For millions of users across Germany, Web.de has long been a staple — a default inbox trusted for personal, professional, and official communication. Yet behind that loyalty lies a growing sense of discontent. Users describe Web.de as "cluttered," "confusing," and "trapped in the past." While Gmail, Outlook, and Apple iCloud evolve with elegant responsiveness and intuitive design, Web.de has become synonymous with slow performance, intrusive ads, and visual overload.

Our project addressed a core strategic question: How do you reinvent a legacy product with millions of deeply habituated users? The challenge was not simply to "make it look better," but to orchestrate a fundamental shift in product philosophy, from user-hostile monetization to user-centric value creation, without alienating the core user base.

• Average task completion time decreased by 17%

• User satisfaction with layout rose from 3.2 to 4.2 out of 5

• Misclicks on ad content dropped to zero

• Dark mode preferred by 83% of test participants

• Redesigned UI chosen in 89% of A/B test comparisons

Design concept

Design concept

Design concept

“Modernize the interface of Web.de’s email service, maintaining familiarity for long-term users while creating a streamlined, accessible experience for everyone.”

From early exploration and feedback analysis, we developed three guiding hypotheses:

1. Navigation is overly complex, requiring users to hunt for basic features and contributing to high time-on-task.

2. The visual design is outdated and inconsistent, reducing trust and emotional engagement with the platform.

3. Advertising placement is disruptive, causing accidental clicks, loss of focus, and user frustration.

These hypotheses were evaluated and refined through the course of our research and testing.

We chose a mixed-methods research strategy to build a "pyramid of evidence." This approach is powerful because it layers different types of data, with each layer validating and adding context to the one below it. A purely qualitative approach would have missed the scale of the problem, while a purely quantitative one would have failed to capture the deep-seated emotional frustration. Our hybrid model provided a complete, defensible picture.

• Foundation (Secondary Research): Analysis of 200+ public reviews on Trustpilot and app stores to capture the unfiltered "voice of the user."

• Context (Competitive Analysis): A heuristic and feature audit of Gmail, Outlook, ProtonMail, and GMX to understand market standards and user expectations.

• Behavior (Usability Testing): Moderated tests with 5 users to observe their struggles with core tasks, uncovering the critical why behind the data.

• Validation (Quantitative Survey): A survey of 50 users to add statistical weight, confirming our qualitative findings were representative of the broader user base.

This data supported our findings and guided tone-of-voice, icon redesign, and advertising treatment in our prototypes.

Web.de in may 2025

We assessed Web.de against eight other email services: Gmail, Outlook, ProtonMail, Yahoo, T-Online, Freenet, GMX, and Yandex. Our comparison criteria included: Visual modernity and UI clarity, Customization (themes, layout, folder behavior), Ad placement strategies, Performance and load time, Premium offerings and upgrade triggers

Web.de in may 2025

We conducted remote, moderated usability tests with five participants:

• A 29-year-old engineer new to Web.de

• A 68-year-old retiree using email for personal messages

• A 45-year-old German teacher who had been using Web.de for over 10 years

• A 34-year-old business user handling both personal and work email

• A 40-year-old marketing specialist with advanced email needs

Assigned Tasks: Locate a specific email by sender and date, Compose an email with an attachment, Adjust inbox layout, Find and change display settings (e.g., layout), Block spam and move emails into folders

We designed a multilingual survey and gathered insights from 100 users with varied technical backgrounds and demographics. The survey addressed satisfaction, pain points, desired features, and usage frequency.

We ran collaborative "Crazy 8s" sessions to rapidly generate ideas for the new layout and ad model. This led to a consensus on adopting the industry-standard three-pane layout. We then mapped out a new, simplified Information Architecture (IA) and created user flow diagrams to ensure every task path was logical and efficient.
We built low-fidelity wireframes in Figma to test and refine the core structure and flow. Once the skeleton was solid, we developed a high-fidelity, interactive prototype layered with our new design system.

The old Web.de navigation grouped too many unrelated tools (News, Games, Lotto) in the main mail UI. We prioritized essential mail and productivity actions and reorganized customization and account management features.

• Sidebar was redesigned to emphasize Inbox, Folders, Drafts, and Labels.

• Added visual headers to separate user-created labels from system folders.

• Collapsible smart categories (Shopping, Social, Work).

Desegn concept - Header

We implemented three inbox views:

• Single list mode (redesigned)

• Vertical preview pane (redesigned)

• Horizontal split mode (for multitasking)

Lists/Vertical/Horizontal

Inline/Medium/Fullscreen composer

Our redesigned search tool included:

• Smart suggestions based on sender history

• Auto-filtering by folder or tag

• Contextual highlighting of keywords

• This reduced the average time to locate an email by over 10%

Search/Recent contacts

The Dark theme was designed from the ground up with a custom palette to ensure optimal contrast, reduce eye strain, and deliver the premium aesthetic modern users expect.

Dark theme

We tested our interactive prototype with users, running the same scenarios as our initial test. The results were night and day: users described the new design as "intuitive," "professional," and "a relief."

Fullscreen composer

Files Compact/Lines/Tiles view

Resposive design

“Trust comes from clarity. Good UX makes even legacy systems feel like home.”