Top 10 Email Management Tools

Email is one of the essential forms of communication used in every industry, but it can also be an overwhelming task to manage. With the increasing number of emails that you receive every day, it can be challenging to keep up with everything, which can lead to stress and decreased productivity.

Peter Jacobs

In this article, we have compiled a list of the top 10 email management tools that can help you increase your team's productivity and reduce stress.

1. Gmail

Gmail is one of the most widely used email management tools, and it is entirely free. The platform has many features, including labeling, filtering, and automatic message prioritization. gmail also has a built-in chat function, which enables team members to communicate with each other in real-time.


  • Completely free.
  • Easy to use and navigate.
  • Powerful search function.
  • Integrates with other Google services such as Google Calendar and Google Drive.
  • Mobile App available for Android and iOS for easy access.


  • Some features are challenging to discover.
  • Privacy concerns as Google scans email content to display personalized ads.

2. Microsoft Outlook

Microsoft outlook is another popular email management tool that offers many features such as email tracking, scheduling, and integration with Microsoft Teams.


  • Email tracking and scheduling.
  • Integrates with Microsoft Teams.
  • Easy to configure and set up.
  • Performs automated message processing.
  • Thorough spam filtering capabilities.


  • The interface can be overwhelming for novice users.
  • Slower processing times compared to other email management tools.
  • Costs are based on a per-user-per-month subscription model.

3. Spark

Spark is an email management tool that aims to help teams collaborate and manage their emails efficiently. The platform offers a unified inbox, scheduled emails, email snoozing, and integrations with other tools.


  • Unified inbox for all your email accounts.
  • Smart notifications to filter essential emails.
  • Email scheduling and snoozing.
  • Team collaboration features such as commenting and sharing emails.
  • Integrates with other productivity tools like Trello, Dropbox, and more.
  • Available for iOS, macOS, and Android.


  • Does not offer a desktop app for Windows users.
  • Premium plans are required for some integrations.

4. ProtonMail

ProtonMail is an email management tool that offers end-to-end encryption for secure communication. The platform is suitable for businesses that handle sensitive information.


  • End-to-end encryption for secure communication.
  • Has a Swiss-based server for enhanced privacy.
  • Intuitive interface.
  • A free plan is available.
  • Can be accessed from any device.


  • Free plan has a limited storage capacity.
  • Advanced features are available only in paid plans.
  • Unable to integrate with third-party tools.

5. Hiver

Hiver is an email management tool designed for teams that use Gmail. It offers features such as email collaboration, email delegation, and email templates.


  • Integrates with Gmail.
  • Email collaboration and delegation features.
  • Intuitive interface.
  • Email templates to save time.
  • Ability to convert emails to tasks.


  • Only available for Gmail users.
  • Updates are not frequent.
  • Advanced features are only available in the higher-priced plans.

6. SaneBox

SaneBox is an email management tool that uses artificial intelligence to automatically filter out unimportant emails from your inbox. The platform also offers email snoozing, email reminders, and email analytics.


  • Artificial intelligence-powered automatic filtering of unimportant emails.
  • Email analytics to track email habits.
  • Easy email snoozing and reminders.
  • Available across multiple devices.
  • Can be integrated with other productivity tools.


  • Expensive compared to other email management tools.
  • Occasional bugs and glitches.
  • May require training to use optimally.

7. Mutt

Mutt is a command-line-based email management tool for power users. It is suitable for those who prefer the keyboard over the mouse.


  • Extremely fast and efficient.
  • Runs on almost any device.
  • Open source and customizable.
  • Offers encryption and secure communication.


  • Command line interface might be daunting for novice users.
  • Requires some technical knowledge to set up and configure.
  • Lacks a graphical user interface.

8. Dropbox Mailbox

Dropbox Mailbox is an email management tool designed to help you achieve inbox zero. The app offers gesture-based features, email snoozing, and the ability to schedule emails.


  • Gesture-based navigation for easy email management.
  • Ability to snooze and schedule emails.
  • Offers automatic message categorization.
  • Sends push notifications to remind you about emails.
  • Free to download.


  • Only available as a mobile app for Android and iOS devices.
  • Does not offer many advanced email management features.
  • Some users might dislike the gesture-based navigation.

9. Zoho Mail

Zoho Mail is an email management tool that offers secure communication, multiple email domains, and effective spam filtering.


  • End-to-end encryption for secure communication.
  • Offers multiple email domains for different teams.
  • Excellent spam filtering and email search.
  • Integrates with other productivity tools like Zoho CRM.
  • Built-in productivity tools such as a calendar, task manager, and notes.


  • Can be more complicated to use than other email management tools.
  • Users have reported occasional reliability issues.
  • Pricing based on a per-user-per-month model.

10. Mailbird

Mailbird is an email management tool that offers a customizable interface, integration with other communication apps, and advanced email management features.


  • Offers a customizable interface to suit individual preferences.
  • Integrates with Slack, WhatsApp, and other communication apps.
  • Advanced email management features such as email reminders and scheduling.
  • Supports keyboard shortcuts for efficient email management.
  • Has a built-in calendar and task manager.
  • Offers email analytics to track email habits.


  • Expensive compared to other email management tools.
  • The interface might be overwhelming for novice users.
  • Users have reported occasional bugs and crashes.


Email management tools are essential for businesses to increase productivity and manage communication effectively. The top email management tools listed above all offer different features and functions, and it is essential to choose the one that best fits your team's requirements. When selecting an email management tool, consider the features, the pricing, and the customization options available.


Q: What is email management tooling?

A: Email management tooling is a software that is designed to help you manage your email more efficiently. These tools can assist you in prioritizing emails, filtering spam, and organizing your mailbox. Email management tools can be used by individuals, teams, or businesses to improve productivity and minimize stress levels.

Q: What is team productivity?

A: Team productivity refers to the collective output and efficiency of a group of people working together. When team members work collaboratively and efficiently, they can achieve their goals and objectives much quicker. Employing email management tools can increase team productivity by streamlining communication and reducing stress levels.

Q: Can email management tools be used by individuals?

A: Yes, email management tools can be used by individuals who want to improve their email productivity. These tools can help individuals prioritize emails, filter out spam, and organize their mailbox. They can also offer features such as email snoozing, scheduling, and reminders.

Q: What are the benefits of using email management tools?

A: Email management tools offer numerous benefits such as increased productivity, reduced stress levels, more organized and efficient communication, and effective spam filtering. These tools also help save time by prioritizing important emails, eliminating the need to sift through irrelevant messages.

Q: Are email management tools expensive?

A: The cost of email management tools varies based on the features and the subscription model. Some tools, like Gmail and ProtonMail, are entirely free, while others, like SaneBox and Mailbird, can be expensive. Most platforms offer tiered pricing plans, and some offer a free trial period.

Q: What is end-to-end encryption?

A: End-to-end encryption is a security protocol that encrypts data at the sender's device and decrypts it only at the recipient's device. This security measure reduces the risk of unauthorized access to sensitive information and ensures that the data is transmitted securely.

Q: Do email management tools offer collaboration features?

A: Yes, some email management tools offer collaboration features that enable team members to work together more efficiently. These features can include commenting and sharing emails, email delegation, and the ability to convert emails to tasks.

Q: Can email management tools integrate with other productivity tools?

A: Yes, many email management tools offer integration with other productivity tools like Trello, Dropbox, and Zoho CRM. These integrations can help streamline workflow and optimize productivity.

Q: What is email snoozing?

A: Email snoozing is a feature offered by many email management tools that allows you to temporarily remove an email from your inbox and have it resurface at a specific time and date. This feature can be useful when you need to prioritize other tasks and want to deal with the email at a later time.

Q: What is email tracking?

A: Email tracking is a feature that allows you to know if and when an email has been opened and read. This is especially useful for sales teams that use email for prospecting and follow-up. Email tracking can help you understand how recipients interact with your emails and which messages are resonating with them.

Q: Can email management tools help prevent phishing attacks?

A: Yes, some email management tools offer advanced anti-spam and anti-phishing filters that can help protect against phishing attacks. These filters scan emails for suspicious links and attachments, flagging them as potential threats and warning users not to interact with them.

Take the shortcut...

Try a shared inbox build for team productivity

Ready to see the magic in action?

Book a free tour.
20 minutes.

Try it yourself.
Early bird offer.