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Top 9 Best Platforms for Email Collaboration Software

Top 9 Best Platforms for Email Collaboration Software

Table of Content

As the old adage goes, 'two heads are better than one', and in today's fast-paced business environment, effective communication and collaboration are more vital than ever.

You're probably all too familiar with the challenges of managing a growing volume of emails, trying to keep track of important threads, and ensuring that everyone on your team is on the same page.

Email collaboration software platforms could be your ticket out of this chaos. In this discussion, we'll explore the top nine platforms that could revolutionize your team's communication, making it more streamlined, efficient, and productive.

Stay tuned to find out how these platforms stack up against each other, and which one might be the best fit for your business.

Key Takeaways

  • Email collaboration software platforms revolutionize team communication and enhance productivity.
  • These platforms efficiently manage shared inboxes, eliminating bottlenecks and confusion caused by traditional email usage.
  • They provide a unified response to customers, improving satisfaction and enhancing transparency within the team.
  • Key features of email collaboration software include real-time updates, shared mailbox, private groups, account tracking, and personalization options for tailored customer experiences.

The 9 Best Email Collaboration Software Platforms

Let's dive into the nine top-notch email collaboration software platforms that can revolutionize your team's communication and productivity. These platforms are built to offer you an enhanced email management software experience, transforming your team collaboration and making project management a breeze.

With the shared inbox feature, your team can work together in real-time, reducing clutter and streamlining processes. The beauty of email collaboration lies in its ability to offer privacy, accuracy, and security when sharing personal data. This is why it's a preferred channel for customer support, especially for customer experience teams.

So, who stands to benefit from these collaboration platforms? It's not just large teams. Even differentiated teams, rapidly scaling teams, and small teams with specializations can reap huge benefits. Look for features like real-time updates, private groups, account tracking, personalization options, and integrations when choosing your platform.

From Help Scout to Google Collaborative Inbox and Outlook Shared Mailbox, these nine platforms offer unique advantages. They'll help you not only improve communication but also offer a guide to choose the right customer support tool.

What is email collaboration software?

Having explored the top platforms, it's crucial to understand what email collaboration software is and how it can revolutionize your team's communication.

Email collaboration software is a shared inbox tool that allows multiple team members to collaborate on email communication.

With email collaboration tools, your team gains an overview of inbox activity, including tickets and volume, ensuring streamlined communication. This software type offers unique features like Collision Detection, which prevents duplicate replies and facilitates real-time collaboration on projects.

Essentially, email collaboration software enables your team to work together efficiently, coordinating tasks and projects through a shared inbox and other collaboration features.

This tool is particularly beneficial for large teams, differentiated teams, customer experience teams, rapidly scaling teams, and small teams with specializations.

Who can benefit from email collaboration software?

Whether you're part of a large team seeking to keep everyone on the same page or a small specialized team collaborating on specific tickets, email collaboration software can significantly enhance your team's communication and productivity. This contextually relevant article section will cover who can benefit from email collaboration software.

Large teams can certainly benefit, as these platforms help to keep information organized and ensure everyone remains in the loop. Diversified teams, possibly spread across different time zones or working on various projects, can also manage their communication more effectively through the best email collaboration software platforms.

Customer experience teams, dealing with multiple inboxes and countless customer queries, will find these platforms invaluable. These tools centralize communication, ensuring no request slips through the cracks.

Furthermore, rapidly scaling teams can use these platforms to streamline the process of onboarding new members, maintaining efficient communication while expanding their workforce.

Email versus other channels

After understanding who can most benefit from email collaboration software, it's critical to compare email with other channels to grasp why it often emerges as the preferred method for business communication.

It's usually the first choice for customer support, enabling deep technical troubleshooting and sharing of documentation with ease.

Email is also a more secure communication tool, allowing your team to share personal data or verify identities without fear of breaches. The collaboration aspect of email is enhanced through software, introducing features like internal notes and saved replies that streamline the process.

Emails offer a level of privacy that's hard to beat. It's a closed system, so you're not leaving a public trail that could be exploited. Plus, it offers accuracy. You can ensure everyone is on the same page, with the most up-to-date information.

As a team, using email collaboration software brings everyone together in a secure, efficient environment that fosters productivity. It's about more than just sending messages – it's about collaborating, problem-solving, and engaging on a platform that respects your privacy and security.

Ability to dive deep

With email collaboration software, you're not just scratching the surface; you can dive deep into technical troubleshooting and share detailed diagnostic information seamlessly. These software platforms provide the advanced features that enable you to delve into the complexities of any problem, offer solutions with improved precision, and enhance your team's performance.

Among these advanced features, email communication stands out. This tool lets you share complex solutions, including screenshots and code snippets. You're not restricted to just text; you can format your messages and embed images for comprehensive communication. That's the beauty of these email collaboration software platforms.

Moreover, the collaboration features of these platforms ensure that all team members are on the same page. Clear and detailed instructions can be shared, which reduces the chances of misunderstood tasks or misinterpreted information. Compared to other communication channels, email offers superior depth and detail for technical support and troubleshooting.


While the ability to dive deep into issues is a key strength of email collaboration software, its standout advantage is arguably the high level of security it offers.

Unlike social media or other channels, email collaboration software platforms ensure a secure channel for handling sensitive customer communication. These platforms are designed to protect customer data better, significantly reducing the risk of data breaches or unauthorized access.

Not only do they provide a secure option for sharing personal data and verifying identity, but they also ensure data protection and privacy for both you and your customers. You're able to manage multiple email addresses while maintaining the utmost security.

Moreover, the API for supported eventsboundary in these platforms enhances security measures, allowing for real-time updates on any potential security risks. This ensures you're always one step ahead, safeguarding your customer communication and business data.

Furthermore, email collaboration software offers a high level of privacy. Your conversations are private, avoiding public trails, and you can trust the accuracy of the information shared. These platforms offer a secure, accurate, and private channel for your business communication.

Better collaboration

You'll find that email collaboration software takes teamwork to the next level, allowing multiple members of your team to access a shared inbox and collaborate on projects and documentation in real-time. This tool allows for better collaboration by eliminating any bottlenecks and confusion that could be caused by traditional email usage.

One of the key elements of these email collaboration software platforms is the ability to manage shared inboxes efficiently. This is a game changer, especially for customer experience teams that need to collaborate on customer queries and issues. The software enables your team to provide a unified response to customers, thereby improving customer satisfaction and experience.

Moreover, the shared email feature allows for improved transparency and communication within your team. Everyone can see who's working on what, leading to a more organized and synchronized work approach. This not only enhances productivity but also minimizes the chances of duplicate or missed tasks.

Therefore, if you're looking for a tool that allows for better collaboration, consider investing in an email collaboration software. The ability to manage shared inboxes effectively and collaborate on customer-related projects can significantly enhance your team's productivity and efficiency.

Privacy and accuracy

In the realm of email collaboration, privacy and accuracy are paramount, safeguarding your sensitive information while ensuring up-to-date and precise communication. The best email collaboration software platforms prioritize these aspects, offering you a secure, confidential platform for your business communications.

These platforms protect your reputation and sales by providing accurate, real-time information. They ensure your email conversations aren't searchable on search engines, thus upholding privacy and data security. This level of privacy and accuracy significantly improves the customer experience, fostering trust and satisfaction among your clientele.

The best team email management systems also protect your sensitive data, mitigating the risk of data breaches or unauthorized access. They maintain private groups, ensuring only authorized personnel can access or modify information. This not only secures your data but also ensures its accuracy, preserving the integrity of your business communications.

To find the right email collaboration platform, look for features such as real-time updates, private groups, and robust integrations. Remember, in the world of email collaboration, the best software is one that balances privacy and accuracy to provide a seamless, secure, and efficient communication experience.

Key features to look for in email collaboration software

Having discussed the importance of privacy and accuracy in email collaboration software, let's now examine the key features you should look for when choosing the best platform for your needs.

Firstly, real-time updates are crucial in managing emails efficiently. This feature ensures you don't overlook important support requests.

Secondly, a Shared Mailbox is an essential feature to consider. It allows team members to share, delegate, and manage emails collectively, promoting better collaboration.

Private groups and discussion threads also play a key role in an email collaboration platform. They provide a space for team members to brainstorm and resolve issues collaboratively.

Another key feature is account tracking. This holds everyone accountable and ensures that all tasks are completed on time.

Personalization options are also essential in providing a better customer experience. They allow your team to tailor responses to each customer's needs and preferences.

Lastly, look for a platform that integrates with other third-party apps. This streamlines your workflow and increases efficiency.

Real-time updates

Let's dive into the importance of real-time updates in email collaboration software.

This feature is a crucial tool in managing your business communication effectively. Real-time updates provide immediate visibility into any changes made by team members, whether it's a modification to an email, task, or project. You're able to see these adjustments live, without any delay.

The best email collaboration software platforms prioritize this functionality.

Imagine the ease with which you can coordinate your team's efforts if everyone is kept in the loop about the latest developments promptly. Instant notifications ensure that no critical information slips through the cracks. This real-time collaboration not only promotes seamless coordination but also facilitates quick decision-making.

Moreover, the platform's efficiency is enhanced when changes made by your team members are reflected instantaneously. It's a game-changer for productivity, eliminating confusion and miscommunication.

Private groups and discussion threads

You'll find that private groups and discussion threads in email collaboration software offer an effective way to foster focused and confidential communication within your team. These features are integral to the best email collaboration software platforms, allowing for in-depth conversations and decision-making within designated groups.

With private groups, you can create specific areas for different projects or departments. These groups enable team members to collaborate, share ideas, and discuss projects without involving the entire organization. This is particularly useful when dealing with sensitive information that needs to be kept separate from broader communication channels.

On the other hand, discussion threads streamline collaboration by providing a dedicated space for focused teamwork and communication. Threads keep related messages together, promoting clarity and organization. They facilitate ongoing conversations, making it easy for team members to track progress and stay updated.

Account tracking

In the realm of email collaboration software, account tracking is a crucial feature that lets you monitor and manage customer accounts within your shared inbox. This function allows you to keep a clear view of the status and interaction history of your customers, enhancing your multi-channel customer service capabilities.

Account tracking within email collaboration software platforms provides much-needed visibility, making it easier for teams to assign and track specific accounts. This leads to increased accountability and more efficient customer service. You're able to see and manage the inquiries, issues, and resolutions linked to specific accounts, which is invaluable when it comes to providing personalized support.

These platforms also facilitate the organization and management of customer accounts. With email management software, you can streamline your entire customer support platform, making it easier to manage their email accounts. This efficient way of handling customer accounts ultimately leads to improved service, increased customer satisfaction, and a more streamlined workflow for your team.


Building on the fundamental aspect of account tracking, let's consider another crucial feature of email collaboration software: personalization. It's about more than just having your email address on communications; it's about making each interaction meaningful.

The right email management software allows you to customize your personal email templates, signatures, and even responses, creating a uniquely tailored experience for your recipients. It's a powerful tool that can address recipients by name, adjust content based on past interactions, and segment communications for targeted engagement.

Imagine the power of personalized customer service. It's not just about responding to inquiries anymore; it's about providing a personal touch that builds stronger connections. This level of personalization enhances your customer relationships, improves engagement, and increases the effectiveness of your communication efforts.


When it comes to supercharging your email collaboration software, integrations play a crucial role. They allow your software to interact with other third-party apps, enhancing your email management capabilities by introducing new tools and features. Imagine your Shared Inbox not just as an email hub, but as a central command center where you can also access your project management and CRM tools.

Google Collaborative, for instance, is known for its seamless integrations. This software helps you streamline your processes by connecting with your existing software ecosystem. This way, you're not just enhancing your email collaboration capabilities; you're also creating a more efficient workflow.

Furthermore, the Collaborative Inbox feature is a perfect example of how integrations can improve your software. By integrating with other platforms, you can easily manage and delegate tasks, track progress, and even automate some processes. That's the power of integrations—they expand the functionality and capabilities of your email collaboration software, making your life easier and your team more productive.

Find the best email collaboration software for your business

Navigating the vast sea of email collaboration software can be daunting, but it's essential to find the right fit for your business. The best email collaboration software platforms offer a range of features to streamline your email management and improve customer support.

Don't rush when choosing the right email collaboration software. Reflect on your business needs and consider software that offers real-time updates, private groups for team collaboration, and integrations with other apps to streamline processes. These features not only declutter your inboxes but also keep your team on the same page, enhancing productivity.

Consider software platforms like Help Scout, Google Collaborative Inbox, and Outlook Shared Mailbox that are known for their robust collaboration tools. These platforms are beneficial for large teams, customer experience teams, and rapidly scaling businesses. They'll help you centralize multiple inboxes, onboard new team members seamlessly, and improve your customer support.

Get Started

If your team is drowning in emails and struggling with collaboration, then Get Started, a comprehensive email collaboration software platform, might be the solution you've been looking for.

As mentioned in this article section, Get Started is one of the best software platforms designed to help teams manage shared inboxes effectively.

Get Started provides a real-time overview of your inbox activity, including tickets and volume, making collaboration on projects and documentation more efficient. It's equipped with unique features like Collision Detection to prevent duplicate replies, private groups for focused discussions, and threaded conversations to keep everyone on the same page.

Accountability is crucial in team collaboration, and Get Started's account tracking feature ensures that everyone's contribution is visible. Plus, its personalization options enable you to provide a better customer experience.

Integration is key for streamlined processes. That's why Get Started syncs with other third-party apps, making it an invaluable tool in your arsenal for effective team communication and collaboration.

Dive into the world of email collaboration software platforms with Get Started and transform how your team collaborates.

Help Scout

Moving on to Help Scout, this platform is renowned for its superior email collaboration software designed specifically for customer support. As a Team Email Management Software, it's designed to help teams improve their response and management of customer queries from Gmail and other email providers.

Help Scout's platform allows you to streamline your email process with features such as shared inboxes, saved replies, and account tracking. These features not only help manage your emails better but also ensure that every customer query is addressed promptly and efficiently.

One standout feature of Help Scout is the use of internal notes. This feature allows team members to communicate with each other within a customer's thread, keeping all relevant information in one place. It's a great tool for collaboration and ensures everyone is on the same page.

Moreover, Help Scout offers a centralized platform where you can assign, track, and collaborate on customer conversations. This makes it easier to keep track of ongoing issues and customer correspondence. Additionally, with a searchable library of saved replies, you can quickly respond to frequently asked questions, improving customer service and team productivity.

Google Collaborative Inbox

Next up is Google Collaborative Inbox, a tool that's specifically designed to enhance teamwork and manage emails effectively for Gmail users. This shared inbox allows multiple team members to collaborate seamlessly on incoming emails. It's tailor-made for those of you who use Google Workspace, providing a free option to facilitate efficient email management.

How does Google Collaborative Inbox work? It allows you to assign conversations to specific team members, making it easier to keep track of who's handling what. Once a conversation is completed, you can mark it as resolved, keeping your shared inbox organized and clutter-free. You can also categorize conversations using labels for easy retrieval and reference.

The beauty of Google Collaborative Inbox lies in its ability to streamline communication and teamwork within Gmail. You don't have to switch between different platforms or lose time figuring out who should handle a particular email. Everything is right there in your shared inbox, simplifying your workflow and enhancing your team's productivity.

Outlook Shared Mailbox

For teams deeply entrenched in the Microsoft 365 ecosystem, the Outlook Shared Mailbox is a powerful collaboration tool that offers multiple users access to a single email account. This shared inbox functionality is ideal for teams, as it allows multiple members to view and respond to emails from a central location.

The Outlook Shared Mailbox isn't just a shared email account, it's an effective email management tool. It allows for cohesive customer support, as all team members can access customer queries and respond promptly. This feature reduces the chances of missed emails or duplicated responses.

Furthermore, the Outlook Shared Mailbox integrates seamlessly with other Microsoft 365 products. This means that your team can collaborate on emails while utilizing other Microsoft tools, bringing your team's collaboration to a new level.

In a nutshell, if your team is already using Microsoft 365 and needs a robust email management tool, the Outlook Shared Mailbox is a top choice. It simplifies email management and enhances team collaboration, making it an essential tool for effective team communication. Try it out and see how it can improve your team's productivity and customer support.

Teamwork Desk

While the Outlook Shared Mailbox is a robust tool within the Microsoft 365 ecosystem, if you're part of an agency that requires a comprehensive suite of tools for managing customer support and team communication, Teamwork Desk could be just what you need.

This email collaboration software platform is a game-changer, designed to streamline communication processes and enhance customer service.

As a powerful help desk, Teamwork Desk effectively handles client inquiries, ensuring no request goes unanswered. Its task management tool aids in organizing your to-do list and its project management tool ensures smooth execution of your projects. You'll appreciate the software's integrated team chat feature, which fosters real-time collaboration and boosts your team's productivity.

Teamwork Desk also offers a knowledge base management feature, making it easy to share information among team members and with clients. Its CRM feature aids in managing customer relationships efficiently. You'll find Teamwork Desk's pricing, starting at $8.50 per user per month, quite affordable.

In a nutshell, Teamwork Desk is an all-in-one platform that caters to your agency's collaboration needs, making it a valuable addition to your suite of management tools.


If your team is heavily reliant on Google Workspace, Gmelius is the email collaboration software you should consider. Gmelius is designed to enhance your team's workflow while working on customer queries, project management, and more. It's a tool that lets your support and sales teams use Shared inbox to manage their workload effectively.

One of Gmelius' key features is its ability to transform emails into tickets. This feature enables your team to handle customer queries more efficiently, ensuring no request slips through the cracks. The real-time visibility of workloads also helps in better managing resources and time.

Moreover, Gmelius allows for internal discussions through quick notes. This promotes better team collaboration and ensures everyone is on the same page. It's an excellent tool for teams looking to streamline their communication and improve productivity.

Additionally, Gmelius includes a meeting scheduler, perfect for coordinating team meetings and ensuring everyone's availability. This functionality further enhances the collaborative efforts of your team.


Consider Hiver, a top-notch email collaboration software especially designed for larger teams using Gmail. It offers features like delegating emails, utilizing email templates, and setting up automation to streamline your team's workflow.

Hiver works as a shared inbox helping teams to manage their group email efficiently. It has a unique ability to convert customer emails into task cards, providing real-time visibility of your team's workload.

Hiver's email management feature is a game-changer. It allows you to delegate emails to team members, add context to emails, and collaborate on drafting responses. This prevents duplicate responses and enhances your team's productivity. Hiver also aids in improving your customer support by ensuring that all customer emails receive timely and appropriate responses.

Apart from these, Hiver helps teams get insights into their performance with analytics and reports. You can also schedule meetings and add quick notes for internal discussions within the shared inbox. Its two-way integration with existing tools makes it even more efficient.

Hiver's focus is on enhancing workflow, bettering team collaboration, and improving customer support, making it a highly rated choice for your email collaboration needs.


Shifting from Hiver, another software that excels in the realm of email collaboration is Rooftop, specifically designed to cater to your internal communication needs. Rooftop helps centralize all your customer information right in your shared inbox, making it an integral tool for your team's efficiency and organization.

This platform uses customizable columns and upfront task information, providing you with the right details to help you stay on top of things. Its unique feature of labeling conversations and file-sharing capabilities further enhances collaboration within your team, making sure everyone stays in the loop.

What sets Rooftop apart is its strong focus on internal communication. It's designed to help you manage your internal emails better, ensuring that nothing slips through the cracks. This focus makes it the right choice if you're looking for a software platform dedicated to organizing tasks and enhancing internal communication.

Rooftop's pricing starts at $39 per user per month, making it a cost-effective solution for your internal email collaboration needs. With Rooftop, you're not just getting an email collaboration tool, but a tool that's designed to streamline your internal communication process.


Diving into personal email collaboration, Front stands out as a top-tier platform, offering real-time collaboration, instant messaging, and intelligent automation features. This tool offers members the chance to streamline their communication using an email management system that's both efficient and user-friendly.

Front allows users to work together seamlessly, enhancing productivity and ensuring that no message gets overlooked. Its real-time collaboration feature means that members can communicate instantly, reducing delays and fostering a more cohesive team environment.

Beyond just messaging, Front takes email collaboration a step further. With it, you can create workflows that automate repetitive tasks, freeing up your time for more critical activities. The automation feature isn't just smart; it's also adjustable to your specific needs, making it a dynamic part of your team's operations.

The platform's reporting and VIP customer prioritization features are also noteworthy. Offering insights into your team's email usage and performance, as well as prioritizing crucial customers, Front ensures that you're always on top of your game.

In short, Front equips you with everything you need to optimize your team's email management and collaboration. It's a personal email collaboration tool that truly delivers on its promise.


While Front excels in automation and real-time collaboration, you'll find Missive takes a unique approach to email management that's equally compelling.

Missive lets you manage multiple email accounts and social media messages from one centralized platform, a feature that's particularly handy for support teams.

What sets Missive apart is its seamless integration of social media into its platform. This feature allows us to manage our emails and social media conversations all in one place, increasing productivity and efficiency. You'll find it easier to track conversations, share drafts, and make collaboration a breeze.

But that's not all. Missive also offers shared labels and shared drafts that allow for real-time collaboration. This is perfect for teams working on customer support issues or coordinating large projects.

In a world where communication is essential, having a tool that centralizes your conversations is imperative. Missive does this brilliantly, making it one of the best email collaboration software platforms available.

It's not just a tool to manage your emails. Missive is a comprehensive, collaborative platform designed to streamline your team's communication and increase productivity. Try it out and see the difference it makes.

Which Email Collaboration Platform is Best for Distribution Lists, Shared Mailboxes, and Shared Inboxes?

When it comes to finding the top pick for distribution list, shared mailboxes, and shared inboxes, many experts recommend Microsoft Outlook as the best email collaboration platform. With its user-friendly interface and comprehensive features, it makes managing multiple email accounts and communication streams a seamless experience for businesses.


So, there you have it! With email collaboration software, you can declutter your inbox and boost your team's productivity.

From Hiver to Missive, there's a platform out there to suit your team's needs.

Whether you run a small business or manage a large corporation, embracing this technology could be a game-changer.

Don't let email chaos slow you down, find the best tool to streamline your team's communication and collaboration today.