Email communication is essential to our personal and professional lives in today’s fast-paced digital world.
As our inboxes continue to overflow with messages, it’s more important than ever to have efficient email management systems in place.
In this post, I reviewed the best email management software tools available on the market, along with my top 3 choices so that you can pick the best one for you.
My Top 3 Picks
1. Mailshake: Best Overall Email Management Software ($44/month)
2. HubSpot: Best for Inter-Departmental Collaboration ($45/month)
3. Saleshandy: Best for Email Tracking (Free – $49/month)
What is the Best Email Management Software?
1. GMass
GMass allows you to perform effective cold email outreach campaigns directly from your Gmail account.
Professionals at companies such as Google, Uber, and social media giants like Twitter and LinkedIn utilize this powerful tool for mass emailing.
GMass is not limited to email marketers only, but institutions and individuals can use it to send emails to a specific audience from a Gmail address.
The mail users manage emails with GMass to process more emails for their outreach emails.
It allows them to handle a larger volume of emails, thereby enhancing their outreach efforts.
Key Features
- Enhanced Email Personalization
- Robust Email Analytics and Campaign Reporting
- Convenient Scheduling
- Swift Email List Creation
- Automated Follow-Up Emails
Pros
- User-friendly interface for optimal ease of use.
- Integrated seamlessly with Gmail.
- Rapidly construct email lists using any search criteria within your Gmail account.
- Effortlessly import contact information from a Google Sheets file.
- Auto-save emails to reuse as templates for future campaigns.
- Ability to send attachments in mass emails.
- Connect GMass to Zapier for automated email sequences.
- Powerful Gmail add-on available for Android devices.
- Optimize deliverability for non-commercial, low-volume emails.
- Compatible with Salesforce CRM.
- Responsive customer support team.
Cons
- GMass is exclusive to Gmail and G Suite accounts.
- Desktop version functions solely with Google Chrome.
Pricing
- Free Plan: access to all features + email tracking for 50 emails/day.
- Individual Plans:
- Standard: $19.95/month – all features except auto follow-ups + unlimited email tracking.
- Premium: $29.95/month – includes “Standard” features + removal of GMass footer from emails.
- Enterprise: $49.95/month – incorporates “Premium” features + auto follow-ups.
- Team Plan:
- Premium: starting at $125/month for a team of five – it supports all features.
2. Mailshake
With Mailshake, its advanced mail merge capabilities, you can send personalized mass emails and schedule follow-up correspondence based on recipients’ actions.
Additionally, the Mailshake dashboard allows direct engagement with leads through the Lead Catcher feature.
You can also set the time between follow-ups and choose the days and times you want them to be sent (like weekdays between 8 am and 6 pm).
Mailshake lets you A/B test subject lines, body copy, or entire sequences to optimize your campaigns’ performance using metrics like open rate, click-through rate, reply rate, and conversion rate.
And thanks to Mailshake’s many integrations, you can sort leads in your CRM, automatically add emails from email finder tools, and connect to thousands of other apps via Zapier. Plus, you can incorporate LinkedIn and cold-calling touchpoints into your campaigns.
If you’re not sure where to start with your outreach or need to improve your results, their customer success team holds office hours multiple times a week – perfect for getting feedback on your strategy or email copy.
In a nutshell, Mailshake is a powerful, user-friendly cold email platform that every sales department should have in their toolbox.
Key Features:
- Automated outreach email sequences
- Split-testing
- Phone dialer
- Social media outreach
- Lead catcher
- Integrations with CRMs, email finder tools, LinkedIn, and loads more popular tools and platforms
- Automatic unsubscribe detection
- And so much more!
Pricing:
- Email Outreach: $58/user/month (billed yearly) – includes core Mailshake features like A/B testing and automation
- Sales Engagement: $83/user/month (billed yearly) – adds Mailshake phone dialer, social selling, and custom task creation to the mix
3. HubSpot Sales
Hubspot is a well-known name in email marketing and sales, thanks to its suite of powerful software tools, or “hubs,” that cater to various operational needs.
Hubspot Marketing, in particular, is a popular and polished software tool offering many useful sales outreach features.
These include email marketing, templates, call recording, email tracking, and document management and tracking.
Huspotb also provides email automation and an appointment and meeting scheduler, saving you time and effort.
Additionally, Hubspot offers live chat integration for your website, streamlining communication with customers.
Its biggest advantage, however, lies in its ecosystem approach, facilitating communication and coordination across different departments, such as sales and customer service.
Hubspot is an excellent choice for sales teams that value cross-departmental communication and collaboration.
Key Features:
- Automate those pesky email follow-ups
- Built-in activity stream that logs each lead’s activity history
- Supports lead-scoring to help you focus on the right prospects
- Access nifty customizable reports that track your campaign engagement
Pros:
- Use ready-made email templates or create your own and share them with your sales teams
- Drag-and-drop sales pipeline editor
- Integrates with Salesforce and HubSpot CRM
Cons:
- Setting up sales workflows can take a bit of time
- Cold emailing is not so specialized
- The basic starter plan is a bit light on features
Pricing:
HubSpot Marketing has four pricing plans to choose from:
- Free: offers HubSpot CRM + five templates + 200 email notifications + live chat and real-time reporting features
- Starter: $18/month/ commit annual – comes with “Free” features + 1,000 templates + email sequence features (getting better)
- Professional: $800/month/ commit annual – includes “Starter” features + sales emailing features + Salesforce integration
- Enterprise: $800/month – packed with “Professional” features + team management and lead scoring features
4. Saleshandy
Saleshandy is a versatile email tracking, automation, and outreach tool that can be used as a standalone application or as an extension for Gmail or Outlook.
It is a popular choice among businesses of all sizes, from small startups to large corporations, and for good reason.
One of the key advantages of Saleshandy is its feature-rich toolkit, which covers all the essential elements of effective email outreach.
Email tracking enables you to determine when recipients open your messages. It can also be configured to provide desktop notifications, eliminating the need to verify opened emails manually.
Its feature set includes email tracking, follow-up scheduling, email templates, and tracking for individual links.
This allows users to gain valuable insights into how their emails are performing and tailor their follow-up strategy accordingly.
Moreover, Saleshandy also offers mail merge features, which can be used when sending out large batches of emails.
This allows users to create personalized emails at scale without sacrificing the quality of their messaging.
The tool also allows users to automate their outreach efforts, saving time and effort while improving the overall efficiency of their campaigns.
Features:
- Email tracking
- Email open notifications
- Link tracking
- Email templates
- Mail merge
- Automate follow-ups
- Email scheduling
- Gmail and Outlook extensions
Pricing:
- Free: Offers email tracking only
- Outreach Basic: $27/user/month billed yearly. Comes with Free features plus a custom domain and mail merge
- Outreach Pro: $79/user/month billed yearly. Includes Regular features plus mail merge with automated follow-ups
- Outreach Scale: $150/user/month billed yearly. Includes Plus features and support for high-volume campaigns
5. Woodpecker
Woodpecker is a multichannel sales communication tool that offers an “AI assistant” to assist lead gen, sales, and recruitment professionals.
It offers the ability to send automated emails and follow-ups, and allows users to set specific conditions that will trigger different email actions.
What sets Woodpecker apart is its emphasis on security and bypassing spam filters.
The tool takes care of spam filter bypass by automatically throttling emails, detecting duplicates, blacklisting emails, and monitoring bounces.
Key Features:
- Detailed reports
- Personalize bulk emails with custom fields
- Automated follow-up emails
- Auto-detection of campaign replies
Pros:
- Custom lead generation features for businesses
- Identifies duplicate IDs in your campaign
- Google Chrome extension available
Cons:
- It doesn’t support sending email attachments
- Works as a separate inbox
- Base plan might feel a bit pricey
Pricing:
- Cold Email: $49/month 1500 email slot – email automation + real-time reporting features
6. Hunter.io
Hunter.io is a web-based tool that is designed for email research and verification to help businesses collect and verify professional email addresses.
While the platform’s cold email campaign feature was only recently added, it still provides a comprehensive solution for all your cold outreach efforts.
If you are looking for an all-in-one solution to streamline your cold outreach efforts, then Hunter.io is your best bet.
Hunter.io offers a web-based email research and verification tool that helps businesses quickly find and verify professional email addresses.
With Hunter.io, users can personalize their campaigns by discovering the hard-to-find contact data of their prospects. This leads to better outreach campaign results. You can ensure that you’re emailing the right person.
For those operating in the B2B space, Hunter.io is a must-have tool for their next cold outreach campaign.
Additionally, those who do not require sophisticated email automation features and use Gmail can also benefit from Hunter.io’s campaigns feature, offering an all-in-one solution from finding emails to converting them to customers.
Key Features:
- Set up personalized cold email campaigns
- Find and verify the prospect’s email ID and other data
- Create and share email templates with your team
Pros:
- 90% accuracy rate for provided emails.
- Easy integration with the browser for a simple user experience.
- No extra cost for team subscriptions.
- All-in-one solution for cold outreach.
Cons:
- No mobile app or functionality is available yet.
- Cold outreach capabilities are limited and only available if using Gmail, so additional or alternative tools may be needed for a whole email outreach experience.
Pricing:
Prospect.io offers three pricing plans to suit your needs:
- Free Plan: Limited features
- Starter: $49/m
- Growth: $149/m
- Enterprise: $499/m
7. Iemlist
Iemlist is an all-in-one email management solution for businesses that simplifies sales engagement, personalized emails, follow-ups, and more.
Its centralized platform allows for automatic email address warming and reports to analyze cold email engagement metrics.
With the scheduling tool, team members can set up rules for sending email promotions at specific times.
The personalization and email editing tools make designing custom emails with text, images, videos, and landing pages easy.
Additionally, the sales automation module allows for the creation of multichannel outbound sequences based on pre-defined triggers.
Iemlist’s API enables integration with third-party solutions such as Slack, Pipedrive, Hubspot, and Salesforce.
Support is available via live chat, phone, email, documentation, and other online measures. Monthly and annual subscriptions are available.
Key Features:
- Set up custom tracking domains for improved campaign deliverability
- A/B test your campaigns like a pro
- Schedule your email marketing campaigns and follow-ups with ease
- Create cold email sequences that work
Pros:
- Personalize images, video thumbnails, and landing pages
- Works with LinkedIn Sales Navigator to find prospects on LinkedIn
- Integrates with Salesforce, Pipedrive, and HubSpot CRM
Cons:
- There’s a limit on the number of emails you can send per day
- It might be a bit tricky for first-time users
- Can’t send files as email attachments
Pricing:
Lemlist offers three pricing plans to choose from:
- Email Outreach: $50/yearly plan – send 100 emails/day + supports one user + text personalization + email automation
- Sales Engagement: $83/yearly plan per user – automated LinkedIn outreach
- Outbound Agency: Custom, Available for all plans
8. Hiver
Hiver is an email management system designed to streamline team collaboration and improve productivity by turning Gmail into a helpdesk.
The platform centralizes customer support, sales, and project management in a shared inbox, facilitating seamless communication among team members.
Hiver’s advanced features include email delegation, email templates, shared labels, and analytics to track performance.
Key Features:
- Shared Inboxes
- Email Delegation
- Email Templates
- Shared Labels
- Analytics and Reporting
Pros:
- Enhances team collaboration and communication.
- Improves email organization with shared labels and folders.
- Provides analytics to monitor team performance.
- Integrates seamlessly with Gmail, ensuring a familiar interface.
Cons:
- Limited to Gmail users, restricting compatibility with other email services.
- Require a learning curve for teams to adapt and use effectively.
- Additional costs for premium features and large teams.
- Potential privacy concerns with shared inboxes.
Pricing:
Hiver offers three pricing plans to choose from:
- Lite: $15/month/yearly plan
- Pro: $39/month//yearly plan
- Elite: $59/month//yearly plan
What is Email Management Software?
Email management software is an application designed to assist users in sending, responding to, tracking, and organizing emails on a large scale.
The primary objective of email management software is to facilitate the efficient handling of substantial volumes of incoming and outgoing email correspondence.
It ultimately boosts open rates and conversions through tailored subject lines and content adapted to the recipient’s profile and your objectives. In addition, it aids in gaining a deeper understanding of your email audience and categorizing them according to various attributes.
This software includes a range of solutions tailored to individuals, teams, and organizations’ needs.
Both groups and individuals employ email management tools. Both internal support teams, such as IT departments and external service teams, utilize email management software to guarantee proper handling of support requests.
For instance, in support services, email management tools assist agents in tasks such as tracking inquiries, collaborating with fellow agents, and automating email routing.
Email marketers may also rely on email management applications to orchestrate and automate email nurture campaigns, monitor open and click-through rates, and distribute bulk emails.
How to Effectively Email Management?
1. Declutter Your Gmail Inbox
The 4 D’s of email management is a popular and effective technique to help individuals and organizations streamline their email processing and maintain an organized inbox.
The four D’s stand for:
- Delete: Upon receiving an email, assess whether it is relevant or important to you. If it does not contain useful information or requires no further action, promptly delete it to keep your inbox clutter-free.
- Do: If an email requires immediate attention or can be resolved quickly (typically within a few minutes), immediately address the task. This prevents the email from lingering in your inbox and reduces the chances of procrastination.
- Delegate: In cases where an email requires action, but it is not your responsibility, or you lack the expertise to handle it, delegate the task to a more appropriate team member or colleague. Be sure to follow up to ensure the task is completed in a timely manner.
- Defer: For emails that demand considerable time or effort, schedule a specific time in your calendar to address them. This approach allows you to focus on high-priority tasks without losing track of less urgent matters that still require attention.
By adhering to the 4 D’s of email management, you can effectively minimize inbox clutter, prioritize your tasks, and enhance your overall email productivity.
Group email accounts can sometimes be as bothersome as social media group notifications. Messages continually appear that may not be relevant to everyone in the group.
Perhaps only two employees must act on the email, but a dozen others must read it.
A solution is needed to sort emails effectively and monitor your team email. Consider using an email collaboration tool as an alternative.
For example, Hiver allows you to manage shared inboxes like support, sales, or info directly from your Gmail inbox.
With this tool, you can effortlessly assign tasks to team members without forwarding the email.
It also enables internal communication without writing additional emails. Both features help reduce email clutter, leading to a more organized inbox.
3. Schedule Fixed Email-Time
On a regular basis, the average professional receives emails that they need to handle.
To manage email activity efficiently, allocating fixed times each day for checking and responding to emails is recommended. This should be done in reverse chronological order, starting with the most recent email.
Create rules to sort emails into parent categories and manage email overload. Use the main inbox only for important and urgent messages. The more advanced features of an email client can be used to automate email organization by setting filters to organize emails automatically.
Remember that leaving email open all day can cause far more stress and anxiety than checking email on a set schedule. By following the one principle and dedicating specific times for email management, you can free your mind from worries and feel accomplished at the end of the day.
An email template is useful for informing contacts of your email management schedule. This helps manage expectations and reduce interruptions. If urgent assistance is needed, people can always call you.
The following email template helps to break free from the compulsive habit of constantly checking for new emails.
“Due to a high workload, I am currently checking and responding to e-mails twice daily at 12:00 pm ET [or your time zone] and 4:00 pm ET. If you require urgent assistance (please ensure it is urgent) that cannot wait until either 12:00 pm or 4:00 pm, please contact me via phone at XXX-XXX-XXXX.”
Even in a senior position with time-sensitive emails, this strategy can work. This approach is the first and most crucial step in email organization.
4. Organize Emails with Filters
Create filters to organize emails automatically
This simple trick works wonders. Filters automatically control incoming emails based on your preferences, whether it’s moving them to the appropriate folders or sending them straight to the trash.
Setting up filters in Gmail is easy.
- Open your inbox and click the down arrow on the right side of the “search” box.
- Enter your search criteria in the available fields, such as email senders, receivers, subject, keywords, attachments, and chat details, etc.
- Click on the option “create a filter with this search” in the bottom right corner and choose what you would like to do with those emails.
5. Label High-Priority Emails
Create a separate folder or manage labels by assigning different colors to keep your inbox organized. This will help you easily find important emails and prioritize them. You can also use team collaboration tools to delegate tasks and assign emails to team members.
Encourage folks to respond by crafting clear and concise emails that are easy to understand. Use actionable language and ask specific questions to prompt a response.
Use the left sidebar menu to navigate through your inbox and find specific emails. You can also take advantage of nuanced hacks, such as keyboard shortcuts, to save time and increase productivity.
If you have multiple email accounts, consider using an email client that allows you to manage them all in one place. This will help you stay organized and avoid missing important emails.
Conclusion
There is no universally correct method for managing emails, as the optimal approach may vary for each individual. It is important to note that many individuals might prematurely abandon their efforts to find a suitable email management system.
Effectively managing emails necessitates the adoption of specific guidelines and a degree of self-discipline, which may require some time to develop. This process is akin to cultivating a new habit and should be afforded adequate time for adjustment.