Ever wish you could read your recipient’s mind? You can get pretty close to it with email tracking.
Tracking tells you:
- When your messages are opened, clicked, and re-opened in real-time
- Where and on what device your message was opened
- When your links are clicked
How Tracking Works
When you send an email with Yesware, we embed an invisible pixel at the end of your outgoing message.
This way, when your message is opened, you’ll receive the notification letting you know.
The best part? Your recipient won’t see a thing. Unlike read receipts, our tracking pixel is completely invisible. So, you gain insights while your recipient has the same experience as usual.
Use Send with Yesware to send a tracked email
To send a tracked email, all you have to do is use the Send With Yesware button (as opposed to using the Outlook “Send” button) located at the top right of your Outlook compose window.
When you press Send With Yesware, the only difference is that we embed the invisible tracking pixel.
Your email won’t look any different and your recipient will have the same experience. (Note: The email may be in your Drafts folder before sending)
Tip: When drafting your emails, make sure that Track Email Opens is toggled ON, under Yesware’s Email Settings (it’s ON by default), which you can get to by clicking "Open Sidebar" in the Yesware section of the Compose Window Outlook ribbon.
Track links within your email by clicking Add Tracked Link when you’re drafting an email. Just be sure to follow our best practices.
Are you using the Outlook Web App? If so, click on the ellipsis highlighted below, and then select Yesware to Send With Yesware.
Use the Outlook Send Button to send a tracked email (with the Yesware task pane open)
You might be eligible to use the regular Outlook Send button to send a tracked email, instead of the SwY button, depending upon your Windows update channel*. As Microsoft releases the necessary changes on their end through those update channels, we will be able to release this functionality for all O365 users. See if you qualify below.
If you use:
Outlook Web Access (OWA) on a PC or Mac
- Available now
Outlook Windows Desktop App
- Available now for users on the Current Update Channel*
- Available in January 2021 for users on the Semi-Annual Enterprise Channel*
Outlook’s Mac Desktop App
- TBD - we will keep you posted on when this will be available
- Don’t want to wait? Use OWA or reach out to firstname.lastname@example.org and ask for Direct Install
*Not sure how to check what update channel you’re on? In your inbox, click “File,” select “Office Account” in the left hand menu, and under “About Outlook,” it will display what channel you’re on.
If you are on an eligible Outlook version, you can click the regular Outlook send button to send a tracked email. But first, make sure that you’ve got your Yesware taskpane open. You will not be able to use the Send button to track emails if you do not have the taskpane open. The easiest way to do this is to pin the taskpane open - just select the pushpin icon in the upper righthand corner of the Yesware taskpane. Now, hit the send button and watch your recipient engage.
Leverage Tracking notifications to follow up smarter
You get notifications as soon as your recipients open a tracked email or link. We’ll let you know 1) when they opened it and 2) what device they used to read it. You can access these notifications in the Tracking Tab when you click on "Open Yesware" (at the top right of your inbox). All tracking events appear under All Events and when you click on the Message tab, you’ll be able to see the entire tracking history for a specific email on which you are clicked.
To enable pop up notifications, make sure you have "Event Notifications" turned on in your preferences, located under the Menu tab of your sidebar. Then, at the bottom of the Tracking feed, click the "To receive browser notifications for opened emails, open All Events in a new window." This will open up a browser window where you can allow for browser notifications, which will act as pop-ups so that you can follow up real time.
Are you using the Outlook Web App? When you’re viewing an email, you can click on the ellipsis icon, scroll down to the add-ins area, and select Yesware to access the Yesware Sidebar.
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 panel in Outlook.
Also be aware that if the message was sent to several people, colleagues were CC'd or the message was forwarded, we can only tell you that ‘somebody’ opened your message. Even still, our customers tell us it is useful 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 insert a Tracked Link 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 Text to Display 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.