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What is Email Management Software?

Email management software helps companies to easily manage large volumes of inbound email. It is used by businesses to provide customer support via email response. This type of software includes a ticketing system that assigns reference numbers to email queries. This helps agents to track and respond to email requests more easily.Show more Another useful functionality is email receipt which helps to minimize spam. Other key features are data enhancement which provides details about an email’s author and intelligence analysis which helps readers to understand the content of an email. Top email management solutions also offer email archiving and quick retrieval. Our review team currently rates Groove as the leading app in this category, but you can also check out other popular systems to select the right one for your unique needs.Show less

How was this ranking made?

To devise this list of best Email Management Software we have examined 154 trending tools currently available on the market, analyzing their features, how easy are they are to learn, client service, available integrations with other systems and mobile support with our unique SmartScoreTM rating system. This ranking has been created by Jenny Chang, our SaaS expert responsible for the Email Management Software category.

List of Top 12 Email Management Software

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1. SendinBlue Email

Our score: 9.3 User satisfaction: 98%

SendinBlue is a comprehensive email and SMS campaign tool that lets you build and expand your audience for more conversions. It also empowers companies to build and grow customer relationships via email campaigns, sophisticated transactional emails, SMS campaigns, and marketing workflows.

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2. Groove

Our score: 8.9 User satisfaction: 91%

A sales engagement software built for inbound and outbound sales teams. Groove has various email management features ranging from tracking to campaign automation. It provides customizable workflows and collaboration tools. Other features include email scheduling, built-in analytics, and real-time insights. There are task management features as well.

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3. Front

Our score: 8.8 User satisfaction: 94%

Front is an efficient inbox management app featuring a unified inbox that consolidates multiple channels in one place for better team collaboration. With Front, you can rest assured that all your emails will be accounted for. It has an intuitive contacts database and integrates well with social media channels.

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4. Gmelius

Our score: 8.5 User satisfaction:

Gmelius transforms Gmail into your company's workspace. It even makes the intuitive Gmail interface easier to comprehend and highly navigable. Companies use Gmelius to streamline key communications processes and automate their workflows. Features range from email delegation to shareable Kanban boards. It also sports an advanced email tracking suite.

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5. NetHunt CRM

Our score: 8.4 User satisfaction: 95%

A versatile and affordable SaaS product that reinforces your Gmail account and Google Apps with the essential customer relationship management features. The platform includes CRM essentials like contact and opportunity management modules. NetHunt CRM is ideal for small startups and growing businesses with its affordable pricing plans and packages.

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6. Zoho Mail

Our score: 8.4 User satisfaction: 99%

Zoho Mail is a smart software app for growing businesses, helping you attract, retain, delight customers, and grow your company into a customer-focused organization. The application has a strong CRM base with a comprehensive contacts database feature. What’s more, it integrates seamlessly with the whole Zoho Suite.

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7. Yesware

Our score: 8.9 User satisfaction: 99%

Yesware is an all-in-one sales toolkit. Connect with prospects, track customer engagement, and close more deals, right from your inbox. Companies use Yesware to improve their sales performance using features such as unlimited email tracking, reports, presentation tracking, and attachment tracking. It also integrates well with other systems.

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Our score: 8.5 User satisfaction:

An email management solution for handling suppression lists and monitoring privacy compliance. It helps companies handle opt-outs quite easily. With the platform, you don’t need to manually tick off every unsubscriber. This is automated by the application. Features include modules for issue management and single opt-out capability.

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9. Microsoft Outlook

Our score: 8.3 User satisfaction: 77%

Microsoft Outlook is a popular email organizer with a built-in calendar and other tools that help people communicate and stay on top of things. Key features include a built-in document sharing module, offline access, flight itineraries, and color themes. The built-in Skype helps you keep in touch with contacts easily.

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10. Gmail

Our score: 8.3 User satisfaction: 98%

Gmail is a world-class webmail system and email service built and developed by Google for companies, teams, and individuals. It has scalable features and can grow with you from being a freelancer up to growing your business into a large enterprise. Also, it integrates well with other Google Apps.

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11. SysBud OST to PST Converter

Our score: 8.0 User satisfaction:

A comprehensive OST to PST converter that allows unlimited migration.

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12. Vartika OST to PST Converter

Our score: 8.0 User satisfaction:

An email recovery tool that makes recovery of OST files and saves them to PST format a total breeze.

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Email Management Software Guide

Table of contents

It is well known that sales professionals have to bombard customers with their brand message to goad them to buy their products. In fact, stats show that customers may be needed to be reminded as many as seven times before they make up their mind to buy a product. This highlights the importance of investing in the best email management tools for enterprises and SMBS, as emails are the preferred option for online marketing.

Get to know each product with free trial

It is a good idea to start your search for the best email management tools by trying out the free trials or demo offered by leading email management software providers. You can start by registering for the free trial of SendinBlue Email reviews which has received impressive SmartScore rankings and user satisfaction rating.

Targeted Businesses

  • Individual consultants and professionals can make use of email management software to improve their pipelines. For instance, artists can sell new pieces to private collectors via newsletter campaigns.
  • Startups and small businesses can use email management software tools for customer support.
  • Mid-sized companies and growing organizations can use these solutions to manage emails/inquiries.
  • Large enterprises and Fortune 500 giants can use a good email management software to manage large volumes of customer emails responsively and effectively.

What are Examples of Email Management Software?

  • CDMessenger: The Corporate Digital Messenger (CDMessenger) application from Live2Support helps users communicate in a secure and stable environment.
  • Zoho Mail: Zoho Mail is an amazing email platform for small business and large companies that offers an ad-free, minimalist interface and robust features designed for professional use.
  • Yesware: Yesware is an all-in-one sales toolkit that helps you to connect with prospects and close deals, right from your inbox.
  • SendinBlue Email: SendinBlue enables enterprises to build and grow relationships using transactional emails, email campaigns, and SMS messages.
  • SendGrid: SendGrid is a leading cloud-based email app that effectively delivers more than 18 billion customer engagement emails every month for internet and mobile-based organizations.

Types of Email Management Software

There are two major types:

  • Desktop email clients like Microsoft Outlook and Mozilla Thunderbird offer a list of sophisticated features including WYSIWYG editors for composing messages and anti-spam and anti-phishing security.
  • Online email services, called webmail, also offer the same features as desktop email software. Popular online email services are Gmail and Yahoo! Mail.

Key Features of Email Management Software

A comparison of top email management software solutions shows that most products offer support for different mail formats, attachments, and languages.

  • Simple User Interface: Ideally, the system should offer a single interface to enable you to manage folders and files, and access and monitor mailboxes in real-time across the full environment.
  • Email Processing: It should provide added support for mail formats and languages and enable better visibility to email flow.
  • Expanded Capabilities: Agents should be able to view multiple emails at a time as well as multiple email chains in multiple mailboxes.
  • Track Incidents Appropriately: You should be able to view related email messages and other interaction histories across a particular incident or group of incidents, to get the necessary context.
  • Boost Productivity: The software should offer a range of tools to boost operational productivity including managed escalations, automated and suggested responses, and automatic categorization.
  • Measure and Improve Performance: You should be able to optimize your operations with real-time email management dashboards, management reports, and agent SLA timers with a simple, intuitive interface.
  • Secure Message Portal: Some vendors offer a secure message portal that allows companies to exchange confidential emails with partners and customers over a secure platform. This portal combines the email response management system and Web portal technology to enable users to instantly share data and perform crucial business tasks without worrying about identity theft, negative publicity, or liability.
  • Collaboration Tools: See team member statuses and which task or who among your contacts is assigned to them. Collaborate in real-time on updating information and notes.

Benefits of Email Management Software

  • You can eliminate the need for end-user training if the software has an intuitive interface
  • Increase agent productivity by identically managing regular and secure emails
  • The solution should integrate with knowledge management software to provide accuracy and consistency
  • It should allow you to authenticate users with personalized questions
  • You should be able to protect emails in a secure server, rather than routing across unknown systems
  • Apply company branding standards to email templates and messages

Payment Schemes

Price is an important factor to consider when choosing the right email management software solution for your company. And, pricing plans usually depend on the payment schemes made available. Here are the most common payment schemes today.

Free. There are many robust email management solutions that are free. The usual catch will be that they will have ads or limited features. They may be good enough for freelancers and small businesses. However, if you want more professional-looking email addresses and touchpoints, you need to subscribe to premium plans.

Monthly Plans. This is the most popular subscription plan today. Monthly plans are perfect for smaller companies with smaller budgets. And, it is great for those that want to try out full versions of software products without a long-term commitment. However, this is usually priced higher than yearly subscription plans. Also, you must remember to renew every month.

Yearly Plans. These allow you to eliminate the hassle of recurring payments every month. This plan is also usually cheaper than monthly plans. However, it is best for businesses or individuals that can commit to a platform for the long haul.

There are three trends that you need to consider when choosing and using email management software solutions.

Analytics and AI. Many companies are now offering cloud-based email management solution with native analytics and AI tools. This way, you won’t be strapped any longer than needed to doing menial tasks or crunching numbers manually. Also, prepare for the time when AI tools that generate actionable insights and recommendations will be the norm.

Interactive Emails. Emails that can behave like full-fledged apps will likely be popular in the next five to ten years. Don’t expect just intuitive purchasing controls and full interface to pop up on your emails. Expect demos of software, VR portals, and promotional games embedded already.

Increase in Email Management Tools. We predict that more and more companies are going to sell email management software tools. There will be new entrants that will look to disrupt the market. Also, there will be more established companies that will diversify their offerings. Moreover, you should expect digital business tools to be integrated together into one suite. This means standalone email management tools may lose steam. And, there is also a possibility that the prices of email management software solutions will decrease over time.

How to Choose the Best Email Marketing Software

Our email marketing software reviews indicate that you should consider the following factors to select a suitable product:

Spoilt for Choice: Nowadays, there are numerous vendors of good quality email management software, each offering their own features and pricing models. This makes it tough to select an appropriate system for your individual needs. It is a difficult process to transmit mailing lists across various services and you could end up losing subscribers too in the process.

Database Export and Import: An important feature in email management software is database export and import. You should be able to import subscriber lists if you already have them. Plus, the system should allow you to export subscriber lists for backup or to use them in other applications.

Registering and Unsubscribing: The software should allow clients to unsubscribe or subscribe as per their wish. It should provide these options both online on the website and within the newsletter sent along with the email.

Subscription Verification: This useful feature allows you to check whether a new subscriber is really interested in your messages. It helps to prevent getting subscribers who may not be interested in your newsletter and brand messages. It also reduces the chances of users unsubscribing or your email getting marked as spam in the receivers’ inbox.

No Limit on Size: Free email management systems usually have a limit on the number of messages you can send out every month as well as on the size of the newsletter you send. Opt for paid versions, as they usually do not impose any such restrictions.

Personalization: This important element allows you to customize the emails and marketing newsletter you send in the manner you wish to.

Removal of Bouncing Address: Sometimes, your marketing email may bounce back without reaching the other party. This could occur if a subscriber changes their email ID or fails to update their subscription. The email management system should allow you to remove these wrong email addresses which are resulting in email bounce back.

Information on Demographics: The software should allow you to get basic demographic information when subscribers register for your newsletter. This data can prove to be comprehensive and useful in understanding the demographic details of your target audience.

Bottom line

We hope this article has informed you adequately about the key features to look for in a good email management software. Register for the free trials of leading vendors and check which ones offer these useful features, do educated comparisons, and zero in on the right system for your business needs.

List of Email Management Software Companies

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Product name:
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User reviews:
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Email Management Software
By quote
Outpost reviews


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Spike reviews


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SysInfo Gmail Backup

Email Management Software
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Email Management Software
QuickMigrations for OST to PST reviews

QuickMigrations for OST to PST

Email Management Software
Gmelius reviews


Email Management Software
OST4 OST to PST Converter reviews

OST4 OST to PST Converter

Email Management Software
SysBud OST to PST Converter reviews

SysBud OST to PST Converter

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Email Management Software
ATS Lotus Notes Converter reviews

ATS Lotus Notes Converter

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Subscription Genius reviews

Subscription Genius

Email Management Software

Things to consider when you invest in a SaaS

Picking a an appropriate SaaS program from the scores of good quality apps out there can be a hard task. To help you, we have created this quick briefing. Find out if the SaaS vendor offers the following advantages:

Reduced Cost: Most SaaS apps are pay as you go, and you don’t need to worry about added expenses for software maintenance or IT resources, upfront licensing fees, or in-house IT staff.

Fast Set-up Time and Minimized Risk: You should be able to implement the SaaS software quickly and easily. Make use of the free trial to understand if the system fits your requirements. If you choose a wrong program, you can bail out effortlessly with minimum losses.

Customization and Integration: Choose a provider that offers a wide choice of software packages and modules. You should be able to pay only for the tools you use to meet the current requirements of your organization.

Security and Control: The solution should offer robust security. Pick a provider whose databanks are more secure than those in your office to maximize the advantages.

The Infrastructure: The vendor should provide the needed infrastructure so that you need not host anything in-house or need the support of internal IT resources.

Web Access: Your employees should be able to access data anywhere, anytime. To help them be productive on the go, choose a provider that offers mobile apps that are compatible with widely used operating systems.

Consider all the six important aspects mentioned above to choose the right system for your needs.

Frequently asked questions about Email Management Software

What is the best email management software?

The best email management software solution is NetHunt CRM. It adds an essential CRM-centric framework and workflow to your email management processes. This solution works closely with your Google accounts and apps. It extends their capabilities and turns them into a full-fledged email-based CRM suite. 

With this, you can not only conduct better customer support but also streamline your sales process. Plus, you will be able to personalize your messages for a better marketing response. 

Also, it includes team collaboration tools that can enhance your communication and coordinate tasks and schedules. These collaboration features are very intuitive to use. Efficiency will not get affected even if your team decides to work remotely. You can manage your email processes and campaigns anywhere in the world. 

This easy-to-use platform includes additional features like merging contacts, follow-up automation, bulk updating, custom filter options, custom forms, and even multi-pipeline support among many others. There is a free trial available. But, if you want more powerful features like team performance analytics, check out their paid plans. 

What are the benefits of email management software?

Here are the basic benefits of email management software: 

  • Uniform branding. Keep the company branding uniform across your digital touchpoints. 
  • Manage bulk emails. Be on top of hundreds of emails. Store, manage, and categorize them using tags, folders, and notes. Reply to customer concerns easily. 
  • Personalized interactions. Thanks to placeholder substitutions, the software can place your customer’s first or last name instead of placeholder words. Also, with a contact database complete with notes and conversation history, any agent will be able to continue to foster customer relationships without missing a beat. 
  • Increase collaboration. By having a singular platform for your professionals to work on, your team will have no choice but to collaborate on how to manage processes, tasks, and best practices. Also, with built-in collaboration tools such as messaging, commenting, and even concurrent editing, personnel won’t need to switch back and forth between apps. 
  • Measure and improve. Most email management software solutions have built-in analytics tools to help measure and improve various processes.  
What are the features of email management software?

Here are the key features that a good email management software should have: 

  • Contact Management. Part of managing emails is managing contacts. That said, this feature is essential as you don’t just manage emails per se but the relationships your company has with its email contacts. 
  • Intuitive Interface. A mark of a good email management software solution is that it is intuitive enough for novice users to navigate through its interface the first time they see it. It is ideal that you can get to any of its major functionalities in just one to five clicks. 
  • Email Analytics. Choose a platform that can help you measure the performance of your email accounts and campaigns. Also, choose one with great reporting capabilities that give you access to these data in a highly-visual and easily-understandable manner. 
  • Personalized Bulk Emails. Send, store, and manage a multitude of emails in one singular hub. Also, make sure to choose an email management solution with personalization capabilities. 
  • Automations. Look for solutions that have automations for replies, email scheduling, task status updating, and notifications. This way, you won’t have to deal with menial and clerical tasks any longer. 
What is the easiest email management software to use?

The easiest email management system to use is NetHunt CRM. It offers an intuitive interface that houses comprehensive features that turns your Gmail into a full CRM suite. It is perfect for Gmail users. And, just like Gmail, it is very easy to use. Using NetHunt CRM becomes second nature almost from the get-go. It is used by individual professionals, small teams, SMEs, and large enterprises. 

Its comprehensive features include support for unlimited email tracking and campaigns, pipeline management, and lead management. Plus, you get a dedicated Customer Success Manager when you sign up for its paid plans. 

What is a good free email management software?

One good free email management software is Gmail. This is basically the most powerful, easiest to use, free email platform in the world. What’s also great is that it integrates seamlessly with all Gmail productivity suite tools. So, you can turn this free platform into a completely digital business support system quite easily. 

The email management platform per se is robust and powerful. It has instant messaging and video chat built-in. The solution features labels, tabbed inboxes, and conversation threading for easy categorization and recognition. It has a great contacts database and is integrated with many tools that can extend its use from Gmail Labs to individual third-party integrations.

Jenny Chang

By Jenny Chang

Senior writer at FinancesOnline who writes about a wide range of SaaS and B2B products, including trends and issues on e-commerce, accounting and customer service software. She’s also covered a wide range of topics in business, science, and technology for websites in the U.S., Australia and Singapore, keeping tabs on edge tech like 3D printed health monitoring tattoos and SpaceX’s exploration plans.


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