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Sales Intelligence & Automation Blog

These Killer Email Tracking Tools Are A Sales Rep’s Must-Haves

17 September 2019 Amy Green Sales Prospecting

Any sales reps worth their salt will rely on tons of different tools to increase their efficiency and productivity, these include CRMs, third-party programs, and email extensions just to name a few. More often than not, the most helpful tools are the kind that give you information that you can use to improve your processes, create better products, and reach more prospects.

However, there is one incredibly rich source of data that many people overlook: email. If you can understand how people engage with your emails, you can understand your prospects. And once you have that down, there’s nothing stopping you from creating a killer email marketing and sales strategy. That is why we believe that an email tracker is one of the best investments you can make as a sales rep.

What Is Outlook Email Tracking?

Normally, when you hit send from your Outlook or other email client, you have no idea what your customers do with it. A lot of questions are unanswered. 

Do they open it, leave it unread, junk it immediately? Which customers are more likely to read them? Do they click on any of the links inside your email? If so, which ones? What device did the customer use to open your mail?

But if you had a way to track your Outlook emails, you would have answers to all of these questions and more.

Email tracking refers to any method of monitoring what happens to your emails on the recipient’s end. Outlook trackers not only send you read receipts and other information about customer behavior, but some of them can also integrate into your CRM and other software to help you put that knowledge to use.

With a wide range of free and paid tracking tools, anyone can track their Outlook emails. But the people who benefit the most from this process are business owners, marketing professionals, sales representatives, and customer support staff.


How Do Tracking Emails Work?

Even though it sounds very high-tech, tracking an email actually relies on simple technology. When you use an email tracker, the software adds a small, practically-invisible 1×1 pixel image in the body of your email. The tracker actually monitors that specific pixel.

When the pixel is loaded, it is assumed that the recipient opened the email. Then, after the email is tracked, you get notified automatically.

Of course, this is just the very basic science behind Outlook mail tracking. More sophisticated and advanced systems use a mix of different technologies to provide you with the data you’re looking for.


The Best Tools For Email Tracking For Outlook

1. ZynBit – Email Tracking On Steroids

Price: Starter plan starts at $9/month for up to two users


It’s a little bit unfair to include ZynBit because the software is so much more than just an email tracker. On top of keeping track of emails, ZynBit automatically logs your information into Salesforce, allows one-step scheduling, and turns your Outlook inbox into a mini-CRM. We’ve attached a quick video below that outlines just how powerful ZynBit really is.

As far as email tracking goes, ZynBit is stellar in accurate tracking who opened / clicked in your email, and when, even when there were several recipients of that email. In addition to email opens and clicks, ZynBit help you track how your recipient interacted with attachments, and which pages of your website they have visited.  ZynBit’s email & web visitor tracking provide you with that extra intelligence you can use to know which prospects are more engaged.

2. Yesware – Powerful Email Tracking

Price: Pro plan starts at $12/month


Yesware is a powerful email tracking tool that lands your messages in the inbox, not in the spam folder. Plus, you also get valuable integrations with LinkedIn Sales Navigator and Salesforce as well.

3. Contact Monkey – Email Tracking Bundled With Beautiful Email Templates

Price: Professional plan starts at $10/month


Easily track email opens, website clicks, location, and other important recipient information. A Contact Monkey plan also comes with stunning professional email templates and Salesforce data integration.

4. BananaTag –  Drag-and-Drop Email Building

Price: Free plan available; Pro plan starts at $10/month


Besides your standard email tracking, BananaTag also allows you to create beautiful, responsive, multimedia-rich emails with an intuitive drag-and-drop builder. You can also schedule emails, track attachments, and access detailed email analytics.

5. HubSpot – Full CRM With Email Tracking

Price: Starter plan starts at $50/month

HubSpot may be a little pricey, but that’s because it’s not your run-of-the-mill email tracker. HubSpot is a full CRM with powerful email tracking capabilities. The software also has calls, chat, scheduling, and tons of other functionalities.

6. Cirrus Insight – A Whole Of Email Related Features

Price: Starter plan starts at $27/month

Cirrus Insight comes with a whole host of features. Not only can you track emails and other relevant data, but you can also write engaging emails using their templates, schedule meetings in one click, and update Salesforce right from your inbox.

7. SalesHandy – Unlimited (Free) Email Tracking

Price: Free plan available; Regular plan starts at $7/month

Unlike most of the other options on this list, SalesHandy offers free UNLIMITED email tracking with no strings attached. But for just a few more bucks a month, you can take advantage of advanced features like document tracking and mail merge.

8. Boomerang – A Powerful Free Emailing Tracking Tool

Price: Free plan available; Personal plan starts at $4.99/month

Basic Boomerang accounts get the most important features like response tracking, read receipts, and click tracking, which makes this one of the best free tracker tools on the market.

9. MailTrack – Yet Another Great Free Tracking Tool

Price: Free plan available; Pro plan starts at $2.49/month

The free MailTrack plan gets unlimited email tracking, which is great for businesses on a budget. But if you get the yearly PRO plan—at just $2.49 a month—you’ll have access to full metrics, click tracking, and much more. 

The Limitations Of Outlook Email Tracking

Even though this guide is about the benefits of using an email tracker, it’s worth noting that even the best email tracking tools have their limitations. 

There are a few cases where email tracking doesn’t work or is simply not accurate. There is always the possibility that the recipient opened your email, but because the pixel did not load (some email clients, especially mobile ones, disable image loading as a default), you weren’t notified. 

The opposite can also be true—the recipient didn’t read the email, but since the pixel was rendered as part of a message preview, the tracker considered it “opened”.Inaccurate tracking can also happen if the recipient has Adblock or another type of tracking blocker installed. Then, the biggest problem of all: some individuals and companies have security systems that block any kind of tracker, which means that the person you sent it to might not have received it at all.

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Despite the limitations, however, email tracking is still an essential tool in any sales professional’s arsenal. You may not get 100% precise and accurate data, but the information you do get is still reliable enough for you to strategize around them.

Why Do You Need To Track Emails In The First Place?

Is email tracking really worth all the fuss? There are many scenarios in which having an email tracker for your Outlook can be incredibly helpful.

First, it helps you keep track of the clients who’ve read your email and those who haven’t. From here, you can craft personalized follow-up emails that target the right person.

Second, based on your open and click-through rates, you can find out what sales tactics work and which ones don’t. Then you can refine your future emails so that they use more of the former and are more effective at addressing your customers’ needs.

Third, knowing how your clients engage with your emails can give you valuable insight into which prospects are the “warmest” leads. These are often the people who open your email multiple times and those who tend to open your emails quickly upon receiving it.

Lastly, email tracking can be helpful even on the business/operations side of things. If you send out invoices, contracts, and other important documents, those are things you definitely want to keep an eye on.


How To Choose The Right Mail Tracking Tool

Before we go into our list of the best email trackers, we want to share with you how we selected our top picks. Every business has its own specific challenges and needs, so ask yourself the following questions and let the answers lead you to the best tracker for your needs!

  • Is the software easy to use, or does it have a learning curve? Do I have the time and resources to learn how to use the software to its maximum potential?
  • Does it track open rates and send read receipts? Can it also track link clicks, website visits, and attachment downloads? What other recipient behavior can it track?
  • Does it integrate into my current email client? Does it connect to my CRM and other business software?
  • Does the tracker also provide email templates that my team and I can use?
  • Can the tracker also automate workflows or trigger certain tasks based on customer behavior?
  • Does it provide detailed reports, analytics, and other insight?
  • Is it just an email tracker, or does the software boast any other functionality?

Email Tracking Is An Effective Way Of Boosting Your Business

Email tracking isn’t perfect, but it’s a pretty simple yet effective way to boost your business. Knowing what happens to your emails once you’ve sent them is the key to creating better email marketing campaigns, understanding what makes your customers tick, and improving you and your sales team’s performance.

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