Notion Mail: My 2-Month Experience Transforming Email Management

Ever feel like your inbox controls you instead of the other way around? For the past two months, I’ve been using Notion Mail as an alternative to traditional email clients, and it’s changing how I think about email management.

What is Notion Mail?

Notion Mail is Notion’s entry into the email management space, now accessible to all users. It integrates directly with your existing email accounts and brings Notion’s organizational capabilities to your inbox.

Unlike traditional email clients, Notion Mail allows you to add numerous properties to manage your emails as you wish, creating custom views, filters, and organization systems that simply aren’t possible in standard email interfaces.

Why I Decided to Try Notion Mail

As a long-time Notion user, I was immediately drawn to Notion Mail when it was announced. I already use Notion for notes, project management, and knowledge organization, so the idea of bringing my email management into the same ecosystem was compelling.

What kept me using it beyond the initial trial is simple: it genuinely feels easier to manage emails in Notion Mail than in traditional clients like Gmail. The flexibility and customization options align perfectly with how I prefer to organize information.

My Current Setup

After two months of daily use, Notion Mail has partially replaced Gmail for me. Every morning, I start my day by checking and managing emails through the Notion interface rather than the Gmail app.

I’ve divided my emails into multiple categories for easier management:

• Inbox & Folders - My most important views stay at the top
• Family & Friends - Keeping personal notifications separate
• Job Related - Client messages, Figma notifications, and job alerts
• Newsletter - All newsletters in one place, making it much easier to check content and unsubscribe when needed
• Receipts - To keep track of important transaction records

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One of my favorite customizations is the folder view where I use the status property to create extra “tags” for things I want to save:

• Saved - Where I save emails I want to keep
• Read Later - For newsletters that seem interesting but I don’t have time for now
• Ongoing - This replaced my “starred” emails for items I need to keep an eye on

Key Features That Won Me Over

1. Advanced Filtering and Views

Notion Mail gives you the ability to create specific views based on practically any email attribute. I can filter by sender, subject line, date ranges, keywords, and more. This makes organizing emails by project, client, or priority remarkably easy.

2. Auto-Labeling

The auto-label feature has been a game-changer. Instead of manually sorting emails, I can create rules that automatically:

• Categorize emails based on sender or content
• Move labeled emails to their own view
• Create a system that maintains itself

3. Status Properties

Using Notion Mail’s property system, I can add custom status fields to my emails. This lets me organize emails by clicking the left of an email and selecting a status:

• Saved
• Read Later
• Ongoing

This creates folder views with saved emails, ongoing important emails, and things to read later.

4. Templates

For those who wants to save time, Notion Mail comes with a simple template system that is very quick to setup.

Current Limitations

While Notion Mail has significantly improved my email workflow, it’s not without limitations:

• No mobile app yet - This is the biggest drawback. I still need to use Gmail on mobile.
• Still in development - Some features feel experimental rather than fully polished.
• Not yet the email powerhouse I hope it will become, but it shows a lot of potential.

Despite being in its early stages, Notion Mail is already robust enough to handle my daily email management needs at my desk.

Comparing with Gmail

Notion Mail makes certain tasks much easier than Gmail:

• Deleting emails is more straightforward and intuitive
• Analyzing emails helps extract important information
• Creating views that separate labeled emails from your inbox reduces clutter
• Automatically creating views that capture labeled emails based on criteria saves time
• Custom hover actions let you define what happens when you hover over an email

One particularly useful aspect I’ve discovered, is the ability to customize hover actions for different views.

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Is Notion Mail Right For You?

If you’re already a Notion user who values organization and customization, Notion Mail is definitely worth exploring. It’s particularly valuable if:

• You’re tired of the limitations of traditional email interfaces
• You want more control over how your emails are organized
• You’re already using Notion for other aspects of your digital life
• You don’t mind using a desktop-only solution for now (with mobile coming later)

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The more you customize Notion Mail, through views, labels, properties, and integrations, the more it transforms email from a source of stress into a streamlined, actionable part of your productivity system.

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Even with just two months of use, Notion Mail has changed how I interact with email. Rather than dreading my inbox, I now see it as just another space I can organize according to my own logic.