mailbird works as a local client on your computer, meaning all your sensitive email data is stored on your device only (not on Mailbird's servers). This greatly reduces any risk of unauthorized access, since your emails are not kept in a secondary cloud location. Secondly, whenever Mailbird communicates with your email server (for example, syncing messages or sending emails), it uses encrypted connections (SSL/TLS) so that no one can intercept or read your messages in transit. In terms of privacy, Mailbird has been transparent about its practices – it may collect some anonymous usage data to help improve the product, but you have the option to opt out of any analytics collection if you choose. No personal email content is ever collected. In summary, using Mailbird to manage your Exchange email (or any account) is as secure as using Outlook or any major email client. Your login credentials and emails are protected, and you remain in control of your data at all times. For additional security, remember that Mailbird supports the encryption protocols of your email provider – for example, if your Exchange server requires secure authentication, Mailbird adheres to those standards.
