Email productivity tools help professionals spend less time managing email while getting more done. The average worker sends and receives about 121 messages per day, and between 25% and 52% of a typical workday goes to reading, writing, checking, and managing email.
Even a small improvement in email efficiency can reclaim hours of lost time each week. In this guide, we rank 51 email productivity tools across five categories: general productivity, sales, Gmail built-ins, inbox cleanup, and task management.
Table of Contents
- Key Terms
- How We Evaluated These Tools
- The Best Email Productivity Tools for Professionals
- Email Productivity Tools for Sales
- Email Productivity Tools Within Gmail
- Email Productivity Tools for Cleanup and Organization
- Task Management Apps That Double as Email Productivity Tools
- Comparison Table
- Start Here: Your Email Productivity Checklist
- Frequently Asked Questions
- What are email productivity tools?
- What is the best email productivity tool for teams?
- How can I reduce the time I spend on email?
- Are there free email productivity tools?
- What email productivity tools work with Gmail?
- How do Zapier and IFTTT work with email?
- What is the difference between email tracking and email analytics?
Key Insight
The principle is simple: that which gets measured gets improved. Start with analytics to understand your email habits, then layer in the tools that address your biggest time drains. Don’t try to adopt all 51 tools at once; pick 3-5 that solve your most pressing problems.
Key Terms
Email Productivity Tool: Any web app, browser extension, desktop app, or plugin that helps you handle email more efficiently. Categories include analytics, scheduling, grammar checking, inbox cleanup, automation, and CRM integration.
Inbox Zero: A time management approach where you process every email in your inbox to empty (or near-empty) by the end of each session. The goal isn’t to answer every email instantly, but to decide on an action for each one: reply, delegate, defer, or delete.
Email Scheduling: The ability to compose an email now but send it at a future time. Tools like Boomerang and Right Inbox enable this. Scheduling helps you write when it’s convenient and deliver when it’s optimal for the recipient.
Canned Response: A pre-written email template you can insert with a click. Gmail’s built-in Templates feature (formerly Canned Responses) and tools like Auto Text Expander save time when you send similar messages repeatedly.
Email Automation: Rules and workflows that trigger actions automatically. Tools like Zapier and IFTTT connect email to other apps, performing chains of actions without manual effort.
Email Tracking: Technology that notifies you when a recipient opens your email. Tools like Mailtrack and Yesware use invisible tracking pixels to report open times and frequency.
How We Evaluated These Tools
We assessed each tool on four criteria: how directly it reduces time spent on email, ease of setup and daily use, compatibility with Gmail and other major platforms, and whether it solves a distinct problem not covered by other tools on the list. We also verified that each tool is actively maintained and available.
The Best Email Productivity Tools for Professionals
These general-purpose tools help you diagnose problem areas, write better, automate repetitive tasks, and improve your overall approach to email.
1. EmailAnalytics
Quick Summary
EmailAnalytics visualizes your email activity (or your team’s), showing top senders and recipients, busiest hours, send/receive volume, and average email response times.
You can only fix bad email habits if you know they exist. EmailAnalytics integrates with Gmail and Google Workspace to show you who your top contacts are, your busiest days and hours, how many emails you send and receive, and your average email response time.
It’s the ideal starting point for any productivity effort because it gives you a measurable baseline. You can also track your employees’ email activity to improve as a team.
Key Features:
- Team-wide email activity visualization with per-employee breakdowns
- Average response time tracking within designated work hours
- Send/receive volume metrics by hour, day, and week
- Automated daily or weekly email reports delivered to your inbox
- Google-verified app with secure, private data handling
Who Should Choose EmailAnalytics
- Managers who need visibility into team email responsiveness and volume
- Business owners who want data-driven insight into email productivity
- Organizations that treat email response time as a performance metric
2. Boomerang for Gmail
Quick Summary
Boomerang lets you schedule emails to send later, get reminders when recipients don’t reply, and pause your inbox to protect focus time. See our top sales email follow-up templates.
Boomerang’s core feature is email scheduling: compose now, send at the perfect time. It also alerts you when a sent email goes unanswered, so follow-ups never slip through the cracks. The Inbox Pause feature holds incoming messages until you’re ready to deal with them.
It’s a multi-purpose tool that helps you work more efficiently across scheduling, follow-ups, and distraction management.
Key Features:
- Schedule emails to send at a specific future date and time
- Automatic follow-up reminders when recipients don’t respond
- Inbox Pause to hold incoming email until you choose to receive it
- Respondable AI that scores your emails for readability and response likelihood
- Recurring messages for emails you send on a regular schedule
Who Should Choose Boomerang
- Professionals who need to send emails at optimal times for recipients
- Salespeople who require automatic follow-up reminders for unanswered messages
- Anyone who wants to pause inbox notifications during deep work sessions
3. Mailbird
Quick Summary
Mailbird is a desktop email client for Windows and Mac that unifies multiple email accounts and integrates with Google Calendar, Slack, Trello, Dropbox, and WhatsApp.
Mailbird consolidates multiple email accounts into a single unified inbox. It integrates with productivity tools you already use, including Google Calendar, Slack, Trello, Dropbox, and WhatsApp. Features like email snooze, speed reader, quick reply, and customizable layouts help you stay focused.
Both free and paid versions are available, making it accessible for individuals and teams who want a cleaner email experience without a steep learning curve.
Key Features:
- Unified inbox for multiple email accounts in a single interface
- Integrations with Slack, Trello, Google Calendar, Dropbox, and WhatsApp
- Email snooze, speed reader, and quick reply for faster processing
- Customizable layouts and themes for a personalized workspace
- Available on Windows and Mac with free and paid options
Who Should Choose Mailbird
- Professionals who manage multiple email accounts and want a unified view
- Users who want their email client integrated with Slack, Trello, and Dropbox
- Anyone looking for a faster, more customizable alternative to default email apps
4. BatchedInbox
Quick Summary
BatchedInbox holds all incoming emails and delivers them in batches at times you choose, eliminating the constant trickle of notifications that interrupt focused work.
Instead of receiving emails throughout the day, BatchedInbox holds them and delivers everything at once at your scheduled times. You might set delivery for 9 AM and 2 PM, giving you uninterrupted blocks for deep work in between.
If you schedule your day around these delivery windows, you can spend hours on important projects without email pulling you away.
Key Features:
- Scheduled email delivery at times you choose throughout the day
- Eliminates constant notification interruptions during work blocks
- Customizable delivery windows with as many or few batches as needed
- Works with Gmail to pause and batch incoming messages
- Simple setup with no complex configuration required
Who Should Choose BatchedInbox
- Knowledge workers who need uninterrupted focus time for deep work
- Professionals who check email compulsively and want enforced boundaries
- Anyone who wants to control when email arrives rather than reacting to every ping
5. Right Inbox
Quick Summary
Right Inbox adds email scheduling, follow-up reminders, email tracking, and multiple custom signatures to Gmail.
Right Inbox bundles several useful features into a single Gmail extension. You can schedule emails, set follow-up reminders tied to specific dates, and create multiple custom signatures for different contacts or contexts.
Email tracking lets you know when recipients open your messages. It’s a well-rounded tool that covers scheduling, reminders, and personalization in one package.
Key Features:
- Email scheduling with specific send dates and times
- Follow-up reminders triggered at the day and time of your choosing
- Multiple custom email signatures for different clients or roles
- Email tracking to see when recipients open your messages
- Recurring emails and email templates for repetitive communications
Who Should Choose Right Inbox
- Gmail users who want scheduling, tracking, and signatures in one extension
- Professionals who email different audiences and need context-specific signatures
- Anyone who needs follow-up reminders without installing multiple tools
6. ActiveInbox
Quick Summary
ActiveInbox turns your Gmail inbox into a task list with due dates, sub-tasks, scheduled sending, and follow-up reminders. It’s built for reaching inbox zero.
ActiveInbox converts every email into a manageable task. You can set due dates, create sub-tasks, schedule emails, and set follow-up reminders, all without leaving Gmail.
It’s ideal for people who use their inbox as their primary task management system and want structured workflow inside email.
Key Features:
- Email-to-task conversion with due dates, sub-tasks, and status tracking
- Schedule emails to send later directly from Gmail
- Follow-up reminders when tasks aren’t completed by their due dates
- Project folders for organizing email-based tasks by client or topic
- Designed specifically to help users achieve and maintain inbox zero
Who Should Choose ActiveInbox
- Professionals who manage their entire workflow through email
- People who want structured task management built directly into Gmail
- Users committed to achieving and maintaining inbox zero
7. Rename Email
Quick Summary
Rename Email is a Chrome extension that lets you change email subject lines in your inbox, making messages easier to find and understand at a glance.
Rename Email does one thing and does it well: it lets you rewrite the subject lines of emails in your inbox. If coworkers leave subjects blank or clients use vague titles, you can fix them for your own organization.
It’s a niche tool, but if you’ve ever wasted time searching for an email with a useless subject line, it pays for itself quickly. For more on subject lines, see our post on sales email subject lines.
Key Features:
- Rename any email subject line in your Gmail inbox
- Chrome extension with simple, one-click editing
- Makes emails easier to search and identify at a glance
Who Should Choose Rename Email
- People whose contacts frequently use blank or vague subject lines
- Anyone who relies on subject line search to find emails quickly
8. Generect
Quick Summary
Generect is a real-time lead generation platform that delivers live, verified B2B contact data. Its API integrates with CRMs to automate lead search, enrichment, and validation at scale.
Generect eliminates the problem of outdated contact lists and bounced emails. It delivers verified contact data in real time, so sales teams can spend more time closing deals. Marketers and agencies can reach the right audience without manual search.
The platform includes ICP search, HubSpot lead enrichment, AI-powered email finding, and real-time validation. Its API integrates directly with CRMs and sales tools.
Key Features:
- Real-time verified B2B contact data delivery
- ICP search and AI-powered email finding
- HubSpot lead enrichment and CRM integration via API
- Real-time email validation to eliminate bounces
- Automated lead search and enrichment at scale
Who Should Choose Generect
- B2B sales teams that need verified contact data without manual research
- Agencies and marketers who want real-time lead enrichment for outreach
- Organizations using HubSpot that need automated data enrichment
9. Inbox When Ready
Quick Summary
Inbox When Ready is a Chrome extension that hides your Gmail inbox by default or locks you out of it during specified times, breaking the habit of compulsive email checking.
Inbox When Ready works like BatchedInbox but with a different approach: instead of batching delivery, it hides your inbox entirely. You can set it to lock you out during certain hours or simply hide the inbox view until you choose to look.
Much of our chronic inbox checking is unconscious. This tool breaks that habit by adding a small barrier between you and your messages.
Key Features:
- Hide your Gmail inbox by default to prevent compulsive checking
- Lock yourself out of email during specified focus times
- Override the lock when you genuinely need to check messages
- Chrome extension with simple on/off controls
- Helps break unconscious email checking habits
Who Should Choose Inbox When Ready
- People who check email unconsciously and want to break the habit
- Professionals who need enforced focus periods without email temptation
- Anyone who wants a lightweight tool to reduce inbox distractions
10. FollowUp.cc
Quick Summary
FollowUp.cc sets follow-up reminders for important emails, delays receipt of messages for later handling, tracks email opens, and includes a built-in proto-CRM for managing prospect information.
FollowUp.cc combines follow-up reminders with email tracking and basic CRM functionality. Set reminders to follow up with key contacts, delay delivery of certain emails until you’re free, and track when recipients open your messages.
The built-in contact management makes it useful for salespeople who need prospect information alongside their email workflow.
Key Features:
- Follow-up reminders triggered at the date and time you specify
- Email open tracking to see when recipients read your messages
- Delayed email receipt so you can handle messages when you’re ready
- Built-in proto-CRM for managing prospect and contact information
- Works as both a productivity tool and a lightweight sales tool
Who Should Choose FollowUp.cc
- Sales professionals who need follow-up reminders tied to prospect management
- Busy professionals who want to delay email receipt until convenient times
- Users who want email tracking and reminders without a full CRM
11. KeyRocket
Quick Summary
KeyRocket teaches you Gmail keyboard shortcuts by notifying you in real-time whenever you perform an action that could have been done faster with a shortcut.
Gmail has over 100 keyboard shortcuts, but nobody wants to memorize a list. KeyRocket solves this by watching how you use Gmail and popping up a notification whenever a shortcut exists for what you just did.
You learn shortcuts organically, in context, as you work. Over time, you internalize the shortcuts that save you the most time.
Key Features:
- Real-time notifications when a keyboard shortcut exists for your current action
- Contextual learning that teaches shortcuts as you use Gmail naturally
- Covers Gmail’s full library of 100+ keyboard shortcuts
- Chrome extension with lightweight, non-intrusive notifications
- Gradual learning curve that builds muscle memory over time
Who Should Choose KeyRocket
- Gmail users who want to learn shortcuts without memorizing a list
- Professionals who perform repetitive actions in Gmail daily
- Anyone who values incremental productivity gains from faster navigation
12. Grammarly
Quick Summary
Grammarly is an AI-powered writing assistant that checks grammar, spelling, syntax, and clarity in real-time as you compose emails. It helps you write faster and sound more professional.
Grammarly integrates with your email account and provides automatic prompts when you misspell something, write an unclear sentence, or could use stronger phrasing. It catches errors you’d miss on your own.
The tool works in Gmail, Outlook, and most web-based text fields. Premium features include tone detection, full-sentence rewrites, and style suggestions tailored to your audience.
Key Features:
- Real-time grammar, spelling, and punctuation checking as you type
- Clarity and conciseness suggestions for clearer writing
- Tone detection that flags when your message might sound harsh or unclear
- Works in Gmail, Outlook, and most web-based text editors
- Browser extension, desktop app, and mobile keyboard available
Who Should Choose Grammarly
- Professionals who want to send error-free emails consistently
- Non-native English speakers who need real-time writing assistance
- Anyone who writes high-volume emails and wants faster proofreading
13. QuillBot
Quick Summary
QuillBot’s Humanize AI transforms stiff AI-generated email drafts into natural, human-sounding text. It smooths awkward phrasing, removes repetitive patterns, and adds sentence variety while preserving your original meaning.
If you’ve ever worried that your AI-assisted emails sound too robotic or formulaic, QuillBot’s Humanize AI can help. It works by smoothing out awkward phrasing, removing repetitive patterns, and adding natural variety to sentence structure, all while keeping your original meaning intact.
Beyond basic rewrites, it offers an Advanced mode for deeper transformations, supports multiple languages including Spanish, French, and German, and includes a detection score to show how natural your text sounds. Whether you’re polishing client emails, follow-ups, or daily communications, it’s a quick way to ensure your AI-assisted writing maintains that personal touch that builds real connections.
Pricing: Free plan with basic features (125-word limit per use). Premium at $8.33 per month (annual) or $13.31 per month (semi-annual). Includes full suite: paraphraser, grammar checker, AI detector, plagiarism checker, humanizer, translator, and summarizer.
Key Features:
- AI Humanizer that transforms robotic AI drafts into natural-sounding text
- Advanced mode for deeper text transformations beyond surface-level rewrites
- Detection score showing how natural your text sounds after processing
- Multi-language support including English, Spanish, French, and German
- Full writing suite with paraphraser, grammar checker, plagiarism checker, and translator
Who Should Choose QuillBot
- Professionals who use AI tools like ChatGPT or Claude to draft emails and want them to sound human
- Non-native English speakers who want to polish email tone and fluency
- Anyone who needs a multi-tool writing assistant for paraphrasing, grammar, and humanization
14. Ginger
Quick Summary
Ginger is a Chrome extension that provides real-time grammar and spelling corrections, contextual synonyms, and built-in dictionaries to help you write stronger emails faster.
Ginger works similarly to Grammarly but offers some distinct features. It provides real-time notifications of mistakes, recommends alternative phrases for unclear sentences, and includes contextual synonym suggestions and built-in dictionaries.
It’s a solid alternative if you want grammar checking with an emphasis on vocabulary expansion and synonym variety.
Key Features:
- Real-time grammar and spelling correction in Chrome
- Contextual synonym suggestions for stronger word choices
- Built-in dictionaries for quick word lookups while composing
- Alternative phrase recommendations for unclear sentences
- Translation support for multilingual communication
Who Should Choose Ginger
- Writers who want grammar checking with integrated synonym and dictionary tools
- Non-native speakers who benefit from contextual vocabulary suggestions
- Chrome users who want a lightweight writing assistant with language support
15. Auto Text Expander
Quick Summary
Auto Text Expander creates custom keyboard shortcuts that expand into full paragraphs of text. Type a short abbreviation, and it inserts your pre-written content instantly.
If your job requires typing variations of the same email repeatedly, Auto Text Expander saves enormous time. Create a short trigger phrase like “3pg” that instantly inserts three paragraphs of pre-written text. No copy-pasting, no hunting through old emails.
It’s perfect for customer support replies, product explanations, IT instructions, or any message you send with minor variations.
Key Features:
- Custom abbreviations that expand into full paragraphs of text
- Works in Gmail and any text field in Chrome
- Unlimited shortcuts for different templates and responses
- Instant insertion with no copy-paste needed
- Syncs across devices when logged into Chrome
Who Should Choose Auto Text Expander
- Support teams who send similar responses to common questions daily
- Professionals who type repetitive email content across many messages
- Anyone who wants faster text entry than Gmail’s built-in templates provide
16. Otter
Quick Summary
Otter is an AI-powered speech-to-text assistant that translates verbal speech into written text. Use it to dictate email drafts instead of typing them.
Otter transcribes spoken words into text with high accuracy. While it’s widely used for meeting notes and lectures, it’s also a powerful email drafting tool. If you think and communicate faster by speaking than typing, Otter can cut your email composition time significantly.
Dictate your email, review the transcript, and paste it into your compose window. It’s especially useful for long, detailed responses.
Key Features:
- AI-powered speech-to-text transcription with high accuracy
- Real-time transcription for dictating emails on the fly
- Searchable transcripts for finding and reusing past dictations
- Works on web, iOS, and Android for cross-device access
- Collaboration features for sharing transcripts with team members
Who Should Choose Otter
- People who express ideas more clearly by speaking than by typing
- Professionals who write long, detailed emails and want faster composition
- Anyone who wants to draft emails hands-free while multitasking
17. Evernote
Quick Summary
Evernote is a cross-platform note-taking app with Gmail integration. Use it to capture, organize, and retrieve information you need when composing emails.
Gmail has a built-in note-taking feature (Google Keep), but it’s not comprehensive. Evernote provides a full note-taking system with cross-app support and multiple integrations, so you’ll always have your crucial information accessible.
Clip email content into Evernote for reference, pull notes into email drafts, and keep everything organized by project, client, or topic.
Key Features:
- Cross-platform note-taking that syncs across all your devices
- Gmail integration for clipping email content into organized notebooks
- Powerful search across text, images, and even handwritten notes
- Tagging and notebook organization by project, client, or topic
- Web clipper for saving web content alongside email-related notes
Who Should Choose Evernote
- Professionals who need to reference detailed notes when composing emails
- People who manage information across multiple projects and clients
- Anyone who wants more powerful note-taking than Google Keep provides
18. IFTTT
Quick Summary
IFTTT (If This, Then That) lets you create automated “recipes” that trigger actions based on email events. Connect Gmail to hundreds of other apps for custom automation without code.
IFTTT is the most flexible automation tool on this list. Create your own recipes: trigger a calendar event when you receive an email with certain words, automatically save attachments to cloud storage, or send a notification to Slack when a VIP emails you.
It’s a way to automate almost any email-related task, freeing you to spend time on work that actually requires your brain.
Key Features:
- Custom automation recipes connecting Gmail to hundreds of apps
- Trigger-based actions: “if I get an email with X, then do Y”
- No coding required for creating complex multi-app workflows
- Pre-built applets for common email automation scenarios
- Free tier available for basic automation needs
Who Should Choose IFTTT
- Users who want to automate repetitive email-related tasks without coding
- Professionals who use many apps and want them connected to their email
- Anyone who wants custom automation tailored to their specific workflow
19. Zapier
Quick Summary
Zapier connects Gmail to over 6,000 apps, automating multi-step workflows triggered by email events. It’s more powerful than IFTTT for complex, multi-action automations.
Zapier works like IFTTT but supports more complex, multi-step workflows. When you get an email with an attachment, Zapier can upload it to Dropbox, notify a Slack channel, and create a task in Asana, all from a single trigger.
It connects to over 6,000 apps, making it the most versatile automation tool available. Depending on how you use it, Zapier can save hours of manual work every week.
Key Features:
- Multi-step automated workflows triggered by email events
- 6,000+ app integrations for connecting Gmail to virtually any tool
- Conditional logic and filters for precise automation control
- Pre-built templates for common email automation scenarios
- Free tier with basic Zaps and paid plans for advanced workflows
Who Should Choose Zapier
- Teams that need complex, multi-step email automation across many apps
- Businesses that want to eliminate manual data entry between email and other tools
- Power users who need conditional logic and filters in their automation
Email Productivity Tools for Sales
These tools are geared toward salespeople, but their features can benefit any professional who emails prospects, clients, or external contacts. Don’t miss our post on the top sales productivity tools, and our guide to automated email responses.
20. Yesware
Quick Summary
Yesware provides email templates, scheduling, open/attachment tracking, and Salesforce integration for sales teams who need to manage prospect relationships through email.
Yesware helps sales teams close deals faster with email templates, scheduled sends, and detailed tracking of who opens your emails and attachments. Salesforce integration keeps prospect data updated automatically.
Key Features:
- Email templates with personalization for faster outreach
- Open and attachment tracking to see prospect engagement
- Email scheduling with send-time optimization
- Salesforce integration for automatic CRM updates
- Campaign analytics for measuring outreach effectiveness
Who Should Choose Yesware
- Sales teams using Salesforce who need email tracking and templates
- Reps who want to know when prospects open emails and attachments
21. Gmelius
Quick Summary
Gmelius combines email productivity, CRM, and project management inside Gmail. Convert emails to tasks, create labels, and automate prospect outreach with campaign customization.
Gmelius turns Gmail into a collaboration hub. Convert emails into trackable tasks, create labels for workflow stages, and build automated outreach campaigns based on prospect behavior. It’s a hybrid of email tool, CRM, and project management app.
Key Features:
- Email-to-task conversion with labels and workflow automation
- Shared inboxes and collaboration features inside Gmail
- Automated prospect outreach with behavior-based customization
- Kanban boards for visual workflow management
- Email sequences and templates for sales campaigns
Who Should Choose Gmelius
- Sales teams that want CRM-like features inside Gmail
- Teams needing shared inboxes with workflow automation
22. Streak
Quick Summary
Streak is a CRM built directly into Gmail. Track prospects through your sales pipeline, capture contact information, and assign tasks to team members without leaving your inbox.
Streak adds pipeline management to Gmail. Track prospects as they move from lead to customer, capture information from emails automatically, and assign tasks to salespeople on your team. It transforms your inbox into a visual sales pipeline.
Key Features:
- CRM pipeline management built directly inside Gmail
- Automatic contact data capture from email conversations
- Task assignment and collaboration for sales teams
- Email tracking with open and read notifications
- Customizable pipelines for sales, hiring, support, or any workflow
Who Should Choose Streak
- Small sales teams who want a CRM without leaving Gmail
- Businesses that track deals, hiring, or support tickets through email
23. Send from Gmail
Quick Summary
Send from Gmail is a Chrome extension that opens a Gmail compose window from any webpage. Click an email address, and it auto-fills the subject and message from the page content.
Send from Gmail puts an email compose button one click away on any webpage. When you click an email address, it opens a Gmail compose window, using the page title as the subject line and selected text as the message body. It’s a simple accelerator for salespeople who draft emails from web research.
Key Features:
- One-click Gmail compose window from any webpage
- Auto-fills subject line from page title and message from selected text
- Chrome extension with zero configuration needed
Who Should Choose Send from Gmail
- Salespeople who draft outreach emails while browsing prospect websites
- Anyone who frequently starts emails from web-based research
24. Clearbit Connect
Quick Summary
Clearbit Connect finds any professional email address in under 5 seconds. Enter a name or company, and it pulls contact information from social media and the web.
Clearbit Connect scans the web and social media for professional contact information. If you have a prospect’s name or company, you can find their email address almost instantly. It’s a lead discovery tool that lives right inside Gmail.
Key Features:
- Email address lookup in under 5 seconds from name or company
- Social media and web data enrichment for prospect profiles
- Works directly inside Gmail for seamless prospecting
- Company and role information attached to discovered contacts
- Free tier available for basic lookups
Who Should Choose Clearbit Connect
- Sales reps who need to find prospect email addresses quickly
- Recruiters and marketers who research contacts for outreach campaigns
25. Mailtrack
Quick Summary
Mailtrack is free email tracking software for Gmail. It shows you when emails are delivered and opened, with single and double checkmark indicators.
Mailtrack adds WhatsApp-style checkmarks to your sent emails in Gmail. A single green checkmark means delivered; a double checkmark means opened. You also get timestamps for when emails were opened and how many times.
It’s free to install, making it the most accessible email tracking option for individuals and small teams.
Key Features:
- Free email open tracking with checkmark indicators in Gmail
- Open timestamps showing when and how many times an email was read
- Real-time desktop notifications when recipients open your emails
- Daily tracking report summarizing email engagement activity
- Works directly in Gmail with no complicated setup
Who Should Choose Mailtrack
- Budget-conscious users who want free email tracking in Gmail
- Salespeople who need to know when prospects open their messages
26. HelloSign
Quick Summary
HelloSign lets you send, collect, and store e-signatures directly from Gmail. It speeds up the document signing process for sales contracts, agreements, and onboarding paperwork.
HelloSign integrates with Gmail to speed up document workflows. Send documents for signature, collect e-signatures, and store signed files securely without leaving your inbox. An open API lets you customize it for your specific workflow.
Key Features:
- E-signature collection directly from Gmail
- Document workflow management with status tracking
- Secure document storage for signed agreements
- Open API for custom integrations with other platforms
- Legal validity for signed documents
Who Should Choose HelloSign
- Sales teams that close deals requiring signed contracts via email
- HR departments managing onboarding paperwork through email
27. Digify
Quick Summary
Digify secures and tracks documents sent via email. See when documents are downloaded, and control how recipients can access and use your files.
Digify goes beyond Gmail’s built-in security features. Track when documents are downloaded, set access parameters, and control how files can be used after delivery. It’s ideal for salespeople and professionals who share sensitive documents regularly.
Key Features:
- Document tracking showing download times and access activity
- Access controls for limiting how recipients use shared files
- Security features beyond Gmail’s built-in document protection
- Audit trail for compliance and record-keeping
- Integrates with email workflows for seamless document sharing
Who Should Choose Digify
- Professionals who share confidential documents via email regularly
- Sales teams that need to track when prospects review proposals and contracts
Quick Summary
LinkedIn Sales Navigator helps salespeople find prospects by company, gather contact information, and get lead recommendations using LinkedIn’s social data. See our guide on LinkedIn Sales Navigator vs Premium.
Sales Navigator uses LinkedIn’s database to help you find and connect with prospects. Search by company, role, industry, or seniority level. The platform delivers lead recommendations based on your preferences and provides InMail credits for direct outreach.
Key Features:
- Advanced prospect search by company, role, industry, and seniority
- Lead recommendations based on your ideal customer profile
- InMail credits for direct outreach to prospects outside your network
- CRM integration with Salesforce and other platforms
- Real-time alerts when prospects change roles or companies
- B2B sales teams that prospect primarily through LinkedIn
- Sales reps who need lead recommendations and advanced search filters
29. Checker Plus
Quick Summary
Checker Plus is a Chrome extension for managing multiple Gmail accounts. Get notifications, read, and reply to emails across all your accounts without leaving your current page.
Checker Plus sets up cross-account notifications so you can monitor multiple email accounts simultaneously. Read and reply to emails from a popup without navigating to Gmail. It’s a time-saver for anyone juggling personal and professional accounts.
Key Features:
- Multi-account Gmail management from a single Chrome extension
- Email notifications across all connected accounts
- Read and reply to emails in a popup without opening Gmail
- Customizable notification sounds and badge counts per account
- Quick access to compose, search, and manage labels
Who Should Choose Checker Plus
- Professionals who manage multiple Gmail accounts throughout the day
- Users who want to read and reply without switching browser tabs
30. Discover.ly
Quick Summary
Discover.ly reveals contact information and social media profiles when you browse LinkedIn, Facebook, or Twitter. It helps salespeople find email addresses for leads discovered on social platforms.
Discover.ly overlays contact information on social media profiles while you browse. If your sales process involves finding leads on LinkedIn or Twitter and reaching out via email, this tool bridges the gap between social discovery and email outreach.
Key Features:
- Contact information overlay on social media profiles
- Email address discovery from LinkedIn, Facebook, and Twitter
- Chrome extension that works passively as you browse
- Social connection data showing mutual contacts and networks
- Quick access to verified contact details for outreach
Who Should Choose Discover.ly
- Salespeople who discover leads on social media and need email addresses
- Recruiters who prospect on LinkedIn and need direct contact information
31. Detective by Charlie
Quick Summary
Detective by Charlie provides employee training prompts, Salesforce management guidance, and instant answers to technical questions, all within the sales email workflow.
Detective by Charlie helps sales teams manage their CRM properly while speeding up the email process. Employees get real-time prompts for how to update Salesforce records and immediate answers to technical questions. It reduces interruptions and keeps the sales email process consistent.
Key Features:
- Real-time CRM management prompts for consistent data entry
- Instant answers to technical questions within the sales workflow
- Employee training support embedded in daily email activities
- Salesforce integration for seamless prospect data management
- Reduces inconsistencies and interruptions in the sales process
Who Should Choose Detective by Charlie
- Sales teams using Salesforce who need CRM compliance help
- Managers who want to reduce training interruptions for new reps
Email Productivity Tools Within Gmail
If you use Gmail (and we recommend you do), several built-in tools can improve your email efficiency at no extra cost.
32. Calendar
Quick Summary
Google Calendar is integrated directly into Gmail’s sidebar. Convert emails into calendar events and access your schedule without leaving your inbox.
Google Calendar’s Gmail integration lets you schedule meetings directly from email threads. The Calendar icon on the right side of Gmail’s desktop layout gives instant access to your schedule and lets you convert emails into events with one click.
Key Features:
- Built into Gmail’s sidebar for one-click access to your schedule
- Convert emails into calendar events without leaving your inbox
- Automatic event detection from email content
- Shared calendars for team scheduling and meeting coordination
- Free with any Gmail or Google Workspace account
Who Should Choose Calendar
- All Gmail users who schedule meetings regularly from email threads
33. Tasks
Quick Summary
Google Tasks is Gmail’s built-in to-do list. Convert emails into tasks, set due dates, and check items off, all from the Gmail sidebar.
Google Tasks isn’t as robust as a dedicated project management app, but it handles basic to-do tracking well. Convert emails into tasks, organize them into lists, set due dates, and check them off as you go. It’s available in Gmail’s right sidebar.
Key Features:
- Convert emails into tasks directly from your inbox
- Due dates and task lists for organizing action items
- Check off completed tasks to track progress
- Syncs with Google Calendar for deadline visibility
- Free and built into every Gmail account
Who Should Choose Tasks
- Gmail users who need simple task tracking without a separate app
34. Keep
Quick Summary
Google Keep is Google’s built-in note-taking app, accessible from Gmail’s sidebar. Capture thoughts, action items, and reference material while composing emails.
Google Keep gives you a quick way to jot down notes without switching apps. It’s built into Gmail’s sidebar, so you can capture ideas, save reference material, and create checklists while working in your inbox.
Key Features:
- Built into Gmail’s sidebar for instant note access while emailing
- Color-coded notes, checklists, and labels for organization
- Syncs across all devices with your Google account
- Pin important notes to the top for quick reference
- Free with any Gmail or Google Workspace account
Who Should Choose Keep
- Gmail users who want lightweight note-taking without leaving their inbox
35. Drive
Quick Summary
Google Drive integrates with Gmail’s compose window, making it easy to share, organize, and attach files stored in the cloud.
Google Drive eliminates the hassle of managing email attachments. The Drive icon in every compose window lets you attach cloud-stored files instantly. Files stay updated because recipients access the latest version rather than a static attachment.
Key Features:
- One-click file attachment from Google Drive in any compose window
- Shared files stay updated; recipients always see the latest version
- 15 GB free storage for documents, spreadsheets, and presentations
- Permission controls for view-only, comment, or edit access
- Automatic virus scanning for uploaded and shared files
Who Should Choose Drive
- Gmail users who share files frequently and want cloud-based attachment management
36. Canned Responses (Templates)
Quick Summary
Gmail’s built-in Templates feature (formerly Canned Responses) lets you save and recall pre-written messages with a click. Enable it in Gmail’s Advanced Settings. See our Gmail email templates setup guide.
Canned Responses save time when you send similar messages to multiple people. Draft a message once, save it as a template, and recall it in future emails with a few clicks. It’s ideal for customer responses, onboarding emails, and recurring instructions.
Key Features:
- Save complete email drafts as reusable templates
- Insert saved templates into any compose window with a few clicks
- Edit templates on the fly before sending
- Free and built into Gmail’s Advanced Settings
- No extension or third-party app required
Who Should Choose Canned Responses
- Anyone who sends repetitive emails and wants a free, built-in solution
37. Keyboard Shortcuts (and Custom Shortcuts)
Quick Summary
Gmail offers 100+ keyboard shortcuts, and you can create custom ones in Advanced Settings. Mastering shortcuts is one of the best time management skills for email.
Gmail’s default keyboard shortcuts let you navigate, compose, format, and manage email with single keystrokes. Enable Custom Shortcuts in Advanced Settings to modify defaults or create your own. Each shortcut saves a few seconds, but across hundreds of daily actions, the time adds up.
Key Features:
- 100+ built-in keyboard shortcuts for every Gmail action
- Custom shortcut creation and modification in Advanced Settings
- Navigation, compose, format, and inbox management shortcuts
- Free and built into every Gmail account
- Combine with KeyRocket (tool #11) for accelerated learning
Who Should Choose Keyboard Shortcuts
- Every Gmail user who wants to navigate and manage email faster
38. Snooze
Quick Summary
Gmail’s Snooze feature lets you temporarily remove an email from your inbox and have it reappear at a specified time. It’s built into Gmail, no extension needed. See also: how to schedule an email in Gmail.
The clock icon on each Gmail message lets you snooze it until a future time. The email disappears from your inbox and returns at the time you set. Use it to manage emails so you deal with them when you’re actually ready, not when they arrive.
Key Features:
- Snooze any email until a specific date and time
- Snoozed emails reappear at the top of your inbox when the time arrives
- Review all snoozed emails from the clock icon in Gmail’s sidebar
- Pre-set options for later today, tomorrow, next week, or custom times
- Free and built into Gmail, no extension required
Who Should Choose Snooze
- Anyone who receives emails at inconvenient times and wants to defer them
Email Productivity Tools for Cleanup and Organization
Even with good habits, inboxes get cluttered. These tools help you clean up and stay organized.
39. Clean Email
Quick Summary
Clean Email is a bulk email cleaner that organizes messages into bundles and lets you mass-delete, archive, label, or unsubscribe with a few clicks.
Clean Email groups your messages into smart categories so you can act on hundreds of emails at once. The Auto Clean feature applies rules to incoming messages automatically. Smart Unsubscriber collects all your subscriptions in one place for easy opt-out.
Key Features:
- Smart bundles that group emails by type for bulk actions
- Auto Clean rules that handle incoming messages automatically
- Smart Unsubscriber for one-click opt-out from unwanted newsletters
- Privacy-first design that doesn’t read, sell, or analyze your email content
- Works with Gmail, Outlook, Yahoo, iCloud, and other providers
Who Should Choose Clean Email
- Anyone with a cluttered inbox who needs a one-time deep clean
- Users drowning in newsletters who want to bulk-unsubscribe
40. Mailstrom
Quick Summary
Mailstrom filters and sorts your inbox by subject, time, sender, attachment size, and more. Batch-select and delete irrelevant messages in seconds.
Mailstrom groups your inbox by multiple dimensions and lets you batch-delete the messages that don’t matter. It’s especially useful for tackling inboxes with thousands of unread messages.
Key Features:
- Multi-dimensional inbox sorting by sender, subject, time, and size
- Batch actions for deleting, archiving, or moving thousands of emails
- Visual grouping showing which senders dominate your inbox
- Unsubscribe tools for removing yourself from mailing lists
- Works with Gmail, Outlook, Yahoo, iCloud, and other providers
Who Should Choose Mailstrom
- Users with massively cluttered inboxes who need filter-based cleanup
- Professionals who want to identify which senders consume the most inbox space
41. Sortd
Quick Summary
Sortd converts your Gmail inbox into card-based lists you can drag and drop, giving you a visual, project management-style view of your email.
Sortd overlays a Kanban-style board on your Gmail inbox. Drag emails between custom lists like “To Do,” “In Progress,” and “Done.” It’s a visual approach to email management that works for people who think in lists and boards.
Key Features:
- Kanban-style card lists overlaid on your Gmail inbox
- Drag-and-drop email organization by project, status, or priority
- High-level productivity view of your email-based tasks
- Team boards for collaborative email management
- Works inside Gmail without a separate app
Who Should Choose Sortd
- Visual thinkers who prefer card-based layouts over traditional inbox views
- Small teams that want Kanban-style email management inside Gmail
42. SaneBox
Quick Summary
SaneBox uses AI to automatically sort your emails into custom folders by priority. Unimportant messages go to SaneLater; important ones stay in your inbox. Works with any email platform.
SaneBox analyzes your email history and automatically sorts incoming messages by importance. Low-priority emails move to a SaneLater folder. You can also mark emails based on whether they’ve received a reply. It works with Gmail, Outlook, Yahoo, Apple Mail, and any IMAP provider.
Key Features:
- AI-powered email sorting by priority into custom folders
- SaneLater folder for batching low-priority messages
- SaneBlackHole for permanently blocking unwanted senders
- Reply tracking to flag unanswered emails
- Works with any email platform (Gmail, Outlook, Yahoo, Apple Mail)
Who Should Choose SaneBox
- Professionals overwhelmed by email volume who need automatic sorting
- Users who want AI-based inbox management across any email provider
43. InMoat
Quick Summary
InMoat is an email extension that filters messages based on your stated priorities. Important emails go to your inbox; distractions go to an @InMoat folder for later review.
InMoat works with Gmail and Outlook. Register, select which types of emails matter to you, and InMoat routes everything else to a separate folder. It’s a simple priority filter that keeps your inbox focused on what matters.
Key Features:
- Priority-based email filtering for Gmail and Outlook
- Custom priority settings you define during setup
- Distraction emails routed to @InMoat folder for later review
- Simple setup with no ongoing configuration needed
- Works alongside your existing inbox without changing how email looks
Who Should Choose InMoat
- Users who want a simple, set-it-and-forget-it email priority filter
- Professionals who receive many low-priority emails mixed with important ones
44. Find Big Mail
Quick Summary
Find Big Mail scans your email for large messages and attachments, helping you free up storage space quickly by deleting the biggest files first.
Find Big Mail does exactly what the name suggests: it identifies the largest emails in your account so you can delete them and reclaim storage. Simple, effective, and focused on one job.
Key Features:
- Scans your inbox for the largest emails and attachments
- Sorts results by size for quick deletion of space hogs
- Helps free up Gmail storage without upgrading your plan
Who Should Choose Find Big Mail
- Users running low on email storage who want to free space fast
45. Hiver
Quick Summary
Hiver enables team collaboration on shared email addresses like support@ or info@ inside Gmail. Assign emails, collaborate with internal notes, and prevent duplicate replies.
Hiver creates shared inboxes inside Gmail. Your team can access a single inbox (like support@yourdomain.com), assign emails to individuals, and collaborate with internal notes. Collision detection prevents two people from replying to the same message.
Key Features:
- Shared inboxes managed directly inside Gmail
- Email assignment, internal notes, and collision detection
- Multi-channel support across email, live chat, and WhatsApp
- SLA tracking and automation rules for team workflows
- Free plan with shared inbox, live chat, and knowledge base
Who Should Choose Hiver
- Teams managing group email addresses who need collaboration inside Gmail
- Support teams that want shared inbox functionality without leaving Gmail
Task Management Apps That Double as Email Productivity Tools
These tools are standalone task management, project management, or CRM platforms with Gmail integrations. They save time by connecting your email to your project workflows. However, they may not be worth exploring if your sole goal is email improvement.
46. ProofHub
Quick Summary
ProofHub is an all-in-one project management and team collaboration app. Its Gmail integration lets you add tasks, manage people, proof files, and post comments directly via email.
ProofHub centralizes communication, tasks, and workflows. With its Gmail integration, content you send via email appears directly inside ProofHub. You can add tasks, proof files, and post discussions without switching between platforms.
Key Features:
- Gmail integration for adding tasks and comments via email
- File proofing and approval workflows within the platform
- Team collaboration with discussions, @mentions, and file sharing
- Gantt charts, Kanban boards, and custom workflows
- Flat-rate pricing with no per-user charges
Who Should Choose ProofHub
- Teams that want project management accessible directly from email
- Organizations that need file proofing and approval workflows
47. Asana
Quick Summary
Asana is a project and task management app with a Gmail add-on. Convert incoming emails into tasks and keep track of team communication on each project.
Asana’s Gmail integration lets you create tasks from emails, assign them to team members, and link them to projects, all without leaving your inbox. It bridges the gap between email communication and structured project work.
Key Features:
- Create Asana tasks directly from Gmail emails
- Assign tasks and set due dates from your inbox
- Link email content to existing projects and workflows
- Free plan for individuals and small teams
- Integrates with 200+ other business tools
Who Should Choose Asana
- Teams already using Asana who want to connect email to their project workflow
- Organizations that receive actionable emails requiring task creation
48. Trello
Quick Summary
Trello uses card-based layouts with drag-and-drop mechanics. Its Gmail add-on lets you pull email content into Trello boards and access project lists from your inbox.
Trello’s Gmail add-on brings your boards into your inbox. Pull email content into Trello cards, assign tasks, and track progress without leaving Gmail. It’s a visual project management approach that complements email-based workflows.
Key Features:
- Create Trello cards from Gmail emails with one click
- Access Trello boards and lists from Gmail’s sidebar
- Drag-and-drop card management for visual workflow tracking
- Labels, checklists, and due dates on each card
- Free plan with unlimited cards and up to 10 boards
Who Should Choose Trello
- Visual thinkers who prefer card-based project management
- Teams using Trello who want to create cards directly from email
49. Wrike
Quick Summary
Wrike is a project management app focused on planning and collaboration. Its Gmail integration automatically turns emails into workflows and project content.
Wrike’s Gmail integration lets you convert emails into tasks, attach email content to existing projects, and manage workflows from your inbox. It’s useful for teams that receive project-related emails and need to route them into structured workflows.
Key Features:
- Convert Gmail emails into Wrike tasks and project content
- Attach email threads to existing projects for context
- Gantt charts, workload views, and custom dashboards
- Cross-team collaboration with approvals and proofing
- Free plan for small teams with basic task management
Who Should Choose Wrike
- Teams using Wrike who need to connect incoming emails to project workflows
- Organizations with complex projects that require structured planning tools
50. Smartsheet
Quick Summary
Smartsheet is a work execution platform for coordinating teams and automating tasks. Its Gmail integration gives you access to Smartsheet features and contact information from within Gmail.
Smartsheet’s Gmail add-on lets you access project sheets, contact details, and task information without leaving your inbox. You can create rows from emails, update project data, and manage workflows from Gmail’s sidebar.
Key Features:
- Access Smartsheet data and project sheets from Gmail’s sidebar
- Create sheet rows and update projects from email content
- Automated workflows triggered by email events
- Contact information access for key clients and team members
- Spreadsheet-like interface for teams familiar with Excel
Who Should Choose Smartsheet
- Teams using Smartsheet who want inbox access to project data
- Organizations that manage work execution through spreadsheet-style tools
51. Copper
Quick Summary
Copper is a CRM built for Google Workspace. When integrated with Gmail, it acts as an email assistant that surfaces contact details, deal history, and conversation context alongside every email.
Copper sits in Gmail’s sidebar and automatically pulls up relevant CRM data when you open an email. You see the contact’s deal history, past conversations, and company information without searching. New information is captured automatically when you email someone new or close a sale.
Key Features:
- CRM sidebar in Gmail showing contact and deal details
- Automatic contact and activity capture from email conversations
- Pipeline management with visual deal tracking
- Built specifically for Google Workspace with deep integration
- Relationship tracking that surfaces context for every email thread
Who Should Choose Copper
- Google Workspace teams that want a CRM native to their email workflow
- Sales teams that need deal context surfaced automatically in Gmail
Comparison Table
| # | Tool | Category | Best For |
|---|---|---|---|
| 1 | EmailAnalytics | Analytics | Team email activity and response time tracking |
| 2 | Boomerang | Scheduling | Email scheduling, reminders, and inbox pause |
| 3 | Mailbird | Email Client | Unified multi-account inbox with app integrations |
| 4 | BatchedInbox | Focus | Scheduled email delivery for deep work |
| 5 | Right Inbox | Scheduling | Scheduling, tracking, and multiple signatures |
| 6 | ActiveInbox | Task Mgmt | Email-to-task conversion for inbox zero |
| 7 | Rename Email | Organization | Renaming email subject lines for findability |
| 8 | Generect | Lead Gen | Real-time verified B2B contact data |
| 9 | Inbox When Ready | Focus | Hiding inbox to break compulsive checking |
| 10 | FollowUp.cc | Reminders | Follow-up reminders with basic CRM |
| 11 | KeyRocket | Shortcuts | Learning Gmail keyboard shortcuts in context |
| 12 | Grammarly | Writing | Grammar, spelling, and clarity checking |
| 13 | QuillBot | Writing | Humanizing AI-generated email drafts |
| 14 | Ginger | Writing | Grammar checking with synonym suggestions |
| 15 | Auto Text Expander | Templates | Custom shortcuts that expand into full text |
| 16 | Otter | Dictation | Speech-to-text email drafting |
| 17 | Evernote | Notes | Cross-platform note-taking with Gmail integration |
| 18 | IFTTT | Automation | Custom email automation recipes |
| 19 | Zapier | Automation | Multi-step email automation across 6,000+ apps |
| 20 | Yesware | Sales | Email templates, tracking, and Salesforce integration |
| 21 | Gmelius | Sales | CRM and project management inside Gmail |
| 22 | Streak | Sales | Gmail-native CRM with pipeline management |
| 23 | Send from Gmail | Sales | One-click compose from any webpage |
| 24 | Clearbit Connect | Sales | Instant email address lookup |
| 25 | Mailtrack | Tracking | Free email open tracking in Gmail |
| 26 | HelloSign | Documents | E-signatures from Gmail |
| 27 | Digify | Documents | Secure document sharing and tracking |
| 28 | LinkedIn Sales Nav | Prospecting | LinkedIn-based lead discovery |
| 29 | Checker Plus | Multi-Account | Managing multiple Gmail accounts |
| 30 | Discover.ly | Prospecting | Contact info from social media profiles |
| 31 | Detective by Charlie | Sales | CRM management prompts and training |
| 32 | Google Calendar | Gmail Built-in | Meeting scheduling from email |
| 33 | Google Tasks | Gmail Built-in | Email-to-task conversion |
| 34 | Google Keep | Gmail Built-in | Note-taking inside Gmail |
| 35 | Google Drive | Gmail Built-in | Cloud file attachment and sharing |
| 36 | Canned Responses | Gmail Built-in | Reusable email templates |
| 37 | Keyboard Shortcuts | Gmail Built-in | Faster Gmail navigation and actions |
| 38 | Snooze | Gmail Built-in | Deferring emails to a later time |
| 39 | Clean Email | Cleanup | Bulk inbox cleanup and unsubscribe |
| 40 | Mailstrom | Cleanup | Filter-based bulk inbox cleanup |
| 41 | Sortd | Organization | Kanban-style email management in Gmail |
| 42 | SaneBox | Organization | AI-powered email sorting by priority |
| 43 | InMoat | Organization | Priority-based email filtering |
| 44 | Find Big Mail | Cleanup | Finding and deleting large emails |
| 45 | Hiver | Collaboration | Shared inboxes inside Gmail |
| 46 | ProofHub | Project Mgmt | Project management via email integration |
| 47 | Asana | Project Mgmt | Email-to-task for project workflows |
| 48 | Trello | Project Mgmt | Card-based project management from Gmail |
| 49 | Wrike | Project Mgmt | Email-to-workflow project management |
| 50 | Smartsheet | Project Mgmt | Spreadsheet-style work execution from Gmail |
| 51 | Copper | CRM | Google Workspace-native CRM in Gmail |
Start Here: Your Email Productivity Checklist
- Measure your baseline. Install EmailAnalytics to see how many emails you send, your response times, and your busiest hours. You can’t improve what you don’t measure. Sign up for a free trial.
- Eliminate distractions. Install BatchedInbox or Inbox When Ready to stop compulsive email checking. Set specific times for email and protect the rest for deep work.
- Speed up writing. Add Grammarly or QuillBot for faster proofreading, and Auto Text Expander for repetitive messages. Master Gmail’s keyboard shortcuts with KeyRocket.
- Automate workflows. Connect Gmail to your other tools with Zapier or IFTTT. Automate attachment filing, task creation, and team notifications.
- Clean up periodically. Use Clean Email or Mailstrom quarterly to bulk-delete clutter and unsubscribe from newsletters you no longer read.
Pro Tip
One of the most powerful email productivity moves is also the simplest: turn off email notifications. Each notification pulls you away from focused work. You’ll be amazed how much more productive you become once they’re gone. Also see our guide on how to make Gmail faster.
Frequently Asked Questions
What are email productivity tools?
Email productivity tools are web apps, browser extensions, desktop apps, or plugins that help you spend less time on email while getting more done. They cover analytics, scheduling, grammar checking, inbox cleanup, automation, and CRM integration. The average professional spends 25-52% of their workday on email, so even small efficiency gains save hours.
What is the best email productivity tool for teams?
For team analytics, EmailAnalytics tracks response times, volume, and activity across your entire team. For shared inboxes, Hiver lets teams collaborate on group addresses inside Gmail. For automation, Zapier connects email to hundreds of apps. The best choice depends on whether your priority is visibility, collaboration, or automation.
How can I reduce the time I spend on email?
Start by measuring your habits with EmailAnalytics. Batch your email checking with BatchedInbox. Use keyboard shortcuts (KeyRocket teaches them), set up canned responses, and automate with Zapier or IFTTT. These steps can save several hours per week.
Are there free email productivity tools?
Yes. Gmail’s built-in features (Calendar, Tasks, Keep, Snooze, Templates, shortcuts) are free. Grammarly and Ginger have free browser extensions. Mailtrack provides free email tracking. IFTTT has a free tier. Clean Email offers a free trial for inbox cleanup.
What email productivity tools work with Gmail?
Most tools on this list integrate with Gmail. Boomerang, Right Inbox, and ActiveInbox work as extensions. Streak and Gmelius add CRM features. Hiver enables shared inboxes. Asana, Trello, and Wrike offer Gmail add-ons. Gmail also has built-in Calendar, Tasks, Keep, Drive, Templates, and customizable shortcuts.
How do Zapier and IFTTT work with email?
Both connect Gmail to other apps using triggers and actions. For example, automatically save attachments to Dropbox, create Trello cards from starred emails, or send Slack notifications when a VIP emails you. You define the trigger and action, and the tool runs it automatically.
What is the difference between email tracking and email analytics?
Email tracking tells you when a specific email was opened. Tools like Mailtrack and Yesware provide this. Email analytics gives you aggregate data on volume, response times, and team patterns. EmailAnalytics provides this team-level view. Tracking is tactical; analytics is strategic.
Use these tools to learn about and improve your email habits. For more ideas, see our post on email management software. The best starting point is EmailAnalytics, so you can learn how your email habits impact your work. Sign up for a free trial today.
Jayson is a long-time columnist for Forbes, Entrepreneur, BusinessInsider, Inc.com, and various other major media publications, where he has authored over 1,000 articles since 2012, covering technology, marketing, and entrepreneurship. He keynoted the 2013 MarketingProfs University, and won the “Entrepreneur Blogger of the Year” award in 2015 from the Oxford Center for Entrepreneurs. In 2010, he founded a marketing agency that appeared on the Inc. 5000 before selling it in January of 2019, and he is now the CEO of EmailAnalytics and OutreachBloom.
