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Best Email Productivity Tools

Email productivity tools help you get your work done smoothly and quickly. These tools not only reduce stress but also allow you to cure chronic procrastination habits. If your email inbox is overflowing with messages, it could be time to reevaluate your email management process with the help of some of these tools.

Have you ever wondered which apps are best for managing your email to make you more productive? Or maybe, you’re new to the productivity system game and haven’t found an application that works for you. In this article, I’ll share with you some of my favorite tools that can help you manage your email efficiently and make you more productive.

Sanebox

Who has time to sort emails into folders every day? Sanebox adds folders to every device you use to check email. Messages are then automatically managed, with distracting emails moved to a folder, and important messages deposited into your inbox. The entire process is automatic and based on your past interactions. Here are a few additional benefits you’ll get from Sanebox:

  • Take a break with Do Not Disturb.
  • Unsubscribe with one click.
  • Snooze email for later.
  • Track emails.

Pricing: Plans start at 7 cents per day (paid yearly) with the most popular “Lunch” plan costing $99 per year.

Polymail

Email is only part of the overall communication picture. Polymail makes it easy to turn emails into action items, tracking their progress, and easily adding appointments to your calendar. Check out some of the features you’ll get from Polymail:

  • Integrations with many popular business apps.
  • Track emails.
  • Create message templates for frequently sent messages.
  • View profile details on senders and recipients.
  • Delayed sending.
  • Analytics.

Pricing: Plans start at $10 per month.

polymail screenshot

Doodle

If you’ve ever tried to schedule a meeting over email, you likely already know what a time-consuming process it can be. Simply determining everyone’s eligibility is a process in itself. Doodle streamlines meeting scheduling by letting you send your availability to let others choose a time that works best for them. Here are a few other ways Doodle can help you with your meetings.

  • Open time blocks for appointments.
  • Sync meetings to calendars.
  • Set deadlines and reminders.
  • Scheduling across multiple platforms, including Google Calendar and Outlook.
  • Plugins for tools like Slack and Zoom.
  • Custom integrations to personalize your experience.

Pricing: Plans start at $4.49 per month.

Alexa

You may already be familiar with Alexa as the smart speaker you have in your home or office, but what you may not know is that the device can help you boost your email productivity. Using simple voice commands, here are a few things Alexa can do for you:

  • Tell you what’s on your calendar today.
  • Read emails to you.
  • Archive an email.
  • Send an email.
  • Reply to an email.
  • Send text messages via Google SMS.

Pricing: The app is free. Devices start at $49.99.

FB Pages Inbox

Facebook can be a great tool for connecting with existing and future customers and clients. But first, it’s important to set up a page and make a plan for interacting with customers who visit you there. The inbox attached to your Facebook page has three components: messages, comments, and automated responses. Here are some of the features each of these will bring you:

  • Messenger is Facebook’s email service, allowing you to exchange messages through the platform.
  • The comments section collects all comments on your page in one place for easy management.
  • Automated responses let you set up auto-replies to common messages you receive through your page.

Pricing: Free!

 Active Inbox (for Gmail)

Starting at $49.92 per year

Is your inbox really a to-do list? ActiveInbox is an add-on for Gmail that gives you options to turn mail into tasks. Say your realtor emails you asking what properties you want to see tomorrow. You don’t want to deal with that message right now, but it’s important to do today. ActiveInbox puts new buttons in Gmail that let you set a deadline of “today” on that message. You can also add subtasks to it, such as “review property listings to view tomorrow” so that you don’t have to reread the whole message when you’re ready to reply. If that’s your most important message for today, you can also drag and drop it at the top of your inbox, so it’s front and center.

EmailAnalytics.

emailanalytics

You can only change your bad habits and fix problematic situations if you’re aware they exist in the first place.

EmailAnalytics visualizes your email activity (or your team’s), showing you who your top senders and recipients are, your busiest days and hours, how many emails you send and receive every day, and your average email response times.

It’s the perfect way to identify areas that need improvement, and track how you improve over time. You can also use it to track and analyze your employees’ email activity, so you can improve as a team.

The concept is simple: that which gets measured gets improved.

Microsoft MyAnalytics.

Microsoft’s MyAnalytics

Microsoft’s MyAnalytics platform is designed for teams that use Office 365.

It helps you identify your habits and analyze how you’re spending your time, but it relies heavily on data from your Outlook account, calendar, and other apps. Once you learn what’s wasting your time, you can take measures to reduce its impact.

Microsoft MyAnalytics.

Microsoft’s MyAnalytics

Microsoft’s MyAnalytics platform is designed for teams that use Office 365.

It helps you identify your habits and analyze how you’re spending your time, but it relies heavily on data from your Outlook account, calendar, and other apps. Once you learn what’s wasting your time, you can take measures to reduce its impact.

Zapier

Zapier lets you integrate actions between your apps without having to know how to code. Through “Zaps,” connections between your apps, and “Tasks,” actions that move data between those apps, you can seamlessly automate many repetitive actions. This allows you to cut down on the amount of time you spend adding events and tasks from emails into all of your calendars and project management apps. The possibilities are endless:

  • Automatically add tasks from your email into Asana or Todoist.
  • Automate adding an attachment to Google Drive every time you receive an attachment in Gmail.
  • Automatically add events from your Microsoft Outlook account to your Google Calendar.

Pricing: You can start with a free plan or a $19.99 “Starter” plan.

Woven

If you’re looking for a better way to manage the multiple calendars that come with multiple email accounts then Woven could be the answer you’re looking for. Woven makes it easier to schedule meetings between people who have multiple email accounts. It will automatically detect schedule conflicts in your calendar, even between multiple email accounts. Other benefits include:

  • Allows you to block out time when you are unavailable.
  • Can display calendars integrated or separate.
  • Displays analytics of how you spend your time.
  • Send scheduling links and group polls to avoid endless back-and-forth emails.

Pricing: Free!

woven screenshot

GetProspect

You can improve your productivity by organizing contacts at the initial steps of your workflow. At the research stage, the Getprospect email address finder can help. It is a comprehensive tool that allows finding corporate information about leads in several clicks and adds to your email campaign management. 

 Crystal (for Chrome)

Free; $29 per month

Crystal, which is a browser plug-in, tells you about the person you’re emailing so you can change your tone to suit them. Does the person prefer short and direct communication or an informal and chatty approach? Crystal learns about your email recipient based on their online persona and then suggests phrases to use that will appeal to them. While it isn’t a foolproof method for writing better emails, it could be helpful for making inroads with new clients and colleagues. It’s free to try, but you’ll need a paid account for integration with CRMs, LinkedIn, and Gmail.

With this software, you have access to: 

  • Powerful LinkedIn email extractor in the form of extension.
  • Significant leads database with CRM features.
  • Google sheet add-on for contact enrichment.
  • One-time and in-bulk email extraction and verification.
  • Integration via API or apps like Zappier.

Pricing: The extension and basic web app are free, while the paid plans start at 49$ per month.

 Discoverly (for Chrome)

Free

Do you ever get an email from someone whose name is familiar but you just can’t place how you know them? Chrome plug-in Discoverly tells you about the people who email you, based on their information from LinkedIn, Gmail, Twitter, and Facebook. When a new email arrives, you can see whether you and the sender share any mutual friends. You can also see whether they’ve tweeted recently and what they said. If you swap messages often with people who are “loose ties,” this is a great app to help you stay on top of your email game.

Todoist for Gmail

You can easily manage all of the incoming tasks in your inbox with Todoist for Gmail. This extension also saves you from having to switch back and forth between your Todoist and Gmail accounts to complete tasks and add follow up reminders—you can do it all right within Gmail. With this extension, you have the ability to:

  • Turn emails into Todoist tasks.
  • Complete Todoist tasks within Gmail.
  • Extension built into Shift.

Pricing: Both the extension itself and the basic version of Todoist are free. Paid plans for Todoist Premium start at $4 per month.

todoist Shift screenshot

Dropbox for Gmail

Streamline the process of using Dropbox and a Gmail account together with this extension. Dropbox for Gmail allows you to send and preview files and links without having to navigate away from your Gmail account. The ability to share Dropbox links in emails also means that you won’t use up storage space in your Gmail account. If you just aren’t a fan of Google Drive, this extension is the best way to use a different file storage app with your Gmail account. Key reasons to use Dropbox for Gmail include:

  • Send Dropbox links in emails.
  • Save storage space in your Gmail account.
  • Extension built into Shift.

Pricing: The extension itself is free. Dropbox offers a free “Basic” plan with 2GB of storage and paid plans start with the “Plus” plan at$9.99 per month with 1TB of storage.

dropbox ui screenshot

Simplify Gmail

Developed by Gmail’s former lead designer Michael Leggett to streamline the Gmail inbox, this extension brings a minimalist aesthetic to your favorite email app. Simplify Gmail eliminates a lot of the distractions that come with a Gmail account so you can focus on the work that is really important. Highlights of this extension:

  • Minimalist design for the Gmail inbox interface.
  • Works with Chrome, Firefox, and Edge browsers.
  • Extension built into Shift.

Pricing: Free!

Mixmax

This Gmail extension is built for sales, marketing, and customer success teams to streamline workflow and connect all of the apps used day-to-day. In short, Mixmax helps to make the customer sales experience more efficient and makes customer communication more interactive. There are a huge number of features included in Mixmax:

  • Schedule emails.
  • Develop polls and surveys for Gmail.
  • Integrate with other apps.
  • Automatically personalize customer emails.
  • Track when emails are read.
  • Email templates.
  • Extension built into Shift.

Pricing: Entry-level plans include both a free plan and paid plans start at $9 per month with the “Starter” plan.

Grammarly

Nobody’s perfect, especially when it comes to the written word. If you’re firing off the typical 40 emails a day, chances are you’re making a mistake or two along the way. That’s where Grammarly can help. With its web extension, you can automatically check any email. That means Grammarly will be operating in the background, 24/7, alerting you whenever you have an error in your document. Here are some benefits you’ll get from Grammarly:

  • Grammar and spelling errors highlighted
  • Feedback on the conciseness of your text.
  • Check any text through copy and paste it into the Grammarly editor.
  • Extensions are available for desktop versions of Outlook and Word.
  • Premium version includes readability checks, a plagiarism detector, and more.
  • Extension built into Shift.

Pricing: Free for the basic plan. Premium plans start at $11.66 per month.

Conclusion

Email has become an essential part of our daily workload, which makes it essential for companies to provide tools that help their employees work more efficiently.

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