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Picture this:

You’re at work but something’s different. You’re not wasting hours on end inside of your inbox doing data entry or making guesses whether or not your email recipient saw your message.

Your inbox is your friend. Someone you look forward to visiting.

This could be your reality.

Enter — email tracking. It’s the quickest, easiest way to keep tabs on recipients and increase your own productivity.

Here are 11 reasons why email tracking is the inbox tool you’ve been waiting for. Plus, how to get started.

Try a free trial of our email tracking plug-in (no credit card required).

1. Your Recipient Will Have No Idea You Can See Their Behavior

I know what you’re thinking: it can’t be that secretive, can it?

Here’s my pledge: Your recipient won’t know you’re tracking their emails. It requires absolutely no action from them, and the tracking happens through an invisible pixel.

Why is the invisibility important?

  1. Your recipient gets the same email experience they always would.
  2. You get to follow up when you know you’re top of mind. Talk about serendipity.

2. You Get Totally New Insights With Minimal Effort

Email tracking goes beyond just letting you know when your email has been read. 

You’ll see:

  1. Where and on what device your message is read;
  2. When a link within your email is clicked;
  3. When and for how long your attachments are being viewed (i.e. 5 seconds on the first page of your PDF, 2 seconds on the third page).

To get this information, all you have to do is spend 60 seconds to add this plug-in to your inbox. From there, tracking happens automatically.

3. See Each Time Your Email Is Opened — In Real-Time 

Email tracking flags each email open (and reopen) so you can better gauge your recipient’s interest.

Bottom line: Why stay in the dark wondering whether your messages are being opened when you can turn on the lights and see their engagement in real-time.

Take it from this G2 Crowd user:

In the past, I would send an email and it would disappear into a black hole. I wouldn’t know if it was received, opened, or viewed. Now I have visibility into how my audience is interacting with my email, which allows me time to communicate better (I don’t want to pester), and if I haven’t received a response but I know that the recipient is viewing my email, it could be a cue to try a different approach.

Click here to stop sending your emails into the black hole. 

4. Know When Your Recipient Is Not At The Office Or Your Email Is Being Forwarded To HQ

Location information can change your world. Take it from this Yesware user who sent an email to a client in New York:

Last week, I had sent out an email to a client as a follow up. It included a presentation on one of our new products. I got the notification that he’d opened the email, and I got the notification that he had looked at the presentation, which was awesome. He’s in New York, and it said he opened it in New York.

Almost immediately after that, I got notifications that the attachment was being opened, but in Atlanta, and by multiple people. I could tell that, because the client’s headquarters is in Atlanta, he had forwarded it to his leadership team, and there’s no way I would have gotten that information if it wasn’t for Yesware.

Not only does email tracking show you forwards to headquarters, but it also tips you off when your recipient is on vacation or has just returned.

This way, if you’re waiting on a time-sensitive answer, an overdue deliverable, or a contract sign-off, you’ll stay up to date on their whereabouts.

5. See What Devices They’re Reading On (So You Know Where To Reach Out)

If you call a desk phone and no one’s there, did you really call at all?

Email tracking shows you what device they’re on (desktop vs. mobile) so you know whether to follow up via desk or cell phone.

6. Start Testing Your Send Times To Get More Opens

You could write the perfect email — but if you send it at the wrong time? Off to the trash you go.
Email tracking lets you schedule your email according to your recipient’s time zone, then tracks opens (and replies) so you can find out when they’re most likely to open.

A Yesware analysis of 500,000 sales emails shows you’re most likely to get a reply when send volume is the lowest. Think: weekends, early morning (between 6 and 7 AM) and evening (around 8 PM).

7. Test Your Messaging With Templates (From Your Inbox)

The best way to increase your open rate is to Bill Nye your way to the best email subject lines.

Email tracking plug-ins often come with an email template feature that lets you test variations in your email, like:

The best part is that easy reporting pinpoints which template gets the most opens and replies.

Next steps: Try sending two different subject lines with the same body to see which gets the most opens.

Looking for more ideas? Grab 18 AB tests ideas here.

8. Schedule Follow-Up Pings Based on Reply Tracking

No more cracks for emails to slip through.

Email tracking keeps tabs on who replies and who doesn’t, letting you set follow-up reminders to yourself that trigger only if they don’t reply.

Why does following up matter?

Because 89.74% of emails that get replies do so within the same day.

When you remember to follow up next-day, your chances of a reply rise to 21% (your likelihood of a reply the next day without a follow-up is 3.06%, based on an analysis of 500K tracked emails).

9. Put Email Campaigns on Autopilot, Right From Your Own Inbox

If you already know what you want to write in your follow-up, you can automate your entire email sequence.

It’s called Mail Merge.

You write your messages upfront and then schedule it with send criteria for when you want it to go out.

The best part?

You can schedule each stage to go out to up to 200 people at once, scaling the output of your writing. You simply upload a CSV file (or Salesforce list) as your recipient list, and include text fields in the email body that personalize to each person:

From there, you can add secondary stages by drafting new messages or inserting existing follow-up templates (try one of ours):

See who opened, clicked, or replied to emails in the Yesware Mail Merge module:

10. Find Out Where People Are Spending Time on Each Page of Your Attachments

Want to see how engaged your audience is with your content?

Presentation tracking peels back the curtain for any PDF, PPT, or PPTX document.

If you use Yesware, simply add your attachment using the green paperclip icon in your compose window:

After you send, you can see who’s looking at your presentation (and for how long) by clicking “View Report” in Email Tracking.

Reporting shows:

  1. How many people accessed the presentation
  2. The total number of views it received
  3. The average time spent viewing

You can also see how long it’s been since each person viewed and their completion rate:

The data puts hard numbers on what works, so you can improve your messaging by focusing on what’s working.

11. Automatically Send Their Opens and Replies to CRM (So You Don’t Have to Each Time)

Four of the sweetest words in the English language: No more data entry. 

Email tracking collects recipient engagement and auto-syncs it to CRM.

This Salesforce integration means no more setting aside hours out of your day. You can start pushing emails, calls, and meetings to the correct record in real-time without any customization work.

3 Exclusive Alerts and Reports You’ll Get as a Yesware User

Yesware is an email tracking tool that makes working out of your inbox easy.

We’re here to make your life easier.

Below are three ways users receive email tracking data — from real-time push notifications to in-depth reporting on our app site.

1. Tracking Module: Keep Track of Clicks, Opens, & More

Yesware also has an email tracking module that offers a more in-depth look at tracking data.

The best part? It’s located right at the top of your inbox and lets you sort your sent emails by those that haven’t been opened at all vs. opened emails with no replies.

So you can prioritize next steps — like varying your subject line on follow-ups to those who haven’t opened, trying a new email body for those who opened but didn’t reply, or calling anyone who’s opened and clicked.

^This plugs right into your inbox.

2. Real-Time Desktop Notifications

The moment a Yesware users’ email is opened, we send an instant desktop notification letting them know.

Bottom line: You don’t need to have your inbox open; you’ll see the push notification wherever you are on your computer:

^Yesware Desktop Notification

Note: If you don’t want to get desktop notifications you can turn them off.

3. App Site Graph: Know Your Clicks/Opens Over Time

Our app site graph (located at for users) provides a closer look at clicks and opens over time:

Behind the Scenes: How Email Tracking Works

Yesware email tracking works by taking an invisible pixel and inserting it automatically into your emails so you know what happens after you press send.

What It Means For The Recipient And Sender

The experience of email tracking is very different for receiver and sender:

Recipient: Sees nothing different.

Sender: Gets instant alerts and reporting: All you have to do is invest 60 seconds to download the plug-in.

Sending an Email That Doesn’t Require Tracking?

You can stop receiving notifications about yourself (Sender Events) or colleagues (Colleague Events) in three quick steps:

  1. Click on the Yesware menu in the top-left of Gmail.
  2. Choose Preferences > Compose Options.
  3. Toggle off Sender Events. This will turn off notifications when you open a tracked event and/or Colleague Event.

Bottom line: You get extra benefits without making the tracking trial


Superpowers for your inbox.

Try a free trial of Yesware for inbox productivity tools like Email Tracking, insertable Email Templates, Campaigns, and more.

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