Email Management Software – an introduction
Email Management is the process of managing high volumes of inbound electronic mail received by organisations. It is an essential component of customer service management. It is used by businesses to provide customer support via email responses. Typical components of such systems include an email ticketing system, an email receipt module, spam filtering, email collection, retrieval and search functions, and intelligent analysis tools.
The 10 most popular Email Management Software solutions
1. Mailparser.io is a data processing and workflow automation product for small and mid-sized organisations. It provides tools for extracting data from incoming emails and attachments, and automatically transfers the parsed data to Google Sheets, Excel, CRM systems and many other third party applications. Such features can save a great deal of time as there is no need to manually enter and review data, whilst keeping the integrity of the original data intact.
Mailparser.io enables users to process incoming emails and convert them to a data format that better fits their needs. The system can be used to extract tracking numbers, order information, leads, and other kinds of data hidden in emails. The software can process any kind of recurring mail – for example, emails from contact forms and order receipts.
2. Front is a shared inbox for teams that brings all business communications into a single collaborative platform. Teams in customer support, sales, operations, IT and marketing can manage support@, sales@ and other group email addresses, Facebook, Twitter, chat, and SMS messages in one place, and respond without switching between multiple tools.
Designed for team collaboration, Front enables users to assign emails and messages in a shared inbox to be assigned to teammates, making it clear who is responsible for responding, whilst collision detection prevents multiple replies to the same message. Users can directly mention teammates to share and discuss messages and drafts before sending a response to a customer. Email templates allow users to quickly reply consistently to common questions.
Additional features include internal comments, follow-up reminders, read receipts, mail merge, email sequences, and canned responses. Mobile apps for Android and iOS devices are available. Front integrates with third party applications like Salesforce, Slack. GitHub and Asana.
3. Zoho Mail is typically used by small businesses becomes it comes as part of a package of solutions to help build client databases, keep track of expenditures and project future revenue. However, Zoho Mail is also convenient for home use, and there is a chat feature which allows users to connect instantly with friends and family that have a Zoho account.
Zoho is one of easiest email accounts to use. There are no ads in the free version, and the tool bar has the basic functions clearly marked, including the task calendar, to-do-lists and a contact book. The program includes both a spam and trash folder, although users have to manually enter the email addresses of senders whose messages they want to redirect to these folders. There is unlimited inbox storage, so there is no need to delete any messages.
Images and documents up to 200 MB can be sent, and attachments can be previewed without sending them. It offers a conversation view feature which means that messages sent and received by a single contact are kept together and can be read in chronological order.
Zoho Mail also offers mail collecting. This means users can redirect other email accounts to their Zoho inbox and read all their messages in one place. When they reply to a message that originated from one of their other email accounts, that email and not the Zoho email address, will show in the sender fields.
4. Yesware provides email tracking, customisable templates, an email scheduler, meeting booker and CRM integration to Gmail and Outlook users. The product plugs into email inboxes, allowing users to employ its capabilities where they already work. Users can create and use email templates, send mail merges to up to 200 recipients, and sync emails, calls and calendars with their CRM system. With this solution, sales managers are able to see activity-based reports and performance detail without relying on additional detail.
Yesware also allows users to share effective templates with peers. It is compatible with Gmail.
5. SendinBlue Email empowers businesses to build and grow relationships through email campaigns, transactional emails and SMS messages. Responsive tools allow users to create striking emails that drive action, and make design easy for both advanced and new users.
Emails can be launched immediately or scheduled for later. Automated campaigns can be created to send welcome emails and other confirmations. Email security is guaranteed and the program ensures that emails reach the inbox of subscribers.
SendinBlue integrates with a number of plug-ins which automatically push email addresses to one of their accounts. It also integrates with e-commerce and CMS platforms, and other third party applications, including WordPress, Drupal, Magento, and Shopify.
Results can be viewed in real-time, and there is a Heat Map to see the areas in marketing campaigns where contacts interact the most with the company.
6. Microsoft Outlook is one of the best-known global email solutions. It is a webs-based suite of webmail, contacts, tasks and calendaring services from Microsoft. Outlook’s web interface follows the same familiar style as most other email clients, with folders and organisational tools on the left, the contents of the current folder in the centre, and a simple preview pane on the right (with adverts in the case of the free account).
A toolbar gives speedy access to common features, and right-clicking folders or messages shows just about everything else.
The service automatically detects important emails and places them in a focused inbox, keeping any distractions out of sight. Events including flights and dinner reservations can be added to a calendar. It is easy to share the calendar with other Outllok.com or Office 365 users, or in a Family calendar that everyone can access.
Attachment support includes the ability to directly share OneDrive files as copies or links. Files can also be attached directly from a Google Drive, Dropbox or Box Accounts, and there is a 15 GB mailbox capacity.
Microsoft also offers a host of app-based integrations, such as Skype, PayPal, Yelp, Uber and more.
Upgrading to Office 365 gets users an ad-free inbox, 50GB mail storage and 1TB of OneDrive Storage. Extras include offline working, professional message formatting tools and phone, or chat-based, support.
7. Gmail has an extensive range of email tools and features, including 15GB of inbox storage space, a 100-per-day limit on sent messages, and no inbox ads to interfere with navigating the program. Along with an email address, Gmail also gives users automatic access to many of Google’s other services, such as Drive, Calendar, Maps and Google Plus. Google Translate within Gmail can also be used to translate messages in other languages.
Gmail allows users to attach files up to 25MB and upload them more than one at a time. Once they are attached, documents and images are displayed as thumbnails so it is easy to verify the correct files have been attached. When attachments are received in an incoming message, these, too, are displayed as thumbnails so they can be previewed and made sure that they are safe before downloading to a computer.
The program keeps user inboxes safe by automatically identifying and sending spam messages to a spam folder. It also has virus scanning and phishing blocks, so users know the messages they are getting do not have hidden threats attached to them.
8. SendGrid is designed to improve transactional email delivery and is scalable to meet users’ needs. Providing flexible web APIs, SendGrid easily integrates with any cloud based email infrastructure.
The software aims to improve on the fact that 20% of all emails sent never reach an inbox, which means that delivery is never guaranteed. To solve this problem, SendGrid provides application developers with email deliverability expertise, ensuring that all emails reach customer inboxes. The program supports various frameworks, languages and applications.
It also offers actionable real-time analytics. Users can categorise and monitor email campaigns, and track statistics down to an email address. They can track requests, delivered mails, bounces, repeated bounces, spam reports, repeat spam reports, invalid email requests, open tracking, click tracking, unsubscribe tracking and blocks. All statistics are available or customisable through the solution’s Event and/or Web SPIs.
9. INinbox is a tool that makes email marketing easy for users with affordable and user-friendly email marketing solutions. The program makes it easy to create, send, and track emails, plus automate time consuming tasks, by connecting INinbox click-easy with more than 200 popular business applications like Salesforce, PayPal, WooCommerce, and Magento.
The solution schedules email, tracks sent emails, offers professional built-in professional HTML templates, and offers contact, and Subscriber List, management.
10. Notion AI is an advanced system which helps users to prioritise emails. This email app uses artificial intelligence technology to sort through an inbox, and even spam folders, and determine which emails users should read first, and also which ones they should respond to immediately. The solution also tries to understand the relationships involved when users communicate, in order to predict which ones are the most important to them.
The app groups the less important emails together, gives notifications when an important email comes in, prompts users to reply when there is a deadline involved, and also shows them their relationship with the person emailing them.
How to choose the best Email Management Software
One important consideration when choosing an Email Management Software is to decide whether you should opt for a free service like Gmail and Outlook, or opt for a paid service instead. Whilst the merits of a free service speak for themselves, there are arguments for in favour of a paid service. For example, a paid service will be ad-free, whilst most of the free solutions will show ads either in the solution itself, or in your related web browser.
Free services typically have limits on the number of messages you can send or receive a day, and inbox storage space (although these are usually enough for most users), whilst paid services usually provided unlimited options. In addition, paid services usually have terms that prevent the supplier using the content of your messages or data in any other context. By contrast, Google, for example, in their Terms of Service, reserve the right to use, reproduce, and publish any content sent through their services.
Another consideration is functionality. Whilst some programs offer email functionality, others go further and provide inbox prioritisation, email tracking, Heat Maps and other tools. Therefore, make an assessment of your needs, potential cost and benefits, and make your determination accordingly.
Types of Email Management Software
There are two main types of Email Management Software:
Desktop email clients – these products offer a list of sophisticated features including WYSIWYG (What-you-see-is-what-you-get) editors for composing messages, and anti-spam and anti-phishing security.
Online email services – also known as webmail, offer the same features as desktop email software.
Email Management Software helps companies to manage large volumes of inbound mail. It is typically used by companies to manage email communication with their customers and prospective clients.