Top 13 Email Management Tools for 2025: Expert Reviews & Recommendations

Throughout our journey in managing online businesses, we have utilized various email management tools, including Drip for our email newsletters and Help Scout for efficient customer support.

During this time, we have explored multiple platforms for creating drip campaigns, building email lists, automating emails, and more.

However, after extensive experimentation, we discovered that not all email management tools are created equal. Each one has its unique advantages and disadvantages, whether you need a solution for customer support, email marketing, sales, or simply for managing personal emails.

In this article, we will share insights gained from testing the top email management software available, guiding you in selecting the best option for your specific needs.

Summary of the Top Email Management Tools

If you’re short on time, feel free to glance at our top recommendations for the best email management software to assist you in making an informed choice.

Continue reading for a comprehensive list and our in-depth reviews.

Our Methodology for Testing and Reviewing Email Management Tools

Email management tools assist in organizing, prioritizing, and managing communications for your websites and online projects. These tools can automate email tasks, helping you save time and enhance productivity.

With a variety of email management software available for different types of WordPress sites, selecting the best option can be challenging. We evaluated email management software across four distinct use cases: customer support, email marketing, sales, and individual users.

During our evaluation, we focused on the following criteria:

• User-Friendliness:We have selected email marketing tools that are easy for beginners to use and come with comprehensive documentation to help you maximize the product’s capabilities.
• Variety of Use Cases:Each email management tool is designed for specific purposes. Therefore, we aimed to include options suitable for various users, including individuals, marketers, online store owners, and others.
• Email Support:We have curated a selection of tools designed for effectively sending and receiving customer emails, helping you troubleshoot issues and resolve errors.
• Email Marketing:We have highlighted tools that facilitate building email lists and crafting engaging emails to drive traffic back to your site.
• Email Management:Discover tools that allow you to manage customer emails directly from your dashboard. With these customer support tools, you can also assign inquiries to various support team members.
• Email Sales:Our compilation includes software equipped with visual builders for creating abandoned cart emails, promotional discount emails, and other emails aimed at boosting conversions.
• Reliability:We have only featured email management software that we have personally tested on real websites.

Now, let’s explore our selection of the top email management software. We have categorized our list into four distinct sections, so feel free to use the links below to find the option that best meets your needs:

Top Email Management Software for Customer Support

Customer support relies heavily on email communication to handle support tickets, connect with users, and deliver a consistent experience.

Here is a selection of the best email management software designed for customer support.

1. Help Scout

Help Scout is a comprehensive help desk solution that consolidates all your chat, email support requests, and social media interactions in one place. We use it on the CanadaCreate site for our customer support needs, and we highly recommend it.

Help Scout’s collaborative inbox ensures that all customer emails are accessible to the entire team, making it simple to create pre-written responses.

The tool allows for the creation of automated workflows that can set up autoresponders for initial replies, send pre-saved answers for frequently asked questions, and trigger custom notifications based on the content of emails.

It features collision detection, internal notes, a knowledge base, and a unified email thread feature that enhances customer communication via email.

We were especially impressed by Help Scout’s comprehensive reports, which provide essential metrics such as total resolutions, average resolution time, customer satisfaction rate, and more.

These features collectively position Help Scout as the leading customer support service available today.

Advantages of Help Scout:

• Help Scout enables you to embed surveys directly within emails to collect valuable customer feedback.
• We appreciate its email routing feature, which allows you to establish rules for assigning emails to specific agents based on various criteria.
• It integrates smoothly with numerous tools, including CRM systems and eCommerce platforms, to deliver a cohesive support experience.
• We appreciate the AI Assist feature, which offers suggestions to enhance email drafts, including grammar corrections, improvements in conciseness, and adjustments to tone.
• It provides conversation ratings and detailed analytics.

Drawbacks of HelpScout:

• As your business grows, using HelpScout can become challenging since it is designed primarily for small to medium-sized enterprises.
• It may be somewhat costly if you’re working with a limited budget.

Reasons to recommend Help Scout:Help Scout is an excellent option for small business websites, allowing you to handle all customer support emails in one centralized location. Additionally, it utilizes AI to enhance email responses and enables ticket assignment based on various criteria.

2. Heroic Inbox

Heroic Inbox is a fantastic help desk plugin that enables you to oversee all customer support activities directly from the WordPress dashboard. While it may not be as robust as Help Scout, it is a great option for small to medium-sized businesses.

We have thoroughly tested Heroic Inbox in the past. For more insights about our experience, please refer to our HeroThemes review.

Our testing revealed that this tool is highly user-friendly and easy to navigate, making it an excellent option for business owners who wish to manage all their emails directly from their website’s backend.

It allows you to send automated responses for incoming emails and manage all communications from your admin dashboard without needing any third-party integrations.

Heroic Inbox includes pre-designed templates for common responses, enhancing communication efficiency with customers.

Additionally, you can draft emails and save them for later. This feature enables team managers to review messages before they are sent to users.

We also appreciate the ability to create and manage multiple mailboxes for various departments, such as sales, customer service, and support, all from your WordPress site.

After setting up your mailboxes, you can configure an autoresponder for each one. For instance, a customer support mailbox can use an autoresponder to acknowledge receipt of user inquiries.

This feature will significantly enhance your customer support capabilities.

Advantages of Heroic Inbox:

• We appreciate that the plugin allows you to organize different conversations using email tags.
• Our testing revealed that this plugin notifies you when a customer opens your email. It also includes features like collision detection, autoresponders, and a ticket history.
• Heroic Inbox can seamlessly integrate with Heroic KB to create comprehensive documentation for your business.
• It provides a WooCommerce integration that allows users to access their purchase history directly from your store.
• The tool offers in-depth analytics and reporting features to help you monitor team performance, track response times, and pinpoint areas for improvement.

Drawbacks of Heroic Inbox:

• During our review of the plugin, we found its integration with Gmail to be less user-friendly for beginners, requiring the download of a Google Workspace app.
• There is no free plan available.

Reasons to recommend Heroic Inbox:This plugin is perfect for small to medium-sized businesses that want to manage all customer support emails directly from the WordPress dashboard.

3. FreshDesk

FreshDesk is another impressive customer service solution we evaluated. A key feature of this tool is its ability to automatically convert incoming emails into support tickets, and it is also very budget-friendly.

We were impressed by Freshdesk’s ability to manage multiple support email addresses from a single account, allowing different departments to efficiently address their specific inquiries.

The tool establishes rules to route emails to designated agents or teams based on factors such as urgency, topic, or customer type. It also features a shared inbox for team collaboration on customer emails.

Freshdesk enables automatic notifications to be sent to both customers and agents regarding updates or changes to tickets, ensuring that everyone stays informed in real time.

Moreover, Freshdesk includes features like internal notes, canned responses, SLA management, and collision detection to enhance communication.

It also allows for the configuration of advanced settings like DKIM and SPF records to boost email deliverability and security.

Advantages of Freshdesk:

• We appreciate that Freshdesk keeps all email communications within a single thread, providing a chronological history of conversations for both agents and customers.
• The software offers impressive features, including the creation of a self-service portal with forum support, FAQs, a help widget, and AI-driven automated voice responses.
• It delivers comprehensive analytics and reporting capabilities.
• FreshDesk offers live chat support and chatbot functionality.
• Our testing revealed that FreshDesk integrates seamlessly with various email services, including Gmail and Microsoft Office 365, allowing users to send and receive emails directly from the platform.

Drawbacks of FreshDesk:

• For small businesses, FreshDesk can feel overwhelming due to its extensive range of features.

Reasons to Choose FreshDesk:FreshDesk is a cost-effective solution for managing emails, making it perfect for rapidly growing businesses that require efficient customer support.

Top Email Management Software for Marketing

If you’re a marketer, the following email management software options will cater specifically to your needs.

4. Constant Contact

Constant Contact stands out as the best email management software for marketers due to its intuitive builder for crafting visually appealing emails. Our testing confirmed that the tool is user-friendly.

Despite its advanced capabilities, Constant Contact’s organized interface makes it easy for beginners to get started, which is a refreshing change from many other tools with cluttered designs. For more information, check out our review of Constant Contact.

This tool enables you to create drip campaigns and automate workflows, allowing you to send personalized welcome emails, birthday greetings, or reminders for abandoned carts.

It also offers features for building and segmenting your contact list, making it an excellent option for expanding your email audience.

Additionally, the tool can generate lead-capturing forms that can be integrated into your website to directly grow your email list.

Constant Contact is a robust marketing tool that allows you to design customizable landing pages for attracting new subscribers.

Advantages of Constant Contact:

• You can send unlimited emails, access a free library of images, and utilize built-in social media sharing features.
• We were impressed by the high-quality customer support provided, which includes live chat, phone assistance, email support, community forums, and an extensive knowledge base.
• It offers A/B testing capabilities to evaluate different versions of your email subject lines, calls to action, or content.
• We value its comprehensive reporting feature that tracks open rates, click-through rates, and various engagement metrics.

Disadvantages of Constant Contact:

• While Constant Contact allows for the creation of basic landing pages, the options for customization are somewhat limited.
• Some users have experienced challenges when trying to cancel their Constant Contact accounts.

Reasons to choose Constant Contact:For marketers aiming to generate leads and increase website traffic through email campaigns, Constant Contact is the top choice.

5. Brevo

Brevo, previously known as Sendinblue, is an excellent CRM and marketing software that offers email and SMS automation. It enables you to create abandoned cart emails, welcome messages, sales alerts, and more.

We have conducted a comprehensive evaluation of Brevo. For further details, please check our Brevo review.

Our findings indicate that this tool allows you to create automated email sequences and test various email versions to enhance their effectiveness.

Moreover, Brevo enables you to manage your email marketing directly from your WordPress dashboard using plugins for newsletters, SMTP, email marketing, and subscription forms.

It features advanced segmentation capabilities to help you organize and categorize your contacts into lists and folders.

You can easily add or modify contact attributes to deliver relevant content to the appropriate audience.

In summary, we recommend this tool for small businesses looking to implement email and SMS marketing campaigns simultaneously.

Advantages of Brevo:

• This tool can be integrated with landing page builders and eCommerce platforms.
• Brevo allows you to create automated SMS messages.
• We were impressed by its AI algorithms that determine the optimal time to send bulk emails for maximum deliverability.
• Additionally, this tool can be utilized for CRM, live chat, and Facebook Ads.
• It enables you to create straightforward sign-up forms for lead generation.

Drawbacks of Brevo:

• Our research revealed that some users encounter issues with email deliverability.
• The free plan only includes basic features.

Reasons to recommend Brevo:If you own a small business and want to launch email and SMS marketing campaigns, Brevo is the ideal solution.

6. HubSpot

HubSpot is a versatile CRM, email, and SMS marketing platform that can assist you in expanding your contact list. It offers customizable features to build an email list that reflects your branding and employs AI for crafting subject lines and optimizing email content.

During our testing, we discovered that its user-friendly interface simplifies the management of emails and contacts. For more details about our experience, check out our HubSpot review.

HubSpot provides powerful segmentation, automation, and in-depth reporting tools, making it perfect for marketers looking to customize their campaigns and monitor their effectiveness.

This tool enables you to tailor email content based on factors such as recipient names, demographics, interests, or online behavior. It also allows you to set up automated workflows triggered by actions like form submissions, website visits, or abandoned shopping carts.

HubSpot features a robust analytics system that provides key insights, including conversion rates and unsubscribe statistics.

Advantages of HubSpot:

• We appreciate HubSpot’s CRM (Customer Relationship Management) capabilities, which help you organize and manage customer information for targeted email marketing efforts.
• It boasts a high email deliverability rate and includes A/B testing functionality.
• With HubSpot, you can build chatbots, create WordPress forms, and design landing pages.
• HubSpot offers a free plugin that simplifies integration with WordPress.

Disadvantages of HubSpot

• The software provides a free plan with limited features, but the paid plans can be quite costly.
• HubSpot’s extensive features may feel overwhelming if you don’t intend to utilize many of the additional tools it offers.

Reasons to recommend HubSpot:For rapidly growing businesses seeking an all-in-one solution that combines CRM, email, SMS marketing, form building, and website creation, HubSpot is the ideal choice.

7. AWeber

AWeber is one of the longest-standing email marketing platforms available. It allows you to create visually engaging email campaigns that can adapt based on subscriber data. It’s particularly suitable for beginners due to its straightforward features.

We conducted extensive research and testing before compiling this article. For more details, check out our AWeber review.

One standout feature we appreciated during our evaluation was its intuitive editor, which enables users to design professional-quality campaigns without needing any coding skills.

AWeber’s scalability is truly impressive. Whether you’re just starting with email marketing or looking to grow your business, AWeber provides the necessary tools and flexibility to support your expansion.

Additionally, the platform includes features such as list management, autoresponders, A/B testing, and detailed email tracking insights, making it an excellent choice.

AWeber integrates smoothly with WordPress, enabling you to manage your email campaigns directly from the WordPress dashboard. For step-by-step instructions, check out our guide on connecting AWeber to WordPress.

Advantages of AWeber:

• AWeber provides a range of email marketing features, including AMP emails, automatic RSS-to-email for bloggers, and subscriber segmentation based on tags.
• It integrates effortlessly with popular WordPress membership plugins like MemberPress.
• The platform allows you to create customizable sign-up forms that can be embedded on your website to help grow your email list.
• We appreciated the tool’s robust automated email sequence feature.

Disadvantages of AWeber:

• The landing page builder included in AWeber’s paid plans has limited functionalities.
• Some of the pre-designed templates feature outdated aesthetics.

Reasons to Choose AWeber:If you’re new to email marketing, AWeber is an excellent option as it is user-friendly and does not overwhelm you with too many features.

Top Email Management Software for Sales

If you run an online store and aim to increase sales through email marketing, the following email management tools are worth considering.

8. Omnisend

Omnisend is a leading email marketing platform designed specifically for eCommerce businesses. It is our top choice for increasing sales through personalized emails and automated tools that help minimize cart abandonment.

We have thoroughly tested this tool over the years and consistently keep abreast of its latest features. For more information, check out our comprehensive Omnisend review.

We believe that the ‘Product Recommender’ is one of Omnisend’s most impressive features. It enables you to easily design personalized and visually appealing emails that include product suggestions based on your customers’ browsing habits and purchase history.

This feature simplifies the process of highlighting relevant products directly within your emails, enhancing engagement and driving increased sales.

Omnisend also offers automation tools tailored for eCommerce. From abandoned cart reminders to follow-up emails after purchases, the software provides automated workflows that help cultivate customer relationships and boost conversions with minimal effort.

Additionally, it seamlessly integrates with popular eCommerce platforms such as Shopify, BigCommerce, and WooCommerce, making it easy to synchronize customer data and initiate personalized marketing campaigns.

Omnisend can also function as an SMS marketing tool, enabling you to send personalized messages to users that include their names, locations, and other relevant information.

Omnisend is an excellent option for those aiming to expand their online stores through targeted and automated email marketing strategies.

Advantages of Omnisend:

• The platform provides eCommerce-specific features such as customer lifecycle insights, on-site behavior tracking, message engagement metrics, and more.
• Our research revealed that Omnisend also allows you to send push notifications.
• It offers comprehensive analytics and reports to evaluate your marketing performance.
• We were impressed by the tool’s ability to facilitate Facebook and WhatsApp messaging campaigns.

Disadvantages of Omnisend:

• Omnisend can be costly for those who are just starting their online business.
• Integration with other tools can be somewhat challenging.

Reasons to choose Omnisend:If you need software that enables you to send personalized emails and utilize pre-built automated email sequences to recover abandoned carts, Omnisend is the ideal choice for you.

9. Drip

Drip is another excellent platform for increasing sales through email marketing campaigns. It is also a robust automation tool for creating workflows triggered by specific user actions. The interface is user-friendly and highly scalable, making it perfect for growing businesses.

At CanadaCreate, we currently utilize this platform to communicate with our subscribers, and our experience has been excellent. Discover why we transitioned from MailChimp to Drip.

This tool is renowned for its ability to create drip campaigns, which send a series of automated emails to customers at scheduled intervals.

Additionally, the software includes features such as revenue tracking, A/B testing, and contact list segmentation, making it an excellent choice.

Advantages of Drip:

• We appreciate Drip’s intuitive form builder and landing page creator.
• It offers comprehensive reports on your campaign’s performance.
• The software seamlessly integrates with various eCommerce platforms like Shopify and WooCommerce.
• We especially valued the online courses and thorough documentation provided by Drip to enhance our understanding of the product.

Disadvantages of Drip:

• Drip can be costly and somewhat complex for small businesses to navigate.
• It does not offer a free plan.

Reasons to choose Drip:If your WooCommerce store is experiencing rapid growth, Drip is an ideal solution for developing automated email sequences.

10. Streak

Streak transforms your Gmail inbox into a robust Customer Relationship Management (CRM) tool, making it an excellent choice for businesses using Google Workspace.

A standout feature of Streak is its ability to track outgoing emails, allowing you to see when recipients open them and click on links.

Additionally, Streak can personalize bulk emails using user data, schedule emails for future delivery, simplify complex email threads, and facilitate email sharing among team members.

The tool also provides reusable email templates for commonly used content, helping you save time and enhance communication efficiency.

Advantages of Streak:

• Beyond email management, Streak functions as a CRM, enabling you to organize leads, deals, and projects through customizable pipelines.
• We appreciated the software’s Kanban-board-style interface, which allows you to track the progress of each project visually.
• It enables you to store and manage all your contact information directly within Gmail.
• You can assign tasks to yourself or your team members, set deadlines, and monitor progress within email threads.

Disadvantages of Streak:

• Streak provides only basic email tracking capabilities.
• This tool does not support the creation of automated workflows or drip campaigns.
• Some users have reported that Streak’s Kanban-style interface can appear cluttered and challenging to navigate, especially with a large team.

Reasons to recommend Streak:If you operate a small online store and have previously used Gmail for email management, Streak is an excellent option. It functions as both a CRM and an email management tool, consolidating everything in one place.

Top Email Management Software for Individuals

If you manage your own WordPress blog, you may find the following email management tools particularly useful.

11. Gmail

Gmail, developed by Google, is a free and widely used email management tool globally. It enables easy sending and receiving of emails and allows you to organize them into folders using labels. It’s perfect for small websites that don’t anticipate sending a high volume of emails.

At CanadaCreate, all our team members utilize Gmail for their individual email accounts, so we can confidently recommend it. Additionally, we have conducted a thorough evaluation in our Google Workspace review.

One feature we appreciate about Gmail is the ability to mark important emails with stars or use the built-in priority inbox to emphasize critical messages that need immediate attention.

Additionally, you can delete and archive multiple emails at once, undo sent messages, create pre-written templates, and access your inbox from your mobile device.

For more information, check out our guide on setting up a shared Gmail inbox for your WordPress website.

Advantages of Gmail:

• We value Gmail’s robust search capabilities, which enable users to locate specific emails by sender, recipient, keywords, or other criteria.
• You can temporarily remove emails from your inbox and schedule them to return at a later time.
• The tool integrates smoothly with Google Docs, Google Calendar, and Google Tasks.
• The software provides ample storage space for your emails.

Disadvantages of Gmail:

• Gmail lacks the customization options found in other dedicated email management tools.
• It has limited features for collaboration.
• Managing emails for a large team within a single Gmail account can become challenging.

Reasons to choose Gmail:If you run a simple WordPress blog and don’t plan to send a high volume of emails to users, Gmail is an excellent option.

12. Outlook

Outlook, previously known as Hotmail, is a powerful email management tool included in the Microsoft 365 suite. It is particularly beneficial for users already utilizing other Microsoft applications.

Our testing revealed that Outlook is highly effective for organizing and managing both personal and professional emails. It enhances your communication efficiency by categorizing, sorting, and filtering emails into designated folders, allowing you to quickly locate what you need, even as your inbox expands.

Additionally, it provides functionality to track whether recipients have opened your emails and whether they have clicked on any links.

Outlook also enables you to create reusable email templates and schedule messages for future delivery, saving you valuable time, especially when sending similar emails multiple times.

Advantages of Outlook:

• It allows you to create, manage, and share calendars with your colleagues. You can easily schedule appointments, set reminders, and monitor deadlines.
• Our testing showed that Outlook is capable of scheduling meetings with both internal and external participants.
• The tool allows you to create contact lists and groups for sending targeted emails.
• You can also utilize Outlook to create to-do lists.

Disadvantages of Outlook:

• It lacks dedicated email marketing features.
• A free Outlook account includes only basic customer support.

Reasons to choose Outlook:Outlook offers a robust set of features for managing emails, calendars, contacts, tasks, and more, making it an excellent choice for both personal and professional use.

13. Kit (formerly known as ConvertKit)

Kit (formerly ConvertKit) enables you to create engaging emails and complex automated workflows in just minutes. It’s an ideal solution for non-technical creators aiming to expand their business.

We signed up for a free trial of Kit to evaluate its features. The drag-and-drop builder is very user-friendly, allowing beginners to easily design polished email campaigns.

The tool also includes reusable content blocks, streamlining the email creation process. You can effortlessly drag and drop your pre-designed sections wherever needed.

Kit can be utilized to create landing pages and sign-up forms. Additionally, you can organize your subscribers with detailed tags and segment your audience for targeted email campaigns.

Kit features A/B testing to enhance your campaign performance.

Advantages of using Kit:

• We appreciate that this tool allows you to import contacts from other platforms and export your subscriber list for in-depth analysis.
• This software enables you to sell digital products and provide paid newsletter subscriptions.
• The software facilitates the creation of automated email sequences for abandoned carts, welcome messages, onboarding processes, and more.

Drawbacks of Kit:

• To access Kit’s automation features, you will need to subscribe to the premium plan.
• The email templates offer limited design customization options.

Reasons to Choose Kit:Kit is a suitable option for creators with small businesses or blogs looking to grow quickly.

What is the Best Email Management Software?

In our view, Help Scout stands out as the top email management software for customer support due to its user-friendly interface. It includes features such as a shared inbox, auto-replies, conversation routing, and more.

Additionally, you can create a knowledge base and integrate a live chat widget using this tool.

Conversely, if your goal is to use email for lead generation and driving traffic, Constant Contact is the ideal email marketing software.

It features attractive email templates, a visual builder, the ability to create drip campaigns, and provides access to a free image library.

For online stores, we highly recommend Omnisend. This powerful automation and email marketing tool is specifically designed for eCommerce businesses.

If you have a simple WordPress site, Gmail or Kit are great options to consider.

Common Questions About Email Management

Here are some questions that our readers often ask.

1. How can I manage a large volume of emails?

As your website expands, you’ll receive more emails from customers daily, reporting issues or inquiring about your products, which can become challenging to handle.

That’s why we suggest utilizing email management software. These tools provide various features to help organize, prioritize, automate, and track your emails, enhancing your overall email workflow and productivity.

2. What features should I look for in email management software?

When selecting email management software for your website, consider the following essential features:

• User-Friendly Interface: Choose tools that are easy for beginners to use and come with comprehensive documentation.
• Organizational Tools: The software should include basic organizational features such as labels, folders, filters, and search capabilities.
• Automation Features:The tool should support the creation of drip campaigns and include functionalities such as autoresponders, email sequences, and scheduling.
• Collaboration Features:The software must enable collaboration among team members through shared inboxes, task management, and commenting capabilities.
• Integrations:It should seamlessly integrate with other tools you utilize, such as CRM and project management software.

3. What are effective strategies to grow my email list?

There are numerous strategies to expand your email list. For example, you can include a contact form on your website that requires users to provide their email addresses to submit inquiries about your products.

Additionally, you can motivate users to subscribe to your newsletter in exchange for a discount, implement exit intent popups, offer content upgrades, conduct giveaways, and more.

For further tips, check out our proven and straightforward methods to grow your email list.

Related Guides for Email Management

• How to Obtain a Free Email Domain
• How to Effectively Manage WordPress Comment Notification Emails
• Top SMTP Service Providers for Optimal Email Deliverability
• How to Set Up a Free Business Email Address in Just 5 Minutes
• Step-by-Step Guide to Creating an Email Newsletter the Right Way

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