Best Email Management Software 2025

What is Email Management Software?

Email management software is a technology tool that connects to your email inbox. It sorts and organizes email, can manage multiple accounts, and helps businesses respond to customers and partners quickly. Companies use this kind of software to filter sensitive information and send automated responses to prioritized channels.

Email management software frequently uses artificial intelligence (AI) technology to handle large volumes of email and improve the customer service experience. In a competitive business world, the more important the email, the more critical fast responses become.

A good email management software platform facilitates communication and workflows, preventing crucial communications from being lost or delayed.

These tools can be purchased stand-alone but are usually connected to CRMs, email marketing software, and IT management products as apps or modules. Automated response features can help track customer information, campaign feedback, service desk communications, and improve overall communication. Email management tools can also be components within or addons to office suites.

Email Management Software Features

Common email management software features include:

• Advanced search
• Analytics/reporting
• Archiving and retention
• Automated follow-ups
• Backup/recovery
• Batched delivery
• Data security
• Digest of blocked emails
• Email folders/filters
• Email monitoring
• Email signature(s)
• Inbox snooze
• Integrate across multiple email clients and systems
• Manage multiple inboxes
• Meeting scheduler
• Mobile access
• Reminders
• Routing/response management
• Scheduled/delayed response
• Spam filtering
• Task Lists
• Templates
• Unsubscribe
• Workflow automation

Email Management Software Comparison

Email management software tools range in features and price for small, mid-market, and enterprise organizations. There are some options for individuals as well. Pricing typically increases with more features and complexity.

When purchasing email management software, evaluate the volume of email you need to manage--now and in the future. Are you looking for a comprehensive solution that integrates with your CRM or other software? Do you need to set up a system to route emails containing sensitive data? Or do you just need to organize your office email?

Consider also the ease of migration, integration with your current apps and modules, and the learning curve of the new product. How seamless is the data sync across platforms? What capabilities and customization options are included? Also, decide whether you need a desktop installation or a web-based solution.

When considering budget, also remember to examine options that offer room to grow and the customer support you will need. Some vendors have storage limitations and charge extra for training, tech support, and added space.

Pricing Information

Pricing varies widely, depending on the functionality required, integrations involved, and the number of accounts managed. Vendors typically offer freemium plans or free trials for individual and small business solutions.

Paid options begin at around $9/mo for entry-level and range to $79/mo per account for small to mid-market levels. Contact enterprise vendors to request a demo and specific pricing information.