If you read and write all of your emails in Gmail, consider setting Gmail as default email service. Windows 7, Windows 8, and Windows 10 can all be set up to use Gmail as the default, whether you use Google Chrome, Mozilla Firefox, or Microsoft Edge as your default web browser.
To do this from within Word or other Windows programs, or by right-clicking a file in explorer and choosing Send to -> Mail recipient, you need a MAPI client to intercept such requests. If Merge to E-Mail is grayed out, it means Word doesn't think that Outlook is the default email client. I've seen two situations for this—one is addressed with that command in case Mail stubbornly keeps itself as the default email client, and the other is the corresponding Outlook version not being installed. In Word, Excel, and PowerPoint for Mac, you can send a file to your contacts right from the application that you're working in. You can send the file as an attachment, in the body of the message, or if the file is located on OneDrive or SharePoint, you can send a link to the file. For this list of the best email apps, we only considered email clients, leaving out email services and email assistant apps. An email client is a piece of software you install on your computer or mobile device to access email, even if that email is hosted by another service.
Instructions in this article apply to Gmail on Windows 10, Windows 8.1, and Windows 7.
How to Set Gmail as the Default Email Service in Google Chrome
When you set up Gmail as your default email program in Chrome, email links on webpages will automatically open in Gmail when selected.
Open a Chrome browser window.
Select the More button, which is three dots in the upper-right corner of the Chrome window, and select Settings.
Scroll down to the bottom of the page and select Advanced.
Select the arrow to the right of Site Settings in the Privacy and Security section.
Scroll down and select the arrow to the right of Handlers.
Toggle Allow sites to ask to become default handlers for protocols (recommended) to On.
Open Gmail in your Chrome Browser. A popup window will open requesting to allow Gmail to open email links.
Select Allow. Gmail will be set as the default in Chrome.
How to Set Gmail as the Default Email Service in Firefox
Although Firefox typically uses the Windows default email program to open email links, changing the settings will enable Gmail to become the default.
Open a Firefox browser window.
Select the Open Menu button in the upper-right corner of the Firefox window.
Scroll to the Applications section of the General tab.
Enter mailto in the Content Type search box and select it from the results list.
Select the dropdown arrow to the right of Use Mail and choose Use Gmail.
Close the about:preferences page. The changes will automatically be saved and Gmail will now be the default email program.
How to Set Gmail as the Default Email Service with Microsoft Edge as the Default Browser
Microsoft Edge uses the Windows email default setting. While there is no direct way to choose Gmail as the default email client in Windows or in Microsoft Edge, one workaround is to first set up Gmail as the default email program in Google Chrome and then select Chrome as the default for all emails.
In Windows 10, type default into the Windows search box and choose Default App Settings in the list of results. In Windows 8 or Windows 7, select Start, select Control Panel choose Programs and select Default Programs.
Select Email under Choose Default Apps in Windows 10. In Windows 8 or Windows 7, select Associate a file type or protocol with a program and then choose MAILTO under Protocols.
Select Google Chrome as the email client and close the window. When you click on an email link in MS Edge, a new Google Chrome browser window will open with Gmail.
To check your email and send messages straight from your desktop, you need an email program. Here are a few of the very best free email programs for Windows.
The email programs in this list each offer distinct features. Some apps display mail differently or have additional options for notifications or security, but they all have one thing in common: They can access email from nearly every email provider.
The offline mail programs listed below are great for accessing mail from your regular email address, but they most likely will not work with secure email providers because of the encryption they require.
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eM Client
What We Like
Simple interface that's easy to use.
Includes a long list of uncommon features.
Adding a new email account is very straightforward.
Includes a built-in calendar, chat tool, and place to keep tasks.
Can import mail from other programs.
The editor has lots of formatting options.
Lets you pick from different themes.
What We Don't Like
You can use only two email accounts simultaneously.
You can't build message templates.
eM Client is a free email program for Windows that has a clean, updated interface, works smoothly, and is great for anyone wanting a straightforward email program with advanced features. For example, you can:
Delay emails to have them sent later.
Set up email rules.
Build distribution lists.
Send replies automatically.
Delete duplicate emails easily.
Empty the trash folder every time you exit eM Client.
Customize notification sounds.
Password-protect the entire program.
Auto-backup your emails to any custom folder.
Download custom spell-checker dictionaries.
Configure custom keyboard shortcuts.
Set up QuickText for faster typing.
Translate emails.
Send mail to multiple people while masking each email address from the other recipients (via the mass mail feature).
You can buy eM Client for VIP support, the ability to connect an unlimited number of email accounts, and the option to use the program in a commercial setting.
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Mozilla Thunderbird
What We Like
Uses tabbed browsing.
Lets you connect to multiple email accounts simultaneously.
Supports chat integration with Google, Twitter, and other such services.
Advanced message filters.
Can disable syncing certain folders from your online mail.
Functions as an RSS feed reader.
Lots of customizable settings.
What We Don't Like
Encrypting messages can be difficult to understand.
Could easily become overwhelming for novice computer users.
Mozilla Thunderbird is a fully featured, secure, capable email client and RSS feed reader. It lets you handle mail efficiently and with style, and like any good email program, it also filters away junk mail.
Thunderbird stands out from other free Windows email programs in many ways, such as supporting lots of add-ons, letting you download themes to customize the program's entire appearance, and granting full access to tweak its many settings and features.
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Mailbird
What We Like
Interface is clean and minimal, yet functional.
Integrates with various online services.
Includes color themes you can change.
Pick any custom sound as a new mail notification.
Automatically provides a free trial for Mailbird Pro.
What We Don't Like
Isn't free for commercial use.
Limits how many email accounts you can set up.
Missing features found in the Pro version, such as snoozing emails and quick preview for attachments.
Takes longer to install than most email clients.
Includes lots of ads.
Mailbird offers a solid, reasonably productive email experience. Not only do you get access to your email, but you can also connect to WhatsApp, Facebook, WeChat, FormSwift, Slack, Google Docs, Evernote, Dropbox, and other services.
This email program is fully functional in its free Lite form. If you want to remove the ads and have more features like the option to snooze emails and connect to more than just one email account at once, however, you have to upgrade to Mailbird Pro.
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Mail
What We Like
Clean, modern interface.
Rich editor for tables, pictures, freehand drawings, and more.
Lets you access more than one email account.
Supports light and dark modes and other personalization settings.
Your email signature can include pictures and hyperlinks.
Lots of settings you can tweak.
Includes a built-in calendar.
What We Don't Like
Works in Windows 10 and Windows 8 only.
Missing support for rules and filters.
You can't make email templates.
Mail is a product of Microsoft that works with Windows 10 and Windows 8. This sleek app lets you sync multiple email accounts right to your desktop and comes with a calendar app.
This email program is pretty basic, so it doesn't include advanced filtering options or rules to auto-delete messages or move them around based on senders. However, Mail is ideal if you prefer a simple solution that lets you set up a new email account easily and integrates well with Windows.
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IncrediMail
What We Like
Setting up a new account is easy.
Provides a unique way to block spam.
Includes fun animations you can use to alert you when new mail arrives.
Lets you manage multiple identities and switch between email accounts.
You can password-protect the program.
What We Don't Like
Some features work only in Plus version.
Includes ads.
Some spam-blocking features aren't free.
IncrediMail is a fun, easy-to-use email client that's unique in its animations and designs.
This email client includes a neat spam blocker that not only lets you block the sender's email address but also allows you to bounce the email back to the sender to make it appear as if your address isn't valid.
Unfortunately, its free version is missing features such as email backup and the ability to switch between program skins.
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Mailspring
Email Client For Word 10 Macros
What We Like
Avery For Word 10
Much cleaner UI than most email programs.
Adding email accounts is a cinch.
Lots of settings can be customized.
Themes let you quickly change the entire appearance of the program.
Lets you try out some of the Pro features for free.
What We Don't Like
New Smart Art For Word 10
Limits how many email accounts you can add.
Missing lots of features found only in the Pro version.
Mailspring has a smooth, distraction-free user interface and is super-easy to set up, despite some advanced features. Unfortunately, not all of them are free; these are part of Mailspring's pro version.
Word 10 Tutorial
Mailspring Pro offers support for scheduled emails, snoozing, link tracking, follow-up reminders, read receipts, and more. You can use some of these features in the basic/free edition but only a few times a week.