European Alternatives to Outlook
Microsoft’s email and calendar client and hosted mailbox service. Below are 7 alternatives from companies headquartered in the Czech Republic, Germany, Belgium, Switzerland, Norway and the Netherlands. 6 of them keep data in the EU only, and 2 have a free plan.
Headquartered in Europe
Every company listed here has its headquarters in the EU, EEA, UK or Switzerland, not just a data centre there.
Data location you can check
The pricing table shows whether each one keeps data in the EU only, offers an EU region, or does not say.
Outside the US CLOUD Act
US providers can be ordered to hand over data held in their European data centres. A European company with no US parent or US operations is outside that reach.
Compare Outlook Alternatives
| Company | Headquarters | Data Residency | Founded | Pricing | Open Source | Employees | Funding | Replaces | Website |
|---|---|---|---|---|---|---|---|---|---|
| Prague, Czech Republic | 🇪🇺 EU Available | 2001 | Paid business plans for hosted or private deployments | ❌ No | N/A | Private company | Google Workspace, Microsoft 365, Outlook | Visit | |
| Berlin, Germany | 🇪🇺 EU Only | 2014 | Paid plans from low monthly seat pricing | ❌ No | ~30 | Bootstrapped (Heinlein Group) | Google Workspace, Microsoft 365, Outlook | Visit | |
| Brussels, Belgium | 🇪🇺 EU Only | 1999 | Free tier, paid plans for custom-domain and team use | ❌ No | ~50 | Private company | Gmail, Google Workspace, Outlook | Visit | |
| Berlin, Germany | 🇪🇺 EU Only | 2009 | Low-cost monthly mailbox pricing | ❌ No | ~10 | Bootstrapped | Gmail, Outlook | Visit | |
ProtonMail Open Source | Geneva, Switzerland | 🇪🇺 EU Only | 2014 | Free tier, from €3.99/mo | ✅ Yes | N/A | N/A | Gmail, Outlook | Visit |
Outlook Alternatives: Pricing and Hosting Compared
Starting prices are the lowest paid plan each vendor publishes. Check the vendor's pricing page before you buy, as plans change.
| Alternative | Country | Free plan | Paid plans | Open source | Data residency |
|---|---|---|---|---|---|
| IceWarp | Czech Republic | No | Not published | No | EU region available |
| Mailbox.org | Germany | No | Not published | No | EU only |
| Mailfence | Belgium | Yes | Not published | No | EU only |
| Posteo | Germany | No | Not published | No | EU only |
| ProtonMail | Switzerland | Yes | Not published | Yes | EU only |
| Runbox | Norway | No | Not published | No | EU only |
| StartMail | Netherlands | No | Not published | No | EU only |
7 European Alternatives
IceWarp
Czech business email and collaboration suite with mail, calendars, chat, meetings, storage, and documents in one workspace.
German business email and office suite with IMAP, custom domains, and broader productivity tooling.
Belgian secure email and lightweight collaboration suite with OpenPGP, custom domains, and shared workspace features.
German privacy-first mailbox service with green hosting, custom domains, and simple business-email fundamentals.
Swiss encrypted email. The gold standard for private email.
Norwegian business email service with custom domains, standard client support, and a long-running privacy-first mailbox offering.
Dutch privacy-focused business email with custom domains, aliases, and encrypted mailbox hosting for teams leaving Gmail.
What to Check Before Switching from Outlook
Where your data will be stored
6 of the 7 alternatives here say they keep data in the EU only. IceWarp offers an EU region alongside others, so choose it explicitly when you set up the account.
How you can try it
Mailfence and ProtonMail have a free plan, so you can run a real test before cancelling Outlook.
Open source
ProtonMail releases its software or models under an open licence, which makes it easier to self-host, inspect what runs, and move again later.
Security certifications
Certifications we have confirmed on the vendor’s own site: ProtonMail (ISO 27001, SOC 2). If your procurement requires one, check the others directly.
What you need to bring from Outlook
List the data, templates and integrations you rely on in Outlook, then confirm each one can be exported and that the alternative can import it or offers an API to rebuild it.
Frequently Asked Questions
- What are the European alternatives to Outlook?
- We list 7 companies headquartered in Europe that replace Outlook: IceWarp (Czech Republic), Mailbox.org (Germany), Mailfence (Belgium), Posteo (Germany), ProtonMail (Switzerland), Runbox (Norway) and StartMail (Netherlands).
- Is there a free European alternative to Outlook?
- Mailfence and ProtonMail have a free plan. Free plans usually come with limits on usage or features, so check them against how you use Outlook today.
- Which Outlook alternatives keep data in the EU?
- Mailbox.org, Mailfence, Posteo, ProtonMail, Runbox and StartMail keep data in the EU only. IceWarp lets you choose an EU region.
- Is there an open-source European alternative to Outlook?
- Yes: ProtonMail.