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12 Must-Have Software To Give Your Business A Hassle-Free Email Management Experience

email management software

12 Must-Have Software To Give Your Business A Hassle-Free Email Management Experience

Email isn’t dead.

With the recent rise of social media, many are saying that email is past its prime.

But according to 2019 statistics, there are 3.9 billion email users in the world. 

Email remains an effective channel that allows you to listen and communicate with your customers. Huge amounts of messages about requests, questions, and many more concerns of consumers are being sent to your customer service team.

It can get difficult to organize and attend to all of these emails. To address this situation, your business needs to have the right email management software to help you save time and increase productivity.

We are here to help you find the perfect tool for you. 

Let’s Identify the Must-Haves


To provide you with a great list, the software must have one or more of these following features:

  • Basic handling of emails
  • Automation – set triggers to specific conditions
  • Integrations – works with third-party apps and services 
  • Reporting Capabilities – analysis of data and information
  • Communication through multiple channels
  • Personalization and Customization – provides a human approach to the messages to customers

Reasons Why You Need Email Management Softwares

Information is not scattered


Most of the time, messages pile up in your inbox and important messages get buried. An inbox email management software serves as a central location for all of the tasks, files, reports, and anything that relates to work. Real-time notification is also a big plus to help you attend to these messages immediately.

Collaboration with team members


To have a smooth workflow, you have to communicate with your co-members if you have any questions regarding a specific matter. Email management software allows you to approach and connect with your team members instantly and clarify any confusion.

Assigning tasks are made easy


Giving tasks to your co-workers and even to yourself can be time-consuming. With the help of email management software, you can drag different tasks from your inbox and give them their due dates, reminders, and any other instructions. There is no need to set up meetings or video calls with your whole team members.

Security and Privacy


Messages with customers’ information such as bank account details and login credentials are confidential. They need to be kept private and secure—some software guarantees to put layers of protection for these sensitive data. 



Many software offer templates that make it easier to create campaigns or messages for your business. Responding to customers with unique needs will be more organized and time-efficient. 

Now that we have laid these out, below are 12 email management software that will surely meet your expectations.

1. SendinBlue


Whether it’s a small, medium, or large-sized business, SendinBlue offers many comprehensive tools that cater to your unique business needs. 

First, the email designer. It has templates that make it easier for you to create campaigns, newsletters, and any other type of messages you have to send. A drag-and-drop is also provided if you prefer to customize your emails further.

Second, contact management. You can create contact lists, segment, categorize, and update your messages when customers have changes in their needs. SendinBlue also has reporting features such as heatmaps. This report allows you to monitor and evaluate the effectiveness of your email marketing campaigns.

Last but not least, marketing automation. You can set response emails to different triggers or actions.

For example, a website visitor added one of your products to cart, then that will set the trigger to send an email with a coupon code for that specific product. The automation features of SendinBlue even allow you to create a whole automation sequence, and it’s nothing short of impressive. 

We didn’t even come to the best part yet. SendinBlue offers a free plan that’s limited to 300 emails a day but still allows unlimited contacts. SendinBlue is no doubt a top-of-the-line email management software. Their plan rate with added features starts at:

2. Microsoft Outlook


If you’re a Windows user and looking for the best email management software that best works with your system, look no further. 

Microsoft Outlook seamlessly integrates with the Outlook calendar, and this allows you to incorporate and share schedules to organize meetings and workflows continuously. We recommend this software to businesses that aim to have coordinated communication with its members and stakeholders.

People who prefer using their mobile devices won’t have any problem as Outlook is also available on iOS and Android. Last but not least, it allows integrations with third-party services such as Facebook, Uber, Paypal, and many more. 

You can get Microsoft Outlook by acquiring a single user subscription of Microsoft 365 (formerly Office 365):


Microsoft 365 Business Standard offers a one-month FREE TRIAL. The subscription for the plan is an annual commitment.


3. Hiver



It is a great tool to collaborate with team members and provide excellent and fast service to the customers. 

Hiver is easy to set up and use. You just have to input your existing Gmail account and you’re ready to go. Through a shared inbox, team members are immediately alerted of any inquiries and assigned tasks to them. Customer service also benefits from this because the accessibility of the emails allow the members to respond immediately to any issue or question. Hiver also integrates with Salesforce, Slack, and Zapier. 

If you want to test the waters first, they offer a 14-day trial. They offer 15% off if you choose the yearly subscription.


4. eM Client



Being around in the industry for a decade and still alive and kicking, eM Client surely deserves a spot on our list.

It’s worth mentioning that features such as PGP encryption, auto-replies for Gmail, basic image editing tools, live backup are available in the latest version of the software. Managing and importing calendars and contacts can also be performed with the help of its exceptional features.

Gmail, Yahoo, iCloud, and are all supported and this makes it easy to migrate messages from these email services. Last, a chat app is integrated into the software, and support for platforms such as Jabber and Google Chat are provided. 

eM Client has a free package, but you need the Pro version to use it for commercial purposes.


Just add $20 for the lifetime upgrades.

5. Groove


A solution for businesses that want to provide prompt and effective customer service, Groove has a wide range of features that covers all of your needs.

A shared inbox with all the team members allows them to give each other email templates to avoid repeating messages. Customers can also receive an immediate response through automated knowledge-based answers, which increases satisfaction rate.

Reporting capabilities such as article performance, SEO optimization, and many more also help the company to perform effective sales efforts to potential customers. 

They offer a 120-day free trial.


6. Front


A strong tool that allows businesses to incorporate emails, social media, and text messages into one channel, Front elevates your team management. 

Comment and share draft features are some of its notable offerings. These allow for easier and consistent interactions with clients as team members can freely access emails with information that indicates if they are already read and who specifically read it. Integration with other apps and services such as Zapier, Drift, HubSpot, and much more work well. 


7. Zoho Mail



With its powerful features and affordable prices, small business owners and freelancers need to consider Zoho mail as one of their top choices.

This software focuses on privacy and security as it allows for different and various methods for protection. Features such as IMAP/POP access, white labeling, email hosting, email recall, exchange ActiveSync, domain aliases, meeting scheduling, and many more are available. It’s easy to use and it has iOS and Android support if you’re always on mobile. Integrations with third-party apps and services work perfectly and will help you meet the industry’s expectations and demands. 

You can get Zoho Mail for as low as:


8. Mailbird



An affordable solution for managing accounts and efficient workflow, Mailbird is an email inbox management software you should look out for.

Using and managing multiple accounts can get complicated, but this software has capabilities to lighten the workload. You can even postpone emails – if you’re not in the right headspace to process various and new information.

Free themes are also available if you want to have fun and customize your email experience. It integrates with different apps such as Google docs, Facebook, Twitter, Dropbox, and many more. But it’s also important to point out that no feature lets you use filters to organize your inbox.

They do not have a free version of Mailbird at the moment. They also offer a 100% 14-day money-back guarantee on every new Mailbird order.


9. Yesware



This software has real-time email tracking that is very useful to check who’s been opening your emails, how many times they’ve been opened, and a lot more. Personal templates, reports, presentation tracking, analytics, and scheduled emails are provided to solve your productivity problems.

Multi-channel campaigns with various templates and role-based permissions can be created through the campaign builder. Centralized billing and role-based permissions are also significant features that make Yesware stand out.

All the plans below are billed annually. They do offer monthly subscriptions for each plan at a higher price.


10. Hiri



Hiri is an alternative for users with Microsoft emails. It has valuable features that will improve your email experience. 

The first one is the Action/FYI that creates a folder for you to designate better, which messages are more important than the other. If you see a message that doesn’t need your immediate attention, you can quickly put it in the FYI area.

The Dashboard option lessens your habit of checking your inbox too often by allotting only a certain amount of time to go into your messages. The Task list is a feature that allows you to create a to-do list by assigning messages their due dates, setting reminders, and a lot more.

The last option is the Delegate Email, which only works with colleagues who use Hiri too. You can use this to send emails to other people and indicate the things they have to accomplish. There are lots of other great features that will make your email habits better.

They offer a free 7-day trial.


11. DeliverySlip



Communication with team members and customers is important, and DeliverySlip assures to keep them secure and private.

With secure email messaging features, you can make sure that only the recipient can open and read your email. It also allows you to confirm the authenticity of electronic signatures with various input options such as stamps, fingers and styles, advanced PIN, and so on.

They provided security for sharing large files and electronic statements. When it comes to messaging controls, alerts of deadline reminders, and real-time activity, notifications will come up to prompt your tasks.

Lastly, you don’t have to create another email as DeliverSlip allows you to use your existing email account and simply adds a Secure Send Button. 


12. SendGrid



SendGrid works with the big names – Spotify, Yelp, Uber, and a lot more, and this could be what you need to grow your business.

Features such as email automation, templates, statistics, email testing, and signup forms will help your business create eye-catching campaigns and improve your email marketing. As an API company, SendGrid makes sure that your messages are delivered fast despite the condition or environment you’re in. 

There’s a free version that allows you to send out 40,000 emails for 30 days. The essential plan starts at $14.95 per month.


The Bottom Line


Whether it’s a startup company or a large enterprise already, customer and work emails will always come to your inboxes. It’s part of the job, and it’s also a great way to start a conversation with your customers and stay engaged with them. 

If you want your business to grow, you need all the right tools to streamline workflow and provide exceptional customer service. Email management software is an essential tool to achieve organization and productivity in your workplace. It aims to cut down the time you spend on repetitive and time-consuming tasks to have more time to allot on more essential business matters.

We suggested software with distinct and powerful features to help you decide on what’s best for you. Choose the right one, and endless possibilities will come your way. 

Roland Francis Dacillo
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