Mailsuite: The Best Free Email Management Tool for PR Professionals in Media Relations

​The PR Challenge: Managing Media Outreach & Press Relations

In the fast-paced world of public relations, particularly in media relations for the motion picture and television industry, keeping track of journalist contacts, pitching stories, and monitoring responses is overwhelming. Most PR professionals juggle multiple email accounts, struggle to organize responses, and lack insight into whether their press releases are being read. Diduh (2025) mentions, "PR specialists primarily use emails to reach brands, influencers, industry experts, journalists, and platforms to pitch PR ideas or promote a brand, product, or message. Outreach aims to build relationships, generate media coverage, and enhance brand visibility and reputation."

Traditional email tools like Mailmeteor, Mailtrack, Mail Merge for Gmail, Yesware, and Mailbutler offer various email tracking and automation features. Still, they often lack the full tracking, mass outreach, and campaign monitoring capabilities that PR professionals need to maximize media relations. While these tools help with specific aspects of email productivity, they don't offer a comprehensive solution for publicists who need to personalize outreach, monitor engagement, and streamline their press campaigns efficiently.​

The comparison to traditional tools is where Mailsuite shines.

This chart is a side-by-side comparison of Mailsuite and other email management tools. Research and data collected by MWPR on 2-20-25.

What Is Mailsuite?

​Mailsuite is an email productivity and outreach tool that integrates directly with Gmail and Outlook to help PR professionals easily streamline their email campaigns, track engagement, and manage press outreach. Unlike standard email clients, it allows you to send personalized emails in bulk, track when recipients open your messages and organize media contacts efficiently—making it an essential tool for publicists, entertainment PR reps, and anyone managing press relations.

Screenshots of Mailsuite’s desktop and mobile interface, showcasing its email tracking and outreach features. Screenshots taken by MWPR.

How Does Mailsuite Work?

Mailsuite functions as an add-on for Gmail and Outlook, enhancing your existing email account with the following features:​

• Mail Merge for Personalized Outreach – Send bulk press releases and media pitches while keeping them personal and customized.
• Email Tracking – See who opened your press release or media pitch and when so you can time your follow-ups perfectly.
• Follow-Up Reminders – Never lose track of a journalist or influencer again by scheduling automatic follow-ups for unanswered emails.
• Email Templates – Create and reuse press release templates, reducing repetitive tasks.
• Campaign Analytics – Gain insights into open rates and response rates to refine your media strategy.

​Why PR Professionals Need Mailsuite

For publicists, PR strategists, and press agents in the entertainment industry, media relations isn't just about sending emails—it's about ensuring the right people read and respond. Mailsuite helps PR professionals:​

• Ensure their press releases don't go unread – Knowing whether a journalist opened an email helps gauge interest and timing for a follow-up.
• Save time on repetitive email tasks – Mail merge and automation allow PR pros to focus on building relationships rather than manually sending emails.
• Improve media outreach strategy – PR teams can refine their pitching approach by analyzing open and response rates.

How Mailsuite Powers Media Relations in Film & TV PR

PR professionals work closely with entertainment reporters, film critics, industry bloggers, and digital influencers in the motion picture and television industry. Whether promoting a new movie, securing red-carpet coverage, or pitching an exclusive interview with an actor or director, PR teams must ensure their emails land in the right inboxes and get read. As Sendx highlights, "One of the most important elements of filmmaking is the marketing strategy, because many major studios ensure that marketing personnel are present and involved in a film from the inception." This insight underscores why PR professionals need effective email outreach to maximize media coverage. Additionally, "Email marketing is one of the most different ways to approach the film marketing ecosystem and ensure that your film doesn't get ignored." Email campaigns in the competitive entertainment industry remain a powerful tool to generate buzz and secure media placements.

Mailsuite is the perfect tool for:​

• Pitching Exclusive Stories to Journalists – Personalize bulk emails to entertainment reporters covering film festivals, premieres, or industry news.
• Managing Press Junket Invitations – Track which journalists open and RSVP to your press events.
• Distributing Film Screeners – Follow up with critics and influencers to secure early reviews before a movie's release.
• Tracking PR Campaign Effectiveness – See which outlets and journalists engage the most with your pitches and refine your PR strategy accordingly.

Is Mailsuite Free?

Yes! Mailsuite offers a free plan with core features like email tracking and mail merge, making it accessible to PR professionals on any budget.

Paid plans unlock the mobile feature, advanced analytics, automation, and larger email-sending limits for high-volume PR campaigns.

Best & Worst Aspects of Mailsuite

✅ Best Thing About Mailsuite:

The email tracking and mail merge features make media outreach smarter and more effective, ensuring PR professionals aren't blindly sending pitches into the void.

❌ Worst Thing About Mailsuite:

The free plan does not include mobile access. Users must upgrade to the Advanced Plan ($9.99/month) for mobile functionality.

Conclusion

If you need a PR tool for press release outreach, media tracking, and campaign management, Mailsuite is the best option. Even though mobile access requires a paid plan, it remains the most cost-effective and PR-friendly solution for media relations professionals in the film and TV industry.

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References:

• Diduh, A. (2025, January 6). PR and email marketing: A perfect alliance for business success. Mention. https://mention.com/en/blog/pr-email-marketing/
  
• Sendx. (n.d.). Why filmmakers should go for email marketing. Sendx. https://www.sendx.io/email-marketing-in/email-marketing-for-filmmakers

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What do you think about Mailsuite?