How to Use Email Software to Immediately Boost Your Email Efficiency

, , Comments Off on How to Use Email Software to Immediately Boost Your Email Efficiency

slow email

A lot of time is wasted on email management all over the world. In fact, The Radicati Group estimates that we sent 281+ billion personal and professional emails per day in 2018, so it’s little wonder that a large percentage of American professionals’ days are spent reading and answering emails. 

But Right Inbox can help change that. This simple Chrome extension will allow you to schedule emails ahead of time, integrate your inbox with your CRM, and track the performance of your emails over time.  

And these are just a handful of the many features offered by Right Inbox.

Installing Right Inbox

Downloading Right Inbox is incredibly simple. Simply navigate to the Add to Gmail button in the top right-hand side of the Right Inbox website, then click Add to Chrome. 

When you first start writing a new email in Gmail, you’ll see two lines of helpful features, the first at the top, and the second below the Send button. 

New features

In September 2019, Right Inbox 10 was launched to include the following features, which we’ll expand on below:

  • Signatures – Save and access your favorite sign-offs.
  • Templates – Save your most effective messages as templates to use later on.
  • Sequences – Set up automated follow-up emails. 
  • CRM sync – Link your Gmail account with your CRM for extra insights. 
  • GIFS – Bring your message to life with an animated visual. 

Key features

Recurring emails 

If you’re an individual or business sending the same emails over and over again, you could be wasting a lot of time unnecessarily. 

For example, a restaurant might need to circulate their latest menu, or a finance director might need to remind staff to fill in their expense forms at the end of the month. Right Inbox lets you automate these activities and save lots of time in the process. 

First, you need to compose your email, entering the relevant recipients and subject line. Click on the Recurring button at the bottom of the compose window, and choose the regularity of the email, the day of the week, and the time of day (including time zone if needed). You can even add a start and end date. 

Once you’ve set the parameters, the recurring emails will be sent automatically from your inbox to the recipients at the time, date, and frequency you’ve specified.

Email signatures

If you’re sending out various types of emails, such as cold emails to unknown recipients or seasonal greetings to friends and colleagues, chances are you’ll sign off emails in different ways.

Fortunately, Right Inbox lets you save a selection of your email signatures and quickly access them with the click of a button. 

At the top of your new email window, click the Signature button, then Manage Signatures. From there you can set up your signatures, where they’ll be stored for you to access when you need them.       

Send later

One of Right Inbox’s latest features is the Send Later button. This is a bonus for people who need to send time-sensitive messages or who are mindful of time zones.

In the menu of the Send Later button at the bottom of the compose window, you can choose from a list of preset time delays, or you can customize your own. When you’ve clicked Send, your message will be saved in the Send Later folder until it’s sent at the specified time.

Email reminders

If you have complicated email sequences to keep on top of, Right Inbox can be set up to remind you about an email conversation at a time that’s relevant to you. 

You can choose from the preset times, choose a specific time, or customize your own menu so you can easily access the times that make the most sense to you. 

Email notes

When used in conjunction with email reminders, email notes help you stay on top of your email conversations in a way that’s tailored to you. 

When you add a note to an email conversation, only you will see that note, and they don’t get in the way of your email content. 

Templates

When you send lots of marketing emails, you tend to discover which emails work and which ones don’t. Whether it’s a slight change in the subject line, or a visual that stands out, the emails that work are worth their weight in gold. Right Inbox lets you save your favorite templates for this very reason. 

At the top of the compose email, click on the Template button and go to Manage Templates. 

Here, you can create different templates for the different messages you’ll need to send, and access them quickly next time you need to send that type of message. 

Email sequences

A large chunk of your time may well be taken up monitoring and chasing those who haven’t responded to your latest sales or marketing messages. 

Right Inbox can help with this by letting you set up email sequences that automate the process for you. 

When you click on the Sequences button at the top of the email composer, you can choose to Manage Sequences. 

Here, you can set up multiple stages, inserting the appropriate message for that particular stage. Once you’ve saved and activated the sequence, the emails will be triggered, unless a reply to the original message is received. 

CRM integrations

Right Inbox can also be integrated with most major CRM systems, allowing you to sync up your emails with your CRM so that you can track and monitor them. 

At the bottom of the message window, you’ll see the integration button (it looks like a small jigsaw piece), which will take you to a choice of CRM systems.    

Right Inbox also lets you determine which email threads are synced, and which are not. You can set your emails to sync automatically with your CRM and then click the checkbox when you don’t want a thread to be synced. 

Embedding GIFs

If you find yourself sending out far too many dry sales or marketing messages, then GIFs are a quirky way of catching the eye of your recipients. 

Right Inbox has teamed up with Giphy, so you can browse their GIF library and even save your favorites, all from within Gmail. 

In summary

Right Inbox’s pricing model is relatively flexible. 

The free version is available to everyone when they download the app, offering several features (but with monthly caps). 

Or you can upgrade to an unlimited plan on a monthly subscription at $7.95/month (this is discounted by 25% when you sign up for a year) to receive extra features. Team plans are available at $6.95/month, and there’s a $1 per user discount. 

Right Inbox is a super-helpful option for those who want to get more from their Gmail. It helps organize your inbox, schedule and automate messages, and even integrates with your CRM to track your email performance over time. Give it a try and boost your email efficiency right away.