The best email management system or the best email management software can be used to help you keep track of your emails. If your inbox is always crammed with messages, then it can be very hard for you to locate specific messages. For example, if you are looking for an old email that was sent by your superior, you may not be able to find it if your inbox is overflowing with messages.
Email management software is a tool that helps you manage, sort, organize, and send email. Generally speaking, email management software tends to focus on a few different areas:
- Received emails — Tools in this category are mainly focused on managing incoming emails from customers. These tools are mostly focused on one-to-one interactions.
- Sent emails — Tools in this category are mainly focused on sending emails. These tools are used for one-to-many communication. You also have expanded capabilities to see things like open rates, click-through rates, and other metrics that a tool focused on received emails wouldn’t include.
- Personal email — Tools in this category are mainly focused on managing a personal email inbox. They generally help automate sorting and sending and can even unsubscribe you from certain emails to make managing your own inbox less of a hassle.
Rarely, if ever, do tools cover multiple use cases. They’re too disparate and generally lack any amount of crossover. However, they may be used in conjunction with one another.
Must-have email management software features
If you’re looking for team email management software, make sure to look for these features when you’re comparing your options.
Collision detection
It’s frustrating for the recipient and time-wasting for your team when multiple people send replies to the same conversation. Collision detection helps prevent this by providing real-time indicators when another team member has already replied to a conversation — or is actively writing a reply.
Saved replies
Saved replies are shared responses that your team can add to an email response in just a couple of clicks and personalize when needed.
Well-organized, pre-written saved replies save time for team members and yield faster results for customers. They also create continuity with easy-to-apply language that keeps a team on the same page, especially if there’s a significant issue like an outage or a new product release.
Customer profiles
The best email management software empowers team members with data that paints a vivid picture of the person who sent the email and their unique challenges. With this important information, your team can help people more effectively and efficiently without requiring much effort on the part of the customer.
Integrations
When your email management software can integrate with the apps your team and other teams use, it can break down silos and facilitate collaboration. Just as people need to talk to each other for a company to work, these different tools need to connect for a seamless workflow.
Automated workflows
Workflows are a form of supercharged filters or rules that automate processes to organize tasks and bring efficiency to teams. Instead of manually tagging emails and assigning conversations to different people on your team, you can also automate those actions based on specific conditions.
Reporting
Trying to complete any analysis within a shared Gmail or Outlook mailbox takes more time than it’s worth. The right email management software can do the work for you, giving you data that adds up to powerful business insights relevant to every aspect of your company.
The Best Email Management Software
Sendinblue
Sometimes you need to talk to a lot of people at once: Maybe you’re announcing a new feature or you have a company or product update. Since you can only Bcc so many people from your Gmail account — around 500 if you were wondering — you’ll need a specialized tool.
One of the best is Sendinblue. Their tool lets you build beautiful emails using their easy-to-use editor and also includes top-notch automation to make sure messages are sent right when you want. You’re also able to do A/B tests and track metrics like open rate, click-through rate, and even see a heat map for your emails.
Price: Free (paid plans start at $25/month)
Front
Email management software is often used to manage a group email address (i.e., support@companyname.com). However, if your team wants to use both personal and shared email addresses to interact with customers, Front could be a great option.
Front offers some collaborative features like internal comments, and they also have more advanced features like analytics and automation on their higher-cost plans.
Price: Starting at $19 per user/month
Hiver
Many of the tools on this list are standalone offerings, but Hiver is a little different. Basically, it acts as an extension to your existing Gmail account. You’re able to assign emails to specific agents and add notes — all things you can’t do from a standard Gmail account.
There are also task automation and analytics features, but it should be noted that many of the more advanced features are only offered on their higher-cost plans.
Price: Starting at $7 per user/month
Moosend
Moosend is another tool meant for one-to-many communication. They offer features like a no-code editor to easily make beautiful email templates. You’re also able to segment audiences, A/B test, and track certain metrics.
Best of all, you’re able to do all of the above on their free plan. There are some limitations — like only one person can access the account. But it’s a lot of value for no cost. For those looking to get expanded functionality, they also offer paid plans starting at $8 per month.
Price: Free (paid plans starting at $8 per user/month)
Emailigistics
Emailigistics is similar to Hiver, but instead of working with Gmail, it’s an overlay for Outlook. It provides similar functionality and light collaboration features such as notes and assigning capabilities.
You’re also able to do some automations like routing emails to specific people based on certain conditions to improve productivity and response times. Rounding things out, they offer access to analytics to see how your team is performing, though this is only offered on their higher-cost plan.
Price: Starting at $10 per user/month
Clean Email
Clean Email is an easy to use yet incredibly powerful email management application that can help you reach Inbox Zero in no time. Clean Email works with all popular email service providers, and it reduces the tiresome task of inbox cleanup to a few simple clicks. By automatically grouping related emails into easy-to-manage bundles, such as marketing emails, spam emails, large emails, or emails from social networks, Clean Email allows you to organize your emails in no time.
With Clean Email, you can completely automate the management of your emails by configuring the application to perform various email management tasks for you. If you sometimes struggle to defend your inbox against unwanted subscriptions, you can take advantage of Clean Email’s Smart Unsubscribe feature to make sure that newsletters, unwanted subscriptions, and other unwanted emails won’t show up in your inbox ever again.
Best of all, you can try Clean Email for free and pay only when you want to. Because Clean Email communicates with your mailbox server-to-server, it doesn’t need to download potentially sensitive email messages and attachments to your mobile device or desktop, keeping your personal data safe. In fact, Clean Email is one of only a few email management software solutions that are fully compliant with new Gmail privacy policy requirements.
Price: starts at $9.99 a month
EmailAnalytics
These days, more people than ever are working remotely. This means that monitoring productivity is becoming more and more synonymous with monitoring email activity. That’s where EmailAnalytics comes in.
This tool is designed to visualize your email activity (or that of your team or employees), giving you easy access to productivity-based email metrics like emails sent, emails received, email traffic by hour of the day, and day of the week.
Additionally, the tool calculates average email response time (for you as well as people who email you), which is a critical KPI for sales and customer service teams.
These analytics are displayed in intuitive charts, tables, and graphs in a dashboard that makes it easy to view stats at a glance for you or any of your team members.
One of the best things about EmailAnalytics is that it sends you a daily email report summary that shows you and your team’s activity for the previous day (or week, your choice). This makes it an easy part of your daily routine to monitor activity, identify top performers (and low performers), rebalance workloads, and improve team productivity.
Price: ranges from $5-15 a month
Mailbird
Most people today use more than one free or paid email service. If you count yourself among them, you should consider using Mailbird as your email client. With it, you can manage all your emails and contacts from multiple accounts easily in one unified inbox and enjoy integrations with apps like Facebook, Twitter, Whatsapp, Dropbox, Google Calendar, Asana, Todoist, and many others.
Because not all email messages arrive at the right time, Mailbird gives its users the option to snooze them for later, allowing them to focus on what needs to be done at the moment and come back to them later. Thanks to its integrated Speed Reader, you can understand the gist of long emails in no time.
If email is an essential part of your daily workflow, you’ll appreciate Mailbird’s intuitive keyboard shortcuts for archiving, composing, replying, forwarding, and many more activities. So far, Mailbird has been translated into 17 languages from all over the world, and its developers are committed to making its multi-language support even better.
Mailbird is heavily customizable, and its pricing models are suitable for everyone from individual home users, who can use it for free with certain limitations, to businesses. The free version of Mailbird can’t be used for commercial purposes, and it lacks many useful features. For example, paying customers receive priority support, the ability to snooze emails for later, LinkedIn Lookup Feature, Exchange Mail support, and more.
Mailbird proves that the venerable email can be just as accessible and convenient as modern instant messaging services. Its flexible pricing structure makes it accessible even to home users who are on a tight budget, and its bulk discounts make it an attractive alternative to Microsoft Outlook for businesses that would like to empower their employees with a modern email management software solution.
Price: $79 for a lifetime license
Conclusion
Email has become an important part of our daily lives. We all use email for many things like sending important documents, sending payments and sending confirmation. Today, there are thousands of companies that offer email management tools and solutions. So, to find out which one is best for your requirements you need to go through each and every detail and decide on the best email management software.