People still send a ton of emails in 2025. How many? About 376 billion every day. That number is expected to hit 408 billion by 2027. And despite all the chat apps and social platforms, 99% of consumers still check their email daily.

Group emailing is simple: you send the same message to multiple people at once. You might use it for team announcements, coordinating support tickets, updating everyone on a project, or reaching out to customers. Unlike blasting thousands of people with a newsletter, group emailing usually involves smaller, specific groups where you expect some kind of response.

What makes modern group emailing different from just CC'ing a bunch of people? It's all about working together. Today's group email tools do way more than just deliver messages. They help you figure out who handles what, track who's responded, and connect with your other work tools to make email actually help you work faster instead of slowing you down.

Common challenges with group emailing

Let's be honest about what makes group email so frustrating sometimes:

Who's supposed to answer this? When five people get the same support email, who takes it? Without clear rules, you end up with two problems: either multiple people write different responses (awkward), or nobody responds because everyone thinks someone else is handling it.

Too many emails, too little time The average worker checks email 77 times a day and gets 121 new messages. That's overwhelming. Important team emails get buried under meeting invites, newsletters, and random updates.

Sounding like a real person Group emails often sound robotic or inconsistent. Some team members write formal paragraphs while others send casual one-liners. Yet we know personalized emails get six times more engagement than generic ones.

Keeping things private and secure Who should see which emails? Who can send as the team? Managing permissions gets messy fast, especially if you deal with sensitive information.

Did anyone actually read our email? Regular email gives you zero insight into whether people opened your message, clicked links, or are planning to respond. You're basically sending messages into a black hole.

Working across time zones When your team spans different countries, group email gets extra complicated. Someone has to check the inbox at odd hours, or customers wait overnight for answers they need now.

Best practices for effective group emailing

Here's how to fix those common headaches and make group email work for your team:

Make it clear who owns what Decide who handles which types of emails. Maybe support questions go to Alicia, billing issues to Mark, and partnership requests to Jamie. Or set up a rotation so nobody gets stuck with inbox duty forever.

Create templates for common questions Don't write the same responses over and over. Build a library of templates for frequent questions. Just remember to personalize them slightly so they don't sound like a robot wrote them.

Prevent duplicate responses Use tools that show when someone's already replying to an email. Nothing looks less professional than getting two different answers from the same company.

Only email people who actually need to see it Don't CC the entire company on everything. Group your contacts logically by team, project, or what information they need. Your colleagues will thank you for not cluttering their inboxes.

Set realistic response time expectations Tell your team how quickly different types of emails need answers. Also let customers know when they can expect to hear back, whether that's "within 24 hours" or "by the end of the week."

Look at the data Track basic stats like how quickly emails get answered and how many go unanswered. These numbers tell you if your system is working or needs adjustment.

Stay legal and respectful of privacy Make sure your group emails follow basic rules like including unsubscribe links if needed and respecting privacy regulations. Don't share sensitive emails with people who shouldn't see them.

Make it personal without extra work Use tools that help you personalize messages without having to manually customize every single word. Technology can help you sound human without writing everything from scratch.

Top tools for group emailing

Let's look at the best tools for managing group emails in 2025:

1. Superhuman

Superhuman makes email faster and smarter with its AI-native approach. Here's why it's great for group emailing:

Split Inbox sorts your emails automatically so you can focus on what matters. Instead of scrolling through hundreds of messages, you can click on specific categories and handle similar emails together.

Write with AI helps you draft emails that sound like you wrote them. Type a quick idea, and it creates a complete message in your voice. This keeps your team communications consistent without sounding robotic.

Team Comments & Shared Threads let your team discuss emails right inside the email itself. No more jumping between email and Slack to figure out how to respond. You can collaborate directly within email conversations without switching contexts.

Ask AI lets you find information by asking simple questions like "where's the quarterly meeting?" or "when's my flight?" and get instant answers without digging through old emails.

Teams who use Superhuman save 4 hours every week per person. They respond 12 hours faster and handle twice as many emails in the same time. Superhuman automatically archives hundreds of weekly emails to keep inboxes manageable.

2. Pipedrive

Pipedrive combines email with your customer database, which is perfect for sales teams who need to keep track of client conversations.

Best for: Sales teams who want their emails connected to their customer tracking system.

Key features:

• See complete customer history while drafting emails for better context
• Track when prospects open your messages so you know when to follow up
• Create email templates for different sales situations (initial outreach, follow-ups, proposals)
• Schedule automatic email sequences that stop when someone responds
• Link emails directly to deals in your pipeline to keep everything organized
• Get notifications when high-priority prospects open your messages

Pipedrive works especially well for teams with clear sales processes who need to coordinate outreach to the same contacts. The integration between your email and CRM helps avoid awkward situations like two team members reaching out to the same lead with different offers.

3. Google Groups

Google Groups offers a simple way to manage group emails if you already use Gmail or Google Workspace.

Best for: Teams using Google who need basic group email without complicated features.

Key features:

• Create discussion threads that keep conversations organized by topic
• Set different permission levels (from view-only to admin) for group members
• Archive all messages automatically for future reference
• Search through past conversations using Google's powerful search
• Integrate seamlessly with Google Calendar for scheduling team events
• Access through mobile apps when you're away from your desk
• Create subgroups for more specialized conversations within larger teams

Google Groups works well for teams already invested in the Google ecosystem who need straightforward group communication. The learning curve is minimal if your team already uses Gmail, making it easy to adopt.

4. Microsoft Outlook Groups

Outlook Groups works well if your company uses Microsoft 365 for everything else.

Best for: Companies already deep into Microsoft tools who want everything to work together.

Key features:

• Share a common inbox and calendar that appears alongside personal ones
• Access shared files through OneDrive integration without switching apps
• Use the same groups in Teams, SharePoint, and other Microsoft tools
• Subscribe to group conversations to get updates in your personal inbox
• Join conversations from mobile devices using the Outlook app
• Schedule meetings that automatically include all group members
• Create polls and shared notes directly in group conversations

Outlook Groups is particularly strong for organizations where email is just one part of a larger collaboration ecosystem. The tight integration with Microsoft's other tools creates a seamless experience for teams already using the Microsoft suite.

5. GroupMail

GroupMail focuses on sending larger newsletter-type emails to lots of people with better design options.

Best for: Marketing teams sending announcements or newsletters to big lists of customers.

Key features:

• Manage large contact lists with custom fields for personalization
• Create HTML email templates with a drag-and-drop editor
• Split test different versions of your emails to see what works best
• Schedule campaigns to send at optimal times for your audience
• Track open rates, clickthroughs, and other engagement metrics
• Automatically handle unsubscribe requests to stay compliant
• Import and export contact lists in various formats (CSV, Excel, etc.)

GroupMail shines when you need to send polished marketing emails to large audiences. It doesn't offer collaborative features like shared inboxes but excels at the broadcasting aspect of group email communication.

6. Hiver

Hiver adds shared inbox features right on top of Gmail, so you don't need to learn a new system.

Best for: Support teams using Gmail who need better ways to work together on emails.

Key features:

• Assign emails to specific team members with just a couple of clicks
• Add internal notes to emails that only your team can see
• Set up automated workflows that route emails based on keywords
• Track team metrics like response time and emails resolved
• Create shared email templates that maintain consistent messaging
• Get collision alerts when someone else is already replying
• View the history of who's worked on each conversation
• Set SLAs (service level agreements) with alerts for overdue emails

Hiver works particularly well for customer service teams that need to manage high volumes of incoming requests. The ability to see who's working on what helps prevent duplicate efforts and dropped conversations.

Moving beyond basic group emailing

When basic group email starts feeling limiting, here's what to consider:

When to upgrade to a shared inbox You probably need something more powerful than basic group email when:

• Emails regularly fall through the cracks
• Nobody knows who's supposed to handle what
• You can't tell if your team is responding quickly enough
• Team members need to collaborate on responses

How AI is changing the game AI is making group email much better by:

• Learning how you write and helping maintain your voice
• Sorting incoming emails automatically so important stuff doesn't get buried
• Drafting responses that sound like you wrote them
• Showing you data about what's working and what isn't

How to pick the right solution When shopping for a better group email tool, ask yourself:

• How big is your team and how fast is it growing?
• What other tools (like Slack or CRM) does it need to work with?
• What are your security requirements?
• What specific email problems frustrate your team the most?
• Will this solution still work in a year when your team is twice as big?

Look for tools that solve today's headaches but can also grow with you.

The bottom line

Email isn't going anywhere. In fact, group emails remain one of the most important ways teams communicate. But whether they help or hurt your productivity depends entirely on how you manage them.

The right approach turns the daily email flood from a constant interruption into a productivity booster. Modern tools like Superhuman save teams 4 hours every week through smart features that handle the repetitive stuff while keeping communication personal.

Take a hard look at how your team handles group emails today. Where are the bottlenecks? Which messages get missed? Then try solutions designed specifically for those pain points. In a world where we're all drowning in digital noise, better email management isn't just nice to have — it's a competitive advantage that helps your team start working smarter and faster than ever before.

Frequently asked questions about group emailing

How do I create a group email? Creating a group email depends on your email platform. In most systems like Gmail or Outlook, you can create contact groups or distribution lists in your contacts section. Simply select the contacts you want to include, then create a group and give it a name. When sending an email, you can then type this group name in the "To" field, and it will automatically expand to include all the members. For more collaborative group emails, consider using dedicated tools like Superhuman that offer features specifically designed for team communications.

Is BCC good for mass emails? Yes, BCC (Blind Carbon Copy) is generally the best practice for mass emails where recipients don't need to see each other's email addresses. BCC should be used when sharing newsletters or emailing large distribution lists to keep recipient email addresses private and prevent "reply all" situations that could spam everyone. However, for collaborative team emails where members need to see who's involved and might need to reply to everyone, CC or dedicated group email tools are more appropriate.

What is the difference between a shared email and a group email? Group emails typically function like distribution lists where messages are sent to multiple recipients at once. A shared mailbox, on the other hand, is a dedicated email address that multiple people can access and manage, like "customerservice@yourcompany.com" that an entire support team can use. The key difference is that group emails distribute copies to individual inboxes, while shared mailboxes provide collective access to a single inbox where team members can see and respond to all communications.

What are the benefits of a group email address? A group email address offers several advantages: it simplifies communication by allowing you to reach multiple people with a single message; it ensures consistency since everyone receives identical information simultaneously; it streamlines workflows by centralizing related communications; it reduces the risk of missing key stakeholders in important discussions; and it creates a single point of contact for external parties. For teams, a well-implemented group email solution can enhance collaboration and task assignment while providing clear accountability.

When sending a group email, what do you use? For simple group emails to team members who need to collaborate, use the regular "To" field or CC. For larger groups where privacy is important, use BCC to protect recipient email addresses and prevent reply-all chains. For recurring group communications or team collaboration, consider using specialized group email tools like Superhuman that offer features like Split Inbox, shared conversations, and team comments. The right approach depends on your specific needs: transparency vs. privacy, need for collaboration, size of the group, and whether you need tracking capabilities.

Quick tips for optimizing group emails

• Write better subject lines: Keep them under 50 characters. Put the most important info first. Include due dates or required actions when relevant.
• Checklist: Is your group emailing workflow optimized?
  • Is it clear who handles each type of message?
  • Do team members respond consistently fast?
  • Do you have templates for common questions?
  • Do you track basic stats about response times?
  • Do customers ever get duplicate responses or no response?
  • Can team members collaborate on complex responses?
  • Are emails properly categorized for easy retrieval?
  • Is important information easily searchable?
• Pro tip: Using Superhuman's features to personalize group emails at scale: Superhuman's Write with AI learns your writing style and tone from past emails. Start with a quick prompt like "follow up about yesterday's meeting" and watch as it drafts a complete email that sounds exactly like you. Then use Team Comments to get feedback from colleagues before sending. For frequent communications, save your best messages as Snippets to reuse while maintaining personalization. With Split Inbox, segment incoming responses to track engagement and keep conversations organized by project or priority.

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