11 Best Email Archiving Solutions in 2026 (Ranked & Reviewed)

Email is a staple in almost all businesses and companies around the world. With 4.48 billion users globally, this technology is a huge part of critical correspondence, marketing, and everyday operational communication. While personal email is largely for casual use, businesses treat it as a high-stakes channel where security and compliance are paramount. This warrants solutions like email archiving services to ensure important emails are stored and retrievable whenever needed.

What is email archiving software?

An email archiving software is a solution that captures, stores, and indexes email messages in a secure, searchable repository that is separate from a user’s existing inbox. The process is a significant undertaking because it helps organizations when old emails are deleted, corrupted, or otherwise inaccessible in the live inbox. Cases like legal holds, audits, or compliance requests may require organizations to produce these emails, and that’s when email archiving solutions step in.

Since an email archiving software handles a very critical process, choosing one for your organization can be a significant decision. To help you with that decision, we looked into the best email archiving platforms in the market and ranked them based on G2 and Capterra reviews, data, and scores. We  break down each solution’s strengths, trade-offs, and best-fit use case, so you can find the right match based on your organization’s needs.

Best email archiving software at a glance

What to look for in an email archiving solution

One of the considerations we prioritized when building this list is the set of features and capabilities organizations should expect from email archiving software. Here are some of them:

• Journaling: An email archiving solution that is part of a broader SaaS backup platform should be able to continuously capture emails through journaling.
• Storing: The tool you choose should be able to keep a durable and immutable copy of each message. This also means that the stored emails are tamper-proof, cannot be altered or deleted by anyone unauthorized, including the user, administrator, or attacker.
• Indexing: It’s only logical for an email repository to be efficiently searchable using sender, date, keyword, or content fields. This feature is beneficial for IT, legal, or compliance teams seeking to locate specific messages quickly.
• Retention on schedule: Administrators should have the capability to apply retention policies to meet regulatory or legal requirements.
• Recovery: This feature lets an organization retrieve a specific email or mailbox if it’s deleted, corrupted, or lost. It should also be separate from a general backup restore capability as a dedicated method to recover emails without triggering a full system restore.

What we evaluated in the best email archiving software

This ranking is based on G2 and Capterra’s own published rating categories, not a separate NinjaOne capability evaluation.

On G2, this includes:

• Overall rating: A vendor’s average Star Rating, calculated from individual 1-to-5 star user reviews and weighted heavily by review recency and detail.
• Good partner in doing business: How reviewers rate the vendor relationship itself, separate from the product.
• Quality of support: How responsive and helpful reviewers find the vendor’s support team.
• Ease of admin: How straightforward reviewers find day-to-day administration.
• Ease of use: How intuitive reviewers find the tool for daily, hands-on use.

On Capterra, it includes:

• Overall rating: A vendor’s aggregate Overall User Rating, calculated by averaging individual 1-to-5 star user reviews and normalized based on review recency and volume.
• Customer service: How reviewers rate their experience with the vendor’s service team, per Capterra.
• Features: How reviewers rate the breadth and usefulness of the feature set.
• Value for money: How reviewers rate pricing relative to what the tool delivers.
• Likelihood to recommend: How willing reviewers are to recommend the tool to others.

11 Best email archiving solutions

G2 & Capterra data as of September 2026

1. NinjaOne

NinjaOne is a cloud-native, unified IT operations platform, showcasing a SaaS Backup solution with email archiving capabilities designed to protect Microsoft 365 and Google Workspace data.

Best for

NinjaOne is ideal for organizations seeking a centralized platform that offers a SaaS backup tool and consolidates endpoint management, patching, and IT operations into a unified console.

Features

• SaaS backup tool: NinjaOne provides an integrated SaaS backup solution in its unified console, offering visibility into backup status, protection coverage, and restore options for SaaS data.
• Email archiving: An important component of NinjaOne SaaS Backup is its email archiving capabilities. It helps organizations capture, retain, and search Microsoft 365 and Google Workspace email through always-on journaling, retention policies, and eDiscovery-powered searches. Meanwhile, legal hold and WORMimmutable storage keep archived messages protected from deletion or tampering for compliance and legal requests.
• Integrations: NinjaOne can operate alongside some of the most powerful integrations with tools, expanding functionalities for communication, identity access, security, PSA/helpdesk, and more.
• Automation: NinjaOne SaaS Backup and Archiving reduces manual administrator work through automated scheduling syncing, and data management, so IT teams can spend less time on routine backup and archiving tasks.
• Unified IT operations platform: NinjaOne’s essential IT capabilities are part of a broader unified IT operations platform that combines endpoint management, patching, remote access, and more, along with SaaS backup, into a single console.

What users say

US-based MSP Ener Systems wanted their clients to see past the assumption that cloud email is automatically secured and archived. In addition to educating their clients, René Miller, the company’s co-founder and CEO, wanted to mitigate the risk by using NinjaOne Unified Backup, specifically the email archiving feature.

“It’s very clear what Microsoft can and cannot guarantee. For example, while there haven’t been many instances where a company’s Microsoft 365 tenant, including cloud email, has been encrypted and held for ransom, I’ve seen a proof of concept. It’s possible. Or an Azure outage could make email inaccessible for hours. But with archiving from NinjaOne Unified Backup, our customers could still find and restore saved messages.”

Miller also highlighted how indispensable journaling is for situations like legal correspondence, internal audits, or anything that requires detailed communication history. NinjaOne email archiving tools give Ener Systems’ clients a tamper-proof record of every email communication, even after a message leaves a user’s inbox.

Read more NinjaOne customer stories or check out NinjaOne reviews.

NinjaOne reviews on G2

NinjaOne reviews on Capterra

Why NinjaOne is listed first

NinjaOne publishes this list, and we’ve applied the same G2 and Capterra evaluation criteria to NinjaOne as to every other software included on the list. NinjaOne’s #1 placement is driven by that combined score, plus the core capabilities we mentioned, mapping directly to what buyers should expect from an email archiving solution. Meanwhile, your decision still highly depends on your organization’s requirements. For example, if you only need a narrow, dedicated archiving tool and don’t feel like a broader unified backup or IT platform, you may benefit more from a specialized single-purpose vendor instead.

2. Jatheon Enterprise Data Archiving Solution

Jatheon Enterprise Data Archiving Solution is a cloud-based archiving platform for email and other communications. The solution is built around compliance, eDiscovery, and retention policy enforcement.

Best for

Jatheon Enterprise Data Archiving Solution is best for regulated industries such as government, financial institutions, healthcare, and more.

Features

• Search: Jatheon uses known advanced search operators for precise and flexible search queries.
• eDiscovery:The platform covers eDiscovery stages from early case assessment through review and export.
• Migration:Jatheon supports flexible migration from multiple legacy and competitor archiving platforms.

Shortcomings

• Outlook client search: A user said that the platform’s Outlook client can be refined when it comes to search capabilities. (Verified Capterra review)
• File upload:One user said that they experienced a slowdown when uploading files for a new deployment. (Verified Capterra review)
• Documentation:A review pointed out that Jatheon’s documentation can be improved for some features. (Verified G2 review)

Pricing approach

Jatheon is billed on a fixed, per-user, per-year fee, with pricing based on active mailboxes and a separate Exchange Online Archiving option.

Deployment and onboarding considerations

Jatheon claims to have straightforward deployment process and offers live online training, webinars, documentation, and videos for optimal onboarding.

Jatheon Enterprise Data Archiving Solution reviews on G2

Jatheon Enterprise Data Archiving Solution reviews on Capterra

3. Intradyn

Intradyn is an archiving platform that supports email and multi-channel communications. The IT solution helps organizations across regulated sectors to meet audit and public records requests without relying on IT for every retrieval.

Best for

Intradyn is positioned around ease of use for organizations with non-technical staff.

Features

• Search: The platform supports advanced query options such as wildcard, attachment, fuzzy, proximity, and more.
• Legal-specific capabilities:Intradyn offers legal hold automation with built-in redaction for legal-specific correspondence.
• Data import:Intradyn supports different data formats, including PST, historical M365/Google/Exchange data, and raw RFC822 messages.

Shortcomings

• Social media capture issue: One user had issues with correctly capturing their social media data, missing some of their posts and comments. (Verified G2 review)
• Email archiving:A user said the platform had challenges in archiving emails that are heavy on attachments. (Verified G2 review)
• Reporting:A review said that the platform isn’t very intuitive and lacks built-in or custom reporting capabilities. (Verified G2 review)

Pricing approach

Intradyn offers a single-license pricing model.

Deployment and onboarding considerations

Intradyn offers virtual, cloud-based, and physical deployment options plus consultation and custom configuration.

Intradyn reviews on G2

Intradyn reviews on Capterra

4. ComplyKEY MailMeter

ComplyKEY MailMeter is an email archiving and eDiscovery product platform under ComplyKEY’s managed compliance service. The product was previously offered under the name Waterford Technologies before being rebranded as ComplyKEY.

Best for

ComplyKEY MailMeter is well-suited for mid- to large-sized organizations that want archiving bundled with a managed compliance service.

Features

• eDiscovery: ComplyKEY MailMeter offers automatic capturing, indexing, and storing of historical email communications and attachments.
• Data retention:The platform offers automated custom storage schedules to enforce privacy policies and streamline compliance audits.
• Redaction:ComplyKEY MailMeter has optimized redaction capabilities that scan and hide sensitive PII or confidential information before exporting.

Shortcomings

• Search index: A user mentioned that some residual issues were encountered when updating search queries. (Verified Capterra review)
• On-premise vs. hosted preference:A long-time reviewer said that, given the choice, they’d recommend the online hosted version over the on-premise deployment. (Verified Capterra review)
• Broader user rollout: One reviewer said it’s been difficult to roll the product out to more users, partly because their team doesn’t use it often enough to build expertise in it. (Verified Capterra review)

Pricing approach

ComplyKEY MailMeter follows a per-user, per-month pricing model.

Deployment and onboarding considerations

ComplyKEY MailMeter provides multiple learning pathways to help new teams configure and use the platform.

ComplyKEY MailMeter reviews on G2

ComplyKEY MailMeter reviews on Capterra

5. MailStore Server

MailStore Server is an on-premise/self-hosted email archiving product. It’s fit for organizations that want to keep their archived email under their own IT infrastructure

Best for

MailStore is a good fit for small- to medium-sized businesses that want a self-managed, one-time-purchase archiving solution.

Features

• Archiving flexibility: MailStore Server can archive mailboxes, decentralized clients, or files, and capture messages as sent or received.
• Integrated storage:The platform runs on a built-in storage engine without requiring a separate external database.
• Email exporting:MailStore Server allows users to retrieve or restore emails from the archive in standard formats at any time.

Shortcomings

• Reporting: A user pointed out that MailStore Server can improve its reporting capabilities by making it more intuitive. (Verified G2 review)
• Complexity:A review mentioned that setting up Microsoft 365 can be challenging due to integration with Modern Authentication. (Verified G2 review)
• Features:One user said that while MailStore Server has the tools they need, they can add more advanced features for those who need them. (Verified Capterra review)

Pricing approach

MailStore Server is available for a one-time payment, and it also offers a 30-day free trial.

Deployment and onboarding considerations

The software can be installed after downloading, and users can archive their emails immediately without making changes to the system.

MailStore Server reviews on G2

MailStore Server reviews on Capterra

6. N-able Mail Assure

N-able Mail Assure is an email protection and archiving platform a product under N-able’s wide range of IT solutions. It is sold through the MSP channel, so IT providers can offer email retention and compliance as part of the services they manage for their own clients.

Best for

N-able Mail Assure is marketed to MSPs and internal IT departments or professionals.

Features

• Email retention: N-able Mail Assure helps customers keep their emails beyond the primary provider’s retention period.
• Journaling:The archiving platform can pull emails directly from existing Microsoft 365 environments.
• Archive encryption:N-able Mail Assure’s archiving service encrypts all incoming and outgoing messages in its cloud vault before they are compressed and stored.

Shortcomings

• Support: Multiple users mentioned that support can be slow or unsatisfactory, affecting troubleshooting operations. (Verified G2 review) (Verified G2 review) (Verified Capterra review)
• Integration:One reviewer said the tool doesn’t integrate with or comply with many email services, calling it an area for improvement. (Verified G2 review)
• Archive retrieval:A review pointed out that retrieving email archives from the platform isn’t convenient. (Verified G2 review)

Pricing approach

N-able Mail Assure’s pricing is quote-based, but they offer a 30-day free trial.

Deployment and onboarding considerations

N-able promises a straightforward deployment and configuration from the moment you add the customer’s domains.

N-able Mail Assure reviews on G2

N-able Mail Assure reviews on Capterra

7. Barracuda Message Archiver

Barracuda Message Archiver is an email and IM archiving product under Barracuda Networks. It stores and retains email and instant messaging data to support compliance, legal discovery, and records-retention requirements.

Best for

Barracuda Message Archiver is best for organizations that want flexible deployment options, which include on-premises, virtual, or cloud.

Features

• Retention policies: Barracuda Message Archiver offers customizable email retention policies to meet compliance standards.
• Desktop search:The platform provides a standalone search utility that’s available on Windows and macOS.
• IM archiving:Barracuda Message Archiver offers instant message archiving which is stored in the same database as email communications.

Shortcomings

• Expertise needed: While the platform claims that it can be installed using step-by-step guide, a user said that you will definitely need expertise to install the systems. (Verified G2 review)
• Application migration:A reviewer noted the hybrid hardware appliance will eventually be outgrown, requiring migration to a new physical box. (Verified G2 review)
• Search complexity:One review pointed out that search logic can get overwhelming at times, especially when initiating queries for public records requests. (Verified G2 review)

Pricing approach

Barracuda Message Archiver uses a flat cost per appliance pricing model.

Deployment and onboarding considerations

Barracuda Message Archiver can be deployed through self-setup using a step-by-step guide.

Barracuda Message Archiver reviews on G2

Barracuda Message Archiver reviews on Capterra

8. ArcTitan

ArcTitan is another cloud-based email archiving solution that prioritizes compliance and storage cost concerns. It is offered by TitanHQ alongside the company’s other email security products, such as spam filtering.

Best for

ArcTitan is good for businesses and MSPs seeking a compliance-focused archiving platform with minimal setup.

Features

• Search: ArcTitan has search options that can be initiated from the Outlook email client, web browser, or mobile device.
• Encryption:The platform encrypts both in transit and stored emails to protect against data loss.
• Storage reduction:ArcTitan claims to help organizations save storage usage by reducing load on mail servers.

Shortcomings

• Slow search: A user mentioned an unsatisfactory experience with the search, stating slowdowns and inefficiency. (Verified G2 review)
• Complexity:A review said that ArcTitan can get complex at times, impacting its usability. (Verified Capterra review)
• Setup:Initial setup can be challenging, particularly when it comes to assigning different email accounts to the tool, according to a review. (Verified G2 review)

Pricing approach

ArcTitan follows a “billed per user, per year” subscription model.

Deployment and onboarding considerations

ArcTitan doesn’t require any software installation. Office 365 users will receive an automated onboarding wizard.

ArcTitan reviews on G2

ArcTitan reviews on Capterra

9.  MirrorWeb

MirrorWeb is a multi-channel compliance archiving platform that supports communication channels including email, web, social, and mobile. It is built around regulatory recordkeeping standards such as SEC 17a-4, FINRA Rule 4511, and FCA requirements.

Best for

MirrorWeb is ideal for regulated firms such as legal, finance, education, and insurance that need archiving and automated risk supervision services.

Features

• Native capture: MirrorWeb supports real-time capture of messages in full, including metadata.
• Email filtering:The platform allows users to filter out unnecessary items from being archived, such as marketing emails, disclaimers, and privileged content.
• Supervision engine:MirrorWeb’s Sentinel engine is built to reduce false positives, and its newer Mira agent turns a firm’s compliance handbook into automatically enforced supervision policies.

Shortcomings

• Support: A user experienced challenges in dealing with the support team, saying that they can improve responsiveness. (Verified G2 review)
• Time zone gaps:One reviewer said the only drawback was the time difference between the US and Britain during conversations/support interactions. (Verified Capterra review)
• Feature issues:A reviewer noted that some features have small issues, requiring them to get in touch with the support team. (Verified Capterra review)

Pricing approach

MirrorWeb’s pricing is quote-based. Some reviews state that its cost is customizable to each business’s needs.

Deployment and onboarding considerations

The deployment and onboarding process of MirrorWeb can be preparation-heavy as the platform takes time to study its client’s infrastructure.

MirrorWeb reviews on G2

MirrorWeb reviews on Capterra

10.  Smarsh

Smarsh is an archiving platform that supports multi-channel capture, compliance retention, and eDiscovery. In addition to storage, the platform includes tools for ongoing communications supervision and risk monitoring.

Best for

Smarsh is best for enterprises, with strong adoption among financial services firms.

Features

• Granular retention policies: Smarsh helps customers in building policy-based retention policies that meet regulations.
• Multi-channel capture:The archiving solution claims to support content from 100+ channels across different kinds of digital communications.
• Search and export:Smarsh offers faceted search and standard export capabilities that support PST, EML, HTML, etc.

Shortcomings

• User interface: One reviewer said the interface feels dated and not intuitive, which slows down everyday use, and that exporting data isn’t always seamless. (Verified G2 review)
• Search performance:One user mentioned that some search queries can take longer than expected. (Verified G2 review)
• Support:A reviewer experienced challenges with customer support, stating that the support team would sometimes point to help articles that didn’t resolve the problem. (Verified G2 review)

Pricing approach

Smarsh’s pricing may vary based on several factors, and the platform doesn’t publicly publish its pricing model.

Deployment and onboarding considerations

Smarsh offers flexible deployment and onboarding, allowing customers to self-manage or use the support provided through service tracks.

Smarsh reviews on G2

Smarsh reviews on Capterra

11.  Vaultastic

Vaultastic is a cloud-based email and data archiving platform that focuses on multi-platform archiving coverage. It’s offered by Mithi Software as part of a tiered product lineup, ranging from basic email backup to full compliance and risk-supervision tooling.

Best for

The platform is an ideal fit for organizations with high email volumes seeking tiered cloud storage options.

Features

• Policy engine: Vaultastic has a multi-jurisdiction policy engine that can monitor overlapping retention rules across data sources.
• eDiscovery:The platform aims for users to leverage fast eDiscovery for swift response to legal or audit requests.
• Real-time logs:Vaultastic maintains real-time logs and immutable trails aligned with standards like RBI, SEBI, IRDAI, and GDPR.

Shortcomings

• Visibility: Users said that Vaultastic can improve the dashboard to give users complete insight into more statuses. (Verified Capterra review) (Verified G2 review)
• Initial setup:One review pointed out how the initial setup of the platform can feel complex without guidance. (Verified Capterra review)
• Download limit:A review said that the daily download limit should be increased to improve productivity. (Verified Capterra review)

Pricing approach

Vaultastic uses a consumption-based pricing model tied to storage volume.

Deployment and onboarding considerations

The platform focuses on self-help with documentation and tutorial videos while offering hands-on onboarding and migration support as paid add-ons.

Vaultastic reviews on G2

Vaultastic reviews on Capterra

Comparison of the best email archiving software (G2)

Comparison of the best email archiving software (Capterra)

Final combined scores

Our top email archiving software comparison and ranking methodology

This review and ranking of the top email archiving solution for 2026 is based on a transparent, structured methodology. The process includes:

Data Sources: Aggregated ratings and review counts from G2 and Capterra as of September 2026

Final Score is the average of up to ten metrics, each converted to a 0-10 scale:

• G2: Good partner in doing business
• G2: Quality of support
• G2: Ease of admin
• G2: Ease of use
• Capterra: Ease of use (multiplied by 2 to match G2’s 0 to 10 scale)
• Capterra: Customer service
• Capterra: Features
• Capterra: Value for money
• G2: Review volume, scaled from 0 to 10 across all ranked tools
• Capterra: Review volume, scaled from 0 to 10 across all ranked tools

Review volume is scaled logarithmically and then mapped so the tool with the fewest reviews scores 0 and the tool with the most scores 10. This keeps a handful of reviews from being treated the same as thousands, without letting review count alone decide the ranking.

Not every tool publishes all ten metrics. Where a metric doesn’t exist for a tool, that metric is left out of the average entirely rather than counted as zero.

Data Freshness: All data was collected and last validated on September 16, 2026

How to choose the best email archiving software

Deciding on an email archiving solution should be based on some considerations. Here’s a checklist:

• Retention and compliance requirements: Determine if the email archiving solution supports the retention periods your organization requires, especially if you’re operating within specific industries (e.g., legal, finance, healthcare), and confirm if it can produce those retained records on demand.
• Email platform capability: Confirm if your choice of email archiving platform integrates natively with your email environment (e.g., Microsoft 365 or Google Workspace) without requiring you to deploy a separate migration tool.
• Capture method: Check whether the software uses journaling versus scheduled backups, since this affects how thoroughly messages are preserved.
• Search and retrieval: Recommended testing during a demo, verify how easy it is for you to search archived messages by sender, date, or keywords.
• Security and data integrity: Review whether archived data is stored as immutable or tamper-proof, so that any unauthorized person cannot tamper with or delete messages.
• Scalability: Identify whether the platform’s storage and pricing model can scale with your organization’s mailbox count and data volume without unpredictable cost increases.

The best email archiving software is the one that meets your needs

Each organization may have specific email archiving requirements that it carefully considers. The best solution for this undertaking depends on your industry’s compliance must-haves, scalability, or the level of support your organization needs. This guide showcases the criteria and solutions to help you match an email archiving platform against your organization’s specific needs. Carefully review each software option to determine which best fits your organization’s compliance obligations, growth plans, and expected support standards.