# Best Email Archiving Software ## How Many Email Archiving Software Products Does G2 Track? **Total Products under this Category:** 54 ### Category Stats (Jul 2026) - **Average Rating:** 4.34/5 The average rating of products in this category, based on all submitted ratings _Last updated: July 26, 2026_ ## How Does G2 Rank Email Archiving Software Products? **Why You Can Trust G2's Software Rankings:** - 30 Analysts and Data Experts - 6,500+ Authentic Reviews - 54+ Products - Unbiased Rankings G2's software rankings are built on verified user reviews, rigorous moderation, and a consistent research methodology maintained by a team of analysts and data experts. Each product is measured using the same transparent criteria, with no paid placement or vendor influence. While reviews reflect real user experiences, which can be subjective, they offer valuable insight into how software performs in the hands of professionals. Together, these inputs power the G2 Score, a standardized way to compare tools within every category. ## G2 Grid® for Email Archiving Software ![G2 Grid® for Email Archiving Software plotting products by satisfaction and market presence](https://www.g2.com/categories/email-archiving/grids.png?focus%5B%5D=25671&focus%5B%5D=25519&focus%5B%5D=2324&focus%5B%5D=48081&focus%5B%5D=70696&focus%5B%5D=67217&focus%5B%5D=93230&focus%5B%5D=67529) Highlighted products: NinjaOne, Paubox, Cryoserver, Mimecast Cloud Archive, Smarsh, Barracuda Message Archiver, MailStore Server, and N-able Mail Assure. Underlying data: [Grid® JSON](https://www.g2.com/categories/email-archiving/grids.json?focus%5B%5D=ninjaone&focus%5B%5D=paubox&focus%5B%5D=cryoserver&focus%5B%5D=mimecast-mimecast-cloud-archive&focus%5B%5D=smarsh-smarsh&focus%5B%5D=barracuda-barracuda-message-archiver&focus%5B%5D=mailstore-server&focus%5B%5D=n-able-mail-assure) **Sponsored** ### Prisma Browser for Business Prisma Browser for Business is a secure web browser tailored for small businesses, integrating advanced security features directly into the browsing experience. Built on the Chromium platform, it offers a familiar interface while providing enterprise-grade protection against online threats such as phishing, ransomware, and data breaches. This solution enables teams to work seamlessly across various applications and AI tools, ensuring data security without the need for a dedicated IT team. Key Features and Functionality: - Proactive Threat Protection: Utilizes AI-powered threat scanning to detect and block phishing attempts, malware, and other cyber threats in real-time. - Data Loss Prevention: Implements controls to prevent accidental sharing of sensitive information, such as disabling copy/paste and file uploads to unauthorized platforms. - AI Interaction Management: Monitors and regulates AI tool usage to prevent unintended actions and data leaks, ensuring that business information remains secure. - User-Friendly Deployment: Offers a straightforward setup process with pre-configured security settings, allowing businesses to protect their teams without technical expertise. Primary Value and Problem Solved: Prisma Browser for Business addresses the critical need for robust cybersecurity in small businesses, which are increasingly targeted by sophisticated cyberattacks. By embedding security directly into the browser, it safeguards the primary workspace where employees spend the majority of their time. This solution not only protects against external threats but also mitigates risks associated with accidental data exposure through AI tools and other online platforms. By providing an easy-to-use, comprehensive security solution, Prisma Browser for Business empowers small businesses to focus on growth and productivity without compromising on security. [Visit website](https://www.g2.com/external_clickthroughs/record?secure%5Bad_program%5D=ppc&secure%5Bad_slot%5D=category_product_list&secure%5Bcategory_id%5D=1672&secure%5Bchosen_at%5D=2026-07-28T05%3A45%3A23Z&secure%5Bdisplayable_resource_id%5D=1833&secure%5Bdisplayable_resource_type%5D=Category&secure%5Bmedium%5D=sponsored&secure%5Bplacement_reason%5D=neighbor_category&secure%5Bplacement_resource_ids%5D%5B%5D=1833&secure%5Bprioritized%5D=false&secure%5Bproduct_id%5D=1806417&secure%5Bresource_id%5D=1672&secure%5Bresource_type%5D=Category&secure%5Bsource_type%5D=category_page&secure%5Bsource_url%5D=https%3A%2F%2Fwww.g2.com%2Fcategories%2Femail-archiving&secure%5Btoken%5D=eed2391f0558262cd70b950f7b9cdf47958ba1b6eb51140da1c67edd4f993c6b&secure%5Burl%5D=https%3A%2F%2Fwww.paloaltonetworks.com%2Fprisma-browser-for-business%3Futm_source%3Dg2-panw_inhouse-amer-sase-smco-sfow%26utm_medium%3Ddisplay%26utm_campaign%3Dg2-sase-prisma_browser_smb-amer-us-awareness-en-native-cat_com%26utm_content%3D701Ki000000p2UKIAY&secure%5Burl_type%5D=custom_url) ### [NinjaOne](https://www.g2.com/products/ninjaone/reviews) NinjaOne is the unified IT operations platform that helps IT teams and managed service providers manage, secure, and support every endpoint from a single cloud-native console. Nearly 40,000 customers across 140+ countries use NinjaOne to replace fragmented point tools with one platform built to scale. The platform brings together the core work of modern IT operations: endpoint management, autonomous patch management, vulnerability management, endpoint and SaaS backup, remote access, and IT service desk. Teams monitor and control Windows, macOS, Linux, mobile, and virtual devices in one place, automate routine work with policy-based automation and human-centered AI, and cut the cost and risk that come from running many disconnected tools. NinjaOne serves internal IT teams and MSPs alike, from lean IT departments to mid-market and large enterprise organizations managing distributed, multi-site environments. Common uses include consolidating IT tooling, automating patching for security and compliance, managing distributed and hybrid workforces, improving endpoint visibility, and strengthening backup and ransomware readiness. NinjaOne has maintained a 98 percent customer satisfaction score for more than five years, backed by free unlimited onboarding and 24/7 support in seven languages. Organizations that move to NinjaOne report replacing four or more separate tools with the single platform. NinjaOne is FedRAMP Moderate Authorized and SOC 2 Type II and Type III compliant, and supports audit-ready compliance evidence across frameworks including CMMC, ISO 27001, and HIPAA. The mission behind the platform is simple: unify IT to simplify work, giving IT teams better tools and employees a great technology experience at work. **Average Rating:** 4.7/5.0 **Total Reviews:** 4,767 #### How Do G2 Users Rate NinjaOne? - **Quality of Support:** 9.1/10 (Category avg: 8.5/10) - **Archive Backup:** 9.4/10 (Category avg: 9.2/10) - **Email Storage:** 9.5/10 (Category avg: 9.1/10) - **Email Analysis:** 8.2/10 (Category avg: 8.7/10) #### Who Is the Company Behind NinjaOne? - **Seller:** [NinjaOne](https://www.g2.com/sellers/ninjaone) - **Company Website:** https://www.ninjaone.com/ - **Year Founded:** 2013 - **HQ Location:** Austin, Texas - **Twitter:** @NinjaOne (3,607 Twitter followers) - **LinkedIn® Page:** https://www.linkedin.com/company/6436301/ (2,376 employees on LinkedIn®) #### Who Uses This Product? - **Who Uses This:** IT Manager, Owner - **Top Industries:** Information Technology and Services, Computer & Network Security - **Company Size:** 47% Medium, 45% Small #### What Do G2 Reviewers Say About NinjaOne? _AI-generated summary from verified user reviews_ ##### Pros - Users appreciate the **ease of use** of NinjaOne, streamlining asset management and automating essential tasks effortlessly. - Users praise the **powerful automation** capabilities of NinjaOne, enhancing efficiency and simplifying device management. - Users appreciate the **easy navigation and dashboard** of NinjaOne, facilitating quick device management and monitoring. - Users praise NinjaOne for its **automated updates and efficient alerts** , significantly simplifying server management and saving time. - Users value the **excellent customer support** from NinjaOne, noting quick access to knowledgeable staff and practical solutions. ##### Cons - Users feel the **missing features** limit functionality, particularly lacking client and customer portal capabilities. - Users find the **search function lacking** , and the interface can confuse end users with unclear icons. - Users find NinjaOne has **limited features** , especially in mobile app functionality and device management options. - Users find that NinjaOne needs **improvement in search functionality** and a better ticketing dashboard for efficiency tracking. - Users report facing **feature issues** with function settings and a lack of adequate role-based controls in NinjaOne. #### What Are Recent G2 Reviews of NinjaOne? **["Impowered Our MSP to Resolve Issues Quickly and Grow Quickly"](https://www.g2.com/survey_responses/ninjaone-review-10168731)** **Rating:** 4.5/5.0 stars _— Robert M._ [Read full review](https://www.g2.com/survey_responses/ninjaone-review-10168731) **["Revolutionalised Our Workflows"](https://www.g2.com/survey_responses/ninjaone-review-8785777)** **Rating:** 5.0/5.0 stars _— Drew B._ [Read full review](https://www.g2.com/survey_responses/ninjaone-review-8785777) ### [Paubox](https://www.g2.com/products/paubox/reviews) Paubox is a HIPAA compliant email security platform designed for healthcare organizations. It provides outbound email encryption and AI-powered inbound email protection, helping organizations safeguard protected health information (PHI) without changing how staff or patients use email. Email remains a critical communication tool in healthcare, but standard platforms like Google Workspace and Microsoft 365 are not HIPAA compliant on their own. Paubox makes compliance automatic and enhances security to defend against evolving phishing and malware attacks, all while maintaining a seamless user experience. Paubox serves small to mid-sized healthcare organizations, clinics, and IT teams seeking reliable compliance, reduced risk, and simple management. Key capabilities: - Automatic outbound encryption: Every message is encrypted by default; recipients read emails directly in their inbox, without portals or passwords - AI-powered inbound email security: Detects and blocks phishing, spoofing, and malware using generative AI analysis - Seamless integration: Works with Google Workspace, Microsoft 365, and Microsoft Exchange without new workflows or domain changes - Compliance and control: Supports HIPAA compliance and minimizes human error in handling PHI - Additional tools: Archiving, Data Loss Prevention, Paubox Email API, and Paubox Marketing Benefits: - Simplifies compliance management and reduces IT workload - Improves patient and staff experience with frictionless secure email - Strengthens protection against modern email threats Paubox enables healthcare organizations to confidently use email as a secure, compliant, and user-friendly communication channel, eliminating guesswork for staff and helping IT teams protect against data breaches and compliance risk. **Average Rating:** 4.9/5.0 **Total Reviews:** 598 #### How Do G2 Users Rate Paubox? - **Quality of Support:** 9.8/10 (Category avg: 8.5/10) - **Archive Backup:** 9.6/10 (Category avg: 9.2/10) - **Email Storage:** 9.5/10 (Category avg: 9.1/10) - **Email Analysis:** 9.4/10 (Category avg: 8.7/10) #### Who Is the Company Behind Paubox? - **Seller:** [Paubox](https://www.g2.com/sellers/paubox) - **Year Founded:** 2015 - **HQ Location:** San Francisco, CA - **Twitter:** @PauboxHQ (16,577 Twitter followers) - **LinkedIn® Page:** https://www.linkedin.com/company/4821384/ (46 employees on LinkedIn®) #### Who Uses This Product? - **Who Uses This:** Owner, CEO - **Top Industries:** Mental Health Care, Hospital & Health Care - **Company Size:** 84% Small, 14% Medium #### What Do G2 Reviewers Say About Paubox? _AI-generated summary from verified user reviews_ ##### Pros - Users love the **ease of use** of Paubox, appreciating its seamless setup and management for secure communications. - Users appreciate the **security of Paubox** , ensuring HIPAA compliance and peace of mind when handling sensitive information. - Users praise the **exceptional customer support** from Paubox, highlighting helpful and patient staff throughout the implementation process. - Users trust **Paubox's email security** , appreciating its ease of use and reliable HIPAA compliance for peace of mind. - Users value the **effortless setup process** of Paubox, appreciating its quick initiation and seamless operations. ##### Cons - Users find Paubox **expensive** , but some feel the value justifies the higher cost compared to alternatives. - Users note **email retention issues** with Paubox, citing the need for longer access to email records for litigation. - Users find the **difficult setup** challenging, though quick support helps to alleviate some of the confusion. - Users experience **email encryption issues** with Paubox, causing delays and reliance on test emails for assurance. - Users miss the **encrypted SMS feature** of Paubox, feeling it was unmatched in the market. #### What Are Recent G2 Reviews of Paubox? **["HIPAA-Compliant Email Encryption without friction"](https://www.g2.com/survey_responses/paubox-review-13114802)** **Rating:** 5.0/5.0 stars _— Cyril B._ [Read full review](https://www.g2.com/survey_responses/paubox-review-13114802) **["Easy email encryption that runs on your existing email platform"](https://www.g2.com/survey_responses/paubox-review-9371578)** **Rating:** 5.0/5.0 stars _— Mia J._ [Read full review](https://www.g2.com/survey_responses/paubox-review-9371578) - ‹ Prev‹ Prev - 1 - [2](/categories/email-archiving?order=g2_score&page=2#product-list) - [3](/categories/email-archiving?order=g2_score&page=3#product-list) - [4](/categories/email-archiving?order=g2_score&page=4#product-list) - [Next ›Next ›](/categories/email-archiving?order=g2_score&page=2#product-list) Spotlight Categories [Professional Services Automation Software](https://www.g2.com/categories/professional-services-automation) [Employee Communications Software](https://www.g2.com/categories/employee-communications) [Webinar Platforms](https://www.g2.com/categories/webinar) [Conversation Intelligence Software](https://www.g2.com/categories/conversation-intelligence) [Project Management Software](https://www.g2.com/categories/project-management) Similar Categories - [Disaster Recovery as a Service (DRaaS)](/categories/disaster-recovery-as-a-service-draas) - [Backup](/categories/backup) - [Disaster Recovery](/categories/disaster-recovery) [Browse Email Archiving Themes](/categories/email-archiving/themes) ![Tian Lin](/assets/transparent-ad5be28fbcd25b7b08d2cebe1d957125437fb5407d75ee717965ad22c8808791.gif "Tian Lin") TL Researched and written by [Tian Lin](https://research.g2.com/insights/author/tian-lin) Updated October 3, 2024 Email archiving software compresses and stores emails older than a certain user-defined age with the aim of referencing or auditing at a later date. These solutions enable companies to keep full records of any email transactions without the need to consume significant storage. By archiving emails, companies can audit employee email conversations, sales email interaction histories, and more for a more complete view of a user or company’s conversational history. IT departments will utilize email archiving solutions to preserve email history, enabling HR teams, management, sales teams, and more to then audit archived emails and make business decisions. Email archiving tools work well with a variety of communications platforms as a method to preserve B2B, B2C, and employee interactions. To qualify for inclusion in the Email Archiving category, a product must: - Compress and store emails beyond a certain age - Provide keyword searching to sort through archived emails - Protect stored emails with encryption and other security measures Show More * * * ## How Do You Choose the Right Email Archiving Software? ### What You Should Know About Email Archiving Software ### What is Email Archiving Software? Email archiving software compresses, stores, and indexes emails for future referencing or legal auditing. As emails transfer, the archive solution copies each email and stores them in an on-premise server, cloud server, or both (hybrid). Email users can delete their old emails to save space since they can retrieve old emails anytime in the email archive. Email archiving is an ongoing process, so users don’t have to worry about data loss at any point. From an organization's perspective, they can keep full records of any email transactions without consuming significant storage. Even though emails are compressed, companies and legal entities can still search, index, and audit employee email conversations, sales email interaction histories, and conversational histories. Stored emails are usually read-only, and their access is monitored and logged by administrators. This prevents unauthorized access and protects the integrity of the email history. Email archiving is not only beneficial to individual users, but also to companies that need to be compliant with regulations. Financial services companies, healthcare organizations, legal firms, and other regulated organizations are legally required to keep copies of their email. Regardless of which industries the user works with, email archiving is important and beneficial to everyone. #### What Types of Email Archiving Software Exist? **On-premise email archiving** On-premise email archiving software stores all the emails in physical servers on the premises of the organization. Started in the 2000s, this type of solution has been very reliable and can be fully customized to different needs. However, it requires a high initial investment to build up the servers and the IT team to manage it.  **Cloud email archiving** Cloud email archiving software stores all the emails in a remote physical server managed by a third-party vendor. It is charged based on a subscription so it doesn’t require initial investments and maintenance. Reputable vendors offer reliable, inexpensive, and easy management archiving services that are compliant with legal requirements. However, migration to the cloud is still a big hurdle.  **Hybrid email archiving** The hybrid solution enables email archiving on-premises and on the cloud. It is a solution for businesses that are in the migration process or don’t want to commit to a full cloud solution.  ### What are the Features of Email Archiving Software? The following are some core features within email archiving software that can help users manage their email retention and e-discovery policy: **Email journaling:** Every email, calendar, and event transaction must be copied and stored in the archive server in real time. Archived emails should never be replaced or modified for their integrity. This is necessary to keep in compliance with any legal requirements because the information stored must be 100% true to its original source. **Email compression:** All copied emails are compressed to save space on the archives. This saves server space and money. **Email retrieval:** Email account owners and administrators should be able to retrieve all of their emails within the retention period. This also means the email archive server should have a high availability so that the retrieval process is not constantly interrupted. **Administrative dashboard:** Administrators should be able to control user access to email archives and custom policies through a dashboard. The dashboard needs to generate accurate data tables and visualization so decision-makers can be informed about space used and access control. Advanced reporting tools in email archiving solutions can also identify inappropriate or sensitive email exchanges. This alerts administrators about usage patterns and user behaviors that violate corporate policy. **Electronic discovery (****eDiscovery):** eDiscovery is a legal requirement to search and recover electronic data for litigation or legal compliance. Companies should be able to set up tags and attributes to search emails based on sender/receiver information, dates, keywords, and so on. Multiple search query management is also recommended to speed up the search. Users can save or modify the searches without going through every individual search. ### What are the Benefits of Email Archiving Software? **Storage cost savings:** Depending on the size of a company, the amount of storage space they need for email can grow quickly. Archiving old emails can free space and increase email server performance.  **Policy compliance:** Email archiving ensures that an organization follows the proper email retention policy automatically. A complete solution allows users to retrieve their email from a secure server with ease. This saves money from paying auditors and lawyers when they spend time digging into all the emails. Those emails will be tamper-free because no employee can edit them on the storage server. It’s important to check with the local laws on the retention and security policy of email before buying the software. **Disaster recovery:** While email archiving is not email backup, it can be used as a disaster recovery option. When companies experience email systems data loss such as hardware malfunctions or cyberattacks, they can recover their email quickly. If only part of the emails got lost, they can recover that specific part instead of restoring the whole system.  **Email security:** The best email archive solution protects email messages through a mail server. Data archiving doesn't always have to do a fast search, but it does have to encrypt email communications to prevent cyberattacks. **Business continuity:** When the email exchange server is down, some solutions allow the user to send and receive emails from their server. This acts as a business continuity email service so users don’t miss important email exchanges online. ### Who Uses Email Archiving Software? **Employees:** Anyone in the organization should be able to use this tool to retrieve their emails. **Email managers:** Email managers should be able to set archiving permissions and policies through this software. They can also prevent inappropriate email exchange by analyzing risky user patterns and irregular content reports. This could save the company from potential competitive intelligence or espionage.  **Legal entities:** Court, lawyers, and auditors need to use e-Discovery tools for litigation and legal purposes. It saves them time to find the necessary documents because email archiving solutions can filter and search based on names, email addresses, keywords, and so on. ### Challenges with Email Archiving Software Email archiving solutions can come with their own set of challenges.  **Slow email retrieval:** Since the email is saved on archive servers, it can be slow to download and upload from that server. Archive storage is inexpensive because it is compensated by a slow transfer speed. Multiple users retrieving at once also slows the server. Buyers need to make sure that the email archive solution server ensures a specific data transfer speed according to the requirement. **Email retrieval access:** Unauthorized email access to the archive server can leak important company trade secrets and sensitive information. Email managers need to set the right access for each account on day one.  **Redundancy with other backup software:** Companies today have other disaster recovery and backup solutions that do similar things as email archive software. While the email archive has its own unique functionality and use case, the cost to store multiple copies of emails with different software can rise significantly with time. Buyers need to make sure that the future storage cost doesn’t exceed the budget.  ### Which Companies Should Buy Email Archiving Software? While all companies that use email should consider email archiving solutions, below are the two industries that especially need the software: **Finance industry:** The financial industry is heavily regulated so it requires email archiving to meet local laws. There are incentives for companies and employees to alter email copies for financial gains. Email archiving solutions prevent that by guaranteeing tamper-free email copies. Also, financial documents have industry words and numbers that are hard to discover. Many email archiving solutions provide search options that can include keywords and similar terms to find the right content quickly. Generic email searches often lack this functionality, making them inferior solutions that fail to meet the industry needs. **Healthcare industry:** Sensitive email exchanges between healthcare providers and patients are regulated by governments and targeted by cyberattacks/ransoms. Having an archive solution prevents unauthorized temperament of emails, ensures compliance, and provides business continuity. Since patient care can be very time sensitive, sending and receiving emails on time may save lives.  ### How to Buy Email Archiving Software #### Requirements Gathering (RFI/RFP) for Email Archiving Software Buyers may be tempted to create long lists of detailed requirements or ones that are too vague. Ideally, an RFI should be detailed enough to cover the essential requirements but not too long to discourage employees and vendors from using it. Since not all requirements have the same importance, buyers should assign them priorities and focus on the most important ones.  Must-have features are critical features that the company needs to run its daily operations based on their industry. For example, financial companies need software that can process financial search terms and secure email temperament policy.  Important requirements should have a high priority but aren’t necessarily deal breakers if there is a replacement. For example, advanced analytics and dashboards to predict user patterns are important but not critical when the buyer already uses employee monitoring software that can analyze email content.  Nice-to-have features may vary by department and team. For example, mobile apps that can retrieve email on a phone instead of a PC are useful but oftentimes unnecessary. #### Compare Email Archiving Software Products **Create a long list** When making a long list, it should have no more than 10 products selected by eliminating all options that are not a good fit for the buyer. An easy start is to check what email software the company is using. The email archive software needs to be compatible with the company’s email software. If a company is using Gmail, they shouldn’t buy an archiver that focuses on on-premises since Gmail is a SaaS product. Also, users need to look into the legal requirements (such as GDPR data protection) for their company and industry. Some software solutions ensure regulatory compliance with specific laws, but that doesn’t guarantee that they always do. Email archiving software is changed by the number of users and/or space used for storage. Users can calculate an ideal budget based on that and filter out companies that don't meet it.  **Create a short list** The products in the long list can be very similar at first sight, so buyers need more details about the products and the vendors to create a short list. This is where the requirements list comes in handy. Decision makers use this list to generate RFIs, which ask vendors to provide detailed information on how they deliver the features needed by the buyer. Some vendors may decline to respond to RFIs, which automatically disqualifies them from the selection process. Others are eliminated because they provided unsatisfactory responses. Vendors also provide testimonials, customer references, and technical documentation to prove that they have the qualifications and expertise to deliver the product on time and within budget. **Conduct demos** Demos should be conducted live, not with slide decks or screenshots. Vendors should follow a script with scenarios created by the buyer. An example of a scenario would be to show how the system can save copies of emails, search specific emails based on industry terms, and retrieve the email on time. Buyers should take notes of the speed of data transfer and space used to store emails, as not all compression, data transfer, and storage options are created the same. All email archive vendors should use the same demo script, and buyers need to rate each criterion and scenario using a rating system such as scores from one to five (where one is the lowest rating and five the highest). All members of the selection team who attend demos should rate the functionality being demonstrated. The results can then be combined and analyzed to identify the main strengths and weaknesses of each product.  #### Selection of Email Archiving Software **Choose a selection team** IT managers, auditors, lawyers, and some end users should be included in the selection team. External consultants and outsourced IT teams may also provide a neutral perspective or help with negotiation.  **Negotiation** Understandably, companies want to reduce costs during pricing negotiations, but this should not happen to the users' detriment. Instead, it is preferable to focus on getting the most value for the money. An example is customer support, which is included in the software's price but is usually limited to working hours and weekdays. Global companies may require 24/7 follow-the-sun support, which means that issues can be passed between teams in different time zones, so the users do not have to wait too long for a resolution.  Negotiation also includes legal and contractual terms, as well as service level agreements (SLAs). One example is cloud uptime, which guarantees that SaaS archiving products are operational. Most vendors provide an uptime of 95% and higher, but even a few hours a month can be very disruptive for regulated companies in finance and healthcare. **Final decision** The final decision should be made by a team, not a single person. It is also essential to use a structured approach and the data gathered during the previous phases. Decision support systems can prioritize requirements, identify the strengths and weaknesses of each product, and create various buying scenarios.