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Email management software is a software solution that helps businesses manage large volumes of emails to organize and declutter their inbox. It lets users create predefined labels and filters, such as primary, promotions, subscriptions, and spam, to help sort and arrange their emails.
Email management software tools are mostly used by sales, marketing, and customer service teams to schedule emails, set up meetings with clients and teammates, route emails to the right departments, and send automated responses when they’re not available.
Let’s discuss some of the benefits of using email management software for marketing:
Manages multiple contact lists: Marketing involves keeping track of multiple prospects from various sources, such as social media and email campaigns. An email management tool lets you create dedicated contact lists to segregate prospects for better targeting. You can run personalized email campaigns for any particular list to increase the chances of conversion.
Assists with lead management: Email management tools help separate qualified leads from the unqualified ones by syncing lead data with your customers’ contact information. This feature allows your sales and email marketing teams to focus on leads that are most likely to convert.
Enhances customer support: An email management tool eliminates the exhausting process of manually responding to multiple customer emails with the same query. It lets you create canned responses for popular customer queries and automatically sends them when a customer emails your business or contacts your help desk or customer service.
Simplifies communication from multiple accounts: As a small business, you might maintain multiple email accounts to connect with customers, internal teams, vendors, etc. Logging in and out of these accounts to handle communication can be time-consuming. Email management software offers a centralized dashboard that lets you easily access and switch between multiple accounts to help simplify email communication.
Here are some key software features to help you understand how to use an email management software solution:
Inbox management: Monitor incoming and outgoing emails, track their delivery status, and identify and block spam accounts to clear out your inbox.
Response management: Define the rules to sort, categorize, and respond to bulk email messages. You can also set up automated email responses when you’re unavailable or not taking any new clients.
Multiple user accounts: Create multiple user accounts and set up a shared inbox to help teammates manage email lists and respond to clients.
Archiving and retention: Archive important emails containing sensitive client or business information, and retain any deleted emails within a specific period.
Canned responses: Use customizable email templates to create canned responses for frequent customer queries. You can set up automated responses using these email templates to save time replying to customer support queries.
Email routing: Set rules to route emails to different recipients, and automatically copy specific team members on emails. For bulk messaging, you can create an email list and add multiple addresses to it.
Most email management software products are priced on a “per month” basis and can be divided into three pricing tiers based on their starting price.
$1.49 - $5
$6 - $18
The above list summarizes pricing for the base plans of most products. An enterprise product that is priced higher may include additional features such as approving and blocklisting leads, queue management, and email signature management.
Considering the wide variety of software tools available on the market, selecting the best email management software for your small business can get complicated. To help you choose the right tool, here's GetApp's Category Leaders report for email management software. This report highlights top-ranking products in the email management category based on verified user ratings for ease of use, functionality, value for money, likelihood of recommendation, and customer support.
Email management tools can assist small businesses in many ways, including:
Provides security against cyberattacks: Email management software tools offer a centralized dashboard to manage multiple email accounts. These solutions offer end-to-end encryption and two-factor authentication to safeguard the sensitive information in your email accounts. With such role-based access, your email inbox data stays secure.
Helps organize and manage customer information: Email management software not only filters and organizes your emails but also helps manage crucial customer information, such as addresses and phone numbers, and stores them in a database. You can access this database anytime to quickly retrieve the customer information you want.
Filters out nonexistent email addresses: Email management software analyzes bounced emails to help identify and filter out nonexistent email addresses. This feature helps reduce your email bounce rate and ensures you're working with a clean email list.
Products evaluated for the pricing calculation were taken from GetApp’s email management software category. The pricing ranges exclude freemium versions of the products. The features highlighted were identified based on their relevance and the percentage of products in the GetApp’s directory that offer them.
*The pricing included is for the entry-level/lowest-priced offerings found on vendor websites as of December 23, 2022. These ranges correspond to the 25th, 75th, and 100th percentiles of pricing information gathered from vendor websites of sample products.