Introduction

Email archiving tools are crucial for managing, storing, and retrieving email data in a secure and organized manner. In 2025, with the ever-growing need to comply with regulatory standards, maintain data security, and ensure business continuity, email archiving solutions have become indispensable for organizations of all sizes. These tools offer a centralized repository for emails, making it easier to search, retrieve, and protect important communications.

The importance of email archiving is heightened by increasing data privacy laws, such as GDPR, HIPAA, and SOX, which mandate the retention of email records for extended periods. Moreover, emails are critical to business operations, and organizations need a robust system to manage email data, protect it from loss, and ensure that it’s accessible when needed. When choosing an email archiving tool, users should consider scalability, security, compliance features, ease of use, and the ability to integrate with existing email systems. In this post, we’ll explore the top 10 email archiving tools in 2025, comparing their features, pros, cons, and pricing to help you choose the best one for your organization.

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Top 10 Email Archiving Tools in 2025

1. Mimecast

Short Description: Mimecast is an industry-leading email archiving solution that offers comprehensive data retention, email protection, and compliance features. It’s ideal for businesses of all sizes that need a secure and reliable email archiving system.

Key Features:

• Cloud-based archiving for easy access and scalability.
• Advanced search capabilities for quick and accurate email retrieval.
• Compliance management tools to meet regulatory requirements.
• Unlimited storage to retain emails for as long as needed.
• Email security to protect against data breaches and phishing.
• Seamless integration with Microsoft 365 and Google Workspace.

Pros:

• Scalable and secure with enterprise-grade protection.
• User-friendly interface with intuitive search and retrieval functions.

Cons:

• Pricing can be on the higher side, particularly for smaller businesses.
• Limited customization for certain email retention policies.

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2. Barracuda Email Archiving

Short Description: Barracuda offers a flexible and cost-effective email archiving solution, providing secure email storage and fast retrieval. It is designed for businesses looking to simplify email compliance and management without heavy IT involvement.

Key Features:

• Cloud and hybrid storage options for flexibility.
• Advanced search and indexing for easy email retrieval.
• Data retention policies for compliance with regulations like GDPR.
• Unlimited archiving for emails, attachments, and metadata.
• Email continuity during system outages.
• Simple deployment with minimal maintenance.

Pros:

• Affordable pricing for small to medium-sized businesses.
• Flexible deployment options, including cloud, hybrid, or on-premises.

Cons:

• Lacks advanced customization for certain specific needs.
• May require additional configuration for integration with certain platforms.

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3. Proofpoint Enterprise Archiving

Short Description: Proofpoint offers a comprehensive email archiving solution designed for businesses that need advanced security, compliance, and data retrieval capabilities. It is especially suitable for enterprises with strict regulatory needs.

Key Features:

• Cloud-based archiving with compliance for industry standards.
• Intelligent search and e-discovery tools for legal and compliance needs.
• Automatic data retention based on customizable policies.
• Advanced email security features to prevent unauthorized access.
• Integration with various platforms, including Microsoft Exchange and Office 365.
• Detailed auditing and reporting for compliance tracking.

Pros:

• Advanced security and compliance features tailored for industries like finance and healthcare.
• Powerful search and e-discovery capabilities for legal purposes.

Cons:

• Pricing is premium, making it more suited for larger organizations.
• Can be complex to set up for non-technical users.

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4. SolarWinds MSP Email Archiving

Short Description: SolarWinds MSP Email Archiving offers a reliable and secure email archiving solution for managed service providers (MSPs) and small to medium-sized businesses. It provides easy-to-use tools for archiving, searching, and retrieving emails.

Key Features:

• Secure cloud-based archiving with strong encryption.
• Quick and intuitive search for emails and attachments.
• Automatic backup and retention policies to ensure compliance.
• Unlimited storage capacity for emails.
• Access control to ensure only authorized users can access archived data.
• User-friendly dashboard for easy email management.

Pros:

• Cost-effective for small businesses and MSPs.
• Easy deployment with minimal IT resources required.

Cons:

• Limited customization options for large organizations with complex needs.
• Basic reporting features compared to other enterprise solutions.

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5. MailStore

Short Description: MailStore is an affordable and efficient email archiving tool that helps businesses securely store and manage email data. It’s ideal for small to medium-sized businesses and organizations with straightforward email archiving needs.

Key Features:

• Self-hosted and cloud options for flexibility.
• High-level encryption for secure data storage.
• Advanced search and retrieval capabilities.
• Compliance support with email retention rules.
• Storage optimization to reduce storage costs.
• Flexible email integration with platforms like Microsoft 365 and Gmail.

Pros:

• Affordable pricing for small and medium-sized businesses.
• Easy setup and integration with existing systems.

Cons:

• Lacks advanced e-discovery features for legal and regulatory compliance.
• User interface may not be as polished as premium tools.

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6. Zix Email Archiving

Short Description: Zix is a secure email archiving solution that focuses on compliance, security, and data retention. It is used by businesses and healthcare providers that need to meet strict regulations, such as HIPAA and FINRA.

Key Features:

• Cloud-based archiving with strong encryption and compliance features.
• Flexible retention policies to manage email data based on compliance requirements.
• Data search and recovery tools to quickly retrieve archived emails.
• Email encryption to ensure data security.
• Seamless integration with Office 365, G Suite, and Microsoft Exchange.
• Centralized access for easy management across multiple locations.

Pros:

• Great for compliance-heavy industries like healthcare and finance.
• Robust encryption and data security features.

Cons:

• Expensive for smaller businesses.
• Limited functionality outside of compliance-related features.

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7. Microsoft 365 Archiving

Short Description: Microsoft 365 Archiving is a native solution for users of Microsoft 365. It integrates seamlessly with the Microsoft ecosystem, allowing businesses to archive emails within their existing infrastructure.

Key Features:

• Built-in email archiving for Microsoft 365 users.
• Compliance features including eDiscovery and retention policies.
• Unlimited storage for emails through Exchange Online Archiving.
• Integration with Microsoft 365 tools like Teams and SharePoint.
• Data security and encryption to protect sensitive email data.
• Automatic archiving based on customizable rules.

Pros:

• Seamless integration with Microsoft 365 suite of tools.
• Affordable for businesses already using Microsoft 365.

Cons:

• Lacks advanced features found in dedicated email archiving solutions.
• Limited customization compared to other third-party tools.

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8. MailArchiva

Short Description: MailArchiva is a secure, scalable email archiving solution that helps organizations comply with regulations and securely store emails. It’s suited for small to medium-sized businesses with simple archiving needs.

Key Features:

• Cloud-based and on-premise options for deployment.
• Comprehensive search capabilities for quick email retrieval.
• Unlimited storage for archiving all incoming and outgoing emails.
• Data security with encryption and secure storage.
• Email compliance support for various industries.
• Integration with common email platforms, including Microsoft Exchange and Gmail.

Pros:

• Flexible deployment options for businesses with different needs.
• Cost-effective for small to medium-sized businesses.

Cons:

• Basic features compared to enterprise-level solutions.
• User interface could be improved for easier navigation.

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9. ArcMail

Short Description: ArcMail offers a comprehensive email archiving solution for businesses that need secure storage, easy retrieval, and compliance management. It is suitable for organizations that require simple and efficient email management.

Key Features:

• Cloud-based storage for easy and secure email archiving.
• Compliance tools to meet regulatory standards such as HIPAA and FINRA.
• Advanced search capabilities to quickly retrieve archived emails.
• Unlimited email retention for historical records.
• Scalability for growing organizations.
• Seamless integration with email platforms like Microsoft Exchange and Gmail.

Pros:

• Affordable pricing for small to medium-sized businesses.
• Simple setup and intuitive user interface.

Cons:

• Limited customization for specific workflows.
• Not suitable for very large organizations with complex needs.

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10. SolarWinds Mail Archiver

Short Description: SolarWinds Mail Archiver is a robust, cloud-based solution designed to archive email communications for compliance and data protection. It’s ideal for small to medium-sized businesses that need a simple and cost-effective email archiving solution.

Key Features:

• Cloud-based system with secure email archiving.
• Automated email capture from various platforms like Exchange and Office 365.
• Searchable email archive with rapid retrieval capabilities.
• Compliance-ready with data retention features.
• User-friendly dashboard for easy access to archived data.
• Customizable retention policies to meet industry requirements.

Pros:

• Cost-effective compared to other premium email archiving solutions.
• Simple and easy-to-use interface, ideal for small teams.

Cons:

• Limited scalability for larger organizations with complex email archiving needs.
• Fewer advanced features compared to enterprise-level solutions.

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Comparison Table

Tool Name	Best For	Platforms Supported	Standout Feature	Pricing	G2/Capterra Rating
Mimecast	Large enterprises	Web, Cloud	Cloud-based with security features	Starts at $30/user/month	4.7/5
Barracuda	SMBs and enterprises	Web, Cloud	Hybrid deployment for flexibility	Starts at $35/user/month	4.5/5
Proofpoint	Highly regulated industries	Web, Cloud	Advanced security and compliance	Custom	4.6/5
SolarWinds	SMBs	Web, Cloud	Affordable and easy to use	Starts at $5/user/month	4.4/5
MailStore	Small to medium businesses	Web, Cloud	Easy to implement and configure	Starts at $99/year	4.5/5
Zix	Healthcare, financial sectors	Web, Cloud	Industry-specific security features	Custom	4.6/5
Microsoft 365 Archiving	Microsoft 365 users	Web, Cloud	Seamless integration with Microsoft 365	Starts at $5/user/month	4.3/5
MailArchiva	SMBs	Web, Cloud	Flexible storage options	Starts at $100/year	4.2/5
ArcMail	SMBs and enterprise solutions	Web, Cloud	Simple and effective archiving	Custom	4.3/5
SolarWinds Mail Archiver	SMBs	Web, Cloud	Cost-effective and easy-to-use	Starts at $6/user/month	4.4/5

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Which Email Archiving Tool is Right for You?

When selecting the best email archiving tool, consider your organization’s size, industry, and specific needs:

• For Large Enterprises and Regulated Industries: Mimecast, Proofpoint, and Barracuda offer comprehensive, compliance-focused features ideal for large organizations.
• For Small to Medium-Sized Businesses: SolarWinds, MailStore, and ArcMail provide affordable, easy-to-use solutions without sacrificing core functionalities.
• For Microsoft 365 Users: Microsoft 365 Archiving is a perfect fit if you’re already using Microsoft tools in your business operations.
• For Security and Compliance Needs: Zix is a great choice for industries that require additional layers of data protection and regulatory compliance.