Why Is Email Management Important?
According to statistics, the number of sent and received emails per day worldwide is around 280 billion. By 2022, experts predict this number to grow to 330 billion. What may come as a shock to you is that approximately 60 percent of total email traffic is represented by spam messages.
Yes, every second email sent to you belongs to trash. But spam messages are just one part of the email conundrum. Legitimate newsletters, emails from friends, family, and colleagues, notifications from online services and app—all of these fight for our limited time and attention. Without a well-thought-out strategy for managing email, people often find themselves unable to handle incoming emails in a timely manner and end up with overflowing inboxes and important messages being buried somewhere deep underneath massive piles of junk.
Fortunately, email management is not rocket science. Learning a few basic email management tips is often enough to achieve Inbox Zero, which is to say not having any unread emails left. In the next section, we describe several important email management tips to help you reclaim the control over your inbox.
How to Manage Email?
Most email management tips are just different ways of accomplishing one goal: separate unimportant emails from important ones. The 80/20 rule states that 20 percent of inputs are responsible for 80 percent of the outputs in any situation. By applying this rule to email management, it’s possible to significantly reduce the time it takes to maintain an organized inbox while achieving virtually the same results.
Establish a Strict Email Management Schedule
Let’s be honest: email management is far from fun. There are so many other things we worry about every day that finding ten or twenty minutes of spare time for email management often seems impossible, or at least highly undesirable.
You should, however, keep in mind that a well-established email management habit is often all it takes to achieve Inbox Zero. Once you get used to doing your email management at regular times, you won’t even have to force yourself to it—it will just come naturally to you.
Reply as Soon as Possible
Procrastination never pays off, and especially not when it comes to email management. Yes, some emails are easier to deal with than others, but postponing any emails for later is a recipe for disaster. If you absolutely can’t reply to an email when you open it, at least use the snooze feature so you don’t forget about it. After all, you don’t want to miss a lucrative business opportunity or make someone angry at you because you forgot that you have an email to respond to.
These days, email management is such a huge topic that there are a number of email management apps that you can turn to for help. Such apps are indispensable if you use multiple inboxes, or if you have so many unread emails that you can’t realistically organize them all on your own. In the next section, we describe nine excellent and well-rated email manager software solutions, each accomplishing a slightly different part of the email management puzzle.
With modern email management programs, you can quickly organize thousands of emails, automate common email management tasks, and view multiple inboxes from a single place. All the solutions we selected respect your privacy and use encryption and secure authentication methods to keep your email messages safe.
Top 9 Best Email Management Software Applications
Selecting best email management software applications wasn’t easy, but we didn’t have to think twice to choose our top pick.
Price: starts at $7.99 a month
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 all 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.
It takes just three simple steps to improve your email management with Clean Email:
- Sign in with your email address and password.
- Take a first pass with Quick Clean.
- Apply the most suitable action for each bundle of emails.
- While you’re at it, you may also check the Auto Clean box so that Clean Email applies the same actions automatically in the future.
You can complete these three steps in just a few minutes, but they can save you many hours over the course of the year. The sooner you start, the sooner you can reach Inbox Zero and start enjoying email again.
- Simple start with Quick Clean.
- Smart Unsubscribe feature.
- You can get started for free.
- Automatic email management.
- Maximum security.
- Works with all IMAP email accounts, including Gmail and Outlook.
- Limited number of customer support channels.
Price: ranges from $5-15 a month
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.
- Extremely easy to use.
- Includes filter functionality so you can analyze specific datasets.
- Intuitive user interface.
- Daily email reports make it easy to get value from the app right from your inbox.
- Limited customer support channels.
Price: $79 for a lifetime license
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.
- Heavily customizable.
- Integrations with third-party apps.
- Modern user interface.
- Lifetime license available.
- Doesn’t support inbox rules.
Price: $49.99 for a single user license
Most modern email clients suffer from one huge flaw: they rely too much on the mouse. Having to take your hands off of the keyboard after every email you type to select the next one just so you can repeat the process several times gets old quickly. MailMate is here to fix this usability problem with extensive keyboard controls and Markdown integration.
It can also handle automatic signatures, cryptographic encryption/signing (OpenPGP and S/MIME), tagging, multiple notification methods, and alternative message viewer layouts, including a widescreen layout, just to name a few of its features.
Because MailMate wants to maintain compatibility with email standards, it doesn’t support rich-text editing with WYSIWYG. The only way how to format email messages is with Markdown, a lightweight markup language with plain-text-formatting syntax. For example, you can bold text by adding two asterisks or underscores before and after a word or phrase, create a blockquote by adding a > in front of a paragraph, or organize items into ordered and unordered lists by adding line items with numbers followed by periods.
You can download MailMate for free and use it for up to 30 days. If you decide to buy a license key, be prepared to spend $49.99 on a single user license. For that price, MailMate is a solid purchase for all email users who are looking for a keyboard-centric email management software application and are willing to live with its ugly design, which clearly prioritizes function over form.
- Extensive keyboard controls.
- Markdown integration.
- Rich features.
Price: starts at $2.50 for 50 credits
For a long time, the creators of Leave Me Alone were annoyed by companies sending them newsletters without an unsubscribe link. Instead of just passively complaining about the problem, they decided to do something about it and created an email management app for unsubscribing with a single click.
There are multiple things that set Leave Me Alone apart from other similar apps. For starters, the app is extremely well-designed and respects modern user experience principles and best email management practices. When you fire it up, it instantly shows all emails in your inbox, listed in chronological order and grouped by sender. Leave Me Alone ranks each of your subscriptions based on its "spamminess," and it lets you unsubscribe with a single click.
If you have multiple inboxes, you can scan them all at the same time to save time. All IMAP-based email services are supported, including Gmail, G Suite, Outlook, Office 365, Live, Fastmail, Yahoo Mail, iCloud, AOL, Hotmail, and MSN, just to give you some examples.
Leave Me Alone is a paid email management tool that charges its users one credit for each unsubscribe. You can purchase 50 credits for $2.50, and you can get a discount when buying credits in bulk. Depending on how messy your inbox is and how many email addresses you have, this pricing strategy can either work great for you or cost you a lot of money.
- Simple to use.
- Don't sell user data.
- Its developers are always adding new features.
- Doesn't unsubscribe automatically.
Price: starts at $7 a month
SaneBox presents a unique approach to email management. It connects to your email account and creates multiple folders, which it uses to automatically organize your emails. The SaneLater folder is meant for distracting emails, the SaneNews folder is for newsletters, and the SaneCC folder is for CC’d emails.
All you need to do is check your SaneBox folders once in a while with any email client and correct any mistakes made by SaneBox. The biggest advantage of this approach is that you don’t have to learn how to use a new application—everything happens in your email client.
Because SaneBox has been helping email users defeat spam since 2010, its algorithms have become very proficient, and their accuracy is excellent. When they make a mistake, you can easily correct it with just a few clicks.
SaneBox starts at $7 a month, but you can save a lot of money by purchasing a yearly or bi-yearly subscription. Students, non-profits, and government agencies can get 25% off by reaching out to SaneBox customer support during their free trial. Regardless of which plan you choose, you can cancel it at any time.
- No need to learn a new application.
- Reputable email manager app.
- Great results.
- Its unique approach isn’t for everyone.
Price: While SpamTitan considers their product to be affordable, compared to other email management software, they are not. SpamTitan fee is the same across all platforms, namely Mac and Windows.
SpamTitan is a versatile, award-winning email management tool that serves users in over a hundred countries. They are a subsidiary of the company CopperFasten which was founded in 1999 by industry experts. The subsidiary SpamTitan was founded in 2006, and since then, it has offered one of the best mail protection on a budget for various industry businesses. SpamTitan has proven spam blockers, offering advanced protection, virus scanners, mail content filters, etc. SpamTitan is one of the leading email management systems that provide mail security on a truly advanced level.
SpamTitan charge per user. They charge $33.7 per month for one user when you buy a yearly plan and $37.50 when you buy monthly. However, when purchasing many users for businesses, schools, and corporations, it becomes considerably cheaper. For example, ten users more or less pay the same fee one user would pay. This means that if you are one user, SpamTitan may not be the best for you in terms of cost as they are considered one of the best team email management tools out there.
- Offers 99.9% security
- Responsive customer service
- Users get total control
- Offers cloud service
- A tad complicated for a tech novice
- Limited support staff
Price: Emailmate offers three packages. Free, business, and agency. The free plan allows you to save up to 25 mail templates. The basic plan, which costs $9/month, allows you to save over 250 templates. Agency plan costs $25/month and allows you to save up to 5000 mail templates.
Emailmate is a mail management software that has rewritten the way users respond to email. The tool is designed for businesses looking to respond to customer email queries fast without employing more staff. Emailmate stores your frequent responses as templates so you can adopt them into responding to any customer. While it is known that customers hate templated or automatic answers to their queries, Emailmate is built so that you can send pre-set personalized messages that do not appear as canned emails. However, Emailmate isn’t a totally automated tool. Before each message is sent, templates can be tweaked to fit user needs.
The best thing about Emailmate is that it makes the process faster by allowing you to add minor changes to pre-set templates before sending them out.
- It saves time
- You write faster
- No automated email template creator
- Limited number of customer support channels
Price: The Loop Tool and pricing is the same across all platforms. They charge per user while offering three packages: studio, business, and studio enterprise.
Studio: This package costs £7 per month/user and can only accept up to 10 users and 10 teams.
Business: The business package costs £12 per month/user. It offers 11- 50 users with dedicated support, unlimited teams, and other perks.
Studio enterprise: The cost of this package is only provided on demand. Its perks include an unlimited number of users and teams, 24/7 on-call support availability, CRM integration, and more. You can request a quote here.
Loop is an all in one email collaboration management tool that helps businesses work smarter and more collaboratively. The company was founded in 2014 as an online office allowing users to share files and communication. Today it has evolved to be one of the pioneers of email collaboration. They are making sending emails between teams and responding to clients quicker, allow teams to eliminate distractions, as well as ensuring they work smarter.
For large teams that go back and forth on communication, Loop is certainly the email management tool to ensure messaging is quicker, and no message is missed.
- Mobile-friendly app interface
- Easy integration with email
- Neatly organized messages
- Support not available for all packages
You don’t have to be an email management guru to maintain Zero Inbox. All it takes is a handful of good habits supported by an excellent email management software application such as Clean Email.
Best Email Management Software - FAQs
1. What is email management software used for?
Email management software can be used for a number of purposes. However, all uses revolve around giving users a more fitting and flexible hand in managing their mailbox from faster communications to email security. They are all within the scope of an email management tool.
2. What are the best email management apps for Mac?
There is no one shoe fit all when it comes to email management software. If security from sophisticated phishing attacks is what you need an email app for on your Mac, then we recommend SpamTitan. However, if you need a tool from helping you manage emails overload, then we recommend Clean Email inbox cleaner.
3. How to choose email management software for small businesses?
When looking for the best email management tool for small businesses, ensure to have a budget. As a small business, you don’t want to spend so much on an email tool. Look for a tool on a budget while considering its effectiveness. Ensure to look for public reviews of various tools before making a final decision.
4. What software is needed to send an email?
You can use a desktop mail client such as Mailbird, Mailspring, or Postbox. If you would like to manage your mail accounts on your mobile device, some of the apps you can use are K-9 Mail, Edison Mail, or Triage.