Most people have a love-hate relationship with their inbox. Email is an excellent way to keep track of all your important business communications and stay up to date with the latest offers from your favorite brand. At the same time, it can be a source of all your nightmares.
It’s easy to get overwhelmed by the sheer amount of messages in your inbox. When you have to comb through hundreds of emails to find the one a colleague or a client sent you, you’d likely be tempted to select them all and click delete.
We all know that feeling when you join a new organization, receive a company email, and get to enjoy the bliss of an empty inbox, even if it’s for just a few minutes. As soon as your colleagues start CC-ing you, sharing information, resources, and documents via email, and you start communicating with clients, things tend to spiral out of control.
You don’t want to waste two hours every day checking emails. Your boss doesn’t want you to be unproductive, either. Yet, the most important pieces of information are shared via email, and the situation isn’t likely to change in the foreseeable future.
So, you have to check your email regularly, but you can’t take the time to sort through the pile of garbage and spam to find what you’re looking for. What’s the solution?
This is where email management software comes into play. At its core, efficient email management comes down to separating important emails from the junk. With the right tool, you can do this in minutes, instead of manually sorting the emails until your head explodes.
The question now is — how will you know which tool integrates with your current workflow? To help you find the answer, we took a closer look at the best email management software — their features, pros & cons, and pricing.
This will help you make an informed decision, so you can finally rid yourself of the agony of a cluttered inbox, optimize your workflow, and maximize productivity.
Which particular software you opt for should be a well thought out decision. Your final choice should be largely influenced by your current email workflow, the nature of your email communication, and the goal you wish to accomplish.
There are hundreds of email management tools out there. Nobody can tell you which one is objectively “the best.” Different solutions focus on different aspects of email management, meaning that even a tool with overwhelmingly positive user feedback might not be what you’re looking for.
Some of the tools we’ll list in this article focus solely on inbox management in terms of sorting out the emails, while others offer advanced features such as task assignment, notes, calendar integrations, etc.
What we’re saying is that you shouldn’t choose the one email management software that seems the most impressive. Choose the one that you and your organization will benefit the most from, instead.
With that out of the way, let’s take a closer look at the top seven email management software solutions:
Leave Me Alone
SaneBox relies on the power of AI and machine learning to prevent its users from losing their minds over their inbox. The idea behind SaneBox is as ingenious as it is simple — the software automatically distinguishes between important and unimportant emails and sorts them into the appropriate folders.
One of the folders is your inbox, where you’ll only receive emails that the tool is confident you’ll want to read. Other email goes either into the SaneLater folder, where you can check all of the messages at your leisure, or directly to spam.
SaneBox User Interface
Image source: Evernote App Center
How does SaneBox do this? First, the software scans for your previous email activity and looks at which emails you opened and interacted with and which ones you ignored, flagged as spam, or deleted.
SaneBox’s AI has been learning since 2010, and it’s remarkably accurate in its assessment of the importance of incoming email messages. You can also help the AI learn faster by moving the emails to the appropriate folder.
For example, if the tool sorts an important email in the SaneLater folder, you can drag & drop it to the desired folder. The tool will remember that and look for patterns to assess the importance of incoming emails with greater accuracy — taking into account the sender, timing, subject line, and a dozen other parameters.
On top of automatic email filtering, SaneBox comes with a bunch of other useful features:
Email tracking and notifications
Hiding messages from unreputable senders
If you’re looking for efficiency and a distraction-free inbox, SaneBox is a decent solution. One thing to keep in mind is that SaneBox is geared towards organizing your inbox and doesn’t offer much in terms of optimizing and tracking outgoing emails.
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Clean Email is a powerful tool that helps you clean your inbox in a few quick and easy steps. It doesn’t do so automatically, like SaneBox, but it does make the email cleaning process significantly easier.
This email management tool takes on a unique approach. It provides an overview of all your email and lets you take appropriate action:
Essentially, what Clean Email does is it lets you handle messages in your inbox in bulk, based primarily on whether or not you’ve read the emails.
To that end, it can help you clean up your inbox infinitely faster than if you tried to do it manually. The problem is that, while you can delete 2,000 unread emails with a single click, the tool can’t help you figure out if one of those emails contained a crucial piece of information and should’ve been read.
Clean Email lets you sort and long-forgotten emails, as well as apply the desired action to future messages as they reach your inbox. Needless to say, this isn’t the smartest approach, because you can only choose between the two extremes.
Say a colleague was CC-ing to emails that have nothing to do with your role. You can choose to automatically flag them as read as they come, but you might miss an important company-wide announcement if you apply that rule to their email address.
Apart from quick inbox cleanup, Clean Email lets you unsubscribe from mass emails through Smart Unsubscribe, as well as block unwanted senders. That’s where the tool’s usefulness ends.
If you’re merely looking for a way to clean your inbox effectively, then Clean Email is a solid choice. If you’re expecting additional features on top, you’d have to look elsewhere.
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SalesHandy is a different type of email management software — it’s primarily geared towards managing your outgoing emails. The tool is best suited for marketers, entrepreneurs, sales representatives, affiliates, and other business people who send out a ton of emails daily.
The goal of SalesHandy is to help its users optimize their email marketing efforts and maximize productivity. The key features of the tool that make this possible are:
If your primary concern is whether your emails will land in your prospects’ inbox and how they interact with them, SalesHandy comes in quite handy, pun intended.
Technically, the most accurate way to look at SalesHandy would be to view it as an autoresponder. It helps you set up and automate email campaigns and gives you valuable insights regarding their performance.
What SalesHandy does, it does well. That said, the tool can’t really help you deal with the mess in your own inbox.
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Mailbird is a platform that connects all of your different email and social media accounts and lets you handle both team and client communication from a single dashboard. This makes it an excellent tool for customer support teams and sales representatives.
With Mailbird, decluttering your inbox is no longer an issue — you’ll be accessing all of the email communications through the platform. Now, the tool doesn’t have advanced sorting capabilities like other email management software we’ve covered in this article, but it does allow you to sort contacts in groups, and it is heavily customizable.
With Mailbird, you won’t have to have a tab open for every single communication channel you’re using. This saves you a ton of time and makes it infinitely easier to maintain communication with team members and clients.
One thing to keep in mind is that you do not want to connect it to a personal email account or even a company account if you’re subscribed to a bunch of newsletters. You’d still have to go through the emails one by one, creating the same clutter you’d find in your inbox, only in a much more visually appealing interface.
Mailbird Inox Quick Fills Up
Given the fact that you’re receiving messages from all the connected email and social media accounts, the Mailbird inbox quickly fills up. To make the most out of the tool, you need to make sure that all of the messages you’re receiving are worth your time.
There are a few features that will help you go through the messages more quickly and respond promptly, such as custom sound notification, the tool’s speed reader, and intuitive keyboard shortcuts.
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If you’re all about that raw data, optimizing workflows, and enhancing team productivity — Email Analytics is the go-to email management software.
Email Analytics Homepage
This tool doesn’t handle inbox cleanup, and it doesn’t help you tweak your email campaigns to drive more sales. Email Analytics’ primary purpose is to provide you with valuable data regarding your team’s email-related performance. As such, it’s primarily used by company executives, sales managers, team leaders, and senior sales representatives.
The platform works by integrating Gmail accounts of all your team members, gathering all of the crucial business data, and presenting it in an easy-to-understand manner through lists, charts, and graphs.
With Email Analytics, you’ll have insights into the key email-related metrics, such as:
The number of emails each team member receives and sends
How each team member’s inbox is organized
Each member’s busiest day of the week and time of day
Average email response time
Average email word count
The data is updated in real-time, so you’ll always have an accurate overview of your organization’s performance regarding email communication, both at scale and at the individual member’s level.
While an excellent tool to help you visualize your team’s email productivity, it’s worth noting that Email Analytics only works with Gmail and G Suite. It doesn’t integrate with any other email clients or third-party applications.
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Hiver is an email management tool designed to help its users deliver outstanding customer service. The tool helps you create and manage shared inboxes, and facilitates collaboration between your support agents, so you can deliver better responses to your customers, faster.
Hiver essentially brings together all the individual Gmail accounts, creates a collaborative account for all your team members, and turns Gmail into a helpdesk. This way, Hiver lets all your support agents work from a unified, easy-to-use platform, removing the confusion and eliminating the number of emails that circulate between different agents.
With Hiver, there’s no need for CC-ing and forwarding. The platform gives you a comprehensive overview of all the incoming emails and allows you to assign each ticket to an individual agent and keep track of its status.
This way, there’s no risk of important emails slipping through the cracks, and there’s no room for dodging responsibilities or blame-shifting. Hiver promotes accountability. Every support agent will know exactly which tasks are assigned to them, and you’ll be able to closely monitor their productivity.
Hiver also allows you to automate repetitive tasks and enhance your team’s productivity. For instance, you can create rules for assigning emails, and the tool will do the bulk of the grunt work for you from there on out.
The platform also gathers all the relevant data and allows you to create custom reports based on your KPIs (Key Performance Indicators) so that you can identify areas for improvement more easily.
One big drawback of Hiver, similarly to Email Analytics, is that it only integrates with Gmail accounts.
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Everyone hates spam, but the developers of Leave Me Alone hate it with a burning passion. As a result, they have developed a tool that lets you unsubscribe from unwanted mailing lists with a single click.
Inside Leave Me Alone
It’s hard to keep track of all the nonsense we’re subscribed to. Most of the time, when you subscribe for a free trial or opt-in for a discount code, the company behind it will start spamming the hell out of you.
You could, in theory, click through every single email and unsubscribe manually, provided that the spammers leave an unsubscribe link. They should, by all accounts, allow you to unsubscribe easily, but not everyone does so. Then there are pricks who add you to half a dozen different mailing lists, making you unsubscribe from each, one at a time.
If your inbox is overrun with spammy promotional emails, Leave Me Alone can help you clear it out in a matter of minutes. In the screenshot above, you can see that the tool doesn’t display individual emails, but groups them according to the sender instead. You can simply click the slider on the right-hand side, and Leave Me Alone will instantly unsubscribe you from all the mailing lists associated with that sender.
The best part about Leave Me Alone is that you can clear multiple inboxes at once. The tool lets you connect all of your email accounts and unsubscribe from unwanted senders and delete all spammy emails in one fell swoop.
When you subscribe to a new sender, Leave Me Alone will also automatically tell you whether or not they’re a known spammer. Each sender is given a score based on:
The quality of their content
Number of emails they send out each week
How easy it is to unsubscribe from their mailing lists
The tool also offers its proprietary Subscription Score — a paid Chrome and Firefox extension — that lets you see details for over half a million mailings lists. This way, you’ll know whether or not to share your email address with someone before they ever get a chance to start spamming.
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Email doesn’t have to be the source of all your nightmares. With the right tools at your fingertips, you can turn it into a productivity-booster, as well as leverage it to generate a ton of revenue.
We’re not just talking about leveraging email marketing to sell your products and services. Another excellent way to monetize this communication channel is by reselling white label digital products.
If you’re looking for lead generation and email automation software that you can both use and resell, we’ve got just what you need! Our SaaS can be fully white-labeled, meaning you can add your company name, logo, and brand colors and sell it under your own name. And you get to dictate the price!
As far as commissions go, you get to keep between 60% and 80% of each sale you make, depending on your partner status. To get started, all you need is a Stripe account and a domain, and we’ll handle all the rest, including customer support and setting up payment links.
White label software is a great way to launch your own business or, if you’re already a successful entrepreneur or agency, upsell your existing customers and create an additional, automated revenue stream.
Here are some of our most popular email-related software solutions you can use and resell:
Autoresponder with unlimited emails to send
Become CEO of your own lead generation software company, just follow our battle-tested guidelines and rake in the profits.