13 Best Email Management Software (Expert Pick for 2025)

While working on our online businesses, we have used a number of email management software options, such as Drip for our email newsletters and Help Scout for customer support.

Along the way, we have experimented with different platforms for creating drip campaigns, building email lists, sending automated emails, and more.

However, after a lot of trial and error, we realized that not every email management software is built the same. Each has its own pros and cons, whether you are looking for a solution for customer support, email marketing, sales, or simply managing personal emails.

In this article, we will explain everything we have learned from testing the best email management software options on the market and help you choose the right one for your needs.

Overview of the Best Email Management Software

If you are in a hurry, then you can take a quick look at our top picks of the best email management software to help make your decision.

Rank	Software	Best For	Pricing
🥇	Help Scout	Customer support email management	$25/month per user
🥈	Constant Contact	Email marketing	$12/month + Free trial
🥉	Omnisend	Using email campaigns to boost sales	$16/month + Free
4	Gmail	Bloggers and individuals	Free

Keep reading to see a full list and all our detailed reviews.

How We Test And Review Email Management Software

Email management tools can help you organize, prioritize, and manage communication across your websites and online projects. This software can automate email tasks and be a great way to save time and increase productivity.

However, there are many different email management software for all kinds of WordPress sites, making it difficult to choose the right one. That’s why we tested email management software for four different use cases: customer support, email marketing, sales, and individuals.

During testing, we paid special attention to the following criteria:

• Ease of Use: We have included email marketing tools that are beginner-friendly and come with extensive documentation to help you understand the product’s full potential.
• Different Use Cases: Each email software is built differently. That is why we have tried to include tools for different kinds of users, such as individuals, marketers, online store owners, and more.
• Email Support: We have recommended tools for sending and receiving customer emails to debug errors or troubleshoot problems.
• Email Marketing: We have prioritized tools for building email lists and sending engaging emails to bring back traffic.
• Email Management: You will find tools to manage emails sent by customers right in your dashboard. With the tools in the customer support category, you’ll also be able to assign queries to different support staff.
• Email Sales: Our list features software with visual builders for creating abandoned cart emails, discount offer emails, and other conversion-boosting emails.
• Reliability: We have only included the email management software that we have tested ourselves on real websites.

Having said that, let’s take a look at our list of the best email management software. Keep in mind that we divided our list into 4 different categories, so feel free to use the links below the jump to the option that suites your needs best:

Best Email Management Software for Customer Support

Customer support heavily relies on email communication to manage support tickets, contact users, and provide a consistent experience.

Here is a list of some best email management software for customer support.

1. Help Scout

Help Scout is an all-in-one help desk software that manages all your chat, email support requests, and social conversations in a central place. We use it on the WPBeginner site for our customer support needs, and we love it.

In our experience, Help Scout’s collaborative inbox helps ensure that customer emails are visible to the entire team and makes it easy to create canned responses.

We have seen how the tool can create automated workflows to set up autoresponders for initial replies, send saved responses for common questions, and trigger custom notifications based on email content.

It also has collision detection, internal notes, a knowledge base feature, and a single email thread feature that takes customer communication via email to a new level.

We were particularly impressed by HelpScout’s in-depth reports, which show key metrics like total resolutions, average resolution time, happiness rate, and more.

All of these things combined make Help Scout the best customer support service on the market.

Pros of HelpScout:

• HelpScout lets you embed surveys directly within emails to gather customer feedback.
• We like its email routing feature, which allows you to set up rules to assign emails to specific agents based on different factors.
• It seamlessly integrates with various tools, including CRM systems and eCommerce platforms, to provide a unified support experience
• We love its AI (artificial intelligence) Assist feature. It provides suggestions to improve email drafts, including grammar fixes, conciseness adjustments, or tone modifications.
• It offers conversation ratings and analytics.

Cons of HelpScout:

• Using HelpScout can become difficult as you scale up. This is because the tool is built for small to medium-sized businesses.
• It can be a bit expensive if you are on a tight budget.

Why we recommend Help Scout: If you have a small business site, then Help Scout is a great choice. It lets you manage all your customer support emails in one place. Plus, you can use AI to create better email responses and assign tickets based on different criteria.

2. Heroic Inbox

Heroic Inbox is an excellent help desk plugin that allows you to manage all your customer support processes right from the WordPress dashboard. It’s not quite as powerful as Help Scout, but it’s an excellent choice for small—to medium-sized businesses.

We’ve tested Heroic Inbox thoroughly in the past. To learn more about our experience, check out our HeroThemes review.

During our testing, we found the tool to be super beginner-friendly and easy to manage, making it a great choice for business owners who want to handle all their emails directly from their website’s backend.

It lets you send pre-written responses when a new email comes in and manage all the emails on your admin dashboard without integrating with a third-party tool.

Heroic Inbox also comes with premade templates for frequently used responses that can boost email communication with customers.

Plus, it lets you compose emails and save them as drafts. This allows the team manager to review the email before sending it to the user.

Other than that, we love how you can create and manage multiple mailboxes for different departments, such as sales, customer service, and support, all within your WordPress site.

Once you do that, you can set up an autoresponder for each mailbox. For example, if you are creating a customer support mailbox, then you might use an autoresponder to thank the user for their question.

This will help you provide top-notch customer support.

Pros of Heroic Inbox:

• We like that the plugin lets you categorize different conversations using email tags.
• Upon testing, we discovered that the plugin tells you when a customer opens up your email. It also has collision detection, autoresponders, and a ticket history feature.
• Heroic Inbox can integrate with Heroic KB to build documentation for your business.
• It offers a WooCommerce integration that lets users view their purchase history in your store.
• It offers detailed analytics and reports features to monitor team performance, track response times, and identify areas for improvement.

Cons of Heroic Inbox:

• When reviewing the plugin, we didn’t like its integration process with Gmail because it’s not that beginner-friendly, and you have to download a Google Workspace app for it.
• It has no free plan.

Why we recommend Heroic Inbox: This plugin is ideal for small to medium businesses who want to manage all their customer support emails right from the WordPress dashboard.

3. FreshDesk

FreshDesk is another customer service solution that stood out to us. One standout feature of this tool is that it lets you automatically convert incoming emails into support tickets. Plus, it’s quite affordable.

We were also impressed that it allows you to manage multiple support email addresses within a single Freshdesk account. That way, different departments can handle their respective inquiries efficiently.

It sets up rules to assign emails to specific agents or teams based on criteria like urgency, topic, or customer type. The tool also has a shared inbox where team members can collaborate on customer emails.

It even allows you to send automatic notifications to customers and agents when there are updates or changes to a ticket, keeping all parties informed in real time.

Additionally, FreshDesk has internal notes, canned responses, SLA management, and a collision detection feature to improve communication.

It also lets you configure advanced settings such as DKIM records and SPF records to improve email deliverability and security.

Pros of FreshDesk:

• We liked that FreshDesk keeps all email communication within a single thread. This provides a chronological history of the conversation for both agents and customers.
• The software has amazing features like creating a self-service portal through forum support, FAQs, a help widget, and AI automated voice responses.
• It provides in-depth analytics and reporting.
• FreshDesk has live chat support and chatbots.
• During testing, we discovered that it integrates with various email services, including Gmail and Microsoft Office 365, to send and receive emails directly from Freshdesk.

Cons of FreshDesk:

• If you have a small business, then using this tool can be overwhelming because it has a lot of features.

Why we recommend FreshDesk: FreshDesk is an affordable option for email management. It is ideal for rapidly scaling businesses that need to provide efficient support.

Best Email Management Software for Marketing

If you are a marketer, then the following list of email management software options will better suit your needs.

4. Constant Contact

Constant Contact is the best email management software for marketers because it has a user-friendly builder for creating attractive emails. During testing, we found the tool to be easy to use.

Despite its advanced features, Constant Contact’s organized layout makes getting started easy, even for beginners. We really appreciate this, especially since many other tools tend to have cluttered interfaces. For details, see our Constant Contact review.

It lets you create drip campaigns and build automated workflows. For instance, you can send custom welcome emails, birthday messages, or abandoned cart emails.

The tool also lets you build and segment your contacts, making it a great choice to grow your email list.

In addition, the tool can create lead-generation forms to grow your email list directly from your website.

Constant Contact is also a powerful tool for marketers because it allows you to build customizable landing pages to capture new sign-ups.

Pros of Constant Contact:

• It lets you access unlimited emails, a free image library, and built-in social media sharing tools.
• We loved the quality of customer support offered by the tool, including live chat, phone calls, email, community support, and a vast knowledge base.
• It has A/B testing to test different versions of your email subject lines, calls to action, or content.
• We appreciate its powerful reporting feature that shows open rates, click-through rates, and other engagement metrics.

Cons of Constant Contact:

• Constant Contact allows you to build basic landing pages, but the customization options are limited.
• Some users have run into difficulties when canceling their Constant Contact accounts.

Why we recommend Constant Contact: If you are a marketer who wants to generate leads and bring more traffic to your website using emails, then Constant Contact is the best choice.

5. Brevo

Brevo (formerly Sendinblue) is great CRM, automation, email, and SMS marketing software. It allows you to create abandoned cart emails, welcome messages, sales notifications, and more.

We have thoroughly tested and evaluated Brevo. To learn more, see our Brevo review.

Our research revealed that the tool allows you to build automated email sequences and test different versions of the emails to optimize their performance.

Additionally, you can use Brevo to manage email marketing right from your WordPress dashboard using the Newsletter, SMTP, Email marketing and Subscribe forms plugin.

It also comes with an advanced segmentation feature to organize and segment your contacts into lists and folders.

You can easily add or update contact attributes to send relevant content to the right audience.

Overall, we recommend this tool for small businesses looking to launch email and SMS marketing campaigns together.

Pros of Brevo:

• You can integrate it with landing page builder and eCommerce platforms.
• Brevo lets you create automated SMS messages.
• We were impressed by its AI algorithms that select the best time to send bulk emails for the best email deliverability.
• You can also use this tool for CRM, live chat, and Facebook Ads.
• It lets you create simple sign-up forms for lead generation.

Cons of Brevo:

• When researching the tool, we found that some users experience inconsistencies with email deliverability.
• It only offers basic functions in the free plan.

Why we recommend Brevo: If you have a small business and are looking to launch email and SMS marketing campaigns, then Brevo is the best choice.

6. HubSpot

HubSpot is another CRM, email, and SMS marketing platform that can help you grow your contact list. It has customizable features to build an email list with your branding and uses AI to create subject lines and optimize your email copy.

During testing, we found that its intuitive interface makes managing emails and contacts easy and efficient. To learn more about our experience, see our HubSpot review.

HubSpot offers advanced segmentation, automation, and detailed reporting tools, ideal for marketers who want to personalize campaigns and track performance.

It allows you to personalize email content based on criteria like recipient names, demographics, interests, or website behavior. The tool also lets you create automated workflows that can be triggered by form submissions, website visits, or abandoned carts.

HubSpot also has a comprehensive analytics feature that lets you know important information like conversion rates and unsubscribes.

Pros of HubSpot:

• We loved HubSpot’s CRM (Customer Relationship Management) feature. It lets you organize and manage customer data for targeted email marketing campaigns.
• It has a high email deliverability rate and comes with A/B testing.
• With HubSport, you can create chatbots, WordPress forms, and landing pages.
• HubSpot has a free plugin that makes it easy to integrate the service with WordPress.

Cons of HubSpot

• The software has a free plan with limited features. However, its paid plan can get expensive.
• HubSpot has many features, which can be overwhelming if you don’t plan on using some of the other features offered by the tool.

Why we recommend HubSpot: If you have a rapidly scaling business and want a tool to act as a CRM, email, and SMS marketing platform, form builder, and website builder, then HubSpot is the all-in-one solution for you.

7. AWeber

AWeber is one of the oldest email marketing software options around. It lets you build visually appealing email campaigns using dynamic elements that can adjust based on subscriber information. It’s great for beginners since it doesn’t offer an excessive amount of advanced features.

We researched and tested it thoroughly before writing this article. To learn more, see our AWeber review.

During evaluation, one feature we particularly appreciated was its user-friendly editor, which made it easy to create professional-looking campaigns without any coding experience.

What’s even more impressive is how scalable AWeber is. Whether you are just starting with email marketing or you plan to expand your business, AWeber has the tools and flexibility to grow with you.

The tool also offers features like list management, autoresponders, A/B testing, and email tracking with detailed insights, making it a great choice.

Plus, AWeber can seamlessly integrate with WordPress, allowing you to manage emails right from the dashboard. For details, see our tutorial on how to connect AWeber to WordPress.

Pros of AWeber:

• AWeber offers email marketing features such as AMP emails, automatic RSS-to-email for bloggers, and tag-based subscriber segmentation.
• It can seamlessly integrate with popular WordPress membership plugins like MemberPress.
• The tool allows you to create customizable sign-up forms to embed on your website and grow your email list.
• We liked the tools’ powerful automated email sequence feature.

Cons of AWeber:

• The landing page builder in AWeber’s paid plans offers basic functionalities.
• Some of the premade templates have outdated designs.

Why we recommend AWeber: If you are just starting with email marketing, then AWeber is a good choice because it is super beginner-friendly and doesn’t offer an overwhelming range of features.

Best Email Management Software for Sales

If you have an online store and want to boost sales through emails, the following list of email management tools could be a good choice.

8. Omnisend

Omnisend is a well-known email marketing platform for eCommerce websites. It’s our top pick if you want to boost sales with customized emails and automated tools to help reduce cart abandonment.

We’ve tested this tool extensively over the years, and we always stay up-to-date on its features. To learn more, see our Omnisend review.

In our opinion, the ‘Product Recommender’ is one of Omnisend’s standout features. It allows you to easily create personalized and visually appealing emails with product recommendations based on your customer’s browsing behavior and purchase history.

This feature makes it simple to showcase relevant products directly in your emails, boosting engagement and driving more sales.

Omnisend also comes with eCommerce-specific automation tools. From abandoned cart emails to post-purchase follow-ups, the software offers automation workflows that help nurture customer relationships and increase conversions with minimal effort.

Plus, it can easily integrate with popular eCommerce platforms like Shopify, BigCommerce, and WooCommerce, making it easy to sync customer data and trigger personalized campaigns.

Omnisend can also act as an SMS marketing tool, allowing you to send personalized messages to users with their names, locations, and other information.

This makes Omnisend an ideal choice for those wanting to grow their online stores through targeted, automated email marketing.

Pros of Omnisend:

• The software offers eCommerce-related features like customer lifecycle data, on-site behavior, message engagement, and more.
• When researching, we discovered that you can also send push notifications with Omnisend.
• It shows detailed analytics and reports on your marketing performance.
• We were impressed that the tool lets you launch Facebook and WhatsApp message campaigns.

Cons of Omnisend:

• Omnisend can be expensive if you have just started your online store.
• It can be a bit difficult to integrate it with other tools.

Why we recommend Omnisend: If you are looking for software that lets you send customized emails and use premade automated email sequences to recover abandoned carts, then Omnisend is the best solution for you.

9. Drip

Drip is another great platform for boosting sales by launching email marketing campaigns. It is also a powerful automation tool for creating workflows that are triggered after users complete specific actions. The tool is user-friendly and highly scalable, so it’s great for growing businesses.

We are currently using this platform at WPBeginner to send emails to our subscribers, and we’ve had a great experience so far. To learn more about our experience, see why we switched from MailChimp to Drip.

This tool is best known for creating drip campaigns, which involve sending a series of automated emails to customers at predetermined intervals.

Other than that, the software offers revenue tracking, A/B testing, and contact list segmentation, making it a great choice.

Pros of Drip:

• We love Drip’s user-friendly form builder and landing page builder.
• It provides detailed reports on your campaign performance.
• The software can integrate with any eCommerce platform like Shopify or WooCommerce.
• We particularly liked the online courses and detailed documentation offered by Drip to better understand the product.

Cons of Drip:

• Drip can be expensive and a bit complicated to use for small businesses.
• It doesn’t have a free plan.

Why we recommend Drip: If your WooCommerce store is rapidly growing, then Drip is a great solution for creating automated email sequences.

10. Streak

Streak allows you to convert your Gmail inbox into a powerful CRM (Customer Relationship Management) tool. So, it’s great if you use Google Workspace to manage your business.

One nice thing about Streak is it can track all outgoing emails and see when recipients open them and click on links.

Other than that, we discovered that it could personalize bulk emails with user data, schedule emails to be sent later, break down complex email threads, and allow email sharing with team members.

The tool can also generate reusable email templates for frequently used content snippets, saving you time and ensuring effective communication.

Pros of Streak:

• Other than managing your emails, Streak can be used as a CRM. It can organize your leads, deals, and projects using customizable pipelines.
• We liked that the software allows you to track progress for each project using a Kanban-board-style interface.
• It lets you store and manage all your contact information in Gmail.
• You can assign tasks to yourself or team members, set deadlines, and track progress within email threads.

Cons of Streak:

• Streak only offers basic email tracking features.
• It does not allow you to create automated workflows or drip campaigns.
• Some users have complained that Streak’s Kanban-style interface looks cluttered and difficult to manage with a large number of team members.

Why we recommend Streak: If you have a small online store and previously used Gmail to manage your emails, Streak is a good choice. It will work as a CRM and an email management tool, keeping everything in a central place.

Best Email Management Software for Individuals

If you manage your own WordPress blog, you might be more interested in the following email management tools.

11. Gmail

Gmail is a free service developed by Google and is the most popular email management tool in the world. It allows you to send and receive emails easily and organize them in folders using labels. It’s ideal If you run a small website and you don’t plan on sending that many emails.

At WPBeginner, all our employees use Gmail for their individual mailboxes, so we can vouch for how great it is. Plus, we evaluated it extensively in our Google Workspace review.

One thing we love about Gmail is that you can mark important emails with stars or use the built-in priority inbox to highlight critical messages that require immediate attention.

Plus, you can delete and archive multiple emails, undo sends, create pre-written templates, and access everything from your mobile.

For details, see our tutorial on how to set up a shared Gmail inbox for your WordPress site.

Pros of Gmail:

• We appreciate Gmail’s powerful search functionality, which allows users to find specific emails by sender, recipient, keywords, or other criteria.
• You can temporarily remove emails from your inbox and reschedule them to reappear at a designated time.
• The tool can seamlessly integrate with Google Docs, Google Calendar, and Google Tasks.
• The software offers a generous amount of storage space for your emails.

Cons of Gmail:

• Gmail is not as customizable as other dedicated email management platforms.
• It offers limited collaboration features.
• Managing a large team’s emails within a single Gmail environment can become overwhelming.

Why we recommend Gmail: If you have a simple WordPress blog and are not planning to send as many emails to users, then Gmail is a great choice.

12. Outlook

Outlook (formerly known as Hotmail) is another email management tool in the Microsoft 365 suite. It’s great if you’re already using other Microsoft tools.

During testing, we found it to be super reliable for organizing and managing both personal and professional emails. It helps you stay on top of communications by categorizing, sorting, and filtering emails into different folders, making it easy to find what you need quickly, even as your inbox grows.

Plus, it allows you to track whether recipients open your emails and see if they’ve clicked on links.

You can also create reusable templates with Outlook and schedule emails to be sent at a later date. This saves you a lot of time, especially when sending out similar emails repeatedly.

Pros of Outlook:

• It lets you create, manage, and share calendars with colleagues. You can schedule appointments, set reminders, and track deadlines.
• During testing, we found that Outlook can be used to schedule meetings with internal and external attendees.
• The tool lets you create contact lists and groups to send segmented emails.
• You can also create to-do lists with Outlook.

Cons of Outlook:

• It does not have any email marketing features.
• A free Outlook account only comes with basic customer support.

Why we recommend Outlook: Overall, Outlook provides a comprehensive suite of features for managing your emails, calendar, contacts, tasks, and more. It can be a great choice for personal and professional use.

13. Kit (Formerly ConvertKit)

Kit (formerly ConvertKit) allows you to build engaging emails and complex automated workflows in just a few minutes. It’s a great option for non-technical creators looking to grow their business.

We signed up for a free trial of Kit so we could test it out and assess its features. We found its drag-and-drop builder to be really intuitive, so even if you’re a beginner, you can use it to create polished email campaigns.

The tool also offers reusable content blocks, which makes the email creation process more efficient. You can simply drag and drop your pre-made sections wherever you need them.

Kit can also be used to create landing pages and sign-up forms. You can also organize your subscribers with detailed tags and segment your audience for targeted email campaigns.

Kit has an A/B testing feature to optimize your campaign performance.

Pros of Kit:

• We liked that the tool lets you import existing contacts from other platforms and export your subscriber list for further analysis.
• You can use the software to sell digital products and offer paid newsletter subscriptions.
• The software allows you to set up automated email sequences for abandoned carts, welcome messages, onboarding processes, and more.

Cons of Kit:

• You will need the premium plan to unlock Kit’s automation features.
• The email templates have limited design flexibility.

Why we recommend Kit: Kit can be a good choice for creators with small businesses or blogs that want to scale rapidly.

What Is the Best Email Management Software?

In our opinion, Help Scout is the best email management software for customer support because it is beginner-friendly. Plus, it offers features like shared inbox, auto-replies, conversation routing, and more.

You can also create a knowledge base and live chat widget with the tool.

On the other hand, if you want to use email to generate leads and bring back traffic, then Constant Contact is the best email marketing software.

It has beautiful email templates and a visual builder, lets you create drip campaigns, and offers a free image library.

However, if you have an online store, then we recommend Omnisend. It is a powerful automation and email marketing tool that is built with eCommerce stores in mind.

Similarly, if you just have a simple WordPress site, then you can use Gmail or Kit.

Frequently Asked Questions About Managing Emails

Here is a list of some questions that are frequently asked by our readers.

1. How do I manage thousands of emails?

As your website grows, you will get more emails from customers every day reporting bugs or asking about your products. This can get very difficult to manage.

That is why we recommend using email management software. These tools offer various features to organize, prioritize, automate, and track your emails. They can also improve your overall email workflow and productivity.

2. What features should I consider when choosing email management software?

When choosing an email management software for your website, you should consider the following features:

• Ease of Use: You should opt for beginner-friendly tools that offer extensive documentation.
• Organization: The tool must offer basic organization features like labels, folders, filters, and search functionality.
• Automation capabilities: It should be able to create drip campaigns and have features like autoresponders, email sequences, and scheduling.
• Collaboration tools: The software must allow collaboration with other team members using shared inboxes, task management, and commenting.
• Integrations: It should be compatible with other tools you use (e.g., CRM, project management).

3. How can I grow my email list?

There are many ways to grow your email list. For instance, you can add a contact form to your website, where users must add their email addresses to submit any queries about your products.

Or, you can encourage users to sign up for your newsletter for a discount, use an exit intent popup, offer content upgrades, run giveaways, and more.

For more tips, see our tested and easy ways to grow your email list.

Related Guides for Email Management

• How to Get a Free Email Domain
• How to Manage WordPress Comment Notification Emails
• Best SMTP Service Providers with High Email Deliverability
• How to Create a Free Business Email Address (in 5 Minutes)
• How to Create an Email Newsletter the RIGHT WAY (Step by Step)

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