AI virtual assistants are set to make a quiet takeover of administrative scheduling functions. They can handle scheduling, reminders, project tracking, file management, and answering emails at light speed. Your rock-smart helper will learn your habits, so it will just stay put and get right down to work. Your smart helper is full of features like voice and chat tools, with great memory of all details set in your task. Rather than engaging with boring and routine work, these helpers swiftly drain out all stress to let you set your mind on tasks that matter. While decreasing errors, they increase efficiency significantly to make everyday business almost stress-free.
Individuals & teams needing AI‑powered automatic scheduling, smart task and habit time‑blocking, and calendar analytics integrated with Google or Outlook calendars.
Reclaim.ai – Best AI Virtual Assistants for Admin Tasks
Reclaim.ai is a calendar assistant that automates many of your admin tasks: scheduling meetings, defending deep work time, and managing habits and tasks across your Google and Outlook Calendars. It scans your schedule for openings, suggests the most optimal times for meeting slots, and auto-resolves conflicts. It allows busy professionals to “reclaim” as much as 395 hours of focus time each year. Key features include focus time blocking, calendar sync, habit and task automation, analytics, team collaboration features, and easy integration with apps like Asana, Slack, and Zoom. User-centric design and proactive AI make working in teams easier while restoring a sense of balance to life and work—within a few simple clicks.
Pros
An automatic sync of calendars gives a complete view.
Goes well with task and project management software
Clear, crisp user interface
Cons
There is no mobile application
Some manual adjustments are still needed
Pricing
Plan
Pricing
Starter
$10/seat/month
Business
$15/seat/month
Microsoft Copilot
WEBSITE
www.microsoft.com/en-in/microsoft-365/copilot
Rating
4.0
Free Trial
No
Best For
Organizations using Microsoft 365 (E3/E5 or Business tiers) seeking AI assistance across Teams, Outlook, Word, Excel, PowerPoint, with enterprise-grade security, Copilot Agents, and admin control.
Microsoft Copilot – Best AI Virtual Assistants for Admin Tasks
Microsoft Copilot is rightfully rated among the elite AI virtual assistants that perform admin tasks by fast-tracking daily work, simplifying it, and organizing it. Meetings get scheduled automatically; files are searched, licenses are managed, and administrative queries are answered through simple chats—no technical skills are needed at all. Copilot summarizes emails and messages, along with meetings, brings urgent updates into focus, and creates visual analytics on usage trends. It integrates seamlessly with Outlook, Teams, Word, Excel, and PowerPoint, while optionally drafting, formulating, and styling presentations. Copilot can switch based on roles, keep confidentiality, engage in real-time suggestions and summaries, while IT admins use the Copilot to manage users, monitor service health, and audit compliance.
Pros
integrates with all Microsoft 365 apps and allows in-app assistance and document creation.
strong security, compliance, and privacy features
analytics, and an admin dashboard to monitor use and impact.
Cons
No free version for full admin capabilities.
Other non-Microsoft systems may encounter hurdles when implementing adoption.
Pricing
Plan
Pricing
Microsoft 365 Co-pilot
$30/user/month
Microsoft 365 Business Basic
$36/user/month
Gamma
WEBSITE
gamma.app
Rating
4.5
Free Trial
Yes
Best For
Creators and teams needing ultra‑fast AI‑powered creation of presentations, documents, and simple web pages—especially when you want brand‑ready layouts and export to PPT, PDF, or Google Slides effortlessly.
Gamma – Best AI Virtual Assistants for Admin Tasks
Gamma sits among the elite of AI-based digital assistants for admin tasks, streamlining the process of building out presentations, reports, and simple websites. In seconds, it converts simple notes or prompts into polished decks complete with AI-generated images, interactive charts, and real-time collaboration within an easy drag-and-drop workspace. It allows instant PDF export, offers numerous rich templates, easy one-click styling options, and multi-theme previews for quick brand tweaks. Analytics tell you if the audience engages; add to this secure sharing, version history, and password protection for peace of mind. Gamma is striving to
Pros
Real-time Multi-User Editing and Custom Branding.
Built-in analytics and strong password protection for documents.
Nice clean, responsive designs work across devices and sharing them online.
Cons
continued use requires upgrade to a paid plan.
Some customization limitations for advanced design needs.
Professionals and teams overwhelmed by inbox clutter who want AI‑powered email triaging, snooze/follow‑up reminders, and unsubscribe tools integrated with IMAP/Exchange.
SaneBox – Best AI Virtual Assistants for Admin Tasks
SaneBox is one of the best AI virtual assistants to deal with admin duties and to ease email management. It uses intelligent AI to sort the user’s emails, pushing unimportant ones to separate folders like SaneLater and SaneNews, so that the user’s main inbox is away from clutter and truly focused on what matters. Its features include one-click unsubscribing with SaneBlackHole; reminders to follow up on unanswered messages; snoozing to keep unimportant mail on hold; daily digest emails so that nothing slips under your radar; and functions of auto-leaving to learn and refine its sorting ability by just some easy dragging and dropping.
Pros
Structured files with automatic summaries to keep you focused;
powerful customization options.
tight privacy, Google-verified
Cons
It is overpriced
Time will be required to ramp up as one trains
Pricing
Plan
Pricing
Snack
$3.49/month
Lunch
$5.99/month
Dinner
$16.99/month
Google Assistant
WEBSITE
assistant.google.com
Rating
3.8
Free Trial
Yes
Best For
Anyone using Android, smart speakers, or Google services who wants voice‑activated assistance for tasks like alarms, reminders, smart home control, translations, routines, queries, and media playback.
Google Assistant – Best AI Virtual Assistants for Admin Tasks
Google Assistant is now one of the main AI virtual assistants for admin duties, easing the day-to-day malarkey and doing it quickly and with a good level of hands-free assistance. This unique assistant manages schedules, calendar events, reminders, and alarms with simple voice commands. Chat, send texts, create lists, control smart home devices, get instant answers, set up a meeting, or set a follow-up—all in natural language. Google Assistant makes for an easy integration with Google services, meaning you can set it up to automatically sync your emails, notes, and schedules, while also quickly allowing for shared home controls to make interruptions easy for work or family.
Pros
Voice control for seamless execution of administrative work and complex multitasking on-street.
Great integration with Google Calendar, Gmail, Keep, and other smart home devices.
entirely free service without any subscription fee for core features.
Cons
Restricted to simple tasks
Workflow automation is not much advanced compared to new contenders.
Superhuman
WEBSITE
superhuman.com
Rating
4.4
Free Trial
Yes
Best For
Power users and busy professionals who want a keyboard‑first, ultra‑fast email client featuring AI‑assisted replies, split inboxes, reminders, and integrations with Gmail and Outlook.
Superhuman – Best AI Virtual Assistants for Admin Tasks
Superhuman is leading AI virtual assistant when it comes to managing administrative tasks, especially for busy professionals flooded with thousands of emails in a day. The AI automatically organizes your inbox to show the most important messages, generates personalized replies from a few sentence prompts, and also provides summaries of long threads for instant context. Over 50 keyboard shortcuts allow lightning-fast navigation, scheduling of emails, reminders, and seeing real-time read receipts. It can be integrated with Gmail or Outlook without having to change any email addresses, but it has shared threads and team comments for quick collaboration. Superhuman also offers analytics at a glance, snoozes unimportant messages and remembers your best writing style.
Pros
split inbox, keyboard shortcuts, and super fast search.
Shared threads and internal comments consolidated to improve teamwork
A clean interface, guided onboarding
Cons
Gmail and Outlook with little outside on email integration.
Steep learning curve for users unfamiliar with heavy shortcut use.
Individuals and teams who want to automate repetitive typing tasks with customizable templates (snippets), shareable libraries, and broad cross‑platform support.
TextExpander – Best AI Virtual Assistants for Admin Tasks
By turning repetitive typing into a fast, error-free process, TextExpander secures a place among the top AI virtual assistants for the task of administration. This tool allows creating original snippeting texts through the app into which the shortcuts for expanding those snippeting texts into long text messages can be made. Fill-in-the-blank fields, auto-correct, and template sharing make teams work faster and possibly more consistently. Also, TextExpander can synchronize all your devices, support images and formatting, and then utilize stats for time saving by everyone with its differentiated use. It keeps the client’s information private and secure while availing them for any form of income, be it a freelancer or large companies.
Pros
Saves hours of time by replacing repetitive type-up with shortcuts and templates.
Tracks productivity time saved
Works across platforms like Windows, Mac, iOS, Chrome, and web.
Cons
subscription required for continued usage.
Collaboration features come into the high-priced team plans.
Pricing
Plan
Pricing
Individual
$4.16/user/month
Business
$10.41/user/month
Growth
$13.54/user/month
Enterprise
Contact Sales
Jotform AI
WEBSITE
jotform.com
Rating
4.7
Free Trial
Yes
Best For
Organizations and creators who want AI-powered form and survey generation plus customizable AI Agents that automate customer interactions across chat, phone, SMS, WhatsApp, and more.
Jotform AI – Best AI Virtual Assistants for Admin Tasks
Jotform AI, providing quick and smart-assisted form management, workflow, and business-data collection. Allowing for over 7,000 templates from which to choose, users can configure a personal style assistant or team assistant to manage basic tasks such as scheduling, onboarding, approvals, and customer inquiries with NO coding involved. Jotform shines as a much-applauded task automation tool due to its drag-and-drop editors, cross-channel communications, integrations with various tools like Slack, Google Calendar, and Dropbox, among commentaries regarding its compliance with regulated industries. Train as swiftly by uploading documents or links. Through advanced levels of logic, conversational forms, and analytics powered by no-code builders.
Pros
Store thousands of templates to be readily used for different admin chores.
Third-party integrations wide and extensive (Slacks, Google, Dropbox, etc.).
Flexible multi-channel deployment with strong compliance options.
Cons
The limits on forms, agents, and submissions are tight for the free plan.
Higher plans may intimidate budget-conscious teams.
Pricing
Plan
Pricing
Bronze
$39/month
Silver
$49/month
Gold
$129/month
Enterprise
Custom Price
Grammarly
WEBSITE
grammarly.com
Rating
4.7
Free Trial
Yes
Best For
Writers, professionals, and non‑native English speakers who need grammar, spelling, style suggestions, tone detection, plagiarism checking, and AI‑powered writing assistance.
Grammarly – Best AI Virtual Assistants for Admin Tasks
Grammarly positions itself with those in the top tier of AI virtual assistants when it comes to admin tasks, creating seamlessness and stress-free experience for writing, editing and team communication. Besides providing grammar, spelling, punctuation and tone checks in real time, this tool rewrites sentences using generative AI in order to present more phrased and stylistic writing. The suggestions are tailored to suit emails, reports or chats, along with real-time feedback from Google Docs, MS Word, and email clients. All features can be managed, permissions assigned, and writing quality tracked through analytics dashboards by admins, which in turn takes care of how the teams will be branded and secured.
Pros
Real-time corrections for grammar, tone, clarity,
Use admin controls to manage user access, enforce your brand standards,
Enterprise control comes with strong security and compliance (ISO 42001 certified)
Cons
Offers too much assistance occasionally, which can overwhelm a new user
Checks for plagiarism and citations not nearly as comprehensive as those by some dedicated tools.
Pricing
Plan
Pricing
Pro
$12/member/month
Enterprise
Contact Sales
Todoist
WEBSITE
todoist.com
Rating
4.6
Free Trial
Yes
Best For
Individuals and teams needing cross-device task management, recurring tasks, filters, reminders, and lightweight AI assistant for planning and productivity.
Todoist – Best AI Virtual Assistants for Admin Tasks
Todoist tops innumerable AI-powered virtual assistants for administrative functions in smart automation with a clean, flexible interface. 2025 update of their formulates the AI assistant as a command center from a basic to-do list and includes interpreting time, breaking big tasks into steps, and flagging what needs your attention. It creates tasks in natural language (“Send report every Friday”), cents,acles; organizes projects through Kanban boards or regimes; and enjoys integrations of email, calendar and file services. Further, the productivity modes include the centralized automatic backups, real-time collaboration shared with, and productivity tracking; hence creating an easier task for one or for a team.
Pros
AI assistant for helpful smart scheduling and suggestions for your workflow.
It has an interface that is clean and intuitive across devices, featuring calendar and Kanban views.
Deep integrations present (Google Calendar, Dropbox, email, Zapier).
Cons
Some advanced features are offered behind paid plans
Some minor bugs and slow syncs are occasionally reported with third-party integration.
Pricing
Plan
Pricing
Pro
$2.50/user/month
Business
$8/user/month
Conclusion
Early AI assistants for administration are busy changing the way people carry out their jobs. Smart helpers bring order and focus to every day by taking care of the mundane tasks of everyday, reminders, emails, and notes. They learn routines, modify new requests, protect sensitive information, and make the smooth operation less stressful. Now, having saved precious time on redundant chores, you have more hours to spend on high-value work and brainstorming. Given their extreme user-friendliness with an easy pace of implementation and ability to synchronize across devices, our work is now smarter than ever. They’re turning your already packed day into an organized and productive experience, making every minute count toward your definite goal.
What are the best AI virtual assistants for administrative tasks?
The best AI virtual assistants for administrative work include:
Reclaim.ai
Microsoft Copilot
Gamma
SaneBox
Google Assistant
Superhuman
TextExpander
Jotform AI
Grammarly
Todoist
How can AI help with scheduling and calendar management?
AI tools can automate meeting scheduling, resolve calendar conflicts, block focus time, and integrate across calendars—freeing up your time and reducing manual coordination.
We live in an era where there are a thousand media outlets, and yet, we go back to the old horses. In a world bugged by abundance, the ‘Email’ remains a powerful tool for communication and customer engagement. Despite the rise of other communication channels, email continues to be a preferred method of contact for many businesses and consumers. As a result, effective email management is crucial for businesses to ensure timely responses, efficient workflows, and enhanced customer service.
To streamline email management processes, businesses can leverage email management software. This software helps automate and optimise various aspects of email management, such as sending, replying, tracking, and organising emails. It empowers businesses to communicate more efficiently with marketing leads, sales prospects, and customers, resulting in improved productivity and customer satisfaction. Effective business email management helps companies organize communication, improve team collaboration, and boost productivity.
In this article, we will explore the top 10 email management software options available for service teams and anyone looking to manage their emails better. These software solutions offer a range of features and functionalities to help businesses enhance their email management processes. Whether you’re a small business or an enterprise-level organisation, there is email management software that can meet your specific needs.
What is Email Management Software?
Email management software is a tool that enables businesses to send, reply to, track, and organise emails efficiently. It helps businesses manage large volumes of incoming and outgoing messages, whether for internal IT support teams, external customer service support requests, or email marketing campaigns.
With email management software, businesses can benefit from increased productivity, scalable marketing, sales, and service solutions, and enhanced security. These software solutions offer a wide range of features to streamline email management processes and improve overall efficiency. Modern email management solutions streamline inbox organization, automate routine tasks, and enhance overall communication efficiency for businesses.
Top Email Organisation & Management Tools – SaneBox
SaneBox is an email management software designed to help individuals manage their personal or work emails effectively. It uses AI to sort emails into different folders, reducing inbox clutter. SaneBox acts as an inbox assistant, learning from user habits to organize emails based on predefined criteria. Sanebox’s innovative approach to email management has earned it the prestigious title of Best Productivity App of 2025, as voted by PCMag.
Core Features:
AI email sorting
Trainable folders
Pricing:
SaneBox offers three pricing plans: Snack, Lunch, and Dinner.
Plan
Pricing
Snack
$3.49/month
Lunch
$5.99/month
Dinner
$16.99/month
Get Rid of Inbox Clutter with Sanebox
HubSpot
Tool
hubspot.com/products/service
Ranking
4.4 out of 5
Best for
Midsize to enterprise businesses
Free Tools
Available
Top Email Management Software – HubSpot
HubSpot offers free email management software tools in both its Marketing Hub and Service Hub. Whether you’re using the free tools or upgrading to premium features, HubSpot provides email tools that help businesses connect with their customers. The Service Hub offers omnichannel customer service messaging, including email, allowing businesses to receive their emails and live chats in one place. Additionally, the Marketing Hub provides an email builder with templates for sending beautiful emails to customers.
Core Features:
Omni-channel customer service (including email)
Email marketing tools connected to your CRM
Pricing:
HubSpot offers Free email tools, premium features with the Starter, Professional, and Enterprise editions of Marketing Hub or Service Hub. Below is the pricing for HubSpot’s Service Hub:
Plan
Pricing
Free
$0/month
Starter
$45/month
Professional
$450/month
Enterprise
$1200/month
Help Scout
Website
Helpscout.com
Ranking
4.4 out of 5
Best for
Small to midsize businesses
Free Trial
Available
Top Email Management Team tools – Help Scout
Help Scout is an email management software tool that helps businesses manage all customer conversations in one shared inbox. With the shared inbox, service teams can collaborate, organise, and automate responses to generic requests. Help Scout also provides access to historical customer data, enabling reps to have all the information they need before responding to a query.
Core Features:
Shared inboxes
Collaboration tools
Ticket routing
Omni-channel communication
Pricing:
Help Scout offers three pricing plans: Standard, Plus, and Pro
Businesses requiring customized workflows and reports
Free Trial
Available
Top Email Organisation & Management Tools – Zendesk
Zendesk is an email management tool designed for service and sales teams. It focuses on building long-term customer loyalty and offers support features to keep customers coming back. Zendesk allows for customisation, with the ability to create custom reports and data visualisations to manage incoming and outgoing emails effectively.
Core Features:
Unlimited email addresses
Canned responses
Shared inbox
Workflow customisation
Omni-channel support
Pricing:
Zendesk offers a basic plan at $19 per user per month. It also offers Suite Team, Suite Growth, Suite Professional, and Suite Enterprise.
Plan
Pricing
Suite Team
$55 per agent/month
Suite Growth
$89 per agent/month
Suite Professional
$115 per agent/month
Suite Enterprise
Contact Sales
Brevo
Website
Brevo.com
Ranking
4.6 out of 5
Best for
Growing businesses
Free Plan
Available
Top Email Management System – Brevo
Formerly known as SendinBlue, Brevo is an email marketing platform that has evolved into a full CRM suite. It offers email marketing and CRM tools across multiple channels, including email, SMS, and live chat. With Brevo, businesses can create beautifully designed emails, segment contacts, and automate transactional emails.
Core Features:
Email designer
Advanced segmentation
Email personalisation
Unlimited email contacts
Pricing:
Brevo offers four pricing plans: Free, Starter, Business, and BrevoPlus.
Plan
Pricing
Free
$0/month
Starter
$25/month
Business
$65/month
BrevoPlus
Custom price
Hiver
Website
Hiverhq.com
Ranking
4.6 out of 5
Best for
Businesses managing G Suite/Gmail emails across teams
Free Trial
Available
Top Email Organisation & Management Tools – Hiver
Hiver is an email management software that simplifies the process for businesses using G Suite and Gmail. It allows users to convert emails into actionable tasks, assign them to team members, and collaborate seamlessly. Hiver turns Gmail into a communication and collaboration hub, providing visibility into team workloads and query statuses.
Core Features:
A Gmail-based interface
Unlimited shared inboxes
Shared drafts
Email tags
Notes
Pricing:
Hiver offers three pricing plans: Lite, Pro, and Elite.
Plan
Pricing
Lite
$20/user/month
Pro
$50/user/month
Elite
$80/user/month
LiveAgent
Website
Liveagent.com
Ranking
4.5 out of 5
Best for
Businesses managing multi-channel messages
Free Trial
Available
Top Email Organisation & Management Tools – LiveAgent
LiveAgent is a customer service software that offers various email management tools to streamline responses. It’s a shared inbox that combines and organizes emails, calls, live chats, and social media messages in one place. The software provides features like automatic ticket routing, automation rules, filtering, and real-time typing view, making it ideal for businesses managing multi-channel messages.
Core Features:
Unlimited email addresses
Shared inbox
Email templates
Email tags
Built-in CRM
Pricing:
LiveAgent offers four different pricing plans: Small, Medium, Large, and Enterprise.
Plan
Pricing
Small
$9/agent
Medium
$29/agent
Large
$49/agent
Enterprise
$69/agent
LiveAgent Product Tour
Zoho
Website
Zoho.com
Ranking
4.4 out of 5
Best for
Enterprise businesses
Free Trial
Available
Top Email Organisation & Management Tools – Zoho
Zoho offers a software suite that includes email hosting with top-notch security and surveillance. Its email management features include shared inboxes, workflows, collaboration tools, and integration with calendars. Zoho also provides email groups and email streams for efficient team collaboration.
Zoho offers three different pricing plans: Mail Lite, Mail Premium, and Workplace.
Plan
Pricing
Mail Lite
$1/user/month
Mail Premium
$4/user/month
Workplace
$3/user/month
Klaviyo
Website
Klaviyo.com
Ranking
4.6 out of 5
Best for
Ecommerce brands looking for email marketing tools
Free Plan
Available
Top Email Organisation & Management Tools – Klaviyo
Klaviyo is an email marketing tool designed for ecommerce brands. It helps personalise messages using customer data and offers advanced segmentation capabilities. Klaviyo enables businesses to create automated workflows based on customer behavior and provides AI-driven optimization tools for proactive messaging.
Core Features:
Segmentation
Automated workflows
Analytics
Templates
Lists
Pricing:
Klaviyo offers three pricing plans: Free, Email, Email and SMS.
Plan
Pricing
Free
$0/month
Email
$45/month
Email and SMS
$60/month
Mailerlite
Website
Mailerlite.com
Ranking
4.7 out of 5
Best for
Growing businesses
Free Trial
Available
Top Email Organisation & Management Tools – Mailerlite
Mailerlite is an email marketing tool that provides intuitive solutions for complicated email tasks. It helps businesses create email campaigns, landing pages, and sign-up forms to grow their email lists. The software offers email automation builders, A/B testing, dynamic email content, and advanced email analytics. It can be used as an email management software for small businesses.
Core Features:
Unlimited monthly emails
Email support
Templates
An email automation builder
Pricing:
Mailerlite offers four different pricing plans: Free, Growing Business, Advanced, and Enterprise. Below is the pricing for the monthly plan.
Plan
Pricing
Free
$0/month
Growing Business
$10/month
Advanced
$20/month
Enterprise
Contact Sales
By choosing the right email management software for your teams and for your personal use, you can streamline your email processes and provide better customer service, facilitate communication, and attract better prospects, overall. The top 10 options listed above offer a range of features and functionalities to suit businesses of all sizes and needs. However, before signing up for the right tool, it is important to be clear about your requirements, consider the features offered by each software, and choose the one that aligns best with your business goals and objectives.
Front
Website
Front.com
Ranking
4.6 out of 5
Best for
Team collaboration
Free Trial
Available
Top Email Management Programs – Front
Front is a cloud-based tool that helps you organize and manage emails easily. It is perfect for teams of any size and simple to set up. You can connect it with apps like Slack to stay on top of your inbox while focusing on work. With Front, you can schedule emails to send at the best time for people in different time zones. It also offers templates for common messages and rules to automatically sort and handle emails based on their content or sender.
Core Features:
Shared team inbox for better collaboration
Email scheduling across time zones
Ready-to-use message templates
Rules to automate email sorting and actions
Pricing
Plan
Pricing
Starter
$25/month
Professional
$65/month
Enterprise
$105/month
Front offers three paid plans: Starter (around $25 per user/month) for small teams, Professional (about $65 per user/month) with advanced analytics and more features, and Enterprise (about $105 per user/month) for large organizations with unlimited automation and AI tools. A free trial is available, and annual billing offers discounted rates.
Conclusion
Choosing the right email organization and management tool can save time, reduce inbox clutter, and improve team productivity. The tools listed above, ranging from simple inbox organizers like SaneBox to powerful collaboration platforms like Front and HubSpot, offer features to suit different needs. Whether you’re a small business, a growing startup, or a large enterprise, there’s a solution here to help you streamline communication and stay on top of your emails. Pick the one that best fits your workflow and start managing your inbox smarter, not harder.
FAQs
What is Email management software?
Email management software is a tool that enables businesses to send, reply, track, and organise emails efficiently. It helps businesses manage large volumes of incoming and outgoing messages, whether for internal IT support teams, external customer service support requests, or email marketing campaigns.
What are the benefits of having email management software?
With email management software, businesses can benefit from increased productivity, scalable marketing, sales, service solutions, and enhanced security.
What are the top email management and organising tools?
Below are the top email management and organising tools:
While being an entrepreneur, one needs to be very much of the things that they can utilise to make their business bigger and better. The invention of the internet makes the life of an entrepreneur a little bit easier. With various facilities, it is now possible to communicate with the customers more precisely and take the business to the top. Among those facilities one of them is Email. Email helps businesses faster and cheaper, not only that it has some amazing features that help an entrepreneur to carry forward with his dream.
‘Gmail’ is quite powerful and is a great option for individuals who need a great personal emailing service. Gmail has become a powerful business option, mainly because of the great features and integration with Google products. As a professional, we spend most of the time checking our emails and we always try to optimize our time. While Gmail alone may be great, there are, however, a few Gmail hacks that you can use to make the most out of THE world-famous Email.
According to a report, Gmail’s market penetration in India stands at 62% which is the highest in the world. With these Gmail hacks, it is guaranteed that you will spend much less time following up on emails and more time focusing on your main business.
It is one of the most useful Chrome extensions for professionals. Installing this extension will allow you to do many things, right from scheduling meetings from the email body to the creation of email templates to the merging of emails. It also helps you to track emails and send personalized emails in mass numbers.
Making Use of Boomerang
One of the best ways to prepare and send off bulk emails at the snap of a finger is by using Boomerang. Boomerang makes it very easy for the users to have the emails sent back to you along with scheduling them to be sent from your Gmail account.
Manage Your Responses
This is one of the best productive hacks as it allows the responses to be sent by adding in a few basic sentences, words, or even email bodies, that we are prone to using daily and that too, in the blink of an eye. To manage your responses, it is recommended that you should add Canned Responses from the Gmail Labs and then, go to the bottom and select the option of canned responses and then end it, by choosing the appropriate phrase.
Scheduling the Email Checks
Though it may look productive by looking at your emails several times during the day, just to stay ahead of the game, but in reality, you are wasting a whole lot of your day. Instead, what you should do is to schedule your timing in checking the email, say, two to three times a day and that too, in the times when there is very little activity. Getting your head out of the inbox will allow focusing on your other tasks more without having to waste your time in endless chat.
Managing the ‘Unsubscribe’ List
There’s a website named the ‘Unroll.me’ and with the help of this, it becomes easy for you to keep track of the email newsletters as well as the subscriptions that are cluttering up your inbox. It is through this program, that you can very easily get rid of those junk subscriptions that you may have but is not able to do so.
Using the Program ‘Sanebox’
You can also use the program ‘SaneBox’ in integration with Gmail. With this program, you will be able to ‘whitelist’ all the important emails, and as such, they will go directly to the inbox. And the others, which are of a low priority than that, will end up in the ‘SaneLater’ box. Pretty convenient, isn’t it?
Labeling the Emails
Okay, we may not admit this, but we all have our Gmails up during the day, and sometimes, we all get a headache by just looking at the sheer number of them. As it is not time efficient to answer each and every one of them, it is suggested that you should go through all of your Emails and label them as necessary by putting them in the correct folder. This will make it easy for you to go to that particular folder and respond to them at once without the chance of slipping away.
Setting up ‘Google Alerts’
One of the best ways to stay on top of the latest news is to let Google do it for you. Instead of having to go through all the news, articles, blog posts, and many others, it is recommended that you should set up Google Alerts for a variety of keywords so that it becomes easy to see what is important to read and what’s not.
Tracking Every Email
It is surprising to see that there are many entrepreneurs who doesn’t follow their Emails. It is suggested that you should use ‘Yesware’. It is a plug-in that will allow you to see when and where the Email that you have sent is opened. You also have the option of sending Emails in batches. Keep in mind that it is a must-have tool for growing businesses.
Integrating Rapportive With LinkedIn
Rapportive is in fact, a tool that is known to pull in the LinkedIn profiles of the Email contact. With this tool, you can easily see the whereabouts of the person, including their photo, company, plus the current position of the person that you are about to email. Apart from that, you also have the option of adding that person to LinkedIn directly from Gmail, and you can also click on their LinkedIn profile to read more about the person.
Conclusion
As an Entrepreneur, you might be using Gmail for business purposes daily. Thus all the above Gmail hacks will help you to increase your productivity and optimize your Gmail inbox.
FAQs
How do emails benefits business?
Emails helps in communicating with your customers quickly and cheaply and is a great method for business communication.
What are Some Alternatives of Gmail?
Some of the best alternatives of Gmail are Zoho Mail, Mail.com., Tutanota, Microsoft Outlook.
Why it is Important to Use Email for Entrepreneurs?
Entrepreneurs use emails to formally communicate and track all those incoming and outgoing communication.
Email management is necessary because all informal and formal conversations take place via emails only. Every morning when you open your mailbox it is filled with a number of new emails, but the harsh reality is that half of them belongs to the no sense advertisements from the shopping websites offering a discount, and other belongs to the service providers which you have subscribed for one time, but never uses it. More than half of the mailbox is filled with junk, but in this pile of junk our important emails get hidden and in some case accidentally gets deleted. The most frustrating task is to identify each email and then delete them carefully on the basis of importance.
Thus, it consumes a lot of valuable time to sort and delete the email every morning. As per a recent study, a person spends around 1 hour a day on emails. But not anymore, as today we are determined to solve the issue of sorting emails and make your inbox clutter-free. Well, let’s see what can we do to make your mailbox neat and clean.
Email Management Tips
To keep your inbox clean so that you can differentiate the important mails and the not-so-important ones is very important. We receive an average of 100 emails per day and it is not easy to open and take a look at all of them. Some of the email management tips are given here to follow and keep your inbox clean.
Unsubscribe Your Unwanted Subscription
Many of you receive emails daily from the unwanted subscriptions, that you have used once. The answer will be numerous, these unwanted emails capture too much space in that inbox that your important emails get lost in that cluster. Well, if you want to unsubscribe from these unwanted emails, then we would surprise you with a simple email tip to rescue you from all the burden of these emails.
Log on to Unsubscribe from emails.
The first window which appears shows you all the channels (parties) you are subscribed to in your email.
Now press the unsubscribe button and unsubscribe all your waste emails and get your mailbox cleared. Well, in one second you will be free from all the clutter targeting emails.
Use Email Tools
Your email app has numerous functions already installed in it and using them smartly to do email list management can help your daily life easily. The email app has various features which you can easily opt to sort out your important emails. The features that you can use to achieve a neat inbox are:
Use the filter to remove all the unwanted junk mails from the inbox. Separate emails on the basis of important and unimportant emails, and only visit the important emails and delete all the unwanted ones in just one tick.
Learn basic etiquette to email for the best result. If you are in the “To” field, the sender expects you to do a certain action, and if you’re in the “CC” field, you just have to read the email.
Reply to the email instantly as you view it, but if by any chance you don’t want to reply soon then use the unread option and mark the email as unread to get the message later.
Don’t waste your time by regularly checking your email, check your email only twice a day to spend less time on emails and focus more on your priority work.
If you have more than one email account, then merge them together to prevent yourself from the hassle of opening different accounts for the emails.
Use Email Management Application
Nowadays a variety of Email management mobile applications are available for both Android and iOS users consisting of Artificial Intelligence. You can easily install the app according to its features and manipulate them according to your wish. One app can easily substitute the personal assistant‘s task for you and you can enjoy your beautiful day without any hassle of email.
Top Email Management Tools
SaneBox
It is said to be one of the best email management tools out there, this tool is especially known for managing personal inboxes. The AI of SaneBox is aware of the person’s email habits and sorts them accordingly, as soon they get into your inbox.
ActiveInbox
Emails can distract you from your work, especially the unwanted ones, Active Inbox not only manage your inbox but also helps in scheduling your tasks. The tools divide all your emails and transform them into tasks task with deadlines.
Clean.Email
This email management tool helps you sort your emails amongst folders, like important, personal, updates, and others. The tool has a smart filter that helps you see the emails that have been divided into folders after the tool scans your entire inbox.
Edison
This tool is very much similar to Sanebox, you unsubscribe from any newsletter with just a simple click. It has some quite interesting features that helps you manage your inbox. It has a swipe action feature where you can swipe to check your emails quickly.
Mailstrorm
This tool is considered one of the best tools for filtering emails. Although, it is not an AI, bit it follows the trend, it has advanced spam protection features and can link up to different email providers.
Conclusion
So, above were some best email management tips that feature to sort your mailbox and free yourself from the hassle of searching the important email from the pile of unwanted emails. But make sure to use all the cool features of the email app and emerge all the email accounts together to reap the fruit of easy app benefits. To get a clutter-free inbox, start using the above techniques today and save your valuable time.
FAQs
Which is the Best Email Management Software?
SaneBox is said to be the best Email management software.
Is there a better Email than Gmail?
There are some alternatives to Gmail and they are OutlooK, ProtonMail, Zoho Mail.
What is Email Management software used for?
Email Management software is mainly used to keep your mail inbox organised, so that you can answer those mails that are important quickly.
Baishali Das Adhikari
