# 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=2026-07-28T21%3A21%3A03Z&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=8de5bb2fc6f2481c0f1d2281382aa6184d997638f92a3e3f08fdf2db82f72c95&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) By [NinjaOne](https://www.g2.com/sellers/ninjaone) [ 4.7/5(4,910) ](https://www.g2.com/products/ninjaone/reviews) What do users say? Users consistently praise the ease of use and powerful automation features of NinjaOne, which streamline IT management tasks and save time. The intuitive interface allows for quick deployment and effe Pros and Cons [ Ease of Use (1373) ](https://www.g2.com/products/ninjaone/reviews?qs=pros-and-cons)[ Missing Features (792) ](https://www.g2.com/products/ninjaone/reviews?qs=pros-and-cons) [ Paubox ](https://www.g2.com/products/paubox/reviews) By [Paubox](https://www.g2.com/sellers/paubox) [ 4.9/5(605) ](https://www.g2.com/products/paubox/reviews) What do users say? Users consistently praise the product for its seamless integration with existing email systems, allowing for automatic encryption without extra steps for recipients. This simplicity enhances user expe Pros and Cons [ Ease of Use (216) ](https://www.g2.com/products/paubox/reviews?qs=pros-and-cons)[ Expensive (50) ](https://www.g2.com/products/paubox/reviews?qs=pros-and-cons) [ Cryoserver ](https://www.g2.com/products/cryoserver/reviews) By [Ziff Davis](https://www.g2.com/sellers/ziff-davis) [ 4.6/5(54) ](https://www.g2.com/products/cryoserver/reviews) What do users say? Users consistently praise the ease of use and exceptional customer support provided by Cryoserver, highlighting its reliable email archiving capabilities and fast search functionality. Many appreciate [ Mimecast Cloud Archive ](https://www.g2.com/products/mimecast-mimecast-cloud-archive/reviews) By [Mimecast](https://www.g2.com/sellers/mimecast) [ 4.3/5(31) ](https://www.g2.com/products/mimecast-mimecast-cloud-archive/reviews) What do users say? Users consistently praise the ease of use and reliable access to archived emails, highlighting how it simplifies email management and enhances security. The user-friendly interface and effective searc [ Smarsh ](https://www.g2.com/products/smarsh-smarsh/reviews) By [Smarsh](https://www.g2.com/sellers/smarsh) [ 4.1/5(28) ](https://www.g2.com/products/smarsh-smarsh/reviews) What do users say? Users consistently praise the product for its ease of use and flexible platform, which simplifies compliance and reporting tasks. Many appreciate the smooth onboarding process and responsive customer Pros and Cons [ Ease of Use (10) ](https://www.g2.com/products/smarsh-smarsh/reviews?qs=pros-and-cons)[ Learning Curve (5) ](https://www.g2.com/products/smarsh-smarsh/reviews?qs=pros-and-cons) [ Barracuda Message Archiver ](https://www.g2.com/products/barracuda-barracuda-message-archiver/reviews) By [Barracuda](https://www.g2.com/sellers/barracuda) [ 4.4/5(19) ](https://www.g2.com/products/barracuda-barracuda-message-archiver/reviews) What do users say? Users consistently praise the ease of use and reliable performance of the Barracuda Message Archiver, noting that it simplifies email management and compliance. Many appreciate its straightforward set [ Jatheon Enterprise Data... ](https://www.g2.com/products/jatheon-enterprise-data-archiving-solution/reviews) By [Jatheon](https://www.g2.com/sellers/jatheon) [ 4.7/5(21) ](https://www.g2.com/products/jatheon-enterprise-data-archiving-solution/reviews) What do users say? Users consistently praise the ease of use and excellent support provided by Jatheon, highlighting its intuitive interface and responsive customer service. Many appreciate the product's ability to deli [ N-able Mail Assure ](https://www.g2.com/products/n-able-mail-assure/reviews) By [N-able](https://www.g2.com/sellers/n-able) [ 4/5(68) ](https://www.g2.com/products/n-able-mail-assure/reviews) What do users say? Users consistently praise the product for its easy setup and effective spam filtering, making it accessible even for those without technical expertise. Many appreciate the intuitive interface and the Pros and Cons [ Email Security (3) ](https://www.g2.com/products/n-able-mail-assure/reviews?qs=pros-and-cons)[ Poor Customer Support (2) ](https://www.g2.com/products/n-able-mail-assure/reviews?qs=pros-and-cons) [ MailStore Server ](https://www.g2.com/products/mailstore-server/reviews) By [MailStore Software](https://www.g2.com/sellers/mailstore-software) [ 4.2/5(13) ](https://www.g2.com/products/mailstore-server/reviews) What do users say? Users consistently praise the ease of use and efficient email archiving capabilities of MailStore Server, highlighting its fast search functionality and strong compliance features. Many appreciate its [ CyberSentriq ](https://www.g2.com/products/cybersentriq/reviews) By [CyberSentriq](https://www.g2.com/sellers/cybersentriq-d38aeb75-bc88-459b-a2d2-16ccbed4d6c5) [ 4.6/5(397) ](https://www.g2.com/products/cybersentriq/reviews) What do users say? Users consistently praise the ease of use and reliable backup processes of the product, highlighting its intuitive interface and seamless integration with various platforms. Many appreciate the abilit Pros and Cons [ Ease of Use (58) ](https://www.g2.com/products/cybersentriq/reviews?qs=pros-and-cons)[ Backup Issues (18) ](https://www.g2.com/products/cybersentriq/reviews?qs=pros-and-cons) [ Mimecast Mailbox Continuity ](https://www.g2.com/products/mimecast-mailbox-continuity/reviews) By [Mimecast](https://www.g2.com/sellers/mimecast) [ 4.1/5(35) ](https://www.g2.com/products/mimecast-mailbox-continuity/reviews) What do users say? Users consistently praise the product for its effective spam protection and email continuity, which ensures uninterrupted access to emails even during server outages. Many appreciate its seamless inte [ Barracuda Cloud Archiving... ](https://www.g2.com/products/barracuda-cloud-archiving-service/reviews) By [Barracuda](https://www.g2.com/sellers/barracuda) [ 4.4/5(15) ](https://www.g2.com/products/barracuda-cloud-archiving-service/reviews) What do users say? Users consistently praise the ease of use and fast retrieval of emails with Barracuda Cloud Archiving Service, highlighting its straightforward setup and intuitive controls. Many appreciate the unlimi [ Trustifi Email Security ](https://www.g2.com/products/trustifi-email-security/reviews) By [Trustifi](https://www.g2.com/sellers/trustifi) [ 4.8/5(23) ](https://www.g2.com/products/trustifi-email-security/reviews) What do users say? Users consistently praise the product for its ease of use and effective email security, making it simple to integrate with existing systems like Microsoft 365. Many appreciate the responsive customer Pros and Cons [ Protection (10) ](https://www.g2.com/products/trustifi-email-security/reviews?qs=pros-and-cons)[ Complex Configuration (2) ](https://www.g2.com/products/trustifi-email-security/reviews?qs=pros-and-cons) [ OpenText Enterprise Messaging ](https://www.g2.com/products/opentext-enterprise-messaging/reviews) By [OpenText](https://www.g2.com/sellers/opentext) [ 4.4/5(11) ](https://www.g2.com/products/opentext-enterprise-messaging/reviews) What do users say? Users consistently praise the product for its ease of use and secure communication capabilities, making it a reliable choice for team collaboration. The intuitive interface and effective messaging fea [ Gmail Backup Tool ](https://www.g2.com/products/cigati-solutions-gmail-backup-tool/reviews) By [Cigati Solutions](https://www.g2.com/sellers/cigati-solutions) [ 4.4/5(38) ](https://www.g2.com/products/cigati-solutions-gmail-backup-tool/reviews) What do users say? Users consistently praise the ease of use and data security provided by the Gmail Backup Tool, making it a reliable choice for backing up emails. Many appreciate its ability to store backups on variou - ‹ 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 [Sales Intelligence Software](https://www.g2.com/categories/sales-intelligence) [Pricing Software](https://www.g2.com/categories/pricing) [Mobile Marketing Software](https://www.g2.com/categories/mobile-marketing) [Employee Communications Software](https://www.g2.com/categories/employee-communications) [Restaurant POS Systems](https://www.g2.com/categories/restaurant-pos) 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.