If you have sent an email to a potential customer and never received a reply, you have likely wondered what happened to the email. Did the prospect receive the email, or did the email get filtered into in the spam box? Email tracking help eliminate these doubts by telling you when a recipient opens an email, views an attachment, or even clicks a link in the email.

What is Email Tracking?

Email tracking is a technique of monitoring the delivery of email messages to determine the actions taken on outgoing emails. It tells you the email open rates, click rates, location, and attachment views, and then using the information collected to inform business decisions. Email tracking software use a tiny image pixel (web beacon) to know the time and date when an email was received, and the actions taken by the intended recipient.

When the recipient opens the email, the web beacon alerts the sender of who opened the email, on which device, when, and where. If the recipient performs certain actions like email clicks and attachment views, the sender receives a notification, informing them that the recipient performed certain actions on the email they sent. Most organizations use email tracking software in their sales and marketing departments to maximize engagement.

Benefits of Email Tracking

Using email tracking in your company communications can help you better understand your customer or user. Here are some of the ways email tracking can help your organization:

Get unique insights

When you track outgoing emails, you get valuable insights about how the intended recipient engages with them. If a contact opens an email, clicks a link, or views the attachment, you can increase the chances of converting those leads into actual customers.

Accurate follow-up

When you send an email to multiple contacts, email tracking helps you know how each of them interacts with the content. If a prospect has opened the email multiple times, you are more likely to get a reply if you follow up with them.

Save time

If you see that one of your prospects is actively engaging with an email, you know at the very least they’re interested. However, if the recipient doesn’t even opened the email, you’ve probably hit a dead end, and are unlikely to be successful in converting them.

Best Email Tracking Apps to Try

If you want to get started with email tracking, here are the best apps currently available.

1. Streak

Streak is a handy solution for Gmail users, allowing businesses to see the open rates, view times, and location of the intended recipient. It’s a hybrid between a CRM solution and an email tracker, and is integrated into the email sidebar. It displays a visual history in your Gmail inbox to give you useful insights.

2. Mailtrack

Mailtrack is a Google Chrome plugin that allows users to track when emails are opened and clicked. It allows you to track an unlimited number of outgoing emails. Mailtrack tells you when a contact opens the email and the type of device used.

Once you send an email, you will see one green checkmark and one grey checkmark next to the message. When the recipient opens the email, both checkmarks will light up green. Mailtrack also sends desktop notifications when the intended recipient opens the email.

3. HubSpot

HubSpot is a popular name in the sales and marketing niche, thanks to its collection of tools tailored to specific business needs. Email tracking is included in HubSpot’s suite of tools.

When a contact opens an email, HubSpot automatically loads the information on the contact’s activity stream. You can also use the activity stream to scan all communications between the business and prospect.

4. Mailalert

Mailalert is an email tracker for Gmail that provides unlimited email tracking. It also offers link tracking without any branding or logos attached to the email.

Users get real-time notifications of any actions taken by the recipient. This allows businesses to get more actionable data to determine the level of interest of a prospect, and convert warm leads into customers.

5. SalesHandy

SalesHandy is a no-cost email tracking software that offers unlimited email tracking and scheduling. Users receive real-time desktop notifications every time a contact opens an email or clicks a link.

This software allows users to create and save up to five templates. You can export a CSV file of the analytics report for further analysis.

6. Mailtracker by Hunter.io

Hunter.io is a popular email finder and verifier, and they also have an email tracking tool. This tool is available as a Google Chrome extension, and tracks email open rates, open times, and devices.

Once you install this tool, it adds a checkmark next to the send button in Gmail. The checkmark is enabled by default, but you can toggle it off if you don’t want to track an email. When the intended recipient reads the email, Mailtracker by Hunter.io shows a notification.

7. MixMax

In addition to the traditional features, MixMax email tracker provides access to meeting scheduling, sales templates, and up to 100 emails open tracking per month. You can also create polls and surveys within MixMax.

8. MailTag

MailTag is a data-rich email tracker that has helpful features like unlimited email tracking, link-click tracking, unlimited scheduling, and ping sequences. It also provides real-time notifications when a prospect interacts with your email.

A unique addition to MailTag is the automated follow-ups feature. You can set up automatic follow-ups, ultimately saving you time.

Choose a Provider

Whether you’re looking to increase your leads or measure customer engagement, finding the best email tracking software can save you money and time. You no longer have to wait for a response from a cold lead or send multiple follow-ups without success. With an email tracker, you know the type of interaction the recipient has with your emails and have a better shot at converting them.

Even with the rise of chat platforms, email remains one of the most effective methods of communication. You can use an email service for both personal and business communications, and need an email account for many regular activities, from booking a plane ticket to online shopping. While there are email services that charge a monthly or annual fee, there are plenty of email service providers that you can open and use.

1. Gmail

Gmail is one of the most popular email service providers, with an estimated 1.5 billion users around the world. It is a preferred choice many due to its modern interface, customization options, and the fact that it gives users access to the full Google Workspace. Users get a email address for personal and business use, with up to 15 GB of storage space.

Some of the Gmail features that stand out from its rivals include the ability to snooze an email, an option to recall a sent email and a confidential mode that protects the email contents from being downloaded or copied by the recipient. A recent addition to Gmail features is the auto-complete feature, which predicts phrases you might write while drafting the email.

2. Yahoo Mail

With over 225 million users, Yahoo Mail is another popular choice and one of the oldest email service providers. Users get 1 TB of online storage, making it a great option for those who send and receive larger file formats via email. Yahoo Mail has an advanced search feature that allows users to search email contents using a date, email address, or keyword, which is extremely convenient.

Another unique feature of Yahoo Mail is the ability to create up to 500 disposable aliases linked to your email, without sharing the actual address. These aliases can be used to avoid getting spam sent directly to your inbox. Other features include a built-in GIF collection, mobile access, virus protection and email forwarding.

3. Outlook

Like Gmail, Microsoft Outlook is integrated with other Microsoft tools, and you can access these services easily via their email service.

Outlook has a clean interface, and users get access to dozens of helpful features such as Skype, PowerPoint, OneDrive, Excel, and third-party tools like Trello. You get 15 GB of cloud storage, and up to 50 GB if you are a subscriber. Outlook also allows users to organize emails into folders, set out-of-office replies, snooze emails for later and schedule emails to be sent later. It has automatic email filtering that organizes important emails in a Focused Inbox, and other emails in the “Other Inbox”.

4. AOL Mail

If you are looking for a dependable email provider with 250 GB of storage, AOL Mail is an option worth considering. It is a web-based email service that is provided by AOL, a division of Verizon Communications. While it used to be extremely popular, it’s fallen quite a bit in rank. However, that doesn’t mean it isn’t adequate.

You can use your email address to manage events via your calendar and set reminder notifications. Other features of AOL Mail include a clean interface, instant notifications, virus protection, to-do list, etc. You can also manage your AOL Mail via third-party email service providers such as Outlook.

5. iCloud Mail

iCloud Mail is an email service by Apple, and is a popular option among Mac users. You can get an email when you sign up for an Apple ID on your MacBook, iPad, or iPhone. However, iCloud is not limited to Apple users only; anyone can access iCloud Mail, even on a Windows laptop.

When you sign up on iCloud, you can access various products such as calendar events, reminders, iCloud Drive Content, and VIP labeling options. Users get 5GB of storage space that they can use to store emails and media such as photos and videos. It has the streamlined functionality that’s common with Apple products.

Pick a Provider

If you are looking for an email address, you have dozens of options to consider. You can choose between top options like Gmail, Yahoo Mail, and Outlook, among others, depending on the features you are interested in. You can compare these options based on key features such as the amount of cloud storage space available, advanced filters, end-to-end encryption, virus and malware protection, scheduling options, and filtering options.

Another consideration is where you can get a professional enough email address that’s still available. Even if you aren’t planning on using this email for work, it should be formal enough. If you have to add half a dozen numbers to your address just to find one that hasn’t yet been claimed, you might consider a different provider.

In its simplest terms, email marketing is the process through which businesses send marketing information and identify prospective clients, via email. It’s used by companies to establish an authoritative voice, solicit sales, send direct advertisements for specific products or services and increase revenue through the smart application of communications technology.

How Does Email Marketing Software Work?

Email marketing platforms – also known as Email Service Providers (ESPs) – allow you to draft sales emails, either from a template or as a custom one-off email, and send them to groups of email addresses known as a ‘distribution list’.

Most providers offer an intuitive ‘drag and drop’ interface that allows you to easily create emails based on numerous style variables, font sizes, colours and images that are tailored to your branding requirements. This provide a unified look and feel, in conjunction with your standard product offering.

What Are the Common Features?

ESPs make use of a wide range of features that encompass formatting, data analysis and cross-platform integration.

Message automation

Emails are triggered by certain actions taken by prospective or existing customers and tailored to the buying process. A common application of message automation is to send a welcome email to a customer when they sign-up to a website or sales offer, containing basic product information or advice on upcoming offers and promotions.

HTML emails

Almost all ESPs offer the ability to compose emails in HTML format, allowing companies to craft highly detailed, branded emails that also incorporate cascading style sheets (CSS) and complex layouts.

Built in compliance tools

The ‘Controlling the Assault of Non-Solicited Pornography and Marketing’ (CAN-SPAM) Act governs the sending of commercial emails and grants the Federal Trade Commission rights of enforcement. ESPs make sure that their clients stay on the right side of the law and offer advice on prevailing legislation.

Transactional emails

A transactional email is an email that is sent to a recipient following a commercial transaction, or specific action, such as a purchase or a password reset request.

What Are The Drawbacks of Email Marketing Platforms?

Most users view unsolicited email as spam and often ignore it or mark it as junk. However, you can improve your open rates by using creative headers, clear pre-headers, and targeted distribution lists. Also, design for versatility—emails are read on desktops, mobile devices, and more, so layouts should offer a consistent look across platforms to ensure a cohesive experience for recipients.

How Can Email Marketing Be Used to Increase Sales?

Email marketing eliminates the need for physical mailouts and can reach thousands at the cost of an ESP subscription. It supports sales funnels, strengthens customer relationships, maintains client lists, and showcases brand aesthetics with customized content. This approach builds authority and brand loyalty while providing valuable insights into customer behavior. Each campaign offers data to refine sales tactics and better understand customer sentiments and buying habits.

Top Email Marketing Platforms

MailChimp

Most popular

MailChimp is the go-to ESP for thousands of businesses all over the world, from start-ups to SMEs and enterprise-level organizations. The platform offers an intuitive, drag-and-drop interface that is perfect for beginners while offering a broad range of customization features and additional coding functionality.

MailChimp adapts to a wide variety of email formats and even allows for the sending of different email templates within the same campaign.

MailerLite

Best for non-marketing staff

MailerLite sells itself on being the easiest to use ESP on the market. It benefits from a stripped-back, concise GUI while maintaining a healthy bank of pre-configured templates from which to kickstart your email campaigns. Though the platform suffers from a lack of CRM integration and minimal plug-in support, it’s remained a popular choice for businesses that don’t require complex marketing tools and just need to be able to send customized emails to their customer base.

HubSpot Marketing Hub

Best for cross-channel marketing campaigns

HubSpot is a cloud-based CRM provider who also offer an ESP service alongside their standard SaaS product. HubSpot’s major selling point is the ability to collate all marketing interactions into one concise dashboard – including email campaigns, social media activity, Google Ads and more.

ActiveCampaign

Best customer service

If it’s automation you’re looking for, ActiveCampaign stands head and shoulders above most of the competition when it comes to producing customized campaigns on a subscriber-by-subscriber basis. The platform benefits from helpful, friendly support staff and a range of integration tools across over 300 third party applications.

Moosend

Best basic option

Moosend’s email marketing plan has the distinction of containing most of the core features of most other ESP paid plans, without compromising on usability or front-end functionality. Whilst the platform offers limited third party integration, there is still widespread support for custom data fields and a useful set of automation tools.

Choosing the Best ESP

When it comes to email marketing, there is no ‘one size fits all’ approach. Each company has their own set of requirements based on how they interact with their customer base, the nature of their product offering and how diverse their CRM/eCommerce operation is to begin with.

Email marketing software is what you make of it – from sending simple one-off plain text emails, to accommodating multi-channel sales funnel activities that make smart use of data and draw on the successes (and failures) of previous campaigns.