25 Best Email Tools for Communication & Collaboration in 2023

Email tools integrate with business email software to improve deliverability, conversions, team collaboration, and productivity. The best business email tools save you time with automation, bring in more leads and sales, and show you how to improve future campaigns. With that in mind, here are 25 of the best email tools for small business communication and collaboration, including many you can use for free.

Best Business Email Tools for Sales & Marketing Campaigns

Email is one of the most effective tools for sales and marketing. Email marketing statistics show that over 90% of American adults use email, making it ideal for focused messaging, clear calls to action, and action-triggered emails. It also works for multiple objectives, from brand awareness to increasing conversions. Here are the best email tools for small business sales and marketing.

1. HubSpot: Best Free Email Tools for Sales & Marketing

In higher-plan tiers, HubSpot’s world-class, industry-leading software for sales and marketing is admittedly expensive. However, it offers free use of its marketing and sales email tools of up to 999 contacts, giving startups and small businesses a way to get started for free, along with low-cost base tier options. As such, HubSpot’s sales and marketing email tools are best for:

• Sales-forward startups and small businesses needing free sales and marketing tools
• Companies with large-scale email campaigns for sales and marketing
• Teams that rely heavily on data to improve marketing and sales campaigns

Starting free can generate the revenue needed to offset paid plans. When you’re ready to upgrade, the base tier includes up to 1,000 contacts, an email send limit of five times your number of contacts, form and email automation, and two user seats. U.S.-based users also get access to Payments. Plus, you can use the HubSpot email app to work on the go from anywhere.

You’ll get some pretty impressive lead generation tools included when you opt to use HubSpot’s free email tools. Build landing pages to generate leads and automatically assign leads generated to specific sales agents for follow-up. Automatically send a welcome email and launch lead nurturing drip email campaigns to move prospects through your sales funnel.

Connect your advertising accounts to see results and ad interactions, tie ad spend to sales, and re-engage contacts. You can use HubSpot’s email tools to create messages that look like mass emails or plain text personal messages to send company updates, announce new products and services, extend special offers, and reignite cold leads.

HubSpot’s marketing and sales email tools are fairly easy to use but have a steeper learning curve than other platforms, partly due to the sheer size of the HubSpot ecosphere. True beginners or those who don’t need software of this magnitude will be better off going with SendX or Constant Contact.

HubSpot Email Tools Pricing & Plans

*Cost of plan increases as your contact list grows

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2. Constant Contact: Best Tool for Email Marketing Beginners

Constant Contact is one of the most well-known tools for email marketing. Plus, it has some of the most comprehensive yet beginner-friendly features we’ve seen, from the drag-and-drop campaign builder to hundreds of premade templates, targeted email sends, automation tools, and in-depth analytics. Based on ease of use, Constant Contact is ideal for:

• Small business owners starting email and digital marketing for the first time
• Startups and entrepreneurs growing a digital presence from scratch

Constant Contact also offers thousands of integrations with design, ecommerce, social media, and sales apps, including Canva, Shopify, Instagram, Salesforce, and more. While it doesn’t offer a free-forever plan, unlike HubSpot, you can use it free for 60 days, allowing you to test it out before committing to a paid plan.

Another drawback is that it doesn’t offer comprehensive A/B testing beyond subject lines. Mailchimp and Drip are both better options if you want to test variations or send multiple versions of your emails to increase engagement and conversions.

At 10,000 contacts, it’s more expensive than SendX ($59.99), coming in at $80 per month, but less expensive than Mailchimp or Drip. However, advanced features for list growth, personalization, automations, and ecommerce are locked behind the Plus plan, which starts at $45 per month (500 contacts) or $125 per month if you have 10,000 contacts.

Constant Contact Pricing & Plans

*Cost per month increases based on the number of contacts

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3. Drip: Most Sophisticated Ecommerce Email Tools

Drip stands out for offering multi-channel marketing campaigns through email, SMS text messaging, social media, and even website pop-ups. It has a default playbook for you to follow if you’re new to ecommerce marketing and sales, making it much easier for beginners to launch an ecommerce sales email or text marketing campaign. Drip’s online store-focused email tools make it a great option for:

• Small and mid-size ecommerce businesses prioritizing email personalization and automation
• Small businesses wanting to do multi-channel promotion

Even if you’ve never built email automation before, Drip is easy to use. There are templates for various workflows, such as a welcome series of emails, reminders for cart abandonment, as well as relationship nurturing and loyalty automations for special occasions like birthdays and anniversaries.

It is more expensive than other email tools—pricing starts at $39 per month, and there’s no free plan you can start with, unlike Mailchimp and HubSpot. Similarly, if you have 10,000 contacts on Drip, you’ll pay $154 per month, which is far more than SendX ($59.99 month to month).

Drip Pricing & Plans

*Drip also offers higher plans with up to 10 million contacts at custom pricing

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4. SendX: Most Affordable Tools for Large-scale Email Marketing

SendX is one of the cheapest and easiest email tools you can use for marketing and sales campaigns. Plans start under $10 and will be far less expensive as your list scales than other email marketing apps. For example, lists with 10,000 contacts on Mailchimp will cost at least $100 a month vs $59.99 with SendX (or $44.99 per month paid annually). This makes SendX best for:

• Startups and small businesses looking for cheap email marketing software, especially for larger list sizes
• Marketing and sales email campaign beginners wanting a clean, simple interface and editors for emails and landing pages

Unlike most other email marketing tools, no features are locked behind higher tiers—also great if you’re on a tight budget. Your monthly cost to use SendX depends strictly on the size of your contact list, and prices don’t jump nearly as steeply as they do with other providers for larger contact lists.

It’s easy to create multi-level marketing and sales-triggered automations to streamline workflows, nurture leads at every stage of your sales funnel, and increase conversions. For more details, see why SendX made our list of the best email marketing software and what makes it so startup and small business-friendly.

SendX Pricing Tiers & Plans

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5. Mailchimp: Best for Email Marketing Automation

Industry leader Mailchimp is one of the best email marketing software for small businesses. It allows you to easily create and send email newsletters and set up automated triggered and conditional workflows to reach, nurture, and convert leads and prospects. Though limited to 500 contacts, it does have a free plan that comes with basic automation, making Mailchimps marketing email tools best for:

• Businesses on a tight budget looking for a free way to get started with email marketing
• Startups and small teams needing low-cost or free tools to automate marketing and sales emails
• Those wanting a basic sales and marketing hub for customer relationship management (CRM), email marketing, landing pages, and ad management

Starting for free, you can create lead generation web forms for your small business website, publish landing pages, and send email updates to up to 500 contacts. Previously, Mailchimp allowed up to 2,000 contacts for free, which is a bit of a downgrade. If you have large contact lists, SendX offers comparable tools at a lower cost as you scale.

With paid plans, you can schedule emails and set up automated workflows for someone visiting your website, downloading something, or clicking on a link in an email. You can also create drip campaigns to nurture leads and customer relationships in your sales pipeline over time. This can be invaluable in longer customer buying cycles and upselling, cross-selling, and loyalty marketing efforts.

Mailchimp integrates seamlessly with most small business website builders and WordPress websites. This makes it easy to generate and sync leads to Mailchimp for future marketing and sales email campaigns. It also integrates with the online graphic design platform Canva. Simply connect your Mailchimp and Canva accounts, and the graphics you design on Canva can be easily added to your marketing and sales email campaigns.

Mailchimp Pricing & Plans

*Additional contacts over this limit increase your monthly cost

Visit Mailchimp

Best Email Management Tools

Whether for internal communication or marketing to customers, email is heavily used in the corporate world, including 64% of small businesses, per email marketing stats. As such, email inboxes can often quickly become unmanageable, hindering productivity. The email management tools below allow for better organization, scheduling, and collaboration so you can save time and get more work done.

6. Microsoft 365 & Outlook: Most Advanced Tools for Managing Emails

Procrastinating is the biggest challenge as far as managing emails, according to Hiver. For this, Microsoft 365 and Outlook are the best solutions. Microsoft 365 business plans come with Outlook, which by far has the most advanced native email tools for managing emails. Its built-in features simply aren’t matched by any rivals, though, as you’ll see with some of the apps that follow, several apps offer similar functionality for Gmail (and Google Workspace users).

Robust tools for managing, deleting, forwarding, scheduling, prioritizing, and filing emails makes Microsoft Outlook the best business email tool for:

• Sales and customer service teams handling a high volume of incoming emails
• Administrative professionals managing multiple inboxes
• Small businesses fielding emails for multiple types of operational needs, from marketing and sales to vendors, suppliers, and customers

Save time with set-it-and-forget-it rules that automatically send incoming emails to specific folders, forward them to teammates, flag them for follow up, or add them to favorites. Create full-on email templates or use the Quick Parts feature to drop frequently used content into new emails. Sync contacts with just about any business app, including CRMs, customer support, billing, and more.

Microsoft Outlook Pricing & Plans

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7. Hiver: Best Email Tools for Team Collaboration via Gmail

*Service level agreement guarantees

The features provided in Gmail are more than enough for the typical business email user. But for sales, customer support, and other teams relying heavily on email, native tools aren’t enough. Fortunately, there are hundreds of free and paid email tools built just for Gmail to fill the gap, including Hiver’s email management software designed for help desk use.

Hiver’s customer support and help desk-friendly features make it the best email tool for:

• Companies using Gmail that need affordable customer support or help desk solutions
• Those wanting to save time with shared drafts and templates for common email inquiries
• Help desk teams and managers looking for ways to assess and improve basic key performance indicators (KPIs) like average time to resolution and number of cases started, in progress, or closed
• Any team handling a high volume of incoming email queries

Hiver offers seamless management of incoming customer emails and chats—right from Gmail. Connect your team’s shared email inbox and then easily find unassigned queries, assign them to team members, and see the progress and status of all open, pending, and closed inquiries. Managers can use the dashboard to track and measure performance and get alerts of any service level agreement (SLA) violations.

Save even more time by adding shared templates for emails and chat your team can use to respond to common questions. Or start a response, save it as a shared draft, and assign it to your teammate to finish up and send. And to keep your inbox clean and manageable, Hiver automatically removes closed and unresolvable emails.

Hiver Pricing & Plans

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8. Boomerang for Gmail: Best Tool for Sales Email Scheduling

Like Hiver, Boomerang for Gmail is extremely easy to use and can be added to Gmail quickly. It’s perfect for small business owners and sales teams wanting to schedule emails, book appointments, monitor their inboxes from their phones, or who want help constructing new emails. Boomerang for Gmail is best for:

• Agents who want to schedule sales follow-up emails in advance
• Sending reminder emails, such as when monthly reports are due
• Time-sensitive company announcements

In addition, Boomerang for Gmail’s scheduling tools make it easy to set up meetings in and outside your company. Create and send an email, and your prospect can schedule a sales presentation or demo at the most convenient time.

Boomerang’s artificial intelligence (AI)-powered writing assistant has your back when it comes to composing winning sales emails. It will let you know if your message is too long, lacks questions to spark engagement, or contains complex terms a recipient might not understand. It scores these, along with the sentiment, to determine when your email has the right stuff to produce a conversion (e.g., scheduling a demo, signing up for a free trial, or buying something).

Boomerang for Gmail Pricing & Plans

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9. Streak: Best Gmail Email Management Tool for Sales Agents

Streak’s unique feature is that it’s a Chrome web browser extension. It can be linked to your Gmail to keep track of sales, projects, hiring, or in custom ways that fit your needs. Organize your inbox and keep the most important messages at hand for easy follow-up or use the scheduling tool to plan your day in one go and let the extension do the work for you. As such, Streak is the best Gmail email tool for:

• Sales agents who want to keep the most important emails top-of-list in their inboxes
• Multi-department business pros wanting to organize inbox messages by categories, such as sales, human resources, administrative, accounting, and marketing

Streak is an especially great email tool for sales agents. Using Streak, sales agents can instantly see whether a prospect opened their email or see a list of all tracked emails. Agents can even send personalized emails to multiple prospects simultaneously and monitor them in the mobile app.

Keep track of important messages for follow-up, view prospect data like notes and company information right from your inbox, and create custom pipelines to track any project or process. Collaborative sales teams can see which activities were performed in shared pipelines and who performed them to eliminate duplication of work and make sure prospects are being nurtured.

Streak Pricing & Plans

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10. Help Scout: Best Email Collaboration Tool for Customer Support

Help Scoutenables teams to collaborate on answering emails, especially for customer support, and tools for both email management and productivity. Its shared email inbox lets you assign emails and tasks to team members. Plus, it helps write and share private notes, handle phone and live chat conversations, and create templated replies for frequently asked questions. We find Help Scout to be ideal for:

• Businesses with large customer service teams
• Customer service teams using email as their primary point of contact with customers

Help Scout’s email workflow tools let you set up custom automations, like assigning emails with specific words to certain team members or moving them to email folders. It also has an email sidebar that provides helpful information about your email recipient, from their contact details and previous email conversations to their activity in other apps.

Help Scout Pricing & Plans

*Based on annual pricing, or pay a higher month-to-month fee

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Best Email Address Lookup Tools for Contact List Building

Cold emailing is a long-established strategy for prospecting and sales. To build a list, your best bet is to use an email lookup tool to search and verify email addresses. From bulk verification features to platforms specializing in media contacts and public relations strategies, below are some of the best email finder tools for building contact lists.

11. Hunter: Best Free Email Tool

Hunter is our top pick as the best free email lookup tool for domain-related email addresses. Since a list of domain names can be uploaded in bulk, it’s an efficient prospecting tool for sales teams that want to generate a list of email addresses for cold emailing or market research. Hunter is the best email tool for:

• Finding domain-related email addresses from websites
• Verifying email addresses of professionals
• Businesses wanting to build a prospecting database

Use Hunter to find the business email addresses behind domains and then send emails to connect with potential customers using premade cold sales email templates. Hunter can help you grow your email list of potential clients and customers—starting from free.

Hunter Pricing & Plans

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12. GetProspect: Best Email Tool for Finding Addresses on LinkedIn

GetProspect is the perfect email lookup tool for a business-to-business (B2B) sales team that wants to get leads straight from LinkedIn. Starting without enough contacts is a problem most businesses go through during the early stages. GetProspect helps your business grow its contact list by collecting valid emails from LinkedIn in bulk, making it best for:

• Companies looking to expand their prospecting database
• Business-to-business sales teams wanting to target specific positions at certain types of companies

You can further enhance your contact list-building efforts with GetProspect’s Chrome extension. Simply add the extension to your browser, save profiles from LinkedIn search, and extract data, including email addresses, without triggering LinkedIn’s profile view limits.

The quality of email addresses is also ensured through a 12-step email verification process, ensuring 97% deliverability. Upload your emailing list to GetProspect and get results in minutes regarding the quality of your contact data. This is valuable because sending emails to junk addresses wastes time and can even land your email campaigns in junk mail instead of inboxes.

GetProspect Email Lookup Tool Pricing

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13. DeBounce: Best Email Tool for Lead List Accuracy

DeBounce is a tool for bulk email address verification. Using verified email addresses allows you to eliminate all useless leads and focus on legitimate ones. It helps launch sales email prospecting campaigns by providing the right list of validated email addresses. This makes DeBounce the best email tool for:

• Sales and marketing teams wanting to eliminate spam trap emails
• Small teams looking to ensure high deliverability for the best results
• Businesses with a smaller email list target—most cost-efficient for 50,000 emails and below

Use DeBounce on a one-time or occasional basis, or subscribe to Email List Monitoring to test and clean up your contact list database continually. This reduces the chance that your cold emailing campaign will include obsolete email addresses, resulting in high bounce rates, lower deliverability, and less cost-effective email campaigns.

Add the DeBounce JavaScript widget to your web forms to validate emails in real time and weed out fake email addresses. Use data enrichment tools to gather more information from 10 different sources and know more about the individual who belongs to each email address on your list, such as their name and even photos.

Integrate DeBounce with over 100 third-party apps, including leading email marketing platforms like Mailchimp and Drip. Likewise, it integrates with WordPress plugins like Gravity Forms, Ninja Forms, and others, and you can create “Zaps” to connect it to other business software you use through Zapier.

DeBounce Pricing for Email Verification

DeBounce’s pricing is also very straightforward, allowing businesses to only pay for what they use. Should you only need to verify 5,000 contacts, you’ll pay just $10.

Visit DeBounce

14. Prowly: Best for Contacting Media Professionals

Prowly is a valuable PR email tool for businesses wanting to build a media contact list for press releases. Users can access journalists’ basic contact details in the database of over 1 million media professionals around the globe, even during the free trial. Upgrading to a paid plan unlocks other helpful features, such as contact list building, media pitching, and press release creation and distribution.

Prowly’s unique focus on providing media-based contacts and building and sending press release emails makes it the best tool for:

• Businesses with a focus on PR and media marketing
• Building a media contact list
• Sending pitches directly to journalists by email
• Any size business using press releases to build brand presence online or manage public perceptions

Prowly’s built-in content relationship manager (CRM) allows easy list building and email communication to thousands of journalists worldwide. It also has an online press release generator and distributor, letting you build and send press releases directly to journalists’ inboxes.

Prowly Pricing & Plans

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15. FindEmails: Best Lookup Tool for Bulk Email Lists

Building large contact lists through paid sources can be expensive, but FindEmails offers one of the more cost-effective ways to do this. In fact, with the highest-plan tier, your cost could be less than a penny per email. For this reason, we recommend it as the best email lookup finder for:

• Businesses on a budget looking to quickly engage a lot of prospects with cold emails
• Budget-conscious teams needing to source or verify large lists

All features come with all plans, so the only factor cost-wise will be how fast you want to build your list. Import and export emails one by one or in bulk using spreadsheets. Find emails using the app or via the Chrome extension. Also, save time, as there’s no separate process for verifying the email addresses you find or upload.

FindEmails Pricing & Plans

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Best Email Tools for Productivity & Collaboration

Researcher Gloria Mark found that more time spent on email equates to lower performance and higher stress. But email tools for productivity and collaboration can turn your work email software into a time-saving, stress-reducing powerhouse. Whether managing tasks, meetings, team-based workflows, or limiting email distractions, the email tools below can help.

16. Todoist: Best Email Tool for Task Management

Todoist is the best email tool for individuals managing tasks through email. It integrates with Outlook, Gmail, and several other popular email apps, including Zoho Mail. You can also use it with popular apps like Slack and Microsoft Teams, although the platform lacks some features teams need in a task manager. To get you started quickly, there are a number of prebuilt templates you can use in Todoist, including:

• Meeting agendas
• Project and goal trackers
• One-on-one meetings and reviews
• Accounting and bookkeeping tasks
• Blog post and book writing, design requests, and a content calendar
• Travel planning
• Class planning
• Training and onboarding checklists
• Feature planning

It’s also a good tool for human resource management, as you can set up workflows for new employee onboarding and training. Most are geared toward the needs of the solopreneur or small business owner, or for individual employee tasks. For an app better for team task management, we recommend Trello (see below).

Todoist Pricing & Plans

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17. Calendly: Best Email Tools for Setting Up Meetings & Events

Calendly is one of the best email productivity tools for sales campaigns. It allows easy scheduling of meetings without having to go back and forth with emails. It’s ideal for sales teams that want to make it easy for prospects to schedule meetings for sales presentations and demos, including when multiple team members are involved, as calendars can be meshed and synced. We recommend Calendly as the best email tool for:

• Allowing prospects to book time for sales presentations or demonstrations as part of a sales email campaign
• Cold email campaigns and lead nurturing sales email campaigns
• Scheduling meetings within a team or with clients, prospects, candidates, vendors and more

Calendly integrates easily with Gmail and Outlook, as well as social platforms Twitter and LinkedIn. Once an appointment is made, it’s synced to all attendees’ calendars. You can set up email reminders to decrease no-shows, and if a meeting needs to be canceled or rescheduled, that’s easy with Calendly too.

Instead of managing calendars and appointment scheduling manually, you’ll be able to set schedules in one interface. Calendly helps you arrange meetings with clients, staff, partners, and prospects, and it’s all integrated with your business email.

Calendly Pricing & Plans

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18. Trello: Best Email Tools for Team Task Management

Trello is such an effective task and project management tool that in years past, our team used it to manage our site’s content calendars within teams. It was easy to create a card to initiate a new article, task writers and graphic designers, and move the cards throughout each phase of our publishing process.

The visual orientation makes it super-easy to create tasks, assign them, and monitor whether tasks are getting done on time. As such, Trello is a great app for managing multi-step processes, and cards can be created and managed by email. This makes it an excellent tool for:

• Managing people projects like onboarding and training sequences
• Content creation and publishing for a business blog or multi-author publication
• Creating workflows for lead nurturing and onboarding new clients
• Multi-departmental projects, such as collateral and script development for revenue operations, or RevOps teams

The free-forever plan may be all a freelancer or small team ever needs, making it a very cost-effective email tool for task management. In addition to being able to make cards from email, users will get email notifications for just about everything, from being added or removed from a task or board to its due dates.

For managers, Trello offers the advantage of multiple views. So while your team might view everything in Kanban view, you can toggle to calendar, timeline, and table views to get a better idea of where everything is in the project. And Trello integrates with several other apps via Power-Ups to streamline workflows even further.

Trello Pricing & Plans

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19. BatchedInbox: Best Way to Reduce Distractions in Gmail

If BatchedInbox’s $9.99 monthly cost per email address seems like a lot to pay for one email tool, consider this. The average employee experiences a work distraction once every 10 minutes, and email is the most common one. In fact, an employee might spend anywhere from 28% to half of their time on email, checking it as much as 11 times every hour.

In addition, with every distraction comes extra time needed to refocus—making the value of this business email tool skyrocket. With a $9.99 BatchedInbox subscription, you get:

• Unlimited batching and scheduling for one email address
• Complete access to all controls
• The ability to retrieve emails on demand

Visit BatchedInbox

20. Asana: Best Way to Create Tasks From Microsoft Outlook Emails

Asana is such a versatile tool that we even named it as a top alternative to traditional CRM software. In fact, its shortcoming as a customer relationship management (CRM) tool lies in the fact that it doesn’t have native email or phone capabilities.

However, when integrated with Microsoft Office 365 and Outlook business email, it becomes a project management powerhouse. Create new tasks from Outlook, add due dates for follow-up, and assign them to teammates. View tasks in the list and board views, trigger actions for tasks created in Outlook, and add new emails to existing tasks to update your team.

There’s a generous forever-free version, from unlimited tasks and projects to collaborating with up to 15 team members. You can even integrate time tracking with the free version to keep track of time spent on projects and see everything in either list or board views for easy project management. All-in-all, we recommend Asana as the best email tool for:

• Project-based teams and businesses like web developers, architects, and designers
• Mid- to large-size marketing and sales teams that need to unify process and project management with email communication
• Businesses looking for process management software such as for new software or systems implementation

For example, an architectural or design firm working with a client could add client feedback emails or requests for changes sent via email to the task. Design firms working with clients can even invite clients to collaborate on projects with the Premium plan. It could be a great option for a custom homebuilder looking to align trades and vendors in managing the building timeline and ensuring the homebuyers’ input is conveyed to all parties involved.

Marketing and sales teams relying heavily on email for cold introductions and lead nurturing can also benefit from implementing Asana alongside Microsoft Outlook. Likewise, it’s a great email productivity software for implementing long-timeline changes, such as a new software system or company-wide hardware update.

Asana Pricing & Plans

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Best Email Tools for Improving Recipient Experiences

Your email strategy doesn’t end once you hit “send.” The best emails create positive experiences for their recipients, improving communication and brand perception. The email tools below have features for enhancing emails with custom signatures, tracking engagement, facilitating conversions, and ensuring your email is at its best before it gets sent.

21. WiseStamp: Best Email Tool for Custom Signatures

WiseStamp makes sure your emails stand out from the rest with a custom professional email signature. Add elements like headers, footers, fonts, images, videos, and action-inspiring buttons and build different email signatures for different uses. We recommend it as the best tool for creating email signatures for:

• Sales agents and executives that want to increase conversions with calls to action (CTAs) such as visit a page, book a meeting, reply, and so on
• Small business owners looking to stand out in marketing and sales emails
• Increasing brand awareness and improving perceptions
• Real estate agents who want to impress prospective clients
• Any business looking to create an organization-wide consistent, unified email signature

WiseStamp transforms boring cold emails into impactful advertising or marketing campaigns. Instead of sending plain and spammy all-text emails, WiseStamp lets you create your own email signature design or start with one of the hundreds of professionally designed email signature templates that fit your industry or style.

You can use the email signature generator completely free to design one email signature from scratch or a template, but it will contain WiseStamp branding until you opt for a paid plan. Design a unique signature for business email, or use WiseStamp to create a unified branded professional email signature template for your whole organization.

Notably, HubSpot also has a free email signature generator, which is why it (along with WiseStamp) both made our list of the best email signature generators. However, HubSpot only offers a free version and lacks the templates and customization you can get with a paid plan through WiseStamp.

WiseStamp Pricing & Plans

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22. MailTrack: Best Tool for Tracking Email Opens

MailTrack is a valuable business email tool for tracking emails sent to clients or coworkers. Knowing when an email has been read lets you know the best times to send emails and whether your email was effective (based on responses or actions taken). It can also be the basis for follow-up email scheduling, such as scheduling a follow-up sales email 48 hours after an offer email has been read. The best use cases for MailTrack are:

• Marketing and sales teams wanting to understand how and when emails are being opened
• Companies that want to use data to improve email sales and marketing campaigns
• Legal teams or pros who want to ensure or track when emails are opened
• Professionals and companies that need read receipts for emails, such as sending legal updates or information

You can use MailTrack to track emails individually or in bulk. The free-forever version displays branding, but allows unlimited tracking, real-time notifications, and email alerts. It also has 72-hour reminders if you didn’t receive a response and even the ability to see whether emails sent to you are being tracked.

MailTrack Pricing & Plans

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23. Attach: Best for Email Forwards & Attachments Tracking

Beyond whether an email was read, Attach gives you data regarding what happens after. Learn whether your email was forwarded, attachments were viewed, and how your email’s content was engaged with. In turn, you can use this data to make more informed decisions about how best to reach prospects.

Understanding the best way to reach your potential customers helps you choose the right practices and eliminate ineffective ones. We recommend Attach as the best email tool for:

• Sales agents looking for insights as to buying signals or whether a lead is going cold
• Data-driven marketing teams looking to optimize campaign performance
• Businesses looking for a central library for sales and marketing materials for outside sales agents
• Companies that send important or sensitive information and attachments

If you’ve ever had a moment of regret after sending an email, Attach can help with that too. You can make changes to files or swap them out after sending a campaign. You can even update document security by adding a password or revoking access entirely to protect sensitive documents.

Attach also lets you create a central library of assets for things like proposals, contracts, or marketing materials. This way, all your agents will send the materials you want to represent your business. This is especially useful for companies that employ outside sales agents, such as homebuilders with outside real estate listing agents, or companies with franchise locations, like insurance agencies and financial advisers.

Attach Pricing & Plans

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24. DocHub: Best Email Tools for Electronic Document Signing

From financial transactions to contracts, employment offers, and sales, being able to sign documents digitally is the standard in today’s business world. Digital document signing (aka e-signature or e-sign) is exactly what DocHub allows you to do. For occasional users, the free plan allows up to five e-signatures and three sign requests per month, making DocHub the best email tool for:

• Businesses that deal with contracts with clients or vendors
• Recruiters getting employment offers and onboarding signatures from remote workers
• Documents that need multiple signers
• Anyone looking to save time, money, and effort to get physical signatures on contracts, orders, and agreements
• Lawyers and financial and estate planners
• Real estate agents, title companies, and lenders that need to get signatures on documents when meeting in person is not preferred or an option

If your document requires multiple signatures, DocHub has a workflow for that. Likewise, when sending the same document to many different individuals, like an acknowledgment of receipt for an updated employee handbook or terms of service, DocHub has a bulk signature process. You can also create templates for documents that you send out frequently to save time, and when returned, they will be organized under your templates so you can find them easily.

Nor do all documents have to be sent by email. You can publish your templates publicly and share them through a URL or via Facebook or Twitter. When someone completes the form, you will automatically receive a copy.

DocHub Pricing & Plans

*Billed annually, or pay monthly at a higher rate

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25. Grammarly: Best Way to Proofread Emails Before Sending

Nearly everyone (93%) says they’ve made an email mistake at work at some point. These include typos, grammar issues, incomplete emails, or emails that weren’t easy to understand. Even if you proofread a message several times, a typo could remain, making it off-putting to the reader.

Need more proof? Consider these statistics:

• In a 10-year study, professionals who didn’t end up in director-level roles made 2.5 more writing mistakes than those who did. (Harvard Business Review)
• Pros who earned fewer promotions made 45% more mistakes than their counterparts who were promoted two to five times more during a 10-year period. (HBR)
• 42.5% of web users say they are likely to be put off by spelling and grammar mistakes. (CXL blog)

With a Microsoft Outlook extension and free Chrome extension for browser-based platforms like Gmail, Grammarly is the best email tool for eliminating typos before sending emails. We recommend it for:

• Startups and small businesses that don’t have an in-house copyeditor to proof sales and marketing materials
• Businesses using content marketing to generate web traffic and leads
• Businesses and professionals needing high credibility and professionalism (e.g., lawyers, politicians, doctors, dentists, journalists, and C-suite executives)
• Proofing and editing text-dense materials such as contracts, technical manuals, and handbooks

Grammarly helps prevent these mistakes and even has a tool that helps you improve your writing through suggestions. The free version could be all a small business or freelancer needs to ensure they don’t put embarrassing mistakes through email or in other written content, including sales presentations, website and landing pages, and webinars.

Grammarly Pricing & Plans

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Frequently Asked Questions (FAQs)

If I have email marketing software, do I need other email tools?

Email marketing software is just one type of email tool small businesses should be using. Permission-based email marketing tools like Mailchimp allow you to market your business with bulk campaigns and set automated triggers and drip campaigns to nurture leads. Other types of email tools help your emails stand out, allow you to track and measure performance, let you streamline workflows and tasks, and improve your ability to reach and convert prospects.

How are marketing & sales emails different?

Generally, marketing emails are sent in bulk using software like Constant Contact or Drip. These include communications like email newsletters, promotional email blasts, and customized emails for specific list segments. Sales emails, on the other hand, are emails sent to individual prospects at various stages of the sales funnel through email apps like Microsoft Outlook or Gmail.

How much should you spend on email tools?

Many of the email tools above have free versions to try. Depending on the size of your organization or contact list, or the features you want, you may need to move from a free email tool to a paid plan, but most cost less than $10 per user, per month. The good news, in either case, is that these tools should improve your campaigns. In turn, they produce increased conversions and revenue to offset the subscription cost.

Bottom Line

Using the right combination of email tools will help you scale, manage, and understand your audience and their needs much better. From tools you can integrate on your small business website to standalone apps and software to acquire and convert leads, these email tools can take your marketing and sales campaigns from good to great.