How To: how do I track emails to Teamleader?

For important e-mails it may be useful to save them with the right person in your CRM system. But copying and pasting is no longer up-to-date, we have therefore developed 2 plugins with Teamleader to store your incoming and outgoing e-mails directly with your desired contact, company or project.

These plugins are designed for the two most common e-mail programs: Gmail and Outlook. They can both be downloaded via ‘Integration’, in your personal menu (top right hand corner under your name).

Gmail plugin

To install the Gmail plugin, please refer to this specific blog. Here you will find everything for the successful use of the plugin in combination with Teamleader.

Outlook plugin

The Outlook plugin works in roughly the same way as that of Gmail. You can install the plugin via this link:

Please note that this plugin works only with Outlook 2013 and 2016, and only in Windows. Mac users can use the web version of Outlook. You can also track e-mails via the Chrome plugin.

Here you can also choose whether to track incoming and outgoing e-mails to the right person in Teamleader, or to add an unknown person to your CRM directly. Your general e-mail templates are also available.

Below each e-mail you will see a Teamleader box. This enables you create a task or ticket from the e-mail, or track the e-mail to your contact.

IMAP/Teamleader inbox

If you do not use Gmail or Outlook but want to save e-mails within Teamleader, you can get started with our IMAP connection. What this connection actually does is to ‘copy’ your inbox to a Teamleader inbox. Establishing the connection will enable you to see the last two weeks of e-mails from your mailbox in Teamleader. You can then opt to save them with the associated contact or company. This link does not connect e-mails to the right contact or company automatically.

The settings for this connection can also be found under ‘Integrations/Marketplace’. You must enter some data, such as your IMAP server and username and the security protocol. If you do not know these, please ask your IT manager. However, most e-mail providers use standard SSL encryption. Enter your password to test the connection. If all is well, you can click ‘Save’ and the connection will be established.

If you look at a contact or a company, you know that you will find the tracking at the bottom of each page. Next to the word ‘Tracking’ you will also see a symbol. If you click on this, it will take you to your Teamleader inbox, which looks as follows:

This way you can also send e-mail straight to Teamleader via your personal tracking-e-mail address in bcc. This will be dealt with in more detail later. First click on the 'IMAP' button in the top right hand corner. If all is well, Teamleader will start saving e-mails from your personal mailbox. Select the correct e-mail and click on ‘Save’. Now you will find this e-mail in the tracking of the contact or company where you were. It is therefore important that you start from the page on which you want to store the e-mail.

Sending e-mail in bcc

As seen above, there is another way of getting e-mail in Teamleader. Every Teamleader user has a unique forwarding address that comprises If you use this e-mail address as a blind carbon copy (bcc) when sending e-mails, then a copy is sent straight to this Teamleader inbox. You will see that a number appears next to the envelope, such as:

If you then click on this, you will see that the e-mail which you have sent is also available in your Teamleader inbox. You can still opt to link this to the correct person or to remove them from your Teamleader inbox. This will not have any effect on your personal inbox.

A tip: most e-mail programs can set a standard bcc address. If you then enter your Teamleader tracking-e-mail address here, all of your sent e-mails should automatically end up in your Teamleader inbox. Afterwards you are still free to choose which e-mails you want to save and which you want to remove again. E-mails in your Teamleader inbox are always available for two weeks.

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