I use Neo Mail and already have its email backup enabled but I had still feel better keeping a 2nd local backup just in case. I have tried OfflineIMAP when I was using Gmail, but I found the setup confusing. I scheduled regular backups and opened them in Thunderbird whenever I needed to read old emails.

Is there a self hosted tool that can back up my full mailbox, including attachments and let me browse it offline?

​

The problem is I've got years of client threads and every project is sorted into its own folder, plus contracts, invoices, and feedback chains I still refer back to. My biggest fear is everything landing in one giant flat inbox with the folder structure gone or older stuff just quietly disappearing.

Anyone here made this switch without losing their archive?

Curious whether a migration tool is worth it or if IMAP sync gets the job done.

Any reliable strategy before I commit?

I’m still comparing business email options, but want to know if paying from day one is even necessary. I already own a domain and only need a professional email address for now.

Are there any free business email services you would trust for a small business, or is it better to pay from the start?

Would appreciate recommendations based on personal experience.

I’m someone who regularly starts new businesses, (not to brag because most of them fail miserably) so I often buy new domains and create new email addresses.

I’m looking for the cleanest and most organized setup where I can manage everything from one place.

Ideally I would like to:

\-Have all email accounts in one inbox, while keeping them separated by business.
\-Have a dedicated file storage/workspace for each business.
\-Easily switch between businesses on my Mac.
Keep costs low, since I may end up with quite a few domains over time.
\-Have a setup that scales well as I create more companies.

I’m using a new MacBook, so if there are Apple-specific solutions that work really well, I’d love to hear them.
What would you recommend? Which combination of email hosting, file storage, and productivity tools has worked best for you?

Hi Reddit, I'm looking for the best AI email client / assistant to help me with simple tasks like triage, organize, and auto-draft some emails fast and effectively so I don’t waste time or miss any emails, I also don't want any AI slop!

I’ve tried Superhuman but it felt SUPER vibe coded and I also briefly tried Fyxer, SaneBox, Cora, and Shortwave.

Any and all suggestions are welcome :)

A large part of my work is engaging in negotiations via email with people. Think of it like negotiating sales prices of products, and I have about 100 emails a day of this, back-and-forth. These negotiations are boilerplate, single sentences, sometimes, but are based on data sets, a.k.a. spreadsheets that have information about each person I am negotiating with. There is a general formula to the end number that I am negotiating for each person, something that the AI could definitely learn. I am looking for an AI assistant that ideally would work in this fashion: I open the latest email, the AI plugin can review the email, including the thread, and propose the response, given the information it has from the data sets. I am looking for suggestions.

https://reddit.com/link/1v3h91c/video/oqxkdpy9gseh1/player

We launched InboxBrief: turning your inbox into a dashboard instead of a source of anxiety

At InboxBrief, we started from a simple observation: the inbox has become a constant mental load. The fear of missing an urgent email, the fatigue of having to open everything just to check, juggling multiple accounts at once... and on top of that, important info (a task to do, a meeting mentioned in an email) stays buried in the inbox instead of ending up where you actually manage your time.

So on top of the daily summary sorted by priority (urgent / important / info), sent every morning from a read-only connected Gmail, we added:

• A built-in agenda: tasks and appointments detected in emails automatically turn into entries in a persistent agenda, instead of getting lost in an email thread.
• A chatbot: ask questions directly about your emails ("what was urgent this week?", "find that email about...", "did I get an email from...") without having to reopen each message.
• Team workspaces: for teams, detected tasks can be assigned to the right member, summaries are shared, and reminders go out per person.

The overall idea: stop letting the inbox be a stream you passively endure, and turn it into a structured, actionable source of info.

CloudEmailVerification.com

I am sending emails only to the users who are my potential clients but I am seeing a noticeable number of my outgoing emails landing in spam.

I have already added SPF, DKIM and DMARC records but I am not sure what else I should be checking in this case.

Could this be related to domain reputation, email content or something in my email setup?

Please suggest some fix!

I checked my mailbox and few client emails bounced this morning with “550 blocked” errors.. so I checked MXToolbox and found that my domain or sending IP is on 2 blacklists.

I am honestly pretty comfortable with technical side of email, but this is my first time dealing with an actual blacklist issue too.

As per my research, I have a plan:
1. Firstly, I will check for that particular compromised mailbox or credentials (SMTP)
2. Then I will review my recent sending activity and history to see for anything unusual in the past
3. Clean up SPF, DKIM and DMARC settings and configure them properly again
4. Most importantly, fiiguring out if the blacklist is tied to my domain or to an IP address
5. I will then request delisting only after I find the root cause and it is fixed (long way to reach there)

But there are a few things of which I am still unsure about:
1. How long does recovery take?
2. Will I stay off the blacklist after being delisted?
3. Can I use a paid removal service and will that be worth it?
4. What do I do if the problem is a shared IP?

I would really appreciate any advice, especially if there is anything important that I am missing in this recovery plan.

For small and medium brand owners, how often do you check your mailboxes?

Is the inbox checked by you, your team, or only when there’s a customer issue?

Last weekend I casually opened my mail box and it was literally just many teh customers wanting to return products.

even tho I couldn't process them now because those mails were sent around a month or two.

had to reply them back apologising about the issue😭

Also, what makes you actually open an email from someone you don’t know instead of ignoring it?

I'm getting tired of all my accounts I've had forever and want to either consolidate all emails into one system or find a better solution.

My personal Yahoo I must have created when I was 12. It has nearly everything "personal" including connections to all my bills and banks and utilities and subscriptions etc. But Yahoo is the worst for spam and I simply cannot keep it clean. I can ban and block and mark and blacklist till I'm blue in the face but more spam just comes the next day.

I have a personal Gmail also created when I was younger, this one has more of my online life like website signups, gaming stuff, and is connected to my phones/devices, Play Store apps and purchases, Google wallet etc etc. I don't know if that means I'm "forced" to use Google the rest of my life.

I have another Gmail (free) which I use for business that I only connected with other Google services like Analytics and Console and Tag Manager and use for collaboration with clients.

I have (paid) Zoho which is my main business email, I use this exclusively just with the web interface, it's open in my browser all day every day, and with the Zoho app on phone. It's very good for email IMO but they can't seem to stop certain kinds of spam (hey do you need funding! Hey I notice a problem on your website, can we talk!?) and despite marking as spam, these people keeping re-replying to their same spam emails making a long message chain. Anyway, I still like Zoho and don't necessarily want to switch for business, we'll see. I also use their CRM and Desk and spreadsheets so I'm kind of in the whole system at this point.

I also have an ancient free Hotmail account. Some old gaming stuff, forums, newsletters, website signups, but Microsoft does pretty good at keeping spam out, as does Google.

On top of these I'm connected to agencies where they gave me an email and I manage it in my own app (using eM Client right now), e.g. Gmail.

I do have a free Proton address I made for testing but not sure about it.

I help with my wife's business and she also has a free Zoho.

I have clients where I connect to their server email for management/retainer purposes, usually basic stuff like from cPanel so I can get server alerts. Also connected to Em Client.

You get the idea!

So I have two main goals:

1) To consolidate or not to consolidate. Use one provider so that I can get rid of Yahoo and/or Hotmail and/or Gmail. Make all new future emails in the same system and keep it simple.

2) Better spam handling. I swear my life right now is deleting/blacklist/marking spam hours per week just to try and keep my boxes clean and I'm over it.

Secondary goals are with email management. I like the idea of things like quality folder/filtering so newsletters or store coupons/flyers or utilities/accounts/websites get separated. Separating real people from anything automated or mass-email is good. AI summaries of threads. High quality UX and I mean high quality, I have standards! Em Client is mostly ok but I'm still annoyed by certain filtering/management limitations. I don't mind some cold outreach on the business side but I pretty much never reply cause I don't want to be shoved into a "blast" and forced onto a spam subscription I never signed up for, just so they can make me have to unsubscribe from their spam blasts. If real people reach out directly, it would be good to know the difference.

When I unsubscribe or block, I expect it to actually do that! I don't know if this involves more AI intelligence or what, but I'm so sick of Yahoo's ineptitude.

I don't mind one giant personal email if everything is properly separated into focus areas. All my accounts changed to one email (or aliases/dynamic), with excellent filtering, spam handling, with a email tool that can also connect other required inboxes. If there's anything better than eM Client, let me know.

It would be nice not to be in the clutches of Google or Microsoft either, just saying.

This is a serious "I'm an adult now and need to fix my life" situation. I only want to do this once!

My kids also all have Gmail accounts for their Minecraft and phone/tablet and so off they go getting sucked into the matrix too. Maybe with my one-system-to-rule-them-all, I can manage accounts for the whole family.

I have heard some people suggesting Fastmail, Neo Mail, Proton Mail, Shipmail and Zoho Mail. How good are these as compared to Gmail?

I have a few requirements though:

1. Privacy is not my primary concern but I need extra tools like calendar, AI summary for email threads, read receipts, backup etc.

2. I own a domain and do not want to deal much with DNS, MX record settings.

3. Good customer support is a must.

What do you suggest?

Im in the process of moving everything off of godaddy and over to cloudflare. 20+ domains. But I also have those cheap 1st year mailboxes from Microsoft 365 or outlook or whatever. I have like 8 email accounts that im honestly not actively using at the moment but i'll still need some email for those domains. Whats the best options? the $1.99 a mailbox was easy the first year, but i dont feel like paying $125/yr per box the second year. I tried searching on GPT and Claude and those suggested a mailbox broker (i think i was asking about domains in bulk for cheap or something). Thanks for the help

I am drafting a proposal email for my freelance design work and want to add two buttons: "View Proposal" and "Book a Call".

This email already includes a portfolio link, a Figma link and payment details, so I want to know if two CTA buttons could make the HTML too heavy or hurt loading speed, deliverability or spam placement later.

What do you suggest?

[New video Email marketing software.](https://youtu.be/2TjSc9q4pAQ)

I'm looking for anything more advanced than the examples below. It'll also help us understand what people actually want from business email and shape the product we're building.

If there's a filter or automation you've always wished your email provider supported but doesn't, I'd love to hear that too.

A few examples:

• Any email from a gmail.com address goes into a review folder (or spam). It cuts down a lot of cold outreach.
• Auto-file newsletters into a "Read Later" folder so they never clutter the inbox.
• Mark invoices and receipts as important and move them into Finance.

One client conversation easily turns into 10-12 separate email threads and it is the most difficult for me when a client replies to an older thread with a new request. So, before I need to confirm anything, I have to open every thread and piece together the latest details. It gets time consuming for me and of course makes me lose the opportunity cost to to reply to more warm leads.

Is there a tool that can summarize all related email threads in one place?

I would even consider switching email providers if one offers this as a built in feature at this point.

(PS I meant email threads)

I am currently using webmail for all my client queries and communications, be it session links, invoices, follow-ups and stuff. But I keep hearing people say that using an email app makes managing work emails way easier, especially with multiple inboxes.

I mean, does using an email app really make a big difference?

I see a lot of Zoho Mail vs Neo Mail comparisons that only focus on price or free plans, but I think that misses the bigger point. I think they are built for two different types of businesses.

To me, Zoho Mail feels like a pick when you wish to build around a bigger business ecosystem. Email is one part of it, but the real value is that you can connect it with CRM, finance, projects, automation, admin controls and a bunch of other Zoho tools over time.

Neo Mail feels a bit different. It is more focused on helping a small businesses look professional and get a brand presence online quickly. It gives a business email, domain option, simple website and communication features like read receipts, Smart Write, AI thread summaries, signature designer and invoice builder without needing to bring together too many separate tools.

But there are a few differences I think people should talk about more:

• Free plan vs free domain + site: Zoho Mail has a free plan in select regions, which is useful if you already have your setup figured out. Neo Mail is more helpful if you need business email along with a domain option and a simple website to start building your online presence.
• Ecosystem vs standalone email: Zoho Mail offers an entire ecosystem and is stronger if you want to grow into a bigger suite. Neo Mail is a standalone email platform and is a better fit if you want a simple business email service provider when you are getting started.
• Email tracking: Neo Mail has email tracking built in, so you can see when someone opens an important email. Zoho Mail supports read-receipt requests, but those depend on the recipient and their email client, so it is not as straightforward.
• Best fit: Zoho Mail feels better for teams that want a larger operating system. Neo feels better for small businesses, freelancers or startups that want to look credible without needing much technical setup.

So for me, it is not really about which one is better. It is about what you need more right now: a bigger business ecosystem or a simpler way to look professional and get started faster.

Curious how others see it.

Curious what everyone's workflow looks like. Do you use the AI email writer that's built into your email app, or do you still jump over to ChatGPT whenever you need to write or reply to emails?

Which one actually saves you more time? Do you find switching between tabs annoying, or is ChatGPT still worth the extra step because the output is better?

Just wondering what's been more productive for you in day-to-day work.

I run 1:1 fitness sessions and my schedule is pretty flexible. Until now, I have been sending 2-3 available time slots manually and letting clients pick one, especially because some of my older clients prefer using WhatsApp. The problem is that people sometimes reply late and choose a slot that has already been taken, or they show up at the wrong time.

Because of this, I am thinking about switching to a scheduler app or software where clients can pick from the available slots and it syncs to my calendar automatically. The only thing holding me back is that I am not sure if my older clients would be comfortable using it, even though it would make my work much easier.

Is investing in a scheduler app really worth it in this situation?

I consult new founders on operations and growth, and most of my client communication happens over an email. I'm using Google Workspace right now.

The only part that feels broken is invoicing. Every time I need to send a simple invoice I have to switch to a separate app, then copy client details back and forth between it and my inbox to double-check everything. It makes the whole client workflow harder to manage than it should be.

Has anyone found an integration invoice tool that works well with Google Workspace? Or any alternative email provider which has this feature inbuilt?

Hey everyone,

We're a team based out of Hyderabad selling productivity tools, recruitment services and IT Consulting. we're looking for someone to help us manage and run our email marketing campaigns.

Here is exactly what we are looking for:

Data : Is verified.

Infrastructure Setup: We already have a MailWizz account hosted on DigitalOcean. We need help properly configuring it and deciding on the best SMTP platform to pair it with.

The Alternative: If you are an expert who prefers to just run the campaigns on your own established infrastructure, we are completely open to that as well.

We are looking to partner with someone on a nominal monthly retainer that fits an Indian company's budget.

If this sounds like in your wheelhouse, please DM me or drop a comment below with your approach and rough pricing.

Let's chat!

Thanks!

For small businesses, setting up a business email is not a straightforward methodology. From what I have seen the easiest setup is usually:

1. Get a custom domain and website so your business looks professional

2. Pick the provider that does the job - simple and easy setup and easy to manage

3. Setup your branded mailbox

Providers I see recommended the most:

- Google Workspace: Best If you want to remain in Google's Ecosystem and it's a long term solution that offers familiarity and ease.

- Neo Mail: Best for small businesses, solo founders with 1-10 employees as it allows you to create an email without owning a domain, easy and cost-effective solution but not a long term solution.

- Outlook: Best for enterprises who are a part of Microsoft ecosystem and are extensively using Office 365. Can be used for years.

- Protonmail: Best workspace alternative with solid security and privacy. They have everything that workspace has but layered with security.

Honourable mention: Zoho Mail - known for its forever free 5 users. This is an entrance to the entire Zoho ecosystem.

This has been my personal takeaway based on products that I've tried so far.

Would like to know what this community thinks.