Email is the backbone of modern work, yet most inboxes feel more like a burden than a tool. Between endless messages, calendar invites, and tangled email threads, staying focused is harder than ever.

Notion Mail set out to change that. By combining Notion databases, AI, and calendar scheduling, it promises a smarter organization with custom views, auto-labeling, and built-in scheduling links.

The idea is bold, but it’s not perfect. Without a free plan, with limited collaboration, and no meeting notes, many professionals are left searching for alternatives that can deliver on what their workflow really needs.

Notion Mail App Review

Using the Notion Mail app feels very different from a standard Gmail client. It does not rely on folders. Instead, it uses Notion databases to let you group and filter messages however you like. You can build Notion Mail views to prioritize emails by urgency, domain, or sender.

The most useful addition is the auto label system. The auto label button in the top right corner lets you tell Notion AI which messages are important, and it will label emails or apply a new label automatically. Over time, this feature adapts to your workflow, reducing the need to manually filter spam or other messages.

When drafting replies, you can ask Notion AI to polish or generate content. Once you are happy, you can hit save to store the response as one of your frequently used responses. Scheduling is also built in. By clicking the calendar icon, you can insert scheduling links tied to Notion Calendar, making it easy to schedule meetings without switching apps.

Strengths of Notion Mail:

• Deep connection with Notion pages and databases.
• Flexible custom views to organize your inbox.
• Easy snippet management for repeated writing tasks.
• Available across iOS apps, Android apps, and Windows apps.

Limitations:

• No free plan. To access Notion Mail, you need a paid Notion account, which raises the question of how much does Notion cost for teams.
• Few team collaboration features compared to shared inbox platforms.
• Does not generate meeting notes.
• Limited integrations outside Notion.

Verdict: The Notion Mail team built a tool that works well for professionals already inside Notion. It integrates neatly with existing work tools, but for busy professionals who want automation, collaboration, or more advanced features, there are stronger alternatives.

14 Best Notion AI Mail Alternatives

The following alternatives to the Notion Mail app show how email is evolving. Some work as AI add-ons inside Gmail or Outlook, others are complete email apps, and a few focus on privacy, speed, or automation.

1. MailMaestro

MailMaestro works directly inside Gmail and Outlook as an add-in. It drafts replies in your voice, organizes your inbox, and helps with scheduling by checking your calendar, suggesting times, and drafting an email with those options included.

One of the most useful features is its auto label capability. Like Notion Mail’s auto label incoming emails, MailMaestro automatically sorts and categorizes new messages so you can focus on the ones that matter. This makes it easier to manage a chaotic inbox without relying on manual filters.

The integration with TeamsMaestro adds another layer of value. After a video call, you receive meeting notes and action items right in your inbox. That connection between email and meetings makes follow-ups smoother and reduces the risk of losing track of details.

MailMaestro also supports shared inboxes and multiple accounts, making it effective for both solo professionals and teams. Unlike Notion Mail, it offers a free plan, so you can test its full potential without paying upfront.

Highlights

• Add-in for Gmail and Outlook
• Drafts replies in your tone
• Auto label feature to categorize incoming emails
• Suggests times and drafts scheduling emails
• Meeting notes via TeamsMaestro
• Shared inboxes and multi-account support
• Free plan, Pro from $15 per month

Comparison

MailMaestro combines the best of organization and productivity. With auto labeling, scheduling support, and meeting notes, it strengthens Gmail and Outlook without requiring you to switch to a new client.

2. Superhuman

Superhuman is known as the fastest email client available. Its minimalist design removes distractions, its search is instant, and its space bar-driven shortcuts make navigation efficient.

Notion Mail focuses on customization with Notion Mail views, but Superhuman is built for power users who value speed above all else.

Highlights

• Lightning-fast search
• Keyboard-first navigation
• AI-assisted replies
• Works with Gmail and Outlook

Comparison

Superhuman is best for professionals who want their inbox cleared as quickly as possible.

3. Shortwave

Shortwave modernizes Gmail by grouping email threads into chat-like conversations. It includes AI summaries, task assignment, and team collaboration features that make it useful for Google Workspace accounts.

While Notion Mail allows you to create custom views, Shortwave makes teamwork part of the inbox itself.

Highlights

• Chat-style interface for threads
• AI-powered summaries
• Shared inboxes and task management
• Native Gmail integration

Comparison

Shortwave is designed for many users who want Gmail to double as a collaboration hub.

4. Outlook Copilot

Outlook Copilot is Microsoft’s own AI add-on inside Outlook. It drafts emails, summarizes threads, and generates meeting recaps using context from Teams.

Notion Mail integrates with Notion Calendar, but Outlook Copilot works with Outlook Calendar and the broader Microsoft 365 environment.

Highlights

• Drafting and summarization support
• Meeting notes from Teams
• Outlook Calendar integration
• Works across Microsoft 365 apps

Comparison

Outlook Copilot is built for organizations already invested in Microsoft’s work tools.

5. Front

Front is a collaboration-first email app. It allows notion mail team alternatives like shared inboxes, assignments, CRM integrations, and analytics. Teams use it to assign other messages, ensure accountability, and keep communication flowing.

Compared to Notion Mail, which prioritizes personal organization, Front builds structured collaboration into every part of the inbox.

Highlights

• Shared inboxes with roles
• CRM integrations
• Analytics dashboards
• Internal team chat

Comparison

Front is particularly useful for customer success and sales teams where email volume is high and collaboration is a top priority.

6. Missive

Missive blends email and chat into a single workspace. Instead of bouncing between Slack and your inbox, you can discuss an email thread with colleagues directly inside Missive. Teams can assign emails, add comments, and track tasks without leaving the conversation.

This approach is different from the Notion Mail app, which emphasizes filtering and custom views. Missive focuses on collaboration at the message level, turning the inbox into a shared space for action. For many busy professionals, this saves time and reduces confusion around follow-ups.

Highlights

• Chat inside email threads
• Task assignment linked to specific messages
• Shared inbox support for teams
• Works with both Gmail and Outlook

Comparison

Missive is especially valuable for teams who want team collaboration features built directly into their inbox instead of relying on external apps.

7. Spark

Spark is a sleek email app that balances individual productivity with teamwork. Its smart inbox separates priority mail from less important other messages, while AI suggestions make drafting faster. Spark also enables shared draft editing, where multiple users can work on the same reply.

Compared to Notion Mail’s flexible views and auto label incoming emails, Spark offers a more traditional but polished experience. It appeals equally to gmail inbox and Outlook users, and integrates with IMAP for other providers.

Highlights

• Smart inbox that organizes automatically
• AI-assisted reply suggestions
• Shared draft editing with comments
• Available on iOS apps, Android apps, and desktop

Comparison

Spark makes sense for many users who want a refined client with both personal and team features.

8. Canary Mail

Canary Mail focuses on security while still offering modern AI features. It provides end-to-end encryption across Gmail, Outlook, and IMAP accounts, making it a strong choice for industries where compliance is non-negotiable.

Where the Notion Mail app builds around customization with Notion Mail views, Canary Mail prioritizes privacy. It also supports multiple accounts and includes AI triage to keep the inbox manageable.

Highlights

• End-to-end encryption built in
• AI assistance for sorting and writing
• Multi-account support
• Cross-platform apps for mobile and desktop

Comparison

Canary Mail is built for busy professionals who cannot compromise on privacy when handling sensitive communication.

9. Zoho Mail

Zoho Mail goes beyond being an email client. As part of the larger Zoho ecosystem, it integrates with CRM, HR, and project management tools, making it more than just a way to manage incoming emails. It supports custom domains, robust admin controls, and enterprise security.

Unlike the Notion Mail app, which helps individuals organize email threads and create custom views, Zoho Mail is designed for organizations that need structure and oversight. Its pricing is especially appealing, starting as low as $1 per user per month.

Highlights

• CRM integration with Zoho and third-party tools
• Support for custom domains
• Enterprise-level admin controls
• Very affordable pricing

Comparison

Zoho Mail is ideal for small businesses that want email deeply integrated with their other work tools at a low mail cost.

10. Proton Mail

Proton Mail is one of the most well-known secure email services. Based in Switzerland, it operates under strict privacy laws and uses end-to-end encryption to protect every gmail account or Outlook connection you run through it.

Where Notion Mail focuses on productivity through Notion AI, Proton Mail focuses on absolute privacy. It also offers a free tier, making it accessible for individuals as well as teams.

Highlights

• Swiss-based privacy and compliance
• End-to-end encryption by default
• Free and paid tiers available
• Works across devices including Android apps and iOS apps

Comparison

Proton Mail is a top priority for professionals who value privacy over advanced features like collaboration or AI drafting.

11. Loop Email

Loop Email transforms the inbox into a team workspace. It provides shared inboxes, internal chat, and task assignment, letting teams manage customer communication together.

This is different from Notion Mail, where you can group emails with Notion Mail views but do not get built-in collaboration. Loop ensures that every email has an owner, accountability is clear, and teams never lose track of top priority requests.

Highlights

• Shared inboxes for teams
• Chat tied directly to email threads
• Assignments and accountability tools
• Integrates with Gmail and Outlook

Comparison

Loop Email works best for figures around a table style collaboration where communication and decision-making happen directly in the inbox.

12. Gmelius

Gmelius turns Gmail into more than just an email app. It adds Kanban boards, workflow automation, and shared inboxes inside Gmail itself. This is especially useful for teams running on a Google Workspace account, since it integrates seamlessly with existing calendars and documents.

Where Notion Mail helps you create custom views, Gmelius ties email directly to task management and automation. This combination appeals to teams who want to keep everything inside Gmail without adding another app.

Highlights

• Workflow automation inside Gmail
• Shared inbox support for collaboration
• Kanban-style task boards
• Strong integration with Google Workspace

Comparison

Gmelius makes sense for teams who want their gmail inbox to double as a task management system.

13. SaneBox

SaneBox is a lightweight solution that reduces inbox clutter. Instead of asking you to create custom views or label emails manually, it automatically sorts incoming emails based on importance.

It also offers reminders for unanswered messages, snooze functionality, and daily digests that summarize less important other messages. While Notion Mail uses Notion AI to support auto label incoming emails, SaneBox runs in the background and does the work for you.

Highlights

• Learns behavior to filter emails automatically
• Daily digests for missed content
• Snoozing and follow-up reminders
• Works with any provider

Comparison

SaneBox is a simple way for busy professionals to cut down on clutter without advanced setup.

14. Auto Gmail

Auto Gmail focuses on automation by learning from your past messages. It drafts replies automatically and improves over time. Instead of just snippets like Notion Mail, it provides complete draft responses that include context such as calendar links or product pages.

It installs as a Chrome extension and connects to your gmail account. For customer support teams or anyone handling repetitive requests, this can be a real time saver.

Highlights

• Learns from past email threads
• Chrome extension for Gmail
• Adds contextual details like links and attachments
• Offers a free entry-level option

Comparison

Auto Gmail is a practical solution for professionals who send many repetitive replies and want to reduce manual writing.

Conclusion

The Notion Mail app is innovative, combining Notion AI, Notion Calendar, and Notion Mail views to help users stay on top of their inbox. It integrates with Notion pages and Notion databases, making it powerful for those already inside the Notion ecosystem. But its lack of a free plan, limited team collaboration features, and absence of meeting notes leave room for alternatives.

Different tools fill these gaps. Superhuman brings speed, Shortwave enhances team collaboration, and Front or Missive add accountability to shared inboxes. Proton Mail and Canary Mail make privacy the priority, while SaneBox and Auto Gmail reduce noise with automation.

Among them, MailMaestro offers the strongest balance. It integrates with Gmail and Outlook, drafts replies in your tone, checks availability to schedule meetings, and delivers meeting notes through TeamsMaestro. With a free plan available, it is more flexible than the Notion Mail cost structure.

If your goal is to streamline email and meetings without leaving your current inbox, MailMaestro is the best place to start.