18 Best Email Collaboration Software Reviewed In 2024
10 Best Email Collaboration Software Shortlist
Here's my pick of the 10 best software from the 18 tools reviewed.
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Email collaboration software can be an excellent tool for teams looking to enhance their communication and streamline their workflows. By centralizing discussions, file sharing, and task management, these platforms can help reduce information overload and miscommunication, ensuring that everyone stays on the same page throughout a project.
However, with the wide variety of options available, selecting the right email collaboration tool can be daunting. It is essential to carefully evaluate your options before committing to a solution, but comparing the details of several different tools can be challenging without some help.
That’s why I’ve created this guide. Here, I'll share insights from my experience using various email collaboration tools across large teams and projects and highlight the best options to simplify your decision.
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How To Choose Email Collaboration Software
As you work through your own unique software selection process, keep the following points in mind:
- User-Friendly Interface: A user-friendly interface is crucial for ensuring quick adoption and minimizing training time. An intuitive design can also help reduce errors and foster a positive work environment. For example, a simple drag-and-drop feature for organizing tasks can make the tool easier to navigate and reduce the learning curve for new users.
- Real-Time Collaboration: Real-time collaboration features such as chat, comments, and notifications are essential for immediate communication and decision-making. These features help keep teams aligned and efficient. For example, the ability to co-edit documents in real time allows team members to work on the same file simultaneously, speeding up the review and approval process.
- Workflow Automation: Automation capabilities can handle repetitive tasks such as email categorization and task assignments, reducing errors and allowing teams to focus on higher-priority work. For example, setting up automated reminders for deadlines can ensure that team members stay on track without needing manual follow-ups.
- Reporting and Analytics: Access to analytics can help users track collaboration trends, enabling them to make data-driven decisions for improving team performance. For instance, having a dashboard that visualizes project progress and team activity can highlight areas that need attention, such as tasks that are consistently delayed.
- Integration with Existing Tools: Seamless integration with existing tools and platforms is vital for ensuring a smooth workflow. Look for software that integrates with popular email platforms like Outlook and Gmail. For example, integration with a calendar app can automatically sync meeting schedules, ensuring that no appointments are missed and time is managed effectively.
Best Email Collaboration Software Summary
| Tools | Price | |
|---|---|---|
| Hiver | From $15/user/month (billed annually) | Website |
| Intercom | From $74/month (billed annually) | Website |
| Help Scout | From $22/user/month (billed annually) | Website |
| Gmelius | From $10/user/month | Website |
| Loop Email | From $15/user/month (billed annually, min 3 users) | Website |
| Keeping | From $12/user/month (billed annually) | Website |
| Missive | From $14/user/month (billed annually) | Website |
| Zoho Desk | From $14/user/month (billed annually) | Website |
| DragApp | From $8/user/month (billed annually) | Website |
| Groove HQ | From $16/user/month (billed annually) | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
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Miro
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8
Best Email Collaboration Software Reviews
This section provides an in-depth analysis and overview of various email collaboration tools. Here, I will walk through the pros and cons of each tool, their features, and their best use cases.
Hiver is a collaborative email management tool for Gmail that helps teams manage shared inboxes by assigning, tracking, and collaborating on emails directly, eliminating the need for complex ticketing systems.
Why I Picked Hiver: I chose Hiver for its seamless integration with Gmail, making it incredibly user-friendly for teams already familiar with the platform. Hiver transforms Gmail into a powerful help desk by adding features like shared inboxes, email delegation, and task management directly within the familiar interface. Additionally, its straightforward setup and intuitive design ensure that teams can start collaborating without any disruption to their existing workflows.
Standout Features & Integrations:
Features include email assignment and tracking, collision alerts, and real-time collaboration, which enhance productivity in handling customer inquiries. Hiver also supports multi-channel help desk functions, provides analytics for performance tracking, and ensures secure collaboration through role-based permissions.
Integrations include Slack, QuickBooks, Salesforce, Jira, Okta, Aircall, WhatsApp, and Asana.
Pros and cons
Pros:
- Email delegation features
- Real-time collaboration
- Multi-channel support
Cons:
- Some scalability challenges
- Basic automation features
Intercom is an email collaboration software that enhances productivity by improving workflow efficiency and response times. Its intuitive interface is designed to help teams manage communications with ease.
Why I Picked Intercom: I chose Intercom for its innovative use of AI to enhance customer support. In particular, the platform's Fin AI feature, which summarizes conversations, automates ticket creation, and personalizes responses, sets it apart from other email collaboration tools. This AI enhancement significantly reduces the time agents spend on repetitive tasks, allowing them to focus on more complex issues and more personalized customer interactions.
Standout Features & Integrations:
Features include customizable chatbots, targeted outbound messaging, advanced segmentation and targeting options, a customer self-service help center with searchable articles, and interactive product tours to help onboard new users.
Integrations include Stripe, Salesforce, Google Analytics, Jira, WhatsApp, Instagram, Outlook Calendar, HubSpot, Clearbit, and Segment.
Pros and cons
Pros:
- AI-driven features
- Omnichannel support
- Real-time reporting
Cons:
- Limited customization
- Steeper learning curve
Help Scout is a collaborative email management tool that uses a shared inbox to consolidate multiple email aliases and social messages to streamline team communication and enhance customer support.
Why I Picked Help Scout: I chose Help Scout for its simple but powerful team inbox solutions. Help Scout centralize emails and social messages, ensuring that all team members can access and respond to inquiries efficiently. Its AI tools and analytics especially make it stand out by providing actionable insights to improve customer interactions. The platform also allows for internal discussions through notes and mentions, enabling teams to strategize responses before sending.
Standout Features & Integrations:
Features include automated email sorting, labeling, and assignments to ensure that no messages are overlooked. It additionally features saved replies for communication consistency and automated workflows to reduce repetitive tasks.
Integrations include Salesforce, HubSpot, Jira, Slack, Mailchimp, Shopify, WooCommerce, Google Workspace, Intercom, and Make.
Pros and cons
Pros:
- Simple interface
- Powerful analytics
- AI tools
Cons:
- Limited customization
- Basic automation features
Gmelius turns Gmail into a collaborative workspace by integrating shared inboxes, email templates, and automation tools with Google Workspace. It is designed to enhance team productivity and streamline communication directly within the inbox.
Why I Picked Gmelius: I chose Gmelius for its seamless integration with Google Workspace and its comprehensive features, including shared inboxes and automation tools. These features make Gmelius an ideal choice for teams looking to enhance productivity and streamline communication. Moreover, Gmelius offers project management capabilities, such as Kanban boards and email tracking, enabling teams to manage tasks and monitor progress directly within their inboxes.
Standout Features & Integrations:
Features include shared inboxes, email templates, automation tools, and advanced analytics. These features facilitate efficient email management, allowing teams to collaborate on drafts, utilize Kanban boards for visual organization, and automate workflows.
Integrations include Google Workspace, Slack, Trello, HubSpot, Salesforce, Make, and Nicereply.
Pros and cons
Pros:
- Customizable workflows
- Email templates
- Automation tools
Cons:
- Limited free plan
- Requires Google Workspace
Best for an all-in-one shared inbox and team email platform
Loop Email is an all-in-one shared inbox and team email platform designed to enhance collaboration and streamline email management for teams. It combines emails, internal chat, and task management into a single platform, making it easier for teams to stay organized and work more efficiently.
Why I Picked Loop Email: I chose Loop Email for its ability to centralize team communication and streamline email management, which is critical for efficient collaboration. Additionally, the platform’s internal chat and file-sharing capabilities allow teams to communicate and collaborate without leaving the platform, further enhancing productivity and keeping everything organized in one place.
Standout Features & Integrations:
Features include shared inboxes for easy collaboration on customer emails, team communication tools for real-time interaction, and workflow automation to reduce busywork. These features help teams stay organized and ensure timely responses to customer queries.
Integrations include Google Workspace, Microsoft 365, and Zapier.
Pros and cons
Pros:
- Easy onboarding
- Real-time team communication
- Workflow automation
Cons:
- Minimum 3 users required
- Annual billing only
Keeping is an email collaboration tool that integrates with Gmail, streamlining support team workflows by managing customer emails directly within Gmail and eliminating the need for additional software.
Why I Picked Keeping: I chose Keeping for its smooth integration with Gmail. Its ability to manage support emails directly within Gmail ensures that teams can work within a familiar interface, reducing the learning curve. Keeping also offers features like automated ticket assignments and collision detection, making it an excellent option for support teams that need to perform a significant amount of email management.
Standout Features & Integrations:
Features include automated ticket assignments, collision detection to prevent duplicate responses, and shared drafts for collaborative email responses. These features can help streamline communication and improve accountability among team members.
Integrations include Shopify, HubSpot, and Zapier.
Pros and cons
Pros:
- Direct Gmail integration
- Automated ticket assignments
- Collision detection
Cons:
- Limited customization options
- No mobile app
Missive is a collaborative email platform that integrates multiple communication channels into one application. It combines email, SMS, and live chat, allowing teams to manage all interactions in a single place.
Why I Picked Missive: I chose Missive for its ability to integrate various communication channels. This integration allows teams to handle emails, SMS, and live chats within one platform, making it highly efficient for managing multiple communication streams. The integration also simplifies and unifies team interactions, enhancing overall productivity. Additionally, its collaborative features, such as shared inboxes and internal chat, streamline teamwork by allowing team members to coordinate responses and manage conversations without leaving the platform.
Standout Features & Integrations:
Features include shared inboxes, real-time collaboration, and task management. Missive also offers advanced search capabilities, customizable workflows, and powerful security features to ensure data protection.
Integrations include Trello, Asana, ClickUp, Salesforce, HubSpot, Retool, Dropbox, Google Drive, Pipedrive, and Todoist.
Pros and cons
Pros:
- Integrates multiple channels
- Real-time collaboration features
- Advanced search capabilities
Cons:
- Higher starting price
- Limited free plan
Zoho Desk is a comprehensive customer service management tool designed to streamline support operations across multiple channels and provide a platform for managing customer inquiries efficiently.
Why I Picked Zoho Desk: I chose Zoho Desk for its comprehensive customer service management capabilities, including the ability to integrate multiple support channels and automate routine tasks. Moreover, its AI-powered assistant, Zia, helps teams by offering context-specific suggestions and automating responses, enhancing efficiency and customer response times.
Standout Features & Integrations:
Features include multi-channel ticket management, extensive customization options, and advanced reporting tools. These features help streamline customer support processes, improve response times, tailor branding, and provide valuable insights into customer interactions.
Integrations include Zoho CRM, Slack, Microsoft Teams, GSuite, Salesforce, Jira, Trello, Pipedrive, Intercom, and Mailchimp.
Pros and cons
Pros:
- Multi-channel support
- AI-driven automation
- Advanced reporting tools
Cons:
- Complex setup for advanced features
- Limited customization options
DragApp is a collaborative email management tool designed to enhance team productivity within Gmail. It integrates shared inboxes, task management, and workflow automation directly into the Gmail interface.
Why I Picked DragApp: I chose DragApp for this list because it allows teams to manage emails, tasks, and workflows without leaving their Gmail inbox. Additionally, DragApp’s Kanban-style boards and task management features make it easy to visualize and organize projects directly within Gmail, enhancing team productivity and efficiency. The platform also includes automation features that streamline repetitive tasks, such as email sorting, to help save time and maintain a smooth workflow.
Standout Features & Integrations:
Features include email delegation, due dates and reminders, email templates, analytics and reporting, and real-time syncing. These features help users by enhancing productivity, ensuring timely responses, and providing valuable insights into team performance.
Integrations include Gmail, Google Workspace, Google Calendar, and Google Groups. DragApp also provides an API for creating custom integrations.
Pros and cons
Pros:
- Automation capabilities
- Real-time analytics
- Customizable workflows
Cons:
- Limited to Gmail users
- Limited integrations with third-party apps
Groove HQ is a leading email collaboration software that streamlines customer support through a shared inbox system. It enables teams to manage support inquiries efficiently, ensuring that all communications are organized and accessible in one place.
Why I Picked Groove HQ: I selected Groove HQ for its shared inbox system, which is specifically designed to enhance the efficiency of customer support services. This tool particularly stands out due to its user-friendly interface and features for enhancing team collaboration and accountability. Groove HQ's focus on delivering core functionalities without unnecessary complexity also makes it a preferred choice for businesses aiming to improve customer service efficiency.
Standout Features & Integrations:
Features include conversation assignments, private notes, collision detection, and @mentions, which promote team collaboration and accountability. Groove also offers automation capabilities to reduce manual tasks and insightful reporting tools to track performance metrics.
Integrations include Slack, Shopify, Stripe, Trello, Salesforce, HubSpot, JustCall, GitHub, MailChimp, and Recharge.
Pros and cons
Pros:
- User-friendly interface
- Easy setup and onboarding
- Automation capabilities
Cons:
- Limited multi-channel support
- Limited customization
Other Email Collaboration Software
Below is a list of additional email collaboration software that did not make it to the top 10 list, but are still worth checking out:
- Helpmonks
Best for combining email management and marketing
- Front
Best for omnichannel inbox and workflow automation
- Spike
Best for real-time email chat
- Glassix AI
Best for AI-driven email automation
- ProProfs Help Desk
Best for customer support teams
- Whippy
Best for task automation in emails
- Spark for Teams
Best for team collaboration on emails
- Helpwise
Best for shared inbox management
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Email Collaboration Software Selection Criteria
Selecting email collaboration software involves evaluating each tool’s various functionalities and determining if they can meet the specific use cases that matter most to users. Criteria relate to specific software buyer needs, pain points, and the intended use of the software.
As an expert who has personally tried and researched these tools, I focus on the following criteria:
Core Functionality (25% of total weighting score): To be considered for inclusion in this list, each solution had to fulfill these common use cases first:
- Email management
- Shared inboxes
- Task assignment
- Integration with other tools
- Real-time collaboration
Additional Standout Features (25% of total weighting score): To help further narrow down the competition, I also looked for unique features, such as:
- AI-powered email sorting
- Advanced analytics
- Customizable workflows
- Enhanced security features
- Mobile optimization
Usability (10% of total weighting score): To get a sense of the usability of each system, I considered the following:
- Interface design
- Ease of use
- Customization options
Onboarding (10% of total weighting score): To evaluate the onboarding experience for each platform, I considered the following:
- Training resources
- Support during migration
- Post-purchase support
Customer Support (10% of total weighting score): To assess each software provider’s customer support services, I considered the following:
- Response time
- Support channels
- Knowledge base
Value For Money (10% of total weighting score): To evaluate the value for money of each platform, I considered the following:
- Pricing plans
- Feature-to-price ratio
- Scalability
Customer Reviews (10% of total weighting score): To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- User satisfaction
- Feedback on features
- Support and usability
Trends for Email Collaboration Software
Email collaboration software is advancing rapidly, driven by improvements in AI, security, and real-time collaboration features. Here are some of the emerging trends I’m keeping an eye on:
- Smart Prioritization and Filtering: Advanced AI algorithms are helping users cut through inbox clutter by prioritizing emails based on importance and context. This makes it easier to focus on essential communications, improving productivity by reducing time spent sifting through less relevant emails.
- Collaborative Drafting and Editing: More tools are introducing real-time co-editing capabilities for drafting emails, allowing multiple team members to contribute and make changes simultaneously. This shift turns email into a more collaborative tool rather than just a solo task, which is increasingly necessary to meet the needs of modern teamwork.
- Voice-Activated Email: Voice-activated features are becoming more common, allowing users to manage, compose, and send emails through voice commands. This is particularly useful for busy professionals who need to handle their inboxes hands-free, offering a more convenient and accessible way to manage communications.
- Enhanced Privacy and Security Features: Email collaboration tools are now focusing more on features like end-to-end encryption and advanced permission controls. These features are becoming more and more important as users demand greater privacy and control over their communications.
- AI-Driven Email Summarization: AI summarization features are emerging to help users quickly get the gist of long threads. These tools generate concise summaries of email threads, saving time and reducing the cognitive load of sorting through lengthy conversations.
What Is Email Collaboration Software?
Email collaboration software is a tool that integrates email communication with collaborative features to enhance team productivity and coordination. It is commonly used by businesses, project teams, and remote workers to manage email threads, share documents, and track tasks within a unified platform.
The primary components of email collaboration software include shared inboxes, task management features, document sharing, and real-time communication tools. These features are meant to help teams stay organized, ensure accountability, and streamline workflows by centralizing communication and collaboration in one place.
Features of Email Collaboration Software
When choosing email collaboration software, keep an eye out for the following key features:
- Auto-refreshing Screens: This allows users to consistently receive real-time updates and notifications, enabling team members to see changes made by others instantly and fostering seamless collaboration.
- Groups for Privacy: The software should offer options to restrict access to sensitive information, allowing specific teams to manage their emails without compromising privacy.
- Audit Trails for Accountability: A documented log of actions taken by team members ensures transparency and accountability, helping to prevent misuse of the system.
- Comments for Discussions: The ability to leave comments on emails facilitates discussion among team members, improving problem-solving and response times.
- Private Discussions: The ability to have private conversations within email threads can save time and help ensure that processes are consistently documented.
- Personalized Signatures: Customizable email signatures that include individual names can help enhance personalization in customer communications.
- Shared Inbox Functionality: This feature enables teams to manage incoming emails collaboratively, improving response times and reducing workload.
- Template Management: This facilitates the reuse and organization of branded and HTML email templates.
Benefits of Email Collaboration Software
Implementing email collaboration software provides several benefits for your team and your business. Here are a few you can look forward to:
- Enhanced Communication: Email collaboration software centralizes communication, making it easier for team members to stay updated and respond promptly to messages and reducing the chances of miscommunication.
- Increased Productivity: By integrating various tools and features, such as task management, file sharing, and calendar scheduling, email collaboration software can help users manage their tasks more efficiently, increasing productivity levels.
- Improved Organization: These tools often come with features like tagging, categorizing, and archiving emails, which can help users keep their inboxes organized and ensure that important messages are easily accessible.
- Better Team Collaboration: Email collaboration software allows for real-time collaboration and the seamless sharing of documents, enabling teams to work together more effectively, regardless of their physical location.
- Enhanced Security: Many email collaboration tools offer advanced security features such as encryption and multi-factor authentication, ensuring that sensitive information is protected from unauthorized access.
Costs and Pricing of Email Collaboration Software
Selecting email collaboration software requires an understanding of the various pricing models and plans available. Costs can vary based on features, team size, add-ons, and more.
Below is a table outlining common plan types, their average prices, and the typical features included in email collaboration software solutions:
Plan Comparison Table for Email Collaboration Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic email management, limited storage, basic collaboration tools |
| Personal Plan | $5 - $15/user/month | Enhanced email features, more storage, basic integrations, limited support |
| Business Plan | $15 - $25/user/month | Advanced email management, increased storage, team collaboration tools, integrations, priority support |
| Enterprise Plan | $25+/user/month | Customizable features, unlimited storage, advanced security, full integrations, dedicated support |
Each plan caters to different needs, from basic email management tools for individuals to advanced solutions for organizations with more complex collaboration requirements.
By carefully evaluating the features and costs of each plan, businesses can select the email collaboration software that best fits their operational needs and budget, ensuring they can enhance communication, productivity, and security both effectively and cost-efficiently.
Email Collaboration Software FAQs
Here are some commonly asked questions about email collaboration software:
How can I integrate email collaboration software with other tools in my workflow?
Integrating email collaboration software with other tools in your workflow often involves using APIs (Application Programming Interfaces) or built-in integrations provided by the software. Many email collaboration tools offer native integrations with popular platforms like Slack, Trello, Asana, and Salesforce. These integration options are typically found in the software’s settings or integrations section. For tools without direct integrations, third-party services like Zapier can often help connect them with the tools you already use.
What are the security measures in place for email collaboration software?
Security measures for email collaboration software typically include end-to-end encryption, two-factor authentication (2FA), and compliance with standards like GDPR, HIPAA, and SOC 2. End-to-end encryption ensures that only the sender and recipient can access the emails, while 2FA adds an extra layer of protection by requiring a second verification step. Additionally, it’s important to confirm that the software provider performs regular security audits and has a clear data privacy policy before purchasing any tools.
Can email collaboration software handle large volumes of emails efficiently?
Yes, most advanced email collaboration software is built to efficiently handle large volumes of emails. Features like email threading, advanced search, and automated categorization help organize and manage emails effectively. Many tools also offer bulk actions, such as mass archiving or deleting, to simplify email management. Performance optimization additionally ensures that the software stays responsive even with a high email load.
How do I manage user permissions and access levels in email collaboration software?
Managing user permissions and access levels is essential for ensuring security and workflow efficiency. Most email collaboration software enables administrators to assign roles like read-only, editor, or admin, which can be configured in the settings or admin panel. Custom roles with specific permissions can also be created to fit organizational needs. Regularly reviewing and updating these permissions helps ensure that only authorized personnel have access to sensitive information.
What are the best practices for migrating to a new email collaboration software?
Migrating to new email collaboration software requires careful planning to ensure a smooth transition. Start by assessing your current email system and identifying the data that needs to be migrated. Then, select a migration tool or service compatible with your new software. Conduct a test migration with a small amount of data to identify any issues. Once successful, proceed with the full migration, ensuring all users are trained on the new system. Lastly, monitor the new setup for any post-migration issues and resolve them promptly.
How can I customize the email templates in collaboration software?
Customizing email templates in collaboration software typically involves using built-in editors to modify the layout, design, and content of your emails. Many editors support HTML and CSS for more advanced customization. You can create templates for various email types, such as newsletters, announcements, or transactional emails. Some software also offers drag-and-drop editors for easier customization. Once created, these templates can be saved and reused, ensuring consistency in your email communications.
What are the troubleshooting steps if the email collaboration software is not syncing properly?
If your email collaboration software is not syncing properly, start by checking your internet connection and ensuring that the software is up to date. Next, verify that your account settings and credentials are correct. If the issue persists, try restarting the software or your device. Clearing the cache and cookies can also resolve some syncing issues. If none of these steps work, consult the software’s support documentation or contact their customer support for further assistance.
How do I measure the effectiveness of my email collaboration software?
Measuring the effectiveness of email collaboration software involves tracking key performance indicators (KPIs) like email response times, user engagement, and collaboration efficiency. Many tools include built-in analytics and reporting features to monitor these metrics. Regular surveys and user feedback can also help identify areas for improvement. Comparing these metrics to your organizational goals can help you assess your chosen software’s impact on productivity and collaboration.
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