Email productivity tools

10 Best Email Productivity Tools in 2023

Despite the advancements in communication technology, email remains integral to our personal and professional lives.

Whether for sending important work documents, communicating with friends and family, or receiving updates from businesses, email remains one of the most reliable and universal forms of communication built on top of an open protocol so a Gmail account can easily collaborate with an Outlook account.

However, with the influx of emails, it’s easy for our inboxes to become cluttered and overwhelming, leading to missed deadlines, lost messages, and decreased productivity. Without these tools, email becomes unusable, and you’re left looking for email alternatives. This is where email productivity tools come in handy.

With the right tools, you can turn your inbox into a streamlined hub of productivity. From scheduling emails to automating tasks, these tools can help you stay on top of your email and focus on what matters most.

This blog will explore 10 of the best email productivity tools to use in 2023. These tools have been carefully curated based on their effectiveness, ease of use, and compatibility with various email providers to help you choose the best option for your business and needs! 📧⚡️

What are Email Productivity Tools?

Email productivity apps are software applications designed to enhance the email experience by automating tasks, prioritizing messages, and integrating with other productivity and communication tools.

Email productivity apps can help you manage your inbox more efficiently, reduce clutter, and save time, allowing you to focus on what matters most.

What sets email productivity tools apart from traditional email clients is their capability to extend the email experience beyond just sending and receiving messages. They can integrate with your calendar, task manager, messaging apps, and other tools, creating a seamless workflow that streamlines your daily tasks.

Benefits of Implementing Email Productivity Tools

Email is one of the most widely used forms of communication for both personal and professional purposes. However, relying solely on basic email can lead to unorganized and overwhelming inboxes, missed deadlines, and decreased productivity.

This is where email productivity tools come in.

With the right tools, email can become a powerful tool for managing tasks, scheduling, and collaborating with others. In a world full of distractions and noise, email productivity tools can help you cut through the clutter and focus on what’s important.

10 Best Email Productivity Tools in 2023

1. ClickUp 

Best for project management, team collaboration, and email management

ClickUp Docs, Chat, and List view in ClickUp
Monitor project updates, manage workflows, and collaborate with the team, all from your ClickUp Workspace

ClickUp is an all-in-one project management and team collaboration tool designed for teams of all sizes across different industries. It offers hundreds of features to help manage your work and boost your productivity to get more done in less time.

What makes ClickUp one of the best productivity tools out there today is its comprehensive list of features for project management and any other use case and its fully customizable platform that lets any individual, team, and entire organization configure ClickUp to fit their unique and growing needs.

Choose from over 15 custom views to set up and visualize your work your way, Custom Fields to customize every part of your ClickUp Workspace, and custom statuses to create a streamlined workflow. You can also use ClickApps to completely customize your team’s experience in ClickUp.

And to make managing emails easier, ClickUp offers an email tool, Email in ClickUp, that lets you send and receive emails within tasks to bring all your communication in one place and simplify your workflow.

Simply integrate ClickUp with your email provider, such as Gmail and Outlook, and start managing your emails without leaving where you work.

Send and receive emails within ClickUp to streamline email management
Send and receive emails within ClickUp to streamline email management

The Email in ClickUp feature, along with the hundreds of features ClickUp offers, makes this tool an effective email management app for every user.

Learn more about how to upgrade your email and team productivity with ClickUp!

Best features

  • Task management: Allows teams to create, assign, and track tasks and subtasks
  • Time tracking: Manage your team’s time more effectively and stay on track toward your goals
  • Project management: Allows teams to create and manage multiple projects simultaneously
  • Collaboration: Enables real-time collaboration and communication among team members regardless of location
  • Integration: Integrates with thousands of applications, including Google Drive, Slack, Github, Hubspot, OneDrive, Dropbox, and even other CRM tools
  • Custom automation: Use pre-built automation or customize your own to automate repetitive tasks and keep processes consistent
  • Hotkeys and keyboard shortcuts: Use hotkeys to speed up the navigation across your Workspace
  • Template library: Access over 1,000 customizable templates for every team and use case
  • Mobile app: Access ClickUp any time from anywhere with the mobile app
  • Integration capabilities: Connect ClickUp to over 1,000 work tools to consolidate your apps and bring all your work to one centralized place

Limitations

  • There is a learning curve due to the number of available features

Pricing

  • Free: Offers basic features for up to 100MB of storage and unlimited users
  • Unlimited: $5 per user per month (billed annually) or $9 per user per month (billed monthly) for unlimited features and storage
  • Business: $9 per user per month (billed annually) or $19 per user per month (billed monthly) for advanced features and integrations like Google SSO and unlimited automations

Customer ratings and reviews

  • G2: 4.7 out of 5 (3,000+ reviews)
  • Capterra: 4.7 out of 5 (6,000+ reviews)

2. TextExpander

Best for text expansion and productivity

Email productivity tool
Reduce typing by automatically expanding short abbreviations into full-length snippets of text with TextExpander

TextExpander is a text expansion and email productivity tool designed to help users save time and increase productivity. Its features include keyboard shortcuts, text expansion, Snippets, automated form filling, and Shared Groups all of which can help users streamline their workflows and reduce repetitive typing. TextExpander integrates with various applications, including Slack, Google Docs, Microsoft Teams, and all your email apps, making it easy to use across different platforms and services.

See some examples of how TextExpander can improve your workflow: Whether you need customer service empathy statements, recruiter cold email call scripts, or new employee welcome notes, TextExpander has you covered!

Best features

  • Snippets: Enables users to store and organize text snippets for easy access and reuse
  • Form filling: Auto-fills forms with commonly used information, such as name and address
  • Customization: Allows users to customize and personalize their Snippets
  • Integration: Integrates with various applications, including Microsoft Outlook, Apple Mail, Slack, Google Docs, and Microsoft Teams
  • Templates: Easily create your own email templates to quickly respond to customer emails
  • Great for sales and marketing teams: Quickly reuse the same content over again without manually retyping

Limitations

  • Some features are only available with a premium subscription
  • The learning curve for setting up and using custom Snippets may be challenging for some users

Pricing

  • Individual: $3.33 per user per month (billed annually) or $4.16 per user per month (billed monthly) for basic features and unlimited Snippets
  • Business: $8.33 per user per month (billed annually) or $10.41 per user per month (billed monthly) for advanced features and team sharing – up to 9 users
  • Growth: $10.83 per user per month (billed annually) or $13.54 per user per month for advanced user management and data insights

Customer ratings and reviews

  • G2: 4.7 out of 5 (60+ reviews)
  • Capterra: 4.7 out of 5 (50+ reviews)

3. SaneBox

Best for efficient email management

Email management tool
SaneBox sends you daily updates about what was sorted and other email activity, so you never miss anything important

SaneBox is an email productivity tool designed to help you stay on top of an overflowing inbox. Its features include inbox management, snooze, reminders, and Do Not Disturb, which can help you stay focused and reduce distractions if your inbox is overflowing. 

Best features

  • Inbox management: Moves unimportant emails out of your inbox and into a separate folder for later review
  • Do Not Disturb: Blocks all incoming emails for a set period of time to reduce distractions
  • SaneForward: Automatically forwards specific types of emails to another email address or service
  • SaneBlackHole: Unsubscribe from unwanted newsletters and promotional emails with one click
  • SaneAttachments: Automatically upload email attachments to cloud storage services like Dropbox, OneDrive, Box, or Google Drive
  • SaneBox works great with Google Workspace

Limitations

  • People with multiple accounts for email will require the most expensive plan
  • SaneBox is not compatible with all email providers

Pricing

  • Snack: $7 per month or $59 per year for one email account
  • Lunch: $12 per month or $99 per year for two email accounts
  • Dinner: $36 per month or $299 per year for unlimited email accounts

Customer ratings and reviews

  • G2: 4.9 out of 5 (150+ reviews)
  • Capterra: 4.9 out of 5 (60+ reviews)

4. Grammarly

Best for writing improvement and correction

Grammar checker and content editor
Use Grammarly to help you write mistake-free in Gmail, Facebook, Twitter, LinkedIn, and any other apps

Grammarly is a writing improvement and correction tool that helps you enhance your writing by providing grammar, spelling, and style suggestions. Grammarly integrates with various writing platforms, including Microsoft Word, Google Docs, and web browsers, making it easy to use across different devices and web-based email systems.

Best features

  • Grammar and spelling checks: Checks for grammar and spelling errors in your writing
  • Style checks: checks for clarity, conciseness, and tone in your writing
  • Vocabulary suggestions: Suggests alternative words and phrases to improve your writing
  • Plagiarism detection: Checks for plagiarism and provides suggestions for rewording or citing sources
  • Writing statistics: Provides insights on your writing, such as word count, readability score, and sentence length
  • Integration: Integrates with various writing platforms, including Microsoft Word, Google Docs, and web browsers

Limitations

  • Advanced features are only available with a premium subscription
  • Integration with some writing platforms may be limited

Pricing

  • Free: basic grammar and spelling checks
  • Premium: $12 per month (billed annually) or $30 per month (billed monthly) for advanced checks and features
  • Business Accounts: $15 per month per user

Customer ratings and reviews

  • G2: 4.6 out of 5 (1200+ reviews)
  • Capterra: 4.7 out of 5 (6,800+ reviews)

5. Spike

Best for team chat

Email app for productivity
Spike turns your emails into simple, easy-to-navigate chat conversations that look just like a text message thread

Spike is an email communication and team collaboration tool that transforms emails into real-time chats, making communication faster and more efficient. Its features include group chat, video conferencing, to-do list management, notes, video chat, and a built-in calendar, all of which can help streamline team collaboration.

While advanced features are only available with a premium subscription, Spike offers a free basic plan for those looking to try out the service, with premium upgrade options for those looking to dive deeper into the platform. 

Best features

  • Conversational email: Transforms emails into real-time chats, allowing for faster and more efficient communication
  • Group chat: Enables team collaboration in a chat-like format
  • Video conferencing: Allows for video calls directly within the app
  • Task management: Includes a built-in to-do list and task management features
  • Notes: Allows for quick and easy note-taking and sharing within the app
  • Calendar integration: Integrates with various calendar apps for easy scheduling and organization

Limitations

  • Advanced features are only available with a premium subscription
  • Spike is not compatible with all email providers
  • The app may take some time to adjust to for those used to traditional email clients

Pricing

  • Basic: Free, with limited features
  • Pro for Small Teams: $5 per user per month (billed annually) or $10 per user per month for Enterprise customers (billed monthly) for advanced features and integrations

Customer ratings and reviews

  • G2: 4.7 out of 5 (60+ reviews)
  • Capterra: 4.7 out of 5 (40+ reviews)

6. Boomerang for Gmail

Best for email productivity and scheduling




Boomerang lets you track if someone replies to an email and set reminders on important messages

Boomerang for Gmail is an email productivity and scheduling tool that allows you to schedule emails, pause incoming emails to reduce distractions in Gmail, and set follow-up reminders. Its features include inbox cleaning, read receipts, and calendar integration, which can help streamline your inbox and increase your productivity. 

Best features

  • Inbox pause: Temporarily stops incoming emails to reduce distractions
  • Follow-up reminders: Reminds you to follow up on important emails that haven’t received a response
  • Inbox cleaning: Removes non-essential emails from your inbox and archives them for later review

Limitations

  • Boomerang for Gmail is only compatible with Gmail and Google Workspace accounts

Pricing

  • Basic: Free, with limited features
  • Personal: $4.98 per month (billed annually) for advanced features and integrations
  • Pro: $14.98 per month (billed annually) for advanced features and integrations
  • Premium: $$49.98 per month (billed annually) that includes Salesforce/CRM Integration 

Customer ratings and reviews

  • G2: 4.7 out of 5 (150+ reviews)
  • Capterra: 4.7 out of 5 (150+ reviews)

7. Otter.ai

Best for voice-to-text transcription and note-taking

Otter.ai transcription and meeting note-taking software
Using Otter.ia to transcribe speech to text in real-time

Otter.ai is a voice-to-text transcription and note-taking tool that allows you to transcribe voice recordings into text in real time. This tool can automatically transcribe and create searchable notes for your meetings, interviews, class lectures, personal notes, and so much more.

Best features

  • Voice-to-text transcription: Transcribes voice recordings into text in real-time
  • Automatic punctuation: Adds punctuation to transcriptions for better accuracy and readability
  • Speaker identification: Identifies different speakers in a conversation for better context
  • Sync across devices: Syncs transcriptions and notes across multiple devices

Limitations

  • Advanced features are only available with a premium subscription
  • Some users may experience issues with the accuracy of the transcription, especially in noisy environments

Pricing

  • Basic: Free, with limited features and uploads
  • Premium: $8.33 per month (billed annually) or $16.99 per month (billed monthly) for advanced features and integrations
  • Business: $20 per month (billed annually) or $30 per month (billed monthly) for additional Administration features

Customer ratings and reviews

  • G2: 4.5 out of 5 (60+ reviews)
  • Capterra: 4.5 out of 5 (50+ reviews)

8. Ginger

Best for writing assistance and correction

AI powered writing assistant to help correct your texts, improve your style and boost your creativity
Using Ginger, an AI-powered writing assistant, to help correct your texts, improve your style and boost your creativity

Ginger is an AI-powered writing assistant designed to improve your writing by providing grammar, spelling, and style suggestions. Its features include sentence rephrasing, translation, and a personal dictionary, which can help you improve the overall quality of your writing while increasing output.

Best features

  • Grammar and spelling checks: Checks for grammar and spelling errors in your writing
  • Style checks: Checks for clarity, conciseness, and tone in your writing
  • Sentence rephrasing: Suggests alternative phrasing for sentences to improve your writing
  • Translation: Translates your content into different languages
  • Integration: Integrates with various writing platforms, including Microsoft Word, Google Docs, and web browsers

Limitations

  • No Google Docs integration
  • The AI-powered suggestions may not always be accurate

Pricing

  • Free: Basic grammar and spelling checks
  • Premium: $6.99 per month (billed annually) or $33.57 per quarter for advanced checks and features

Customer ratings and reviews

  • G2: 4.3 out of 5 (30+ reviews)
  • Capterra: 4.0 out of 5 (80+ reviews)

9. Hunter

Best for finding professional email addresses

Professional email address finder
Using Hunter.io to find professional email addresses in seconds and connect with the people that matter for your business

Hunter is an email address finder that allows you to find professional email addresses for individuals or companies. Its features include email verification, domain search, and email campaigns, which can help you connect with the people that matter to your business. Hunter integrates with various applications, including Salesforce, HubSpot, and Google Sheets, making it easy to use across different platforms.

Best features

  • Email finder: Finds professional email addresses for individuals or companies
  • Email verification: Verifies the accuracy of email addresses to improve deliverability
  • Domain search: Searches for all email addresses associated with a specific domain
  • Integration: Integrates with various applications, including Salesforce, HubSpot, and Google Sheets

Limitations

  • Not all email addresses can be found or verified
  • The accuracy of email addresses may vary based on the company you’re looking for

Pricing

  • Free: allows for limited searches and verifications
  • Starter: $35 per month (billed annually) or $49 per month (billed monthly) for up to 500 searches and 1000 verifications per month
  • Growth: $104 per month (billed annually) or $149 per month (billed monthly) for up to 5000 searches and 10,000 verifications per month
  • Business: $499 per month (billed annually) or $349 per month (billed monthly) for up to 50,000 searches and 1,000 verifications per month

Customer ratings and reviews

  • G2: 4.4 out of 5 (450+ reviews)
  • Capterra: 4.6 out of 5 (500+ reviews)

Bonus: Email drip campaign templates

10. Front

Best for collaborative email management and team communication

Shared email inboxes
Using Front to create share inboxes, manage emails, and more

Front is an email productivity tool for team communication designed for collaborative work. Its features include shared inboxes, workflow automation, assign and track, and team inbox visibility, all of which can help teams manage email efficiently and effectively. 

Best features

  • Shared inboxes: allows teams to collaborate on email management in real-time
  • Assign and track: assigns emails to team members and tracks progress
  • Team inbox visibility: allows team members to see each other’s inboxes and collaborate on responses for better customer service

Limitations

  • You cannot use a third-party email app with Front’s service
  • The app may take some time to adjust to for those used to traditional email apps

Pricing

  • Growth: $49 per seat per month (billed annually) for basic features and integrations with a minimum 5 team members
  • Scale: $99 per seat per month (billed annually) for smart rules and team management 
  • Premier: $229 per seat per month (bill annually) for premier onboarding, API access, and video conferencing support

Customer ratings and reviews

  • G2: 4.7 out of 5 (1700+ reviews)
  • Capterra: 4.5 out of 5 (225+ reviews)

Try integrating Front with ClickUp!

What Makes a Good Email Productivity Tool?

Not all email productivity tools are created equal. When choosing a tool, it’s important to consider a few key factors that can make a big difference in how effective it is.

From a 40,000-foot view, a good email productivity tool should make offer more than just basic email functionalities. This means that it should go beyond basic email functionality and offer features like email scheduling, templates, automation, email templates, and integrations with other tools and services.

Another important factor is compatibility. A good email productivity tool should work with almost every app and service you use, from your calendar and to-do list to your CRM and project management software. This ensures that you can easily incorporate email into your existing workflow, avoid switching between different tools, and prioritize your work.

By choosing a tool that meets these criteria, you can ensure you get the most out of your email and maximize your productivity while enhancing team management.

Get More Done with Email Productivity Tools

As we’ve seen in this roundup, various email productivity tools are available that can help you stay organized, save time, and streamline your workflow. From tools like ClickUp, TextExpander, and some others mentioned in this article, there’s no shortage of options to choose from when you’re ready to take traditional email to the next level.

Email productivity tools can also serve as a centralized hub for all internal and external communications. With the ability to integrate with other tools and platforms, these tools can help you manage everything from customer inquiries to team collaboration, all from one central inbox.

And by consolidating your communication to stem from your email, you can stay organized, save time, and avoid the need to switch between multiple applications throughout the day.

So if you’re looking for a more efficient email productivity app, one of the tools we mentioned here may be the critical missing piece you’ve been searching for.

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Guest Writer:

Clive Hanks

Clive Hanks is a freelance tech journalist who currently resides in Seattle with his wife and young son. He is known for his extensive coverage of the latest technology trends around automation and productivity.

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