Is NewMail Better Than Shortwave? A Complete Comparison

Email is where most professionals spend hours every single day. Whether you’re managing clients, running a team, or closing deals, the right tool can mean the difference between drowning in your inbox and actually moving work forward. Two modern contenders are NewMail and Shortwave. Both promise to make email faster and smarter, but they take very different approaches.

So, is NewMail better than Shortwave? Let’s break it down feature by feature.

Here’s the short version: 

• Biggest Difference: NewMail is an AI-native assistant that drafts, follows up, and protects your data. Shortwave is a Gmail-focused tool designed to make inbox handling faster and cleaner.

• Choose NewMail if… you need personalized drafting, proactive follow-ups, scheduling, and strict privacy safeguards.

• Choose Shortwave if… you want faster Gmail navigation, chat-style inboxes, and lightweight organizational tools.

• AI Drafting: NewMail drafts in your tone; Shortwave offers quick replies and summaries.

• Proactivity: NewMail chases follow-ups and extracts tasks automatically; Shortwave keeps things fast but reactive.

• Scheduling: NewMail embeds custom scheduling rules into drafts; Shortwave leaves scheduling mostly manual.

• Privacy: NewMail enforces zero data retention; Shortwave relies on standard Gmail integrations.

Smart Drafting That Sounds Like You

This is where NewMail shines brightest. Instead of giving you canned replies or lightweight summaries, it drafts full, personalized emails in your tone. You can tweak the tone depending on context - casual for teammates, formal for clients, or concise when you’re in a rush.

Better yet, NewMail doesn’t require weeks of training to get there. It adapts in real time, learning from the context of your conversations without storing any of your data. You can even use natural-language edits like “make this shorter” or “sound more professional,” and it adjusts instantly.

Shortwave takes a lighter approach. Its AI can generate quick replies and summarize long emails so you don’t have to read everything in detail. But it doesn’t learn your personal writing style, nor does it offer the same depth of draft customization.

If you want emails that actually sound like you, NewMail wins hands down.

Proactivity That Saves You Time

Imagine opening your inbox and having your assistant remind you that a client never replied last week. Or highlight that a proposal thread has gone cold and needs a follow-up. That’s NewMail in action.

NewMail isn’t just reactive, it’s proactive:

• Tracks conversations and nudges you when a follow-up is due.

• Extracts tasks directly from emails.

• Delivers a daily briefing so you know what matters most before the day starts.

• Organizes your inbox based on categories you define.

Shortwave is more about inbox speed. It turns emails into chat-style threads, lets you “batch” emails for faster review, and helps clear clutter. But it stops short of acting without your instructions. You’ll still need to remember follow-ups and tasks yourself.

Shortwave makes your inbox feel lighter. NewMail makes it feel like someone’s already working ahead of you.

Customization & Control

Every professional has their own way of handling email. Here’s how much flexibility each platform gives you:

Shortwave focuses on speeding up Gmail, so customization is limited to what Gmail already allows. NewMail, on the other hand, adapts around you with natural-language commands that feel intuitive.

NewMail doesn’t just give you shortcuts,  it bends to your workflow.

Smarter Scheduling Built In

Scheduling is one of the most frustrating parts of email. NewMail solves this with built-in scheduling logic.

• It generates scheduling links right inside your draft.

• You can embed custom rules like “no calls after 6 PM” or “only mornings on Tuesdays.”

• It syncs seamlessly with your calendar while keeping context from the email thread.

Shortwave keeps things simple here. While it integrates with your Gmail calendar, it doesn’t add advanced scheduling logic or auto-embed availability into your replies. You’ll still do most of the coordination yourself.

With NewMail, scheduling is baked into your workflow. With Shortwave, it’s still a manual task.

Privacy & Data Usage - Who Owns Your Inbox?

When it comes to sensitive emails, privacy is non-negotiable.

• NewMail:

  • Zero Data Retention. Your emails are never stored.

  • Never trains on your personal or client data.

  • Full opt-in privacy controls.

• Shortwave:

  • Works as a Gmail client, relying on Google Cloud.

  • Uses standard security measures.

  • Does not emphasize zero-retention or strict no-training guarantees.

For professionals handling confidential conversations, consultants, founders, sales teams - NewMail provides peace of mind that Shortwave doesn’t prioritize.

Who Is It For?

Choosing between NewMail and Shortwave often comes down to your work style and the type of email problems you’re trying to solve. Here’s a deeper look at who benefits most from each platform:

NewMail Is Perfect For:

• Consultants & Freelancers – You’re constantly drafting professional emails, proposals, and follow-ups. NewMail saves you hours by generating client-ready drafts in your tone and reminding you when to follow up.

• Founders & Entrepreneurs – Running a business means your inbox is overflowing with investor updates, team threads, and customer questions. NewMail acts like a built-in chief of staff, surfacing what matters most and handling scheduling rules automatically.

• Sales Teams – Prospecting and follow-ups are critical in sales. NewMail tracks unanswered leads, drafts persuasive responses, and extracts action items directly from conversations.

• Privacy-Conscious Professionals – Lawyers, consultants, and executives who deal with sensitive information will value NewMail’s strict zero-retention and no-data-training policies.

Shortwave Works Best For:

• Gmail Power Users – If you’re deeply invested in Gmail and want a faster, lighter interface with batch clearing and chat-style threads, Shortwave fits seamlessly.

• Individuals Who Prefer Simplicity – Instead of heavy AI features, you get a straightforward way to process emails faster without much configuration.

• Small Teams Needing Shared Inboxes – Shortwave offers collaboration tools for small teams who want to manage shared inboxes (like support or sales) without switching away from Gmail.

In short:

• Go with NewMail if you need a smart AI assistant that drafts, follows up, organizes, and protects your privacy.

• Stick with Shortwave if your main goal is speed, simplicity, and a smoother Gmail experience.

Final Verdict

So, is NewMail better than Shortwave?

It depends on what you value. If your top priority is speed inside Gmail, Shortwave delivers with batching, chat-style threads, and shortcuts. But if you want real leverage, AI that drafts in your voice, manages follow-ups, embeds scheduling, and protects your privacy, NewMail is the stronger choice.

Ready to transform your inbox into a proactive assistant? Try NewMail today and experience smarter, safer, more personalized email.

Sign up for free

FAQs 

1. Does NewMail work outside Gmail?

Yes. Unlike Shortwave, which is Gmail-only, NewMail is designed to integrate with multiple email providers. This makes it a better option if your work involves different domains or if you plan to move away from Gmail in the future.

2. Can NewMail handle multilingual emails?

Absolutely. NewMail’s AI drafting supports multiple languages and can adjust tone accordingly, making it useful for professionals who communicate with global clients.

3. Does NewMail provide analytics on email performance?

Yes. NewMail offers insights like open rates, follow-up success, and response times. This is particularly valuable for sales teams and consultants who want measurable data on their outreach.

4. Can I use NewMail collaboratively with a team?

Yes. NewMail supports team features such as shared context, task assignments, and workflow alignment, so multiple team members can stay on the same page when managing client communications.

5. Does NewMail offer mobile support?

Yes. NewMail is optimized for both desktop and mobile use, ensuring you get the same AI drafting, proactive reminders, and privacy-first features even when working on the go.

6. How customizable is NewMail compared to Shortwave?

NewMail allows you to define categories, create personalized drafting rules, and adjust AI behavior with natural language commands. Shortwave focuses more on inbox layout, but doesn’t offer deep customization for tone, behavior, or workflows.