f you’re trying to stay on top of your inbox, keep track of important follow-ups, and collaborate with your team, Mailbutler’s Smart Notes and Tasks can save you hours every week. Instead of jumping between tools or digging through emails, you can manage everything right inside your inbox. In this blog, I’ll walk you through how to use Mailbutler’s Smart Notes and Tasks to boost your productivity and organize your workflow, all without changing your email platform.
What Is Mailbutler?
Mailbutler is a smart email add-on that works with Gmail, Apple Mail, and Outlook. It’s built to help small business owners, freelancers, and teams manage email more effectively. While Mailbutler includes features like email tracking and sending later, this guide focuses on Smart Notes and Tasks, two tools designed to turn your inbox into an organized workspace.
Getting Started with Mailbutler
You can try Mailbutler free for 14 days. Here’s how to get started:
- Go to Mailbutler’s website
- Choose your email platform (Gmail, Outlook, or Apple Mail)
- Install the extension from the Chrome Web Store or App Store
- Create a free account to start your 14-day trial
If you use Gmail, the setup takes just a few minutes. No complicated tech or switching inboxes.
How Smart Notes & Tasks Work
Once Mailbutler is installed, you’ll notice new options in your inbox: Add Note and Add Task. These live directly inside your email threads.
- Notes let you jot down quick reminders, contact details, or context about the conversation
- Tasks help you track action items like follow-ups, approvals, or scheduling needs
Both are connected to specific emails, so everything stays in context, and you don’t forget what needs to happen next.
How to Add a Smart Note
Let’s say you get an important client request but don’t have time to respond immediately.
Click “Add Note” on the email. Write something like:
“Client asked for a proposal by Friday. Include updated pricing.”
That note is now attached to the email. You can open it anytime for reference and even share it with your team if you’re collaborating.
How to Create a Smart Task
Now, let’s say you want to follow up in two days.
Click “Add Task” and write:
“Follow up with John about proposal status.”
Set a due date or reminder, and Mailbutler will notify you when it’s time to act. You can even see all your open tasks in one dashboard. No separate task app is needed.
Collaborate with Your Team
One of the best parts of Mailbutler is how easy it is to share notes and tasks.
- Assign tasks to teammates
- Tag items for clarity (e.g., #Sales, #Support, #FollowUp)
- Keep everyone aligned on what’s been done and what’s pending
No more missed responses or duplicate work. It’s perfect for small teams juggling lots of clients or conversations.
Centralize Your Inbox Workflow
When you’re using Smart Notes and Tasks daily, your inbox becomes more than just messages. It turns into a system that tracks:
- What was said
- What needs to happen
- Who’s responsible for it
- When you need to take action
This helps eliminate the mental load of remembering everything and lets you focus on execution.
Try Mailbutler for Free
If you want to test this for yourself, now’s the time.
Starting from $3.95/month
Use our Code to get 15% discount: CHARLIECHANGMEDIAMB
Key Features
Email Tracking & Scheduling: Monitor when recipients open your emails and schedule messages to be sent at optimal times, even if your email client is closed
AI-Powered Smart Assistant: Utilize AI to draft responses, summarize lengthy emails, and identify tasks within messages, streamlining your email management
Shared Inbox Collaboration: Assign emails to team members, share notes and tasks, and manage shared inboxes like info@ or sales@ directly within your email client
Why We Recommend It
Mailbutler improves your existing email client, be it Gmail, Apple Mail, or Outlook. By adding powerful productivity features without requiring you to switch platforms. Its AI capabilities and collaboration tools make it ideal for professionals and teams aiming to streamline their email workflows
Pros & Cons
- Seamless integration with popular email clients
- Robust feature set including tracking, scheduling, and AI assistance
- Facilitates team collaboration within the email environment
- Some users may experience a learning curve due to the extensive features
- The cost may be a consideration for individuals or small teams
- Certain features may not function optimally with all email servers
Use code charliechangmediaMB at checkout for 15% off any paid plan
Whether you’re managing clients and sales or just trying to stay sane in a busy inbox, Mailbutler helps you stay organized without switching tools.
Final Thoughts
Smart productivity isn’t about doing more. It’s about staying clear on what matters. Mailbutler’s Notes and Tasks help you keep email actionable, organized, and collaborative, all from the inbox you already use. Try it, set it up in five minutes, and start turning your inbox into a true workflow.
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