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how we test email apps

How we test email apps at TheBusinessDive

To stay transparent, we want to explain how we test email apps at TheBusinessDive.

Our testing approach

When testing email apps, we spend at least ten hours with each tool. During this process, we use it in our email inboxes to test how they perform in real life. 

This testing framework is used across all of our email apps-related content — including individual reviews, comparisons, and “best of” guides. That said, all the recommendation you see is based on this same evaluation process, not on one-off impressions.

Why email apps are hard to compare

From a user’s perspective, these aspects make it tougher to find the right email app:

  • Safety: Needles to say, our inboxes are full of sensitive emails, and numerous people avoid new email apps for this reason, since they will need access to their entire email communication. Therefore, before writing a word, we test it first in our email inboxes to ensure our readers only sign up for a trusted, safe email app.
  • Limits of the paid plans aren’t always obvious: To help others choose which plan to opt for, we either pay for the email app or use the free trial to discover all the key features and have a clear picture of what each plan includes.
  • You can’t judge quality from a feature list: What was promised and what was delivered are two different things. Therefore, we reveal all the key features & our experience with them.

Because of this, choosing an email app often requires more than comparing features or pricing.

What we actually test

When testing email apps, we focus on how they help us manage our emails.

This includes:

  • Inbox organization. How well the app helps categorize, prioritize, and reduce inbox clutter through labels, folders, or smart filtering.
  • Email writing and replies. Whether drafting, replying, and editing emails feels fast and intuitive, including the usefulness of AI-assisted writing where available.
  • Search and retrieval. How easily users can find past emails, attachments, or conversations — especially in large or long-running inboxes.
  • Task and follow-up management. Whether emails can be turned into reminders, tasks, or follow-ups, and how reliably nothing slips through the cracks.
  • Automation and rules. How effectively the app automates repetitive actions like sorting, archiving, forwarding, or prioritizing emails.
  • Integrations. How well the email app connects with calendars, task managers, CRMs, and other tools where email work continues.
  • Performance and reliability. How fast the app loads, syncs, and handles large volumes of emails across devices.
  • Pricing vs limitations. Whether storage limits, AI features, or advanced tools are clearly explained and fairly priced.

These are usually the factors that determine whether an email app truly improves daily communication — or simply adds another layer of complexity.

 

Here are some of our reviews about email apps, so you can get a better understanding of how we implement these in practice:

How we test email apps

We test email apps by using them in real, everyday inbox workflows over time — not just during short trials or isolated tests.

We connect multiple email accounts, handle real volumes of incoming and outgoing messages, and use the apps for daily communication. During testing, we evaluate how emails are organized, processed, and acted on, and whether the tool genuinely helps reduce inbox friction.

We focus on questions like:

  • Is it easy to manage a busy inbox without missing important messages?

  • Do features like sorting, prioritization, and reminders actually save time?

  • Can someone quickly understand and act on emails without extra steps?

  • Does the app reduce follow-up work, or add more complexity?

We don’t rely on a single inbox or a few days of testing. Instead, we use email apps across different use cases — personal email, team communication, and high-volume inboxes — to understand how consistent and reliable they are over time.

This approach helps us identify which email apps truly improve day-to-day email management, and which ones look good on paper but fall apart in real use.

What we don’t do

Just as important as what we test is what we intentionally avoid.

  • We don’t rely only on demos or promotional examples
  • We don’t rank tools based on affiliate payouts
  • We don’t rely only on user reports but read them

Email apps are helpful, but they still need to be evaluated carefully.

How we make recommendations

Instead of calling one tool “the best,” we focus on specific use cases, such as:

  • Best for teams
  • Best for content marketing
  • Best for email management
  • Best budget option

This makes it easier to choose a tool based on how it will actually be used.

How often reviews are updated

Email apps change quickly. Models improve, features are added, and pricing structures shift.

We revisit reviews when:

  • major features are released
  • pricing or usage limits change
  • And normally, we update the content two or three times a year

Keeping reviews up to date is essential in this category.

Transparency & monetization

Some of our articles include affiliate links. If you sign up through one of them, we may earn a commission at no extra cost to you.

This never influences how tools are tested, ranked, or recommended.