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How Tracking Works in Outlook

Yesware customers love our email tracking feature because it helps them close deals faster. If you haven’t used it yet, imagine sending an email to your key prospect and knowing when and where they opened your message. You’ll be able to time your follow-up appropriately and close the deal in no time. Cool right?

How it Works

We use the same technology that email newsletter services use by relying on a tracking pixel embedded at the end of your tracked message. We decided to adapt this technology for one-on-one communication so that salespeople can take advantage and know exactly when prospects are opening their messages.

When you are drafting your emails, you will want to make sure the track button within the compose message is highlighted. We also offer tracked attachments, which can be activated by attaching a document using the Yesware Tracked File button on your Outlook compose window.

Outlook_Compose_Options

 

Once you choose the file you’d like to track, insert it into the message and click send. The tracked attachment will appear as a stylized link in your message.

What it means for you

Once your recipients loads our tracking pixel or clicks on a tracked link or attachment, they ping our server with their IP address. We’ll generate a notification to let you know where they opened your email, when they opened it and even what device they used to read it. All these notifications appear as popups and will also populate your inbox Events feed.

Outlook_Events_Feed_Updated

There are a few different ways to interact with this Events Feed:

Hovering over an event gives you the option to expand it to see more events on the same email. The collapsed view shows the most recent event on that particular email. In the expanded state, you will be able to click on a link to the app site to view more events on that email, including events greater than 7 days (the events feed only shows the last 7 days’ events). If there are tracked presentations in the email, clicking on the line “recipient(s) viewed ___.ppt” will pop open the presentation tracking report.

You can expand/collapse the Events Feed by clicking the Sidebar button on the top of Outlook.

Sidebar

 

Common Issues

Sometimes, recipients have their images disabled. In this case, our tracking pixel won’t be loaded, and we won’t be able to notify you that the message has been opened. As such, we suggest that Yesware users have a signature line with images contained in them to encourage recipients to display messages. The tracking pixels will fire even if the recipient views your email using the Preview pane in Outlook.

Also be aware that if the message was sent to several people, colleagues were CC’ed or the message was forwarded, we can only tell you that ‘somebody’ opened your message. Even still, our customers tell us it is fascinating to see when ‘somebody’ opened their message several times because that either means they love your email or it is being forwarded throughout the organization.

You can also enable Link Tracking to see what content your prospects are interested in. This tracked link won’t change the look of the message but may cause some issues if your recipients’ spam filters are high. In these cases, try formatting your links as words, rather than full URLs (i.e. “Check out our website” vs. “Check out www.yesware.com“) to ensure that your message ends up in your recipient’s inbox.

Privacy and Legality

Yes, it is legal for us to track all of this information. This technology has been used for almost 20 years in the marketing world. We are partially funded by Google Ventures and work with them to monitor any legislation that may prove otherwise. Our strict terms of use outlines how the tracking information is used, and we’ll discontinue any accounts that violate these terms. The personal information that we collect is for our application purposes, and we’ll never share any information without your consent. You can read more about our privacy policy here.

Have a question that wasn’t covered in any of the above? Feel free to view our FAQ and submit a question through our Help Center. We’re here to help and we’d love to hear from you!