Life is too fast to miss important messages because of a full inbox. You’re not alone in this struggle—in fact, it’s harder than ever to keep up with your email. Personal Email Management Software makes it easier to search, manage, and respond to all your incoming correspondence in one place. This software automatically categorizes your incoming mail and lets you know when you’ve received important messages like those containing attachments or meeting requests. It also helps you stay focused by removing yourself from the inbox distraction loop.
In this post, we review the aspects of Personal Email Management Software, email management software for gmail, best free email management software, and best email management system.
Personal Email Management Software
Dealing with email can be a daunting task. It’s not just that there’s so much of it—it’s also that the volume keeps growing. And while some people might tell you they never read their emails, I know from experience that reading and responding to your messages is essential to running a productive business, especially as more companies move toward remote work and collaboration tools like Slack or Trello.
What is email management software?
Email management software is a tool that helps you manage your email. It can be either a web app, mobile app or desktop app that offers features such as priority and organization.
To get started, try using the free version of Gmail or Outlook. If these are too basic for you, then there are dozens of paid options to choose from. Many email management tools offer features like automatic sorting (leaving only important emails in your inbox), reminders and task lists so that you can stay on top of everything else on top of your inbox!
What are the benefits of email management software?
Email management software offers a number of benefits, including:
- Reducing email overload. With so many emails coming in every day and so many people relying on your responses to get things done, it can be difficult to keep up with all the messages. By using email management software, you can put your inbox in order and better prioritize the most important messages for immediate response. In fact, a recent study found that people who used email management tools were able to reduce their weekly workload by more than 20 hours!
- Organizing your inbox. Having an organized inbox allows you to spend less time sorting through emails and more time focusing on tasks that contribute directly to achieving your goals or completing projects at work or school. Email management tools allow you to add folders or labels that automatically sort incoming messages into separate folders based on keywords like “urgent” or “work,” giving you greater control over how incoming correspondence is handled throughout the day.
- Getting more done faster with less effort—and saving money! It may seem counterintuitive at first glance but using an email management tool actually saves both time and money—and not just because it cuts down on unnecessary communication between coworkers but also because it allows users greater efficiency when managing their own inboxes
What are the drawbacks of email management software?
There are a few drawbacks worth knowing about. First, as mentioned above, it can be expensive. Second, if you’re not using Gmail or another email client to manage your work email, then you’ll need to set up a new account with an email management service. This can be complicated and may require technical assistance from someone who knows what they’re doing. Finally, some types of software can be difficult to use (or just plain confusing).
How does email management software work?
- Email management software works with your email inbox to help you organize, track and manage all of your incoming and outgoing messages.
- It works with your calendar to help you schedule meetings, appointments and other events that require confirmation from others.
- It works with your contacts list so that you can see who is in each meeting or appointment. This is especially helpful for companies that have large employee databases and need to keep track of everyone’s schedule at once.
- It also helps users manage their tasks by creating reminders so they don’t forget anything important; assigning due dates so as not to leave something undone for long periods of time; exporting data from one account into another if necessary (i.e., moving between Gmail accounts); sending emails via webmail rather than through an app on a smartphone or tablet device; storing messages securely without worrying about someone else accessing them without permission
How much does email management software cost?
Pricing for email management software is all over the place, which can make it difficult to pick out what’s right for you. The cost of an inbox management solution will depend on the features you need, and whether or not you’re willing to pay for them. Some solutions are free, while others are paid only. And some solutions offer a combination of both paid and free features; this lets users try them out before committing to a subscription plan.
Given the right tools, you can take on nearly any amount of email.
Using the right tool, you can take on nearly any amount of email.
Email management software is a great way to save time. It allows you to separate your inbox into folders and sort messages by priority, so that important emails are easier to find later on. And if you don’t know where some important email went? The software will search for it for you!
email management software for gmail
What Are Email Management Software Tools?
Email management software tools allow you to manage email better, in one way or another.
In the sections that follow, I distinguish these tools in two separate categories: those that attempt to improve how you email in the context of regular conversations or work, and those that attempt to improve your email marketing.
However, the ground-level intentions of these apps generally try to do one or more of the following:
Given the number of hours you already spend on email, any measurable improvement to your productivity or effectiveness could dramatically improve your overall efficiency — or that of your team, if you’re managing one.
Email Management Software Tools for Analytics
Let’s start by looking at email management software tools designed to help you analyze how you use email on a regular basis and those that help you stay organized:
First up, and yes I’m #biased, is EmailAnalytics! It’s an all-in-one analytics platform for your entire team. Designed to be both simple and thorough, EmailAnalytics integrates with your Gmail or Google Workspace account and the accounts of all your team members or employees.
It enables you to visualize important metrics related to your team’s email performance, including how many emails they’re sending and receiving, how their inboxes are organized, their busiest times of day and days of the week, average email response time, and much more.
It’s perfect for taking a snapshot of your current productivity, highlighting where things might be going wrong, and analyzing how your team improves when you institute new changes designed to boost their email-related productivity. It’s the perfect team email management software.
Email Management Software Tools for Organization and Cleanup
2. Clean Email
If your inbox is cluttered with unread and unnecessary emails, Clean Email bulk email cleaner is here to make your overwhelmed mailbox clean and organized. It sorts all your emails into relevant bundles, making it easy to manage hundreds or even thousands of messages with a few clicks.
Its Smart Unsubscriber feature collects all your newsletters in one place and allows you to opt out from any of them you no longer want to receive.
Clean Email is a privacy-oriented email management solution that doesn’t keep, sell, or analyze user data for the purposes beyond the app’s public features.
Be sure to also check out our full guide on how to clean up Gmail as well as our list of email cleaner apps!
The extension offers email-enhancing features such as the ability to track emails and links, schedule emails to be sent later, snooze emails to free up your working day, create beautiful professional email signatures and templates, and much more.
SaneBox works with any email platform, and is designed to help you prioritize and categorize your emails properly. With it, you can quickly identify the emails that don’t require your immediate attention and group them together in a custom “SaneLater” inbox, where you can review them whenever you have time.
This email management software tool is also useful because it allows you to create custom folders and tabs for many kinds of emails, like newsletters or platform notifications, so you can stay organized indefinitely.
Next up, there’s Hiver, an email management software tool designed to help you create and manage collaborative email inboxes.
With it, you can create new group email names, like “support” or “info” and assign the appropriate team members to those group headings. Within the tool, you can have someone assign emails to specific individuals, collaborate on messages when appropriate, and completely eliminate the need for CC and BCC lines, which can get hectic fast.
For more, see our post on how to send a group email in Gmail.
Boomerang is an email management software tool that’s been around for some time, helping email users keep track of the emails they’ve sent (but have yet to get a response) and send emails at just the right time.
For example, you can schedule automatic reminders to hit your inbox if and when your recipients don’t respond to your messages, or schedule your own emails to go out at a specific time (like if you want to hit your client’s inbox at 9:10 am).
Boomerang also has a ton of extra features designed to make email easier and more effective, like automatic suggestions on how to improve your writing.
If your Gmail inbox is constantly cluttered, and you can never seem to find the message you need when you need it, you need an email management tool like Sortd.
With Sortd, you can organize all your emails based on custom categories, then use a project management-style organization table to keep track of your progress on each available message. For example, you might shift your email from “read” to “started,” and eventually to “completed.”
Think of it as a highly interactive task list.
If you’re less interested in turning your email management into a task management system and more interested in scrubbing your inbox from top to bottom, Mailstrom might be the best email management tool for you.
When you use Mailstrom, you’ll have full control over several different filters, which allow you to sort your inbox messages by factors like time sent, attachment size, sender, recipient, and more.
After batching these inbox messages, you can quickly delete the ones that aren’t relevant, and sort the relevant ones into proper folders.
FollowUpThen has a simple formula to help you remember when to follow up with a client, prospect, or teammate; all you have to do is put the length of time you’d like to wait in the address field, followed by “@followupthen.com,” and you’ll get a reminder to follow up when that amount of time has elapsed.
For example, you could send an email with a BCC of firstname.lastname@example.org and get a reminder 3 days later.
You can also use this to batch and forward some of your messages so you can read them the next day, or after lunch.
Improve your team’s email response time by 42.5% With EmailAnalytics
You could also consider using Nudgemail for your automated notification needs. Nudgemail works mostly the same way, allowing you to specify periods of time or specific times and days in your address lines.
Nudgemail will prompt you with a reminder to follow up at the time and date of your choosing.
best free email management software
We feature the best email clients that make it simple and easy to manage your emails for work or home, on your desktop or mobile device.
These days email is no longer just about sending and managing messages, but now much more about integrating additional software and apps.
Email is still central to most business applications (opens in new tab), regardless of which type of office software suite you use. For some, that means using Outlook with Microsoft Office, but for those using alternative office software (opens in new tab) there are also alternative email clients.
Email remains the primary method of communication between businesses, but there are a number of different ways in which emails can be used and stored.
The first main way is by using an email client, which will often use POP3, SMTP, or IMAP protocols to collect mail directly from a server to your PC or other computing devices. This usually means downloading and installing software for an email client to receive your emails and a server on which to store and collect your email from.
The second main way is using cloud services (opens in new tab) through a web application, which means that you don’t need to download any software or even have a server to collect email from, as everything is stored online by the web app provider. Even better is that as online communications widen, some email providers include additional collaboration tools (opens in new tab) such as video conferencing (opens in new tab) as part of the service.
Google Workspace : Collaboration + productivity apps (opens in new tab) There are many different office software suites but Google Workspace formerly known as G Suite remains the original cloud one and one of the best business office suites, offering a huge range of features and functionality that rivals can’t match. Try it free for 14 days (opens in new tab).
While email clients may require a little more work to run, they also allow for more control over user data. In other words, only you control your emails, and third parties have no access to them unless you purposefully – or accidentally – allow it.
This can be an important consideration for business purposes, as allowing your email to run through web apps means that although it will be safely backed up, it also means the provider has control over your data, and some companies openly acknowledge that they will scan private emails at least for marketing purposes. Just remember to ensure you have a backup solution in place so you don’t lose your email data.
Therefore while consumers have tended toward the ease of use that web app emails allow, many businesses still prefer to control their own emails through an email server and email clients, in order to protect sensitive business data.
There are a number of email providers on the market, so we’ll look at the best in email clients, before taking a look at additional options, not least email web apps.
The best email clients of 2022 in full:
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Reasons to buy
Microsoft’s Outlook is the de facto email client for most businesses and enterprises and has been around for decades, with its origins dating back to MS-DOS. Obviously, it has tight integration with other Microsoft services, and that takes email beyond the simple exchange of messages.
Outlook has the advantage of being fully integrated with the Outlook Calendar, making it a snap to share calendars to coordinate meetings. This integration also extends to Outlook Contacts. Outlook is supported for the Windows platform, but also across the mobile platforms of iOS and Android as well.
Microsoft Outlook is available as part of the Microsoft Office suite, which can be purchased as the standalone Office 2016, or the subscription-based Microsoft 365.
Reasons to buy
eM Client has been around for nearly 10 years now, and throughout that long development, it’s evolved into the best alternative email client for Windows.
It offers a wide array of features, including a calendar, contacts, and chat. Support is provided for all the major email services including Gmail, Yahoo, iCloud, and Outlook.com. The latest version also offers PGP encryption, live backup, basic image editing capabilities, and auto-replies for Gmail.
There is a free tier, but you need the Pro version for commercial use, and that also gives you VIP support and unlimited accounts (the free product is limited to two email accounts). The Pro version has a one-time license fee.
eM Client makes it easy to migrate your messages from Gmail, Exchange, iCloud, and Outlook.com – just enter your email address and the client will adjust the appropriate settings for you. eM Client can also import your contacts and calendar, and it’s easy to deselect these options if you’d prefer to manage them separately.
There’s an integrated chat app too, with support for common platforms including Jabber and Google Chat, and the search function is far superior to those you’ll find in webmail interfaces.
Reasons to buy
Reasons to avoid
Mailbird is an email client that promises to “save time managing multiple accounts,” and to make your email “easy and beautiful”. It comes in two main versions: Personal and Business.
While beauty may be in the eye of the beholder, as they say, it’s undeniable that Mailbird Business offers many free themes to make email a more enjoyable and customizable experience.
Unlike some more Microsoft-centric email clients, Mailbird Business supports a diverse range of integrated apps, including WhatsApp, Google Docs, Google Calendar, Facebook, Twitter, Dropbox, and Slack, all making for a better-streamlined workflow. However, one downside to bear in mind here is that there’s no support for filters or rules to organize your inbox.
Mailbird Personal is available for free, with Mailbird Business available as a subscription or a one-time lifetime license.
Reasons to buy
Reasons to avoid
Inky is an email client that focuses on security, using AI and machine learning algorithms to block all manner of phishing attacks that might otherwise get through.
This client uses an ‘Inky Phish Fence’ that scans both internal and external emails to flag phishing attempts. The proprietary machine learning technology can literally read an email to determine if it has phishing content, and then is able to quarantine the email or deliver it with the malicious links disabled. It also takes things a step further and offers an analytics dashboard, which allows an administrator to see patterns of attacks based on dates, or targeted users.
The Inky email client does offer a free trial, but sadly, pricing details aren’t made available on the Inky website. However, the site does note that pricing is per mailbox per month on a subscription, with volume discounts available.
Reasons to buy
Hiri is a paid-for premium email client that is designed primarily with business users in mind (it currently only supports Microsoft email services including Hotmail, Outlook, and Exchange), but home users will also appreciate its productivity-boosting features.
If you find yourself spending too long managing, reading, and replying to emails, Hiri is the email client for you. It includes a smart dashboard that lets you see how many unread messages you have at a glance and how long you should wait before checking them (after all, how many really need an instant reply?)
The Compose window is designed to save you time too, offering only the essential options (no fancy formatting) and including the subject line at the bottom so you don’t have to write it until you know how to summarize the message.
These little touches make Hiri a truly exceptional client. If Microsoft is your email provider of choice, it should be well up your list. Hiri is available to buy annually or via a lifetime license for a one-time fee. Both options offer a 7-day free trial.
Best free email clients:
Reasons to buy
Reasons to avoid
First released back in 2004, Google’s Gmail has become the market leader in free email services with more than a billion users across the globe.
Gmail’s stripped-back web interface is a highlight. Most of the screen is devoted to your inbox, with a minimum of the toolbar and other clutter. Messages are neatly organized via conversations for easier viewing, and you can read and reply to emails with ease, even as a first-time user.
There’s plenty of power here. Dynamic mail makes Gmail more interactive, with the ability to take action directly from within the email, like filling out a questionnaire or responding to a Google Docs comment. Messages can be automatically filtered into tabbed categories like Primary, Social, and Promotions, helping you to focus on the content you need. Leading-edge spam blocking keeps your inbox free of junk, you can manage other accounts from the same interface (Outlook, Yahoo, any other IMAP or POP email), and there’s 15GB storage for your inbox, Drive, and photos.
You can also access Gmail offline, although you’ll need Google Chrome for that to work. Furthermore, there is a neat snooze feature that allows you to, well, snooze an email for a specified amount of time (it also automatically labels that email as important).
Other features are more questionable. Instead of organizing messages into folders, for instance – a simple metaphor that just about every user understands – you must filter them using a custom labeling system. This works, and has some advantages, but isn’t popular with all users. Still, Gmail is an excellent service overall, and a good first choice for your email provider.
Google also offers a paid business version of Gmail available in the shape of its Google Workspace (formerly G Suite) product.
This more professional product drops the ads and allows using a custom email address on your domain (email@example.com). Business-oriented migration tools can import mail from Outlook, Exchange, Lotus, and more. Storage space doubles to 30GB on the Basic plan, and you get unlimited group email addresses, 99.9% guaranteed uptime, and 24/7 support.
Google Workspace is Google’s answer to Microsoft 365, so of course, you also get apps for working with documents, spreadsheets, and presentations. Shared calendars keep you better organized, there’s video and voice conferencing for online meetings, and again, there’s 24/7 support to keep your system running smoothly.
2. Mail and Calendar
Reasons to buy
Reasons to avoid
While Outlook is a stalwart of the business world, Microsoft has long realized that it is overkill for many home users, so there’s a lightweight email client built into Windows. Way back when, this client was Outlook Express, but it has since evolved and in the latest version of Microsoft’s desktop operating system, it’s known as Mail and Calendar.
For any Windows user, the Mail and Calendar client is an obvious choice, as when you log into Windows 10 with a Hotmail, Live, or Outlook.com address, the account is already added to the email client.
It can also work with other popular accounts, including Yahoo, Gmail, and iCloud. Mail and Calendar has a useful feature known as Quick Actions, which, for example, allows the user to easily flag or archive a message. It’s also integrated with the Windows Calendar app.
Reasons to buy
Reasons to avoid
Mozilla’s Thunderbird is an email client worth considering as an alternative to Outlook and paid-for programs. As you’d expect from the people who brought you the Firebox browser, Thunderbird is a well-developed piece of software.
It’s free to download and installation is easy. Once running, you’ll find it contains all the features you’d expect from an email client. However, what makes Thunderbird different is that there are additional customization options. You can install addons to provide additional features and functionality, and there are some especially neat ones for privacy and security.
Additionally, there are different themes available to download so you can personalize your email experience in a way that you usually can’t with Outlook and others.
So if you’d prefer a free but capable email client you can tweak to give what you need, and change the look from the standard vanilla, Thunderbird from Mozilla could be well worth a look.
However, for those used to a cloud-based email system they can use on the go from any device, Thunderbird can seem a little limited.
Reasons to buy
Spike is a versatile email client, available for iOS, Android, Windows, and Mac, with a handy web app for those occasions when you don’t have time to spend installing software.
It’s billed as the first ‘conversational’ email app, which essentially means it presents messages and replies in bubbles in real-time, in a style that looks very much like WhatsApp. This works particularly well for the type of short emails that you’re likely to send to friends and family, making it refreshingly simple to keep track of long email chains that would usually be a mess of nested messages.
Spike is free for personal use, with support for an unlimited number of email accounts and up to 10 ‘group chat rooms’. If you’re sick of trawling through messy lists of replies, it’s a breath of fresh air.
For business users, there’s a nominal fee per email account, and enables both voice and video meetings.
best email management system
Whether we’re writing, reading, or complaining about them, one thing remains true: Email is a central part of many of our professional lives. And though each day seems to bring a new tool ready to reduce the number of emails we receive, they hardly ever seem to make a dent.
Though completely eliminating email is probably out of the question, there are tools we can use to make email more manageable. In fact, there’s a whole category called email management software that’s dedicated to just that.
What is email management software?
Email management software is a tool that helps you manage, sort, organize, and send email. Generally speaking, email management tools tends to focus on a few different areas:
Received email — Tools in this category are mainly focused on managing incoming emails from your audience, be they customers, clients, students, patients, sales leads, or employees from other departments. These tools are mostly focused on one-to-one interactions.
Bulk email — 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 email 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.
The 7 best email management software
Since email management software covers a few different use cases, we’ve put together a diverse list of tools that cover each of those different use cases.
1. Help Scout
Best email management software for small and medium-sized organizations.
Help Scout is email management software built specifically to help teams expertly manage their email communication. With Help Scout you get access to powerful collaboration tools like private notes to help keep everyone informed and collision detection to eliminate duplicate work.
Productivity tools like workflows let you automatically assign conversations to specific employees or custom folders based on criteria you set. And saved replies make responding to routine requests a breeze.
Finally, access to customer profiles helps you stay in the loop. You’re able to see past conversations and other basic information to help interactions go smoothly and limit hassle for both the sender and your team alike.
Best of all, email management software is just one of the entire suite of tools you get access to when signing up for Help Scout. A couple other notable tools are Docs, which allows you to build out a knowledge base, and Beacon, which lets you provide live chat and in-app messaging.
Price: Starting at $20 per user/month.
Learn more about Help Scout:
Best email management software for personal use.
Though lots of email management software focuses on business needs, there are also tools to help manage personal inboxes. One of the best we’ve found is SaneBox. Their powerful AI learns your different email habits and then automatically sorts emails right when they hit your inbox.
High-priority messages are shown in your main inbox, while lower priority ones are moved to a separate folder.
They also offer features like SaneNoReplies, which shows any message you’ve sent that’s yet to get a response, and Do Not Disturb, which stops any new incoming emails from showing to help keep your focus on the task at hand.
Price: Starting at $7/month.
Best email management software for one-to-many communication.
Sometimes you need to talk to a lot of people at once: Maybe you’re announcing a new service 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 plan available. Paid plans starting at $25 per month.
Best email management software for managing team and personal emails together.
Email management software is often used to manage a group email address (i.e., firstname.lastname@example.org). However, if your team wants to use both personal and shared email addresses to interact with your audience, 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/person per month.
Customer ServiceThe 12 Best Front Alternatives for Shared Email
Learn about the advantages and disadvantages of Front’s shared inbox, and discover 9 Front alternatives to consider for your support needs.
Best email management software for Gmail.
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 people 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 $12 per user/month.
Customer ServiceThe 8 Best Hiver Alternatives for Team Collaboration in 2023
Hiver is a step above a shared mailbox, but it still lacks the collaboration tools many teams need. Consider these 8 Hiver alternatives.
Best free email management software.
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 $9 per month.
Price: Starting at $9 per month.
Best email management software for Outlook.
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.