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How to Make the Most Out of Email Tracking

How to Make the Most Out of Email Tracking

It suddenly hit me that my emailing outreach campaigns was not efficient. I sent out tons of personalized emails, but had no real way to keep track of who actually responded and who I still need to followup with. Basically, I was crossing my fingers, and hoping for success. I was also making a ton of assumptions.

Did my email get read? Are they going to respond later? Did my link get clicked?

Luckily, there are programs out there that allow you to track when your emails are opened, your links clicked, and whether or not you have received a response from the recipient. This last option will be important later.

First of all, you’re going to need a program called ToutApp. It’s free for two weeks, but then you’ll have to spend some money on a monthly basis for a paid plan. There are other alternatives out there, such as Yesware and Bananatag, but I personally use ToutApp and like it the best.

It’s easy to setup. You can integrate ToutApp into Gmail, Outlook, or CRM software. Alternatively, you can just use the web app.

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Here are some things that ToutApp makes easier.

Taking advantage of templates

If you often have to send similar emails out but don’t want to constantly copy and paste, you will love ToutApp’s templates.

You can create templates and place them into the appropriate categories. The cool thing is that it accepts shortcuts, such as {{first_name}}, which pulls the name of the contact that you have saved. It will not magically guess their names–you must save the contact’s name yourself.

The bulk of the emails I send are personalized so I can’t always rely on a template. Even though the emails are different, I still hit the template button to fill out the window and then I make small changes to each individual.

Here are some screenshots below to show you what I mean:

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The first screenshot shows a template that I will send out occasionally to more than one person.

Screen Shot 2014-02-12 at 7.39.52 PM

    This second screenshot shows me editing a specific email for one individual. ToutApps’ template feature makes emailing groups of people easier without sacrificing personalization.

    Screen Shot 2014-02-12 at 7.40.54 PM

      Setting reminders

      One of the most important parts about email outreach is the followup. People are busy, which means they may not always see your email. In fact, they may have seen your email, but forgot to respond.
      Luckily, you can set reminders.

      Screen Shot 2014-02-17 at 1.51.23 PM

        Maybe you’re the one who is really busy, but you know you need to email someone at a future date. Set yourself a reminder and move on.

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        Tracking email opens, clicks, and reply status

        In my opinion, these are the most important features of ToutApp.

        ToutApp’s official Twitter page states that they “…use pixel tracking to determine email opens, which is the standard for any marketing newsletters as well.” What this means is that the program automatically inserts a 1×1 pixel into the email which then alerts you that your sent email has been opened. As a side note, it only works when the images are enabled in the recipient’s email program, and the pixel is displayed.

        Right now, I’m in the process of contacting website buyers and sellers for my company. This is dependent on the people actually opening the email, so I know what steps to take next.

        Screen Shot 2014-02-17 at 1.54.29 PM

          As you can see from my screenshot, everyone viewed the email and one replied, but no one clicked the link to our website marketplace that was in the email. If there aren’t any clicks after about 30 emails, I can assume that I need to clean up my email copy, and make it more tempting to click.

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          The beauty of email tracking is that you’re able to gauge the success of your emails. Combined with the template feature, I have two different versions of the first email outreach, a short and long copy, which I compare against one another to see which gets the most clicks.

          Also, knowing who clicked lets me determine who’s more interested in what I have to say, giving me a list of people I need to follow-up with in a week.

          If you’re not tracking your email’s success rate, you are blindly firing without an optimal plan for when it doesn’t engage your recipient completely.

          More by this author

          Vincent Nguyen

          Founder of Growth Ninja

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          Last Updated on May 14, 2019

          8 Replacements for Google Notebook

          8 Replacements for Google Notebook

          Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

          1. Zoho Notebook
            If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
          2. Evernote
            The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
          3. Net Notes
            If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
          4. i-Lighter
            You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
          5. Clipmarks
            For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
          6. UberNote
            If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
          7. iLeonardo
            iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
          8. Zotero
            Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

          I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

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          In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

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