What are Email Productivity Tools?
Email productivity tools are software applications that assist in managing, organizing, and optimizing the use of email. They offer features like automated sorting, rapid reply templates, spam filters, and calendar integration to ensure users can handle their inboxes with greater efficiency, and more.
When selecting the best email productivity apps, users should look at the tool's ability to categorize and prioritize mail, integrate with existing workflows and software, and provide features that save users time when reading and responding to messages in their inboxes.
We evaluated and tested numerous tools based on user reviews to see if they helped us be more productive throughout the day. We considered factors such as ease of use, unique features and customization options, compatibility, and the level of customer support the tool's developers provide.
The Best Email Productivity Tools and Apps in 2024
- Clean Email: Best for Comprehensive Email Management
- EmailAnalytics: Best for Email Action Insights
- Grammarly: Best for Editing and Composing Emails
- Spike: Best for Modernizing Email
- ProtonMail: Best for Spam Filtering and Security
- Hiver: Best for Customer Service and Sales Teams
1. Cleanup and Organization: Clean Email
Price: Free for cleaning up to 1000 emails, Subscription
Clean Email is a powerful and efficient email productivity app that tackles the perennial problem of inbox clutter and email stress. Its impressive features and affordable price point make it one of the best email organization apps for any inbox.
One of Clean Email's standout features is the Auto Clean tool, which lets you set up automated rules for managing incoming messages. With this tool, you can automatically categorize, archive, delete, or move emails based on criteria you define, saving you precious time. The settings and options available with Auto Clean are far more comprehensive than the native inbox automation with Gmail, Outlook, and other email providers.
Another unique feature within Clean Email is the Cleaning Suggestions tool. It takes the guesswork out of inbox organization by suggesting potential cleaning actions and automated rules, derived from both your personal action history and the practices of other Clean Email users. Some suggestions the app will make include flagging potentially important messages, unsubscribing from unwanted newsletters, and categorizing emails with commonalities.
The Smart Folders feature offers another distinct advantage over other email productivity tools because it intelligently groups emails into relevant categories so you can view them in well-organized bundles without distraction. This makes finding and managing related messages easy so you can increase productivity in the workplace significantly.
Finally, one of app's most notable features is the Unsubscriber tool. It offers a hassle-free way to unsubscribe from unwanted mailing lists and newsletters with a single click. Unlike other tools, which let you unsubscribe from a specific newsletter, Clean Email actually lets you unsubscribe from entire domains, meaning you can remove yourself from all mailings from a site, not just certain chains or newsletters from a single sender. This declutters your inbox and reduces potential spam.
Clean Email works with most major email services, including Gmail, Outlook, Yahoo! Mail, and other IMAP-based mailboxes.
- Numerous sort and filter options
- Supports inbox automation
- Easy to navigate and use
- Cannot be used to write emails
2. Email Analytics Tool: EmailAnalytics
Price: $15/month per email address
Few of the best email productivity apps provide users with a comprehensive and insightful window into their mailing habits. However, that’s exactly why EmailAnalytics emerges as a powerful email productivity tool — it revolutionizes how individuals manage their email communications through comprehensive data.
EmailAnalytics distinguishes itself from other email productivity tools because it generates in-depth email productivity insights. You can view average response times, traffic by time/date, the number of messages sent and received based on address, and more. However, it doesn't just overwhelm users with information; it interprets that data and guides users on how to reduce email time based on the insights it spots.
Another notable feature is its ability to visualize email-related data through intuitive graphs and charts. These visual representations offer a quick and easy way to interpret complex information, helping users identify trends and patterns that may have gone unnoticed.
Unfortunately, EmailAnalytics isn’t meant to offer other email productivity options because it doesn’t get full access to your inbox. Instead, you can use EmailAnalytics alongside an email sorting app like Clean Email. That being said, business users can connect EmailAnalytics to company workspaces to collect analytics data for every team member.
EmailAnalytics is compatible with Gmail, Google Workspace, and Outlook. Their website does not list any other compatibility options for email clients. It does, however, support an integration with HubSpot.
- In-depth email analytics
- Ability to collect data for entire workspaces
- No sorting or organization features
- Only compatible with Google and Outlook accounts
3. Email Writing and Grammar: Grammarly
Price: Free (premium plans available)
Grammarly has become one of the best AI email assistant tools because of the ways it enhances written communication. Its impressive features and capabilities make it an indispensable asset for individuals seeking to maintain a professional tone and save time with digital correspondence.
One of Grammarly's standout benefits lies in its ability to elevate the quality of written content. Grammarly's real-time grammar and spell check functions are invaluable in catching typos, grammatical errors, and punctuation mistakes that might otherwise slip through the cracks in fast-paced email correspondence. With Grammarly Premium, you can also receive edit recommendations that condense sentences, clarify confusing portions of your message, and enhance the tone of your email.
Another feature that sets Grammarly apart from other email productivity apps is its AI writing capabilities. The AI tool lets you establish your voice by selecting tone criteria. You can personalize GrammarlyGO for your unique voice, expedite email replies with context-specific prompts, and generate polished drafts in seconds, all tailored to your preferred style.
The GrammarlyGO interface is compatible with Gmail, Yahoo, Outlook, Apple Mail, and most other providers. Additionally, you can install the Grammarly browser extension with Chrome, Safari, Edge, or Firefox and use its features in any web-based email app.
- Helps edit messages for grammar and tone
- Can compose messages for you based on a prompt
- Provides insights related to your writing
- Compatible with most email services
- Does not support contextual email composition based on sender’s message
- Free version has feature limitations
4. Team Chat and Email Integrations: Spike
Price: Free for up to 5 users in a single workspace
Spike is one of the best inbox management apps for those looking for a refreshing method that transforms the traditional inbox experience. With its chat-like approach to electronic correspondence and unique sorting efforts, Spike is a game-changer for individuals seeking a more efficient email management solution.
What makes Spike different from other Gmail productivity tools is its inbox sorting and organization capabilities. Spike arranges messages in a conversational chat-like format, reducing clutter and providing a more intuitive way to engage with your emails. This approach allows users to view emails as conversations, simplifying communication threads and enabling seamless interaction.
Also, while you have a conversation opened up, you can quickly see all email chains you have with that person and any attachments that came in mail. You can even call or video chat with people from the conversation, assuming your team has this feature enabled.
Groups within Spike are another standout feature that greatly enhances collaboration. Unlike traditional email threads, Spike groups create a shared workspace where team members can discuss projects, exchange files, and communicate in real time. This streamlines communication within teams, facilitating collaboration while reducing the need for back-and-forth mail.
Spike offers an integrated Notes feature that allows users to jot down ideas, to-do lists, and important information directly within the app. This eliminates the need for switching between multiple applications and centralizes essential information, contributing to a more organized and productive workflow.
Furthermore, Spike's integrated Calendar feature enhances its utility by providing a cohesive platform for scheduling and managing appointments. This eliminates the need to toggle between email and calendar apps, improving time management and helping users stay on top of their schedules. Spike’s Calendar works with Gmail, iCloud, Exchange, and Office 365, so you can sync between your preferred calendar app and Spike.
Spike is compatible with most email services, including iCloud, Outlook, Gmail, and Yahoo Mail.
- Reformats email into chat format
- Channels and groups break down communication into organized units
- Integrated notes, task list, and calendar
- Limited formatting compared to traditional email providers
- No ability to program inbox automations
5. Secure Email Provider: ProtonMail
Price: Free for single email address
ProtonMail stands out as a robust email productivity app for those looking for a user-friendly interface that also offers advanced security features. Its array of features is tailored to save users time while providing a high level of protection for their inbox.
One distinctive advantage of ProtonMail is its powerful spam filter, which intelligently sifts through incoming messages to keep unwanted mail at bay. This feature not only simplifies inbox management by reducing clutter but also prevents users from wasting time on irrelevant or potentially malicious content.
The inbox customization options offered by ProtonMail further help it stand out over other email productivity apps. Users can personalize their inbox layout, color schemes, and email signatures, allowing them to tailor the interface to their preferences and create an environment conducive to efficient communication.
ProtonMail's folder and label system is another boon for productivity. Users can categorize emails into specific folders or apply labels, making it easy to find and manage messages related to particular projects or topics. This organization system saves valuable time that would otherwise be spent searching through a cluttered inbox.
Unlike most other email services, ProtonMail uses end-to-end encryption and follows Swiss privacy laws. This ensures your data is safe from breeches and never collected, shared, or sold.
- Advanced spam filter
- Variety of customization options
- End-to-end encryption
- Connecting email clients requires a paid plan
6. Email Collaboration: Hiver
Price: Starting at $15/month per user
Hiver is a Gmail productivity tool designed for efficient team collaboration. It enhances mailbox management, facilitates seamless collaboration, and provides insightful analytics for enhanced workflow optimization. While not a complete substitute for all email client functionalities, Hiver's specialization in team efficiency and communication optimization makes it a must-have tool for organizations aiming to elevate their email productivity to new heights.
Collaboration is where Hiver truly shines. With shared inbox capabilities, teams can effortlessly assign, delegate, and track emails, ensuring that messages are efficiently handled and no crucial communication is overlooked. Moreover, the ability to set reminders and snooze emails allows users to prioritize tasks, effectively manage their time, and maintain an organized inbox.
Hiver's analytics and reporting features provide actionable insights into email performance. Teams can track response times, monitor key metrics, and identify areas for improvement. This data-driven approach empowers users to refine their communication strategies, leading to more efficient interactions and ultimately boosting productivity.
While Hiver excels in team collaboration and mailbox management, some users may miss features typically found in a comprehensive email sorting app. As such, Hiver might serve best as a complement to existing email systems rather than a full replacement.
- Makes collaboration easy for customer service and sales teams
- Integrates with a number of business apps
- Only compatible with Gmail, not other email providers
Achieve More with Email Productivity Tools
The best productivity apps are ones that optimize processes for you and make it easier to accomplish tasks, especially when you receive an influx of emails every single day. If you want to learn how to spend less time on email, the aforementioned options are the best email productivity apps to help you out. Just remember to use these tools alongside regular practices to maintain a clean inbox, and you will find that you spend far less time on your mail each day.
Related articles:
