The 5 Best Email Management Tools Where You Can Ask AI for Help
Emails and mailboxes are one of those things that have stayed the same since the early days of the internet. Sure, we've had a lot of quality of life improvements over the years, but fundamentally the way we write emails in 2025 is not that different from how we used to write them in 2005. Well, that's unless we take AI email management tools into account.
With AI, the way we write emails — and managing our inboxes — is completely different, and a lot more streamlined.
But just like your inbox can get too full with too many emails, your toolkit can get too full with too many tools. We've reviewed the current options for AI-enhanced email tools to help you identify the most essential ones.
Here are our top 5 tools to help you manage your communications more efficiently, while keeping your letters personal and friendly, in no particular order:
1. Overchat AI
Overchat AI is a full-featured AI assistant that can help with different writing tasks, including email. The app has access to different advanced AI models, including ChatGPT, Claude, and Gemini. All of these are available in one application.
Among other tools, the platform includes an AI Email Generator that can create well-structured, tone-appropriate emails in seconds.
It's already been trained to write emails, so all you need to do is open the chatbot and ask the AI to create the draft you want to write. Use the AI Email Generator to save time on writing emails.
But why Overchat AI is really valuable for email management is because it can generate and edit text in many different ways. For example, it can create new emails, or rewrite existing drafts, or proofread. This tool is especially helpful for professionals who need to keep communication quality consistent across different types of emails, like team updates, emails to clients, and responses to customers.
2. Shortwave
Shortwave is an app that uses artificial intelligence to help you search your emails. It is installed in your Gmail inbox. This tool is great for getting information from a lot of emails without having to scroll through them all.
The AI assistant can find information in your email archive: find information from different conversations and put it together to make summaries. For example, if you need to collect all the feedback from a project, you can ask Shortwave to gather all the important comments and put them together in one clear summary.
Shortwave also works perfectly with Google Calendar. This means you can use natural language commands to schedule meetings.
The platform also summarizes threads, which helps you understand long email chains without having to read every message. This makes it very useful for staying current on ongoing discussions.
3. Microsoft Copilot Pro for Outlook
Microsoft's AI integration helps you improve the quality of your emails by analyzing them and coaching you.
Coaching by Copilot checks your emails and gives you tips on things like tone, clarity, and structure. This goes beyond just checking grammar, so it's more than a Grammarly alternative. It knows the context of your email box, so it checks how your message might be received by a particular person. Then it suggests ways to improve your emails.
The other cool feature is the thread summarization. In Copilot Pro, you can click on references to go directly to the parts of conversations you're looking for. This makes it easy to find specific information within long email chains. Pretty awesome, right?
4. SaneBox
SaneBox does things differently — it helps you keep your sanity as you deal with an overflowing inbox. Here's how it works: AI organizes your emails on the computer for you. Important emails stay in your main inbox, while less important emails go to folders you've set up.
Over time, the AI learns from your behavior patterns, improving its accuracy as you interact with different types of messages. It can identify newsletters, ads, and notifications. These then get separated from urgent emails that need your attention.
The SaneLater folder system is great for dealing with too much information. Instead of having every message compete for your attention, you can focus on important things first, and then review less important messages when you get a free minute.
5. Mailbutler
Mailbutler is an AI-powered platform with a smart assistant that does two things:
- Writes emails
- Summarizes emails
The platform automatically captures contact information from email signatures to create a complete database of your network. It identifies tasks mentioned in email conversations and can integrate with popular task management applications, ensuring nothing falls through the cracks. This feature is especially useful for project managers and other professionals who use email to coordinate many different projects.
Smart Compose and Smart Respond help you write the right reply quickly. Smart Summarize helps you read long emails more easily. The platform also includes email tracking and scheduling features, making it a comprehensive solution for professionals who need both AI assistance and traditional email management tools.
Bottom Line
AI is changing how we deal with email. These tools can help you find the right message and write better responses. So, add them to the way you do your work. The next time you see that bell notification with a hundred written on it, you'll start your workday with a smile, not a sigh.
