5 of the Best Email Tools You’re Not Using to Save Time!

Emails are an essential part of modern communication, but managing them efficiently can be a real challenge. What if your email platform could work smarter for you? Many users aren’t aware that some of the best email tools are already built into their inboxes, waiting to save time and simplify daily tasks.

In this blog, we’ll explore five powerful yet underused features that can revolutionize how you handle your emails. From sending messages at the perfect time to effortlessly managing clutter, these tools are designed to boost productivity and make your inbox work for you. Let’s dive in and discover how to unlock the full potential of your email platform!

Unlocking the Best Email Tools for Better Productivity

Most people rely on the basic functions of their email platforms, unaware of the best email tools built right into them. These features are designed to save time, improve organization, and simplify communication, but they often go unnoticed. By exploring these powerful tools, you can optimize your email experience, reduce daily inbox stress, and focus on what truly matters. Don’t let these productivity boosters remain hidden—unlock their potential today!

1. Scheduled Sends

One of the best email tools for staying organized and professional is the scheduled send feature. This simple yet powerful tool allows you to write an email whenever it’s convenient for you and schedule it to be sent at a later time.

Why It’s Useful

• Perfect Timing: Whether you’re dealing with clients in different time zones or want to ensure your email hits their inbox first thing in the morning, scheduled sends let you plan your communication perfectly.
• Stay Productive: Compose emails when inspiration strikes without worrying about disturbing recipients outside of work hours.

How to Use It

Most popular email platforms offer this feature:

• Gmail: After composing your email, click the dropdown next to the “Send” button and select “Schedule send.” Choose a suggested time or set a custom date and time.
• Outlook: Use the “Delay Delivery” option under the “Options” tab when composing your message.
• Apple Mail: With third-party plugins or macOS Ventura and later, schedule emails directly in the app.

Taking advantage of scheduled sends ensures your messages land at the right time, making this one of the best email tools for better communication.

2. Email Templates

If you find yourself typing out the same kinds of emails repeatedly, then the email templates feature is one of the best email tools you need to start using. Templates save time by allowing you to create pre-written emails for common situations, ensuring consistency and efficiency in your communication.

Why It’s Useful

• Saves Time: No need to type or copy-paste repetitive messages. Templates let you send recurring emails in seconds.
• Professional Consistency: Great for businesses that rely on standardized responses, such as customer service or sales follow-ups.
• Reduces Errors: Reusing approved content ensures accuracy in your messaging.

How to Use It

Setting up email templates is simple:

• Gmail:
  1. Go to “Settings” > “See all settings.”
  2. Under the “Advanced” tab, enable “Templates.”
  3. Compose an email, then save it as a template using the three-dot menu in the compose window.
• Outlook:
  1. Create a new email and write your template.
  2. Save it as a “Quick Part” under the “Insert” tab for easy reuse.
• Other Platforms: Many email platforms have similar features or allow you to integrate template tools like TextExpander or third-party extensions.

Whether you’re managing client inquiries, onboarding new employees, or sharing meeting agendas, email templates are a must-have in your productivity toolkit. Make this one of your go-to best email tools to simplify daily tasks!

3. Priority Inbox

Dealing with a cluttered inbox can be overwhelming, but the priority inbox feature is one of the best email tools to help you stay focused. This smart tool organizes your emails so that the most important messages appear first, reducing the time spent searching for critical information.

Why It’s Useful

• Focus on What Matters: Automatically highlights emails from key contacts or based on your past behavior.
• Reduces Clutter: Separates promotional or less urgent emails, allowing you to concentrate on high-priority tasks.
• Increases Productivity: Helps you respond faster to important emails and keeps your inbox manageable.

How to Use It

Here’s how to activate and customize your priority inbox:

• Gmail:
  • Go to “Settings” > “Inbox.”
  • Select “Priority Inbox” and customize your sections (e.g., unread, starred, or important emails).
  • Gmail will automatically learn your preferences and improve over time.
• Outlook:
  • Use the “Focused Inbox” feature, which divides your inbox into “Focused” (important emails) and “Other” (less urgent messages). You can train it by moving emails between sections.
• Other Platforms: Look for smart inbox or filtering settings to set priorities.

By letting technology sort your emails intelligently, the priority inbox feature ensures that nothing important gets buried, making it one of the most essential best email tools for busy professionals.

4. Advanced Search Filters

Ever spent ages scrolling through your inbox trying to find a specific email? That’s where advanced search filters come in. This is one of the best email tools for quickly locating emails using precise criteria, saving time and eliminating frustration.

Why It’s Useful

• Faster Searches: Locate emails by sender, subject, date, keywords, or attachments in seconds.
• Organized Retrieval: Ideal for managing large inboxes or finding critical information during busy workdays.
• Reduces Inbox Overwhelm: Filters narrow down your search so you don’t waste time scrolling through irrelevant messages.

How to Use It

Here’s how to maximize advanced search filters in popular email platforms:

• Gmail:
  • Use the search bar with operators like:
    • from: (e.g., from:[email protected]).
    • has:attachment for emails with files.
    • before: and after: for date-specific searches.
  • Or click the dropdown in the search bar to access all filter options.
• Outlook:
  • Use the search box at the top and click “Search Tools” to filter by criteria like sender, subject, or size.
• Apple Mail:
  • Enter keywords in the search bar and refine results by mailbox, sender, or attachment.

Bonus Tip:

Save your searches as smart folders (where supported) to reuse them for recurring queries.

Advanced search filters are a game-changer for anyone managing a busy inbox. Add this to your arsenal of best email tools to stay on top of your email game!

5. Snooze Functionality

Feeling overwhelmed by emails that require your attention later but clutter your inbox now? The snooze functionality is one of the best email tools for managing your inbox without losing track of important tasks. This feature lets you temporarily hide emails until you’re ready to deal with them, helping you stay focused and organized.

Why It’s Useful

• Reduces Distractions: Keeps your inbox clean and focused on actionable items.
• Helps with Time Management: Allows you to tackle emails at the right moment instead of being overwhelmed by everything at once.
• Prevents Overlooking Emails: Snoozed emails return to your inbox as unread at your chosen time, ensuring they don’t slip through the cracks.

How to Use It

Here’s how to snooze emails in popular platforms:

• Gmail:
  • Hover over an email in your inbox and click the clock icon.
  • Choose a preset time or set a custom date and time for the email to reappear in your inbox.
• Outlook:
  • Use the “Remind Me” feature to defer emails to a future time or date.
• Third-Party Apps: Tools like Boomerang or Spark offer snooze features if your email client doesn’t support it natively.

When to Use It

• For emails that require a follow-up but aren’t urgent.
• When you’re trying to focus on immediate tasks and don’t want your inbox to be a distraction.
• To schedule emails for review closer to a deadline or meeting.

The snooze functionality is a simple yet powerful way to take control of your inbox, ensuring nothing important gets overlooked. Add this to your toolkit of best email tools to make managing your emails stress-free and efficient!

Conclusion

Emails are a constant part of our lives, but they don’t have to be overwhelming. By leveraging some of the best email tools available—like scheduled sends, templates, priority inboxes, advanced search filters, and snooze functionality—you can transform the way you manage your inbox. These features are not just about saving time; they’re about improving productivity, reducing stress, and making your communication more effective.

Take the first step today: explore the tools we’ve highlighted and start integrating them into your email routine. Whether you’re a busy professional, a student, or someone managing a packed personal inbox, these features are designed to help you work smarter, not harder.

Call to Action

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Let us know in the comments which email feature is your favorite or one you plan to start using. Don’t forget to share this blog with anyone who could benefit from these tips!