The 9 Best AI Email Assistants to Boost Productivity and Inbox Management

Estimated reading time: 8 minutes

In a world overflowing with messages, deadlines, and follow-ups, having an AI email assistant can be the difference between drowning in your inbox and staying calm, professional, and on top of every thread. Whether you’re hunting for help with email AI tools to polish texts, AI email management systems to sort and archive, or an AI email assistant Outlook integration, the right tool can save hours every week. Below are nine of the best options out there, with strengths, weaknesses, and what kinds of users they suit best.

What to Look for in an AI for Email (Before Choosing)

Before diving into individual tools, here are key features to consider for an AI assistant:

• Ability to draft or suggest email content, correct grammar, tone, etc. 
• Smart inbox triage, classification, prioritization, and reminders
• Integration with popular email clients: Gmail, Outlook, etc.
• Automation: follow-ups, scheduled sends, templates
• Privacy, security, especially if the email content is sensitive
• Cost structure: free tiers, paid versions, enterprise plans

Top AI Email Assistants List

Now that you know what exactly you should look for when choosing AI for email, let’s dive into the details of the best ones. We’ll take a look at key features and what those assistants are best for. Let’s dive in!

1. Shortwave.

Best for: Smart email search & management
Key features: Deep search across threads, reminders, team collaboration, good integration with Google Calendar, and Gmail. Helps you find old emails quickly and stay organized.

2. Microsoft Copilot Pro (for Outlook).

Best for: Users heavily embedded in Microsoft 365 / Outlook.
Key features: Tone-adjusted suggestions, summarization of long threads, and context awareness. Brings advanced writing aids into Outlook.

3. Gemini for Gmail (Google Workspace).

Best for: Gmail / Google Workspace users needing built-in writing and draft polishing.
Key features: Tools to “help me write,” refine drafts (formalize, shorten, polish), and tight integration with Gmail.

4. Apple Intelligence (Apple Mail).

Best for: Apple users who want AI-powered assistance within their device ecosystem.
Key features: Summaries, reply suggestions, and highlighting key info, all built into Apple Mail. 

5. Superhuman.

Best for: Professionals who value speed, shortcuts, and advanced templates.
Key features: AI drafts from bullet points, follow-up reminders, and very fast UI. Also supports Outlook now in addition to Gmail.

6. Notion Mail.

Best for: People who already use Notion for work/projects and want an email AI tool integrated.
Key features: AI labels, drafts, common response snippets, custom workflows, unified workspace. Great for organizing and automating many parts of email.

7. Proton Scribe (within Proton Mail).

Best for: Users who want privacy + good AI writing support.
Key features: Modes like proofread, shorten, formalize; doesn’t train on your inbox data, uses encryption to preserve security. Good AI email writer for those concerned about security.

8. Edison Mail.

Best for: Individuals wanting security + AI features on mobile.
Key features: Smart filtering, security features, and AI-powered assistance in message management.

9. SaneBox.

Best for: Those whose main need is an AI email organizer or inbox decluttering.
Key features: Prioritizes important messages, hides distractions, “nudges” follow-ups, etc. Less about writing, more about inbox control.

Comparing the Tools at a Glance

Tool	Best For	Strengths	Trade-Offs
Shortwave	Search & reminders	Finds old emails, good reminders & collaboration	Gmail/Google-first, less advanced drafting tools
Copilot Pro (Outlook)	Office / Outlook power users	Strong summarization, tone, and deep Microsoft integration	Requires Microsoft 365, the cost can be high
Gemini for Gmail	Gmail users	Very seamless, tools for refining drafts in Gmail	Paid add-ons, feature roll-out may lag in some regions
Apple Intelligence	Apple-centric users	Good device integration, native experience	Less flexible if you don’t use the Apple ecosystem
Superhuman	Those who need speed	Great UI, keyboard shortcuts, templates	Expensive, steep learning curve, may be overkill for casual users
Notion Mail	Project/workspace users	Combines email, workspace, and task flows	Might be too much if you don’t already use Notion heavily
Proton Scribe	Privacy-focused users	Strong privacy, secure models, tone & style modes	Additional cost, fewer integrations beyond Proton’s ecosystem
Edison Mail	Mobile + security	Good for mobile OS, filters, and security	Writing assistance less advanced than desktop-first tools
SaneBox	Inbox control	Cleans up distractions, smart sorting	Doesn’t draft, tone, or replace writing tools

No matter which AI assistant you choose, make sure your hard work doesn’t get lost in spam folders. Tools like GlockApps help you monitor inbox placement, improve deliverability, and maximize your email efforts.

How to Choose Your Best AI Email Assistant

To pick the best AI tool for email, consider:

1. Which email client(s) you use (Gmail, Outlook, Apple Mail, Proton, etc.): Pick one that integrates well.
   
2. What you need most: Writing help/tone, inbox cleanup, automation, reminders, security.
   
3. Privacy concerns: If your emails are sensitive, you’ll want a tool with encryption or clear policies about the usage of your data.
   
4. Budget: Free vs paid; enterprise vs individual.
   
5. Ease of use/learning curve: Sometimes simpler is better, over-automating can confuse.

Security Matters: The Hidden Risks of AI in Email

AI email assistants can supercharge productivity, but they also introduce new risks. Cybercriminals are experimenting with “prompt poisoning,” where harmful instructions are embedded inside ordinary emails or attachments. If an AI assistant pulls context from those messages, it can be tricked into leaking data, misclassifying content, or even carrying out unsafe actions. This highlights the need for secure, well-tested AI email tools that verify input, filter malicious requests, and safeguard sensitive information. For anyone relying on AI in email security should be as much of a priority as convenience.

Conclusion

With so many emails flying in every day, an email AI assistant is no longer a luxury, it’s a necessity for many professionals. The right AI email management tool boosts productivity, ensures you send better messages, keeps your inbox clean, and even guards your privacy. Among the top picks:

• Superhuman leads for speed and efficiency.
• Microsoft Copilot Pro or Gemini for Gmail shines for writing polish and tight integration with major platforms.
• If privacy is essential, Proton Scribe is a standout.
• For inbox overwhelm, SaneBox or Shortwave gives relief.

Whichever you choose, make sure it aligns with your workflows, fits with your email provider, and respects your privacy. Start with free tiers if possible, try out a couple, and soon your inbox will stop controlling you; you’ll be in control.

AI email assistants can save you time, but they can’t guarantee your messages reach the inbox. Run a deliverability test with GlockApps before you hit send, and you’ll see whether your emails land in a spam folder.

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