9 Best AI Email Assistants for Teams in 2025

When you compare today’s top AI email assistant tools, you will see that many of them have powerful features like smart email drafting and inbox prioritization. These amazing tools aim to save you hours each week by offering you a smooth and efficient email management experience.

Given the improvements in AI technology and integrations with platforms like Outlook and Gmail, there’s never been a better time to upgrade your team’s email workflow.

Keep reading, and you’ll learn about the nine best AI email assistants for your team.

What are the Benefits of AI Email Assistants?

Over the next three years, 92% of companies plan to increase their investments in AI. AI email assistants are helping transform how they communicate and manage their inboxes. The most advanced assistants come with features that improve efficiency, collaboration, and customer engagement across the board. 

For saving time and boosting productivity: 

In a research from Microsoft and LinkedIn, users report that AI helps them save time (90%) and focus on their most important tasks (85%). AI email assistants automate repetitive, low-value tasks such as sorting incoming messages and scheduling follow-ups. Moreover, AI can draft emails and suggest replies based on context. 

Teams engaged in complex projects also benefit from AI’s ability to summarize lengthy email threads and highlight main points and decisions, saving everyone from reading through every message. According to Gartner, AI will automate 80% of the tasks currently performed in project management by 2030.

For improving collaboration and communication: 

Beyond individual efficiency, AI email assistants transform email into a collaborative platform. Shared inboxes allow multiple team members to access and work on the same email threads, adding comments and assigning tasks directly from messages. 

Furthermore, as AI can learn from past emails, it can develop consistency with tone and brand voice in all emails. AI also helps capture and track action items automatically.

For better organization and focus: 

The AI assistants analyze incoming messages and prioritize urgent emails. Furthermore, these tools enable personalized workflows, such as automatically tagging urgent customer support emails and assigning them to available agents. 

For enhancing customer service and sales: 

For customer-facing teams, AI email assistants provide faster responses by drafting quick, accurate replies to common inquiries. Sales teams also gain an edge through AI-driven research and personalization of outreach emails.

A recent HubSpot survey revealed that automating direct brand messaging and conversational marketing (including conversational emails) are among the most common tasks where generative AI is used. 

9 Best AI Email Assistants for Teams in 2025

Right now, you and your team can enhance your email processes with these great AI email assistants. These AI-powered tools streamline tedious tasks and are game-changers for modern team communication:

• Microsoft Copilot in Outlook
• Gemini in Gmail
• Superhuman
• SaneBox 
• Missive
• Shortwave 
• Compose AI
• Notion Mail
• MailMaestro (Flowrite) 
• SmartWriter

1. Microsoft Copilot in Outlook – Best for enhancing communication within the Microsoft 365 ecosystem

Microsoft Copilot is here, and this is the ideal time to discover why it is becoming a fundamental part of many teams. With Copilot’s AI-powered assistance, I’m seriously telling you will rethink it’s time to jump into one of the most intelligent productivity tools out there.

Core Functionality and Specialization

See, Microsoft Copilot in Outlook understands and responds to natural language prompts, enabling users to draft and organize emails. For instance, you can ask Copilot to “Draft a follow-up email after the meeting,” or “Summarize this email thread”.

Beyond simple drafting, Copilot can analyze and summarize complex conversations, locate specific emails or attachments, and refine the tone of messages to match your intended audience. 

Moreover, Copilot’s scheduling capabilities are finely tuned to handle meeting setups with natural language commands, automatically finding the best available times. Copilot’s ability to identify and remind users of action items from unread emails further underscores its role as a smart assistant tailored for business environments.

Integration and Ecosystem Compatibility

Microsoft Copilot seamlessly integrates within the Microsoft 365 ecosystem. Unlike many other AI tools, Copilot taps directly into Outlook, Teams, OneDrive, and other Microsoft apps. For example, you can request Copilot to “Show Teams messages where I was @mentioned today”.

This deep ecosystem compatibility means Copilot respects organizational policies, such as sensitivity labels that restrict data access. Microsoft’s strict privacy measures include data encryption in transit and at rest.

2. Gemini in Gmail – Best for Google Workspace users

You can get by with basic email tools, but Gemini in Gmail brings a smarter, more personalized experience. Its ability to pull relevant details and help manage your inbox effortlessly makes it one of the best AI email assistants available.

Core Functionality and Specialization

To be fair, Gemini in Gmail is definitely designed to save you time. The tool pulls relevant details from your past emails and Google Drive, so you don’t need to dig through endless threads or files to find context. 

Gemini’s personalized smart replies adapt to your tone, whether that’s crisp and formal or conversational. And when things get overwhelming in your inbox, Gemini helps you reclaim control by letting you delete or archive emails with simple commands.

You will be impressed by its deep contextual awareness. It can summarize long email threads into clear key points. Gemini also lets you quickly find specific information, such as “What should I prepare for next week’s meeting?” right from your inbox.

Its Contextual Smart Reply feature offers tailored response suggestions, each with a sentiment header, helping you pick the right tone and message instantly. Gemini crafts responses that fit the situation. Besides, with the “Help me write” tool, you can customize or polish any draft quickly.

Gemini also detects when you’re trying to set up an appointment and nudges you to share your booking page right from Gmail.

Integration and Ecosystem Compatibility

Gemini is tightly woven into Google Workspace. This allows the AI assistant to pull data not just from Gmail but also from Google Drive and Google Calendar. As a result, Gemini can find files related to your emails or create calendar events based on your conversations without switching apps.

Read more Best Tools for AI Meeting Summaries in 2025

3. Superhuman – Best for speed

It’s frustrating that many email clients fail to keep up with high-volume inboxes, but Superhuman turns that around with lightning-fast AI-powered features. The combination of smart auto-labeling, instant replies, and deep inbox customization makes it the fastest and most efficient email assistant for high-performing teams.

Core Functionality and Specialization

Superhuman speeds up every part of email management. For example:

• Auto Labels intelligently separate marketing, cold pitches, and social updates. 
• Auto Archive clears clutter automatically. 
• AI drafts emails for you, matching your unique voice and tone based on previous messages. 
• And more.

Superhuman also ensures timely follow-ups by automatically reminding you and even drafting those emails in advance. Its AI-powered search lets you ask natural questions and get instant, accurate answers. 

Integration and Ecosystem Compatibility

Superhuman integrates with both Gmail and Outlook. Unlike default inboxes, Superhuman offers customizable split inboxes and team collaboration tools such as live email comments and @mentions to unblock workflows faster.

4. SaneBox – Best for inbox organization

The way SaneBox automatically cleans and organizes your inbox means you spend a few hours less per week managing emails. A simple setup with powerful AI filters helps you save time and keep your sanity.

Core Functionality and Specialization

SaneBox automatically filters unimportant emails. It also permanently blocks unwanted senders, summarizes unopened emails, and allows bulk actions that keep inboxes manageable. With features like email deep clean, users can purge tens of thousands of old emails in minutes. 

Integration and Ecosystem Compatibility

SaneBox works across every email client and device without downloads or manual setups. Whether on iOS, Android, desktop, or webmail, it filters emails directly on the server.

5. Missive – Best for team collaboration and shared inboxes

In many ways, Missive stands out as both a powerful email assistant and a powerful collaboration tool for teams. In fact, it may not have every niche feature of some specialized platforms, but it offers integration of email, chat, and task management in one seamless interface. Not only that, Missive’s AI capabilities and automation options help teams work smarter.

Core Functionality and Specialization

Missive transforms traditional email into a powerful collaborative workspace. It offers shared team inboxes where multiple users can manage messages, assign conversations to specific team members, and keep full visibility through conversation links and audit trails. The platform supports real-time collaborative drafting and internal threaded discussions.

Task management is deeply embedded within the email workflow, enabling users to create, assign, and track tasks directly from conversations. Automated smart task attributes such as assignee, due dates, and linked conversations minimize manual input and ensure contextual clarity. 

Canned responses with dynamic variables save time and maintain personalization. The workload balancing feature smartly distributes emails among team members using several strategies.

Integration and Ecosystem Compatibility

Missive integrates seamlessly with a wide range of tools and platforms. It syncs effortlessly with Office 365 and Google Contacts, ensuring that shared and private contact books remain up to date. Through API endpoints and custom webhooks, Missive enables businesses to tailor workflows by connecting to order tracking systems and other critical applications.

A unique feature is the capacity to manage multiple organizations or companies under a single Missive account. Custom channels allow teams to pull messages from any communication source into a centralized inbox.

6. Shortwave – Best for team collaboration and smart inbox management

Even though there are many AI email assistants, Shortwave stands out as an all-in-one tool for managing your inbox. Shortwave transforms the entire email experience with advanced AI automation and intuitive team collaboration. 

Core Functionality and Specialization

The Shortwave Agent acts as your personal inbox assistant, organizing emails into actionable categories, identifying important tasks, and decluttering your day.

It doesn’t stop there. Shortwave’s AI filters allow you to write custom rules in plain English, automatically labeling, starring, archiving, or delegating emails. The inbox can be split into multiple tabs to help you focus on priority senders, labels, or custom queries.

Powerful features, including transforming emails into to-dos, scheduling email deliveries, and real-time tracking of email opens, empower you to manage communication flow. Additionally, AI-powered search lets you instantly find information buried deep in your inbox or across your team’s emails and attachments.

Integration and Ecosystem Compatibility

Shortwave connects with your favorite workplace tools, such as Slack, Calendar, Notion, Asana, and more. The platform supports multi-account Gmail access, so managing multiple email identities across devices is smooth. Its shared threads, labels, and AI-searchable archives make team collaboration straightforward.

7. Compose AI – Best free AI email writing tool

Compose AI is a versatile AI writing assistant that tackles writer’s block, generates content, and polishes emails. The tool brings professional-grade writing assistance.

Core Functionality and Specialization

Compose AI specializes in enhancing and accelerating the writing process. Its standout feature is the ability to autocomplete your sentences in real-time as you type, seamlessly integrating AI suggestions that feel natural and on-brand. By typing simple commands, users can generate any kind of text.

One of Compose AI’s features is its email-specific capabilities. It can create full, professional email replies from a few keywords or brief prompts. Additionally, the AI offers quick rephrasing options. 

Integration and Ecosystem Compatibility

With native support for Google Docs and Gmail, Compose AI fits naturally into workflows. The tool is expanding available support to more websites and applications. 

That said, it appears that Compose AI’s integrations are limited compared to some of the all-in-one email platforms, but because of its intense focus on writing productivity, it provides the highest quality, contextually relevant writing productivity assistance wherever available.

Read more Best AI Content Writing Tools (Pros & Cons)

8. Notion Mail – Best for inbox filtering and prioritization

I’ve used Notion Mail, and it’s as reliable as any of the best AI assistants out there. Rather than settling for generic inbox sorting, Notion Mail offers a highly customizable, AI-powered system that organizes, drafts, and schedules your emails with a personal touch. 

Core Functionality and Specialization

Notion Mail has its ability to “think like you”. It uses AI to automatically label and sort your emails based on what you care about most. You can train Notion AI to identify important messages and push them to the top, while filtering out noise like promotions and social updates.

Beyond organization, Notion Mail supercharges productivity with features like built-in scheduling integrated with Notion Calendar, one-click snippets for reusable email templates, and AI-assisted writing to help draft responses quickly. Its inbox splits into custom views, allowing you to concentrate deeply on different categories such as travel plans, newsletters, or hiring, instead of a generic chronological inbox.

This level of personalization, mirroring the flexibility of Notion’s database filtering but applied to email, makes Notion Mail stand apart as an inbox that adapts dynamically to your unique workflows and communication style.

Integration and Ecosystem Compatibility

Notion Mail integrates primarily with Gmail and Google accounts, leveraging the familiarity and ubiquity of these platforms while enhancing them with advanced AI and customization. The native integration with Notion Calendar brings a seamless experience for scheduling meetings without leaving your inbox.

9. MailMaestro (Flowrite) – Best for AI email writing assistance

When we first explored MailMaestro (formerly Flowrite), we were impressed by its powerful AI-driven email writing and management features.

Core Functionality and Specialization

MailMaestro combines AI-powered email drafting with comprehensive email management features. Its AI email writer generates multiple polished drafts from a short prompt, supporting many languages and tones to fit any communication style. 

Beyond writing, MailMaestro automatically summarizes entire email threads and attachments. AI-driven responses use thread context for relevant and efficient replies. The system also automatically extracts action items, deadlines, and reminders. 

Integration and Ecosystem Compatibility

MailMaestro stands out by integrating natively into Microsoft 365 environments, including Outlook, Teams, and Gmail, appearing directly on the sidebar. Supporting multiple platforms and devices, it adapts to diverse team setups. Its synergy with TeamsMaestro extends AI productivity beyond email to meetings, turning conversations into clear next steps auto-assigned to team members.

Conclusion

In our review of the best AI email assistants, we were impressed by how these tools increase our productivity. Many options are currently available with free trials or affordable plans, so now is a great time to upgrade your team’s email workflow.

Expert opinion

AI will not replace humans, but those who use AI will replace those who don’t.

Ginni Rometty

Former CEO of IBM

Frequently Asked Questions