Through the years, I’ve written hundreds of emails. Do you recognize which left the biggest impression on my clients? They were those that resulted from collaboration between teams.
Email has evolved from being a single effort to becoming an effective team relay. With the help of the team technology for managing emails, several team members can access, prioritize, and reply to emails without getting into each other’s toes. They can also collaborate in the background to provide relevant replies.
In this blog, I’ll discuss the top 10 email management software solutions for highly-performing teams.
What Is an Email Management Software
A software for managing email is a tool to help you manage and organize your email inbox . This software was designed with the intention of making your email easier to manage, whether you’re dealing with personal or business emails.
In addition to better organizing and automated email management software exceeds what your average email client can accomplish. The most important features, such as folder rules, calendars, and shared inboxes, help to manage chaos and allow collaboration in certain instances. Integrations also give the connect communications with CRM data and project information. They can also assist you in taking advantage of best practices for managing email.
Additionally, email management software can be used in multiple cases, including employee support, customer service, sales, and marketing.
Also read: 15 Keys to Make Sure Your Customers Will Open Your Emails
10 Best Email Management Software
Now, if you want to study these and other email management software for teams in depth, this section is perfectly suitable for you.
Let me discuss the features of each email management software, including pros and cons and price details, to aid you in making an informed choice.
1. Microsoft Outlook
Microsoft Outlook is a popular email management software. It has all the essential features you’d think of from software for managing your emails, such as snoozing calendar and tasks, team inbox, and contacts.
It’s a sleek user interface that anyone can use easily. The email client is a web-based application and can be found via the internet, as an independent desktop application, and on mobile.
Another benefit that comes with Microsoft Outlook is the integration with other applications from Microsoft’s Microsoft 365 suite, like Word, Excel, and PowerPoint.
Pros:
- Familiar and intuitive interface.
- Seamless integration with Microsoft 365 apps
- Works across web, desktop, and mobile.
- Reliable and widely adopted in business environments.
Cons:
- Can be overwhelming with too many features for new users.
- Limited collaboration features compared to modern team inboxes.
- Storage management can get tricky without add-ons.
2. Help Scout
Help Scout is an email-based customer support platform and tools that are based on knowledge. They can also be used as email management software.
It provides a range of tools for businesses to manage their customer service operations, such as a knowledge database and a ticketing system, and CRM systems. Help Scout also offers an array of integrations to third-party applications, shared mailboxes, rules, and collaboration tools.
Pros:
- Best for customer support with a built-in ticketing system
- The knowledge base feature reduces repetitive emails.
- Easy collaboration through notes and assignments.
- Wide range of third-party integrations.
Cons:
- Steeper learning curve for agents and admins.
- It can be expensive for smaller teams.
3. Zoho Mail
Being firmly integrated into the Zoho ecosystem, Zoho Mail is designed to be a seamless extension of your everyday routine.
It’s more than just an email client. It’s a tool for collaboration that integrates with the wider range of Zoho applications, such as Zoho Desk, Zoho Notebook, etc. This improves productivity overall.
This email management software’s clean and user-friendly interface comes with strong features such as shared emails and drafts, which I believe are vital to control external and internal communications. The Streams feature could be an important tool to enhance your team’s interaction that making it appear as a workplace social network.
Pros:
- Part of the Zoho ecosystem (CRM, Desk, Notebook, Projects).
- Collaboration tools like shared drafts and Zoho Streams.
- Clean, simple, and ad-free interface.
- Strong data security and privacy controls.
- Affordable pricing plans.
Cons:
- Can feel limited if used outside Zoho’s ecosystem.
- Less intuitive than Gmail/Outlook for new users.
- Advanced features require higher-tier plans.
4. Zendesk
Zendesk is a popular customer service and support platform that comes with multiple features that aid businesses in handling customer inquiries and support tickets effectively. Its email management software works with a variety of email providers and can integrate with multiple mail accounts that allowing businesses to consolidate their customer service communications and manage email from various channels within their platform.
Zendesk allows attachments in emails. This means you can receive screenshots or other attachments from your customers, or send them attachments along with instructions, shipping labels, and other useful bits of information.
Pros:
- Powerful customer support and ticketing system.
- Works with multiple email accounts and providers.
- Strong automation and workflow tools.
- Scales well for large support teams.
Cons:
- No spam filtering or unsubscribe management.
- Lacks calendar integration.
- Can be expensive for smaller teams.
5. Hiver
Hiver has amazingly leveraged the familiar interface of Gmail to present an intuitive and efficient help desk system that is as natural as our normal email configuration.
It makes managing customer inquiries and internal team communications much easier, without having to switch between several tools.
The feature that stands out is the capability to monitor and delegate emails right in Gmail, increasing productivity while not compromising user experience. The analytics feature gives us an accurate view of our performance and helps us stay ahead of our game.
Pros:
- Built directly into Gmail—no need to switch tools.
- Shared inbox and delegation features inside Gmail.
- Easy to use for teams already on Google Workspace.
- Analytics for team performance tracking.
Cons:
- Limited outside of Gmail ecosystem.
- Fewer advanced features compared to full helpdesk tools.
6. Clean Email
Inboxes are overflowing with many years of unread and unnecessary email messages. Clean Email helps you to organize and quickly delete them. It’s not made to handle real-time communication or shared inboxes. However, it excels in organizing and cleaning up.
Clean email management software sorts your emails into smart labels such as Online Shopping, Travel Top Senders, Seasonal Sales, and much more. You can remove yourself from all unwanted emails in one location, or auto-delete old messages and create rules for managing future emails.
Pros:
- Excellent for bulk cleaning and organizing email.
- Smart filters and rules for automation.
- Strong privacy stance (doesn’t read/store content).
Cons:
- Lacks team collaboration features.
- No shared inbox or internal notes.
- No desktop app for Windows.
7. Mailchimp
Mailchimp is a popular email marketing platform that offers an array of features that help businesses control their email campaigns and interact with their customers efficiently. It works with a variety of email providers and is connected to different email marketing tools that making it adaptable and easily accessible as an email management software.
One of the main benefits of Mailchimp can be its automated workflows since they let you create automated email campaigns in response to specific customer behaviour, certain triggers, or specific events. These workflows may include automatic sorting, filtering, and personalized content delivery, which ensures that subscribers receive the right emails according to their preferences and the actions that they take. You also have the option of segmenting your subscriber lists and then selecting specific groups according to factors like engagement levels or purchase history demographics.
Pros:
- Great scheduling capabilities for marketing emails.
- Includes required anti-spam measures.
- Easily integrates with most systems.
Cons:
- Not an email client.
8. Helpwise
Helpwise is an alternative team email management software that could be considered as a team member.
It’s remarkable the way it combines email and social media, SMS, and voice into one platform. Additionally, you can connect this tool with the most popular team collaboration apps, such as Google Calendar, Slack, and Asana.
For example, with the Google Calendar integration, your team members can access and even create events through their Helpwise inbox.
I’m sure you’ll be impressed by using the notes function within your account. If you need assistance when writing your email response, you could simply refer to a team member to inform them of your request quickly.
Pros:
- Unified inbox (email, SMS, social media, voice).
- Integrates with collaboration tools (Slack, Google Calendar, Asana).
- Shared inbox for teams with easy assignments.
- Notes and tagging features for internal collaboration.
Cons:
- Not as feature-rich as big players like Zendesk.
- Smaller ecosystem compared to Zoho or Microsoft.
- Advanced reporting could be stronger
Also read: Top 10 Email Finder Tools
9. Missive
After using Missive for about six months, I can confidently affirm that it can be used to enhance email management and live chat interactions.
I can easily modify my live chat application to fit our website’s aesthetics and could also allow chats to be anonymous or require identification.
In this email management software, I found the most fascinating feature to be the live-time collaboration feature, which allowed several team members to create and read responses simultaneously. It was like everyone worked side-by-side, although they were physically separate.
Pros:
- Real-time collaboration on email drafts.
- Combines email, chat, and task management in one platform.
- Customizable live chat widget for websites.
- Strong integrations with CRMs and project tools.
Cons:
- Can feel overwhelming with too many features.
- Pricing may be high for small teams.
10. Canary for Support
Canary’s shared Inbox is an email-first shared mailbox designed for modern teams that need to respond faster, monitor issues, and collaborate effortlessly. It eliminates the complexities from the multichannel platform and makes things easy with a stunningly designed shared inbox.
I love how this shared inbox integrates intelligent ticketing, team collaboration, and AI built in to ensure that the production design, the QA, and support teams are on the same page. When you’re collecting feedback from customers and resolving issues, and closing loops of an enhancement request, Canary makes it effortless.
Utilizing the free trial of this email management software, my team members were able to respond to customer emails nearly 2x times faster, thanks to its simple design and robust automation.
Pros:
- Modern, well-designed shared inbox.
- AI-powered features for ticketing and collaboration.
- Helps streamline customer communication.
- Fast response time with automation.
- Strong team-focused design for support and QA.
Cons:
- Limited integrations compared to legacy tools.
- Some features may feel experimental.
Criteria for Choosing the Right Email Management Software
The review of the email management tools or products selected in this article follows an objective, systematic method that guarantees a thorough, accurate, and comprehensive review. The method is based on six important elements:
- User Reviews/Ratings: Experiences users directly offer an overall view of the situation, including reviews and feedback from trusted websites. Feedback from users is crucial in determining overall satisfaction as well as possible issues.
- Essential Features and Functions: The value of a product is based on its primary features and capabilities. Through a thorough exploration of these areas, the practical value and efficiency of the tools are meticulously assessed.
- Ease of Use: The user-friendliness of the product or service is assessed by looking at the layout of the interface, user interface, and navigation. This will ensure a satisfying experience for all users at different levels of knowledge.
- Customer Service: The quality of customer support is evaluated, focusing on its effectiveness as well as how it aids users throughout different phases of creating, responding to issues, and resolving operational problems.
- Value for money: Value for money is assessed by comparing the quality, performance, and features. The objective is to help readers determine if they are receiving the value of their money.
- Personal Experience/Expert’s Opinion: This part of the evaluation criteria reveals insightful insights from the writer’s own personal experience as well as the opinions of experts in the field.
Conclusion
The best email management software choice depends on your team’s requirements. Some tools focus on customer support or marketing, and simply make inboxes simpler for management. Explore features, pricing plans and integration options until finding one that complements your workflow, which means your team could save time while staying organized and responding faster.
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