For years, Gmail had been my go-to email app. Ever since Inbox by Gmail was discontinued, I’ve been sticking with Gmail mostly out of habit and satisfaction it worked, it was familiar, and it fit into my daily workflow. But over time, I started feeling like it was missing something. Maybe it was the lack of fresh features or the slow pace of progress, but I couldn’t shake the thought that there might be a better alternative out there.
As someone deeply into productivity tools and a frequent user of Notion and Notion Calendar, hearing about the new Notion Mail sparked my curiosity. The idea of integrating email directly into the Notion ecosystem felt like a logical step, one that could potentially transform the whole user experience.
So, I decided to give it a real trial. I went into testing mode, comparing it to what I was used to and evaluating whether it could truly surpass Gmail in the ways that matter most to me. I looked closely at its features, examined the aspects that seemed impressive, and kept track of anything that still felt off or incomplete.
After all, the tech world is full of shiny tools that promise everything and deliver little. But was this different? Could this exploration actually lead me to switch? I’ve formed a pretty strong opinion and whether or not it turned out to be worth it, well, you’ll want to keep reading.
How Notion Mail Simplified My Inbox Experience
The first thing that stood out to me when I started using Notion Mail was the user interface. It felt simple, intuitive, and refreshingly uncluttered compared to Gmail. The design carried that distinctively Notion feel, which I’ve always appreciated in their other services like Calendar and Keep. Setting it up was quick, and the email client itself was basic in a good way.
I didn’t have to battle a steep learning curve to get going. Unlike Gmail, where the left-hand menu is packed with options, tabbed categories, a large search window, and countless integrations, Notion Mail felt cleaner and more focused.
I loved how everything was just easier to navigate. However, I did miss some of the more advanced features and integrations that I’ve come to rely on in Google’s ecosystem.
It’s not that Notion Mail is lacking, but it’s still growing, and for someone like me who’s used to having everything in one place, the shift took some adjusting. Still, it fit surprisingly well into my daily workflow, especially when I wanted to focus without distractions.
The Simple Change That Made Email Management Easier for Me
When I first started using Notion Mail, what immediately impressed me was how flexible the email management system felt. Unlike Gmail, which comes with default categories like Primary, Social, Promotions, Updates, and Forums, Notion Mail gave me the freedom to create custom views that actually fit how I organize my inbox.
Setting up a Travel view to consolidate emails from airlines, hotels, and booking sites was surprisingly easy. I could do it manually or use Notion AI by just inputting a simple prompt like, “This should include all emails from Reddit, Facebook, and Instagram.” It felt superior in terms of control and personalization. What stood out even more was how these views helped declutter my inbox and made checking email feel more purposeful.
That said, I did notice a few things missing some advanced sorting options I had gotten used to in Gmail weren’t there yet. But overall, it slipped pretty comfortably into my daily workflow and even made it a bit more enjoyable.
It Took Time to Set Up, But It Was Totally Worth It
Setting up Notion Mail definitely took a bit of a time commitment at first. I had to really think about how I wanted to organize my emails, and while that required some effort, the investment turned out to be worthwhile. What made it easier was how the system reminded me of Inbox by Gmail, which used to be my all-time favorite email client.
While Notion Mail doesn’t follow the classic inbox zero philosophy, it does a great job at bringing back customizable categories that I’ve missed since Gmail dropped them. I created views like Travel, Important, and Meh. The Important view pulls in emails from key people like friends, family, and colleagues, while Meh is where I send all my promotional mail that I still want to keep but don’t really check often.
That kind of flexibility genuinely impressed me. The only thing I missed was the tighter automation Inbox used to have. But overall, it fit into my workflow nicely and made my inbox feel more like mine, not just a generic list of unread messages.
These Notion Mail Features Surprised Me (in a Good Way)
When I first started using Notion Mail, a few extra features really stood out to me and made the experience smoother. I loved how the email management system lets me choose whether an email opens in full view, on the side, or below the email list.
Unlike Gmail, where the reading pane stays persistent and you can’t easily close it, Notion Mail’s right panel only appears when I open an email and disappears with a simple click. The hover function is another game-changer it lets me preview emails without having to open them fully, which saves so much time. Plus, the quick unsubscribe button on promotional emails is super convenient.
I also appreciate how the email client integrates with Notion Calendar, allowing me to insert snippets for scheduling calls based on my availability.
The settings are refreshingly minimal and easy to navigate, unlike Gmail’s multiple tabs that can get confusing. While I wished there were a few more customization options, overall, these features made Notion Mail fit well into my daily workflow and helped keep things simple and efficient.
Almost There: My Take on Notion Mail vs. Gmail
When I first tried Notion Mail, what really stood out was how excellent it feels compared to Gmail, especially in several key areas where it clearly surpasses my previous experience. The user interface and overall setup impressed me a lot, making managing emails smoother and more intuitive. However, despite these improvements, I’m still not ready to make a permanent switch.
One of the biggest frustrations is that Notion Mail is only available on the web, which feels limiting since there’s no dedicated Windows app, even though both Notion and Notion Calendar have their own apps. On top of that, there’s no Android app yet, which is a deal-breaker for me since I rely heavily on mobile access throughout the day.
The company says an Android app is on its way, so I’m hopeful, but for now, these missing features mean it doesn’t quite fit into my daily workflow the way Gmail does.
I Liked Notion AI, But The Cost Was a Problem
When I first started using Notion AI, what really caught my attention was how smoothly it helped me write emails faster and create custom views using natural language it felt like a smart assistant right there with me. Compared to my previous setup with Gemini, which I have a subscription for, Notion AI’s integration seemed promising and pretty seamless.
However, the biggest drawback that frustrated me was that it’s not free. While I could play around with it for a limited time, the feature eventually stops working unless you pay, which doesn’t sit well with me since I’m already invested in the Advanced version of Gemini.
I appreciate the AI assistance to speed up tasks, but having to switch and lose access unless I pay extra makes the tradeoff less appealing. So, while Notion AI is useful and works decently, it just doesn’t fit into my daily workflow yet because I’m not willing to compromise or juggle multiple paid AI tools right now.
I Use Gmail Because It Works So Well With Google’s Tools
What really caught my attention with Gmail was how smoothly it fit into the whole Google Workspace ecosystem. The seamless integration with apps like Google Docs, Sheets, and Meet made managing both personal and professional emails effortless compared to other providers like Outlook. I appreciated that it felt like a complete tech stack rather than just an email service.
The natively integrated features and extensive capabilities set it apart, making daily tasks simpler and more efficient. That said, sometimes the abundance of apps and options can feel overwhelming, especially when all I want is a straightforward email experience.
Despite this, Gmail’s reliability and the convenience of having everything connected made it a natural part of my routine, though I do wish it offered a bit more customization for power users. Overall, it balanced functionality and accessibility well, fitting smoothly into how I work every day.
Problems with Gmail
Gmail’s massive scale definitely shows in how it feels to use it. Sometimes, the app tries to do too much at once, piling on features that don’t really match what I need like the chat widget, which felt redundant since I already use Slack. That extra stuff slows things down noticeably, making the inbox take longer to load, which is annoying when I just want quick access to my emails.
The interface can get a bit cluttered, and honestly, I found myself getting distracted by things that didn’t add value to my daily tasks. So while Gmail works well overall, these issues made it feel less efficient for my specific workflow.
Gmail Mobile App
Using the Gmail mobile app surprised me with how smooth and stable it felt across different devices. I loved how quickly emails loaded and how easy it was to swipe away messages with customizable actions like Archive, Snooze, and Delete. The notification controls were surprisingly detailed, letting me tailor alerts exactly how I wanted.
That said, I did notice some gaps, especially when composing emails the lack of hyperlink support was frustrating, and I couldn’t help but compare it to Superhuman’s richer feature set.
Still, for everyday email checking and quick replies, it fit well into my workflow, even if I sometimes had to switch over to other tools for more advanced tasks.
It’s Close, But Notion Mail Isn’t My Full-Time Inbox Yet
When I started exploring Notion Mail, the minimalist UI and streamlined setup immediately caught my attention. Compared to Gmail, it feels cleaner and more focused, which really helps when I’m trying to manage my inbox without distractions.
The integration of AI features like auto-labels and the ability to reference Notion pages while drafting emails genuinely impressed me, making organizing and triaging emails much easier. However, some aspects were a bit frustrating. For example, while keyboard shortcuts like CMD+K improve efficiency, certain actions still require mouse use, which interrupts my workflow.
The AI auto-labels are clever but limited since I can’t modify or evolve them without starting fresh, and it doesn’t write in my tone. Also, the lack of a mobile app for iOS and Android and no support for Outlook users made it less convenient for me on the go. Overall, Notion Mail fits well into my daily workflow when I’m at my desk, but these missing features make me hesitant to fully switch just yet.
Pros:
- Cleaner, minimalist UI
- AI-powered labels for better organization
- Keyboard shortcuts for quick actions
- Ability to reference Notion pages in emails
- Streamlined email triage
Cons:
- Some mouse usage breaks flow
- AI labels can’t be modified or evolved easily
- AI doesn’t adapt to my tone
- Missing AI search functionality
- No mobile app for iOS or Android
- Not available for Outlook users
Notion Mail Key Features
First Impressions and Ease of Use
What immediately caught my attention with Notion Mail was how customizable the inbox views are. The ability to declutter my inbox using AI auto-labels and manual rules made managing emails feel less overwhelming compared to other email apps I’ve tried.
The setup was pretty straightforward, though the triage flow wasn’t always as smooth as I hoped. Still, the UI felt fresh and the organization options stood out as a clear improvement.
What Impresses Me Most
The AI drafting tool is definitely a helpful feature, letting me quickly reference Notion pages and generate replies. I appreciated how snippets work through simple commands with intuitive placeholders, which sped up repetitive responses a lot. These features felt unique and more integrated than anything I’d used before, giving me a slight edge in productivity.
Challenges and Missing Features
However, there were some frustrations. The AI auto-labels started strong but became annoying since I couldn’t refine or edit them without starting from scratch. Also, while referencing Notion pages in emails sounded promising, it often felt clunky because I had to manually find the right page, breaking my workflow.
The biggest downside for me was the lack of deeper integration with Notion database items, which I really hoped would be seamless. Plus, needing to upgrade to access the AI features was a bit of a letdown, especially since the pricing isn’t exactly cheap.
Fit Into My Daily Workflow
Overall, Notion Mail brought some interesting tools to the table and made certain tasks easier. Still, the rough edges with labeling and limited database integrations mean it doesn’t fully fit into my daily routine yet. For now, it’s a tool I’m experimenting with, hopeful that future updates will smooth out these wrinkles.
Final Words
After spending some time with Notion Mail, I have to say it offers some fresh ideas and neat features that make email management feel more organized and efficient. That said, I’m not ready to make a full switch just yet. The inability to refine AI auto-labels without starting over and the lack of deep integration with Notion databases are real deal-breakers for me.
Also, the additional cost for AI features feels a bit steep considering the rough edges still present. If these issues get ironed out and the pricing becomes more accessible, I could definitely see myself committing to it in the future. For now, I’ll keep it as a side tool while sticking to what I know works best for my workflow. What about you? Have you tried Notion Mail or something similar? I’d love to hear what’s working for you!
