Email management software

Email management software for project and client teams

File, search and manage every business email without leaving Outlook. Built for teams where email affects claims, contracts and project records.

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Emails filed in folders no-one else can access

When a project team member leaves, their email history goes with them. Critical correspondence disappears into personal inboxes with no shared access.

Finding a three-year-old email takes half a morning

Scrolling through sent items, searching by keyword, guessing the date range. For teams managing disputes, contracts or audits, this is a liability, not just a frustration.

Inconsistent filing creates compliance risk

Different people file differently. Some do not file at all. Without a consistent system, you cannot prove what was said, when, or by whom.

Mail Manager is not an inbox declutter tool.
It is an Outlook add-in for project and client-based businesses — where email affects your ability to manage claims, resolve disputes, and keep work on record. If you are looking for personal inbox management, this is not the right product. If you need every project and client email filed, searchable and shared across your team, it is purpose-built for that.

File emails as you send and receive them

Mail Manager learns your filing behaviour and prompts you with the right folder every time you send or receive an email. One click and it is filed to SharePoint, OneDrive, your file server or your existing project management tools.

Find any email in three clicks

Search across 2 million emails in 2 seconds. Filter by project, client, date range, sender or keyword. Online or offline. No more scrolling through sent items hoping to find the right thread.

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Audit-ready email records without extra admin

Every email filed through Ideagen Mail Manager creates a structured, searchable, shared record. Your team can access project correspondence without hunting down colleagues. Your records are consistent, even when staff turn over.

Works with your existing IT setup

Mail Manager does not replace your filing system. It connects Outlook to wherever your business already files - SharePoint, OneDrive, a local file server, or construction platforms like Procore and Viewpoint.

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Prompt and predict filing

Ideagen Mail Manager learns your habits and suggests filing locations automatically. Emails file as you send and receive them.

Advanced search

Find any email on any project or client in three clicks. Search 2 million emails in 2 seconds, online or offline.

SharePoint and O365 integration

File directly to SharePoint, Teams and OneDrive without leaving Outlook. Metadata captured automatically.

Automated filing assistant

Backlog of unfiled emails? The filing assistant works through older correspondence so nothing is missed.

Shared project records

Files saved to shared folders are accessible to all authorised project members - not locked in personal inboxes.

Mobile access

Mail Manager 365 mobile app connects field-based teams. File emails and documents on-the-go with the same system.

We simply would have lacked the proper email audit trail needed to achieve ISO9001 accreditation without Ideagen.

Jamie Seabrook
IT Manager

It saves around 10 to 20% of staff time, improving efficiency from staff looking into emails, which means they can now respond on the call instead of having to search for information and get back later on.

Geoff Claughton
Managing Director

Because of the nature of work I do, I must have every email from the last 10 years at hand. We’ve always been taught and trained that the risk is too big not to have that information.

Lorena Mandia
Region Business Liaison

ANZ solutions

Locally developed solutions
Developed for the ANZ region
Trusted by 2000+ businesses in ANZ
Over 20+ years of experience in the ANZ market

Global scale & trust

18,000+ customers globally
Trusted by 90% of top aerospace & defense companies
75% of global pharma companies
250+ aviation organisations

Local workforce

300+ employees in Australia and New Zealand
Offices across most capital cities
Local support plans available

Get a Demo

See how Ideagen Mail Manager files, searches and manages your project and client emails — directly in Outlook. Our team will tailor the demo to your organisation.

Integrates with SharePoint, Procore, Viewpoint, and other enterprise systems
Search 2 million emails in 2 seconds
Works with Outlook — no new platform to learn
Up and running in 24 hours

Email management software