Email management software

Just as helpful and practical as email communication is, so tiresome and overwhelming it becomes as your business interactions grow. For many people, the notion of email management sounds like a verdict. However, it helps to remind you that time does not stand still, and countless types of email management software have reached the market already.

Considering the lack of proven information on the matter, Folderly experts have compiled this dedicated guide on the best email management software generously sprinkled with effective advice on choosing the fittest option for a given business.

Trusted Email Management Software: Primary Features & Price Table

ProProfs Help Desk

Features

• Automatically routed emails to team members;
• Self-service knowledge base creation;
• Chatbot development.

Prices

• Forever-free plan;
• Essentials: starts from $10 per month;
• Premium: starts from $15 per month.

Clean Email

Features

• User-oriented setup process;
• Unsubscribe feature available;
• Email management process fully automated;
• Enhanced security policy.

Prices

• 1-account: $9.99 per month;
• 5-account: $19.99 per month;
• 10-account: $29.99 per month.

EmailAnalytics

Features

• Sent and received email management;
• Daily email traffic reports;
• Top-sender lists;
• Effective team management analytics.

Prices

• Individual: $5 per month;
• Pro: $10 per month;
• Enterprise: $15 per month.

Hiver

Features

• Custom report creation;
• Customer issue organizing tags;
• Mobile app integration available;
• Email templates supported.

Prices

• Lite: $15 per month;
• Pro: $39 per month;
• Elite: $59 per month.

Mailbird

Features

• Unified contact management;
• App integration supported;
• Snooze email option;
• Highly customizable layout.

Prices

• Standard: $2.28 per month;
• Premium: $3.44 per month.

SaneBox

Features

• Save-for-later automated feature;
• Contact filtering enabled;
• Timely response notifications;
• Sane attachment option for unlimited storage.

Price

• Snack: $7 per month;
• Lunch: $12 per month;
• Dinner: $36 per month.

Zoho Mail

Features

• Organized attachment feature;
• Enhanced team collaboration;
• Customized email signatures;
• Two-factor authentication is available.

Prices

• Mail Lite: $1 per user per month;
• Mail Premium: $4 per user per month;
• Workplace: $3 per user per month.

How vital is email management?

Before we proceed with an in-depth discussion of email management apps and how to use them to your ultimate benefit, you have to be positive about why proper email management is critical if you aim for successful business development.

It all starts with the number of emails you receive daily. Incoming email loads that even small businesses have to deal with from day to day are rapidly growing. A peculiar point about the incoming messages is that as many as 60% of those belong to spam. While the most reliable email delivery service can help you filter those unimportant emails out, the plethora of expected and valid messages needs to be properly responded to. That is where email management strategy comes in handy.

As the incoming messages reach the inbox, the most pressing of those must be answered immediately. Yet, the reality is that these critical emails get lost in all the rest. Or, a single message is responded to by multiple team members, since there is no way of telling whether the answer has been already sent or not. These are just a few points to help you realize the chaos that will rule over your business inbox if you don't come up with effective email management solutions soon.

Thus, a quality email management tool can help you deal effectively with incoming customer emails, sales opportunities, and internal correspondence. Most services come with a variety of additional perks that can enhance workflow organization, general team productivity, and more.

How do you establish an effective email management system?

Now, when you know that proper email management is critical if you want to get ahead of the competition, no matter the industry you represent, it's time to consider some practical steps that will help you achieve the goal. There are three main tips that the field professionals name as the most effective ones. They are the following:

Stick to a schedule

It all starts with a good habit. While answering email messages may be your direct responsibility, managing them often feels like a dull task to be postponed. However, the more you postpone, the more workload will pile up. That is why the industry experts suggest you develop a strict management schedule. You should cut some 20 minutes daily to attend to the task. It is incredible how much difference such a practice will do.

Plan a timely response

Despite how obvious the advice sounds, it is not that simple to always stick to it. Some customer emails are more difficult to deal with than others. Often, the team members leave such messages for later, and these emails either get lost or forgotten. To ensure that things like that don't happen to you, it is suggested to either answer the most challenging messages at once or at least opt for a snooze notification so that it does not slip your mind by the end of the day.

Invest in email management software

The notion of automated workflows isn't new. Thus, countless spheres and industries keep successfully implementing various types of software that can carry out essential routine operations. In contrast, the rest of the team carries on with more important tasks. The right email management software can save you a lot of time and effort, and we will help you pick the best email management software based on your needs and preferences.

What is the best email management software?

Modern email management systems are designed to help you improve your inbox organization, prioritization, and responding skills. You can track the progress of every email campaign and establish productive internal communication in no time. According to recent research, most team members spend as much as 30% of a workweek on email management. If you think about it, it's around 11-12 hours spent on rummaging through the email, and quality management software can assist in freeing up all that time.

Primary features of the top email management software to consider

Every email management service has a list of benefits you can use to your advantage. However, if you are new to the field, it may feel a little confusing as to which characteristics you must prioritize. There are some critical points that you should take into account before all the rest. They are the following:

Shared inbox

The notion of a shared inbox is sometimes neglected, especially by the vendors at the beginning of their business paths. However, shared inboxes come in handy if multiple team members are involved within the same email accounts. The company reps can access shared inboxes and interact with the messages simultaneously without disrupting each other's work process. Besides, some shared inboxes allow leaving and exchanging notes that smooth out and simplify the workflow, cutting the notion of human errors and mistakes to a minimum.

Canned responses

Depending upon the industry you are involved with, a fair share of the incoming messages will be similar enough to provide them with the same response. While you can spend your days typing the same answer over and over, you can also save yourself a lot of time and focus on other essential matters, such as testing email deliverability and using canned responses instead.

Usually, a reliable email management tool comes spiced with ready-made quick responses. Besides, you can enrich the provided list of responses with valid replies that represent your field of operation by merely saving them in a matter of a few clicks.

Collision detection

Some of the best email management tools offer a 'collision detection' feature. Should you be new to the industry, you may see little value in such a proposition, as you have little understanding of what it stands for. To bring the matter closer to you, let's simulate a situation when you get different responses from a given company related to the same inquiry you have initiated. Such an outcome would be at least embarrassing, don't you think?

A collision detection function will notify every member involved with a particular message about who is currently viewing it or typing in a response. Such an approach will eliminate the notion of multiple replies and will preserve your professional reputation, not to mention that it will save you a lot of time doing the same task.

Analytics and reports

In case you don't know, emails can provide a lot of helpful information on the campaign's productivity. However, it takes dedicated email management software to access all the vital stats. Luckily, most of the present-day tools can provide up-to-date email management metrics so that you can learn the following:

Response time – average email response time reports will provide valuable insight into the team's operation. Based on the provided stats, you can figure out how long it takes the company reps to answer incoming emails. The higher the response time is, the longer it takes for the employees to reply to the client's inquiries, and that is something you should strive to improve, to keep the business reputation speckles.

Email backlog – some useful email management software will show you how many messages are still pending. The more extensive the backlog, the more frustrated and disappointed customers you will end up with.

Rep performance – should you have a fair share of agents involved in the process, you may want to learn who's doing their best and who's lagging. Countless management tools come with compelling survey features allowing clients to rate the company reps they interact with.

Email sorting

You shouldn't underrate the importance of email organization software. The more your brand grows, the more incoming messages will pile up in the inbox. The best way to deal with email clutter would be to put the automated sorting to use. Depending on your needs and preferences, such tools can divide the mailbox contents into new, important, outdated, and spam messages. Such an approach ensures you don't have to wade through a pile of unimportant emails before you land the one you are looking for.

Meeting scheduler

Some of the best email management tools feature encoded calendars. While that may seem a mild advantage, you will surely reconsider your position after learning how productive the point can be. With a calendar implemented into the email platform of choice, you will be able to share your availability with the clientele. Once a customer chooses a free spot on your schedule, you will have an event planned, so neither party will intentionally miss it.

Email workflow automation

Email marketing and sales fields aren't the easiest to succeed in. It takes a lot of time and dedication to planning an effective strategy to establish a brand's reputation and grow the consumer base. That is why, when you are offered a chance to automate processes of email sequences, you should grab it. Some management services enable automatically triggered email sequences, which keep the user up-to-date about everything that goes on with your company. Based on these sequences, you can alter and tune up your campaign, resolve potential issues, and bring positive ROI.

Customer support

Sometimes, an email tool designed for the support team's needs is irreplaceable. Primarily if your support team uses email as one of the primary means of communication with the user base. Thus, a well-developed customer service email management software will help the company reps transform email requests into support tickets. Such an approach ensures successful tracking so that no ticket gets lost or remains unattended. Besides, most services that present the feature allow the support team to communicate with one another through in-app chats and notes.

Client data enhancement

Often, a company rep has to deal with a 'faceless' user, which cuts the chances of understanding the person on a deeper level. With the use of those email management tools that have access to social media and other sources, you will have access to a more detailed user profile, based on which you can plan your future interaction with them.

Intelligent analysis

Some top-notch email management software extends further than regular sorting and template responses. Due to practical and ever-developing Artificial Intelligence technology and algorithms, you can have the machine analyze all the incoming emails based on various content details. As a result, the system will group the messages by importance and based on the indicated subject. Such an approach ensures that an entitled team specialist attends to the client directly.

New layouts

A classy email layout is something that every popular email client tries to stick to. However, some vendors choose to experiment a little and present something new for a change. If you find countless threads, replies, and forwards within the inbox, organizing the conversation more neatly may be a good idea. A fair share of the best email management tools provides valuable means to achieve the goal.

Best email management software of 2022

It would have been a lot easier if there were a single best email management tool to decide on. However, the list of the most sought-after email management options is quite extensive, so we've rounded it up to seven compelling pieces you can pick from this year.

ProProfs Help Desk

Those searching for something classy-looking yet utterly functional should pay attention to the ProProfs Help Desk offer. The tool comes with a Gmail-inspired interface that is clean and user-oriented. It takes as much as creating an email account and signing in to work with a shared inbox you need most at the time.

Even as a free email management software, the ProProfs Help desk is quite useful and packed with valuable features. You can work with professional email signatures that showcase your reliability and point the user straight to the official website. The notion of effective business communication is brought to another level by the given software. Other handy yet pre-paid features that ProProfs comes spiced with deserve the utmost attention as well.

Clean Email

One of the best tools designed to work in sync with every popular email client would be the Clean Email option. Among its outstanding characteristics comes impressive email organization. You can group your emails according to a few different categories and forget the hours spent trying to sort spam emails out.

Another peculiarity that the software is famous for is automated email management. Besides, you can limit the number of newsletters and subscriptions by using the Unsubscribe option. Once the feature is activated, none of the unwanted emails will hit your inbox.

On top of that, the vendor gives a chance to test the waters for free. As many as 1000 emails can be managed without a single penny paid. Should you like the result, you can opt for one of the well-priced membership plans that Clean Email features.

EmailAnalytics

Just as the tool's name has it – the software is all about productive analysis and simple-to-read activity reports. Email Analytics has proved to be more than adequate when it comes to remote team management. It is designed to highlight the ongoing email activity so that you can visualize your team's involvement and results.

If you wonder about the response time your representatives are recognized by, the tool will grant you access to related stats. By browsing through different dashboards and graphs, you can spot weak spots regarding the people involved and the strategy applied. Such data helps to improve team productivity in no time.

Hiver

Another management solution inspired by Gmail would be Hiver. However, as opposed to the previous services, Hiver is mainly centered on customer management. With the tool in use, you will help your support agents to access, track and respond to the incoming messages using one of the shared email accounts.

To highlight its management features, it has to be mentioned that Hiver ensures you keep track of all the incoming emails. The clear message status helps the team monitor the workload without carrying out unnecessary tasks. Besides, inner team cooperation is well-presented, so all the support reps can exchange helpful notes and feedback.

Mailbird

Those in search of a reliable email client for Windows should pay attention to what Mailbird has to offer. The tool is programmed to allow the team reps to access and manage all the contacts and emails from a shared inbox. Moreover, improved customization features ensure that you can tune the interface according to your mood and liking.

Another peculiarity of Mailbird is that it can be easily integrated with many tools that can take your team's productivity to the next level. You can integrate Facebook, Dropbox, Google calendar, and other useful apps with Mailbird in a matter of minutes.

SaneBox

Those of you looking for a unique email management tool may like what SaneBox has to offer. One of the primary advantages of the software is the fact that it can be connected with all your email accounts so that specific folders are created for improved organization. You can expect to make use of SaneLater, SaneNews, SaneCC, and other practical folders.

It is not exactly a free email management software, but the price policy presented is significantly lower than average. Besides, it helps to learn that the tool has been on the market for over a decade, so they know what they offer and how to reap the best results in the industry. If you are unsure about the option, you can start with a free trial and finalize your decision without any forced commitment.

Zoho Mail

There is a reason why Zoho Mail is so requested at the moment. The tool is fit for business email management. Aside from tracking your daily tasks and routines, the software allows it to come up with draft emails that can be sent out automatically based on a pre-agreed schedule.

Unlike other vendors, Zoho Mail gets a little outside the management circle. It enables its users to create business domains and set up various addresses for the team members involved in the process. Such an approach will bring an authentic and professional vibe into the play, which will surely help the business grow.

Comprehensive email management software comparison table

Final words

The notion of proper email management can't be treated lightly if you want to get ahead of the online competition. With the introduction of the most reliable management software variations, you can make the process twice as swift and pleasant. The only effort you will have to put up with would be choosing the most suitable option from the list of the best management software services of 2022. After you are through with the process, you can work harder on increasing your deliverability rates. Folderly service will come of use when you are headed in this direction. Check our impressive deliverability offers and unique Folderly pricing on the official website. Don't hesitate to contact us should you have any questions arising!

FAQs

How do you manage email overload?

Once you agree that your inbox is so cluttered and overloaded that it is nearly impossible to find an important email, it is time to opt for one of the best email management tools. Management software like Hiver, Zoho Mail, and Proprofs Help Desk will help you manage email overload.

How do I make my email look professional?

The best way to make your emails look professional would be to work on effective email templates. Once you manage to come up with peculiar templates that highlight the task or inquiry best, you will make your emails look overly professional. A quality management software comes of use in this case too.

Which is better: Gmail or Outlook?

Either option has its perks and downsides. It is a matter of preferences to decide which one is better. Gmail should be your pick if you need a free and simple-to-use option. However, Outlook is more professional and better for privacy.