Which Email Management Tool Truly Rules? 5 Tips for 2024

Everything is done through email – sending files, planning events, communicating with colleagues, and nearly everything else in your work life. Finding an email management tool that can help you get organized and streamline your tasks can completely change the game.

And with new devices, demands, and security threats in 2024, it’s time to upgrade to an email application that does it all. But what makes an email management tool truly great? Here are our tips for finding an email management tool that truly rules in 2024.

Tip #1 ─ Make multi-account management easier

Easy multi-account management is key for simplifying email management for businesses. Instead of juggling multiple logins and platforms, all of your inboxes (business or personal) can be added to one email management application. This is a great timesaver – and can help you get organized.

Look for an email management tool that offers multiple inboxes with the option to designate favorite folders, and use global folders that unify important messages from across your accounts. Some email clients include this option, allowing users to quickly navigate between inboxes displayed in the menu panel.

Tip #2 ─ Use a tool for sending mass emails

Sending out mass emails to clients (or anyone) is an intimidating task – what if you miss an important contact? How can you make a mass email feel more personal while still protecting the other recipient’s addresses? Fortunately, many email management tools now have this feature built in, eliminating the need for an external application or tool to send mass emails.

Some email programs’ solutions for sending high volume emails is Mass Mail. This feature hides recipient’s addresses to keep information secure. Mass Mail also offers cooperation with distribution lists, a convenient option for sending mass mail to repeated groups of contacts.

All email applications and webmail platforms offer the option to use Bcc, which can be implemented for sending high volume emails. But this sacrifices the option for personalization. To send bulk emails that include a personalized touch, like the recipient’s name, it’s recommended to opt for an email client that provides the option to send mass marketing emails with the option for personalization.

Tip #3 ─ Prevent security issues before they happen

Cybersecurity threats have increasingly been taking over headlines the past few years. And in the world of business, security is paramount. But there’s no need to worry about your messages being intercepted by hackers – the best email management tools come with built-in security features.

Security solutions like end-to-end encryption, S/MIME, and PGP key lookup are included in email applications with an emphasis on security. Each of these options ensure that only you and your recipient are able to open your messages and files shared through email.

Tip #4 ─ Sort it out

Save time by sorting your emails with labels, tags, and folders. Familiar email providers like Gmail and Microsoft Outlook offer organization options for creating folders and labels, but you should take your organization a step further by automating it.

Many email applications allow users to create rules that automatically filter and sort emails based on the content, subject, and more. Using a sorting system like rules allows users to quickly access categorized emails based on their purpose – eliminating the need to painstakingly dig through your inbox every day.

Tip #5 ─ Choose an email management tool available across all devices

As smartphones have become ubiquitous, so has staying connected. The best email management tools should offer multi-platform availability – so you can stay connected whether you’re in the office on a desktop computer, away at a conference using your smartphone, or simply opting to use a tablet.

Recently, eM Client launched their mobile application for Android and iOS to help users access their inbox on both desktop and mobile. This prevents the need to have several different email applications; ensuring that your favorite settings and folders are available wherever you are.

Additional Considerations

When selecting an email management tool, consider the level of customer support provided. Having access to timely and effective customer service can make a significant difference, especially when dealing with technical issues or when you need assistance with features. Look for email clients that offer robust support options, including live chat, email support, and comprehensive help documentation.

Another feature to look out for is integration capabilities. An email management tool that seamlessly integrates with other software and tools you use, such as CRM systems, project management tools, and cloud storage services, can streamline your workflow and improve efficiency. Integration ensures that your email management tool works in harmony with your existing technology stack.

Lastly, consider the user interface and ease of use. An intuitive and user-friendly interface can significantly reduce the learning curve, allowing you and your team to quickly adapt to the new tool. Look for email clients that offer customization options, allowing you to tailor the interface to your specific needs and preferences.

By considering these additional factors alongside the five essential tips, you can ensure that you choose an email management tool that not only meets your needs but also enhances your overall productivity and efficiency in the digital workplace.

Conclusion

Choosing the right email management tool can significantly impact your productivity and efficiency in 2024. By focusing on multi-account management, tools for sending mass emails, robust security features, effective email sorting, and cross-device availability, you can streamline your workflow and enhance your email experience.

Additionally, considering factors like customer support, integration capabilities, and user-friendly interfaces will ensure you select a tool that meets your specific needs. With the right email management application, you’ll be well-equipped to handle the demands of modern communication, making your work life more organized and efficient.