Sending automated emails is a bread-and-butter feature of Ontraport. But we know it’s not going to replace all of your email activity. You still probably send manual emails from your inbox to your contacts. Or maybe they reach out to you to ask a question.
Even though some of your emailing doesn’t take place “inside” of Ontraport, you can still track it and keep it organized. With Email Sync, you can easily connect your email inbox, like Gmail, to your Ontraport account.
Once you get connected, you’ll be able to see a complete history of all conversations you’ve had with any contact — right in their contact record. And what’s even fancier is that you can also trigger automation when someone sends you an email.
If you’ve previously set up this connection with your Ontraport account, you’ll want to update it, as a bunch of things have changed. Skip to the end of the video to see how.
The process of setting up Email Sync is simple. You’ll:
First, get connected with a single sign-on (SSO).
Then choose which mailboxes you want to import.
Manage your connection.
The fourth step, which is optional, is to fire off some cool automation based on this setup.
Alright, let’s get synced up!
Getting connected with a single sign on is easy. Start by hovering over your profile icon and clicking “Administration.” Click the “Email” tab on the left side, and then “Email Sync.”
Click the “New connection” button here. You’ll see a pop up appear to add your email address. The form you see depends on your email provider. So if you added a gmail email, you’ll see a “Sign in with Google” form pop up. If your email is Outlook, you’ll see a Microsoft form. Fill in your normal login credentials to get connected. Voila! Step one complete.
Now you’ll choose which mailboxes you w ant tco sync. You’re signed in now, so you’ll see your Email Sync settings right here. These “mailboxes” over on the right side are the folders in your inbox. Check the folders you want to sync messages from.
In most cases you’ll want to connect your Inbox, but you probably don’t want to connect your spam folder. Click “Save” in the top right corner when you’ve chosen your mailboxes.
And now Ontraport’s got an all-access pass to your inbox! You can repeat these steps to connect any other inbox you’d like.
Now I’ll talk about how to manage your connections. By “manage” I mean that, if you’ve been with Ontraport for a while, and you had previously connected your email inbox using the old IMAP settings, you should update your connection. Google and Microsoft have updated their security standards, and the old IMAP integration method is no longer an approved connection. Luckily, this just takes a second.
Go to your Email Sync collection and select your old connection. Click “Update” from the “Update IMAP connection” pop up. Then just continue getting connected using the same steps we already covered.
The other action you may want to take on your connections is to delete them. You might not need this now, but keep this in your back pocket for later. For example, maybe down the road you’ll change your email account and won’t need the old one connected anymore. If you delete a connection, you’ll stop emails from the selected inbox from being imported into your account.
Go to your Email Sync collection and select the connection you want to delete, like this. Click the “Delete” action button from the main navigation bar. Then confirm by clicking “Delete” on the pop up. Poof! It’s gone.
Ok, before we wrap up this video I want to show you how you can fire automation based on newly unlocked activities from this setup! This is the optional step four for those who want to turn it up a notch.
Navigate to “Contacts” then “Automations.” Create a “New Automation” and select “Start from Scratch”.
From here click this grey plus and add a new “Trigger.” Down here in the “external events” section you’ll see “Sends you an Email.” That’s going to be activated when a contact sends an email to the inbox we just connected! Pretty cool huh?
This is also available as a goal as well as a trigger.
You’ve got a ton of possibilities here for automation. But to get your gears turning, people commonly use incoming messages as an indicator of interest for lead scoring! If someone is responding to your messages, or sending them to you out of the blue, it’s a pretty good sign that they’re engaged and interested in hearing from you!
Another way this is sometimes used is to pause or stop automated follow-up when people manually email you, allowing your sales team to take over at that point. For more ideas of how to integrate this new functionality into your automations, check out our lessons on the Automations feature.
Congrats! You just learned how to connect your email inbox to your Ontraport account. Rest easy knowing all of your correspondence is in one place. And now you can start firing off automation based on incoming and outgoing emails from your inbox! Check out the rest of the videos in the “Ontraport for Sales” series to learn more about the tools for managing your leads and customers.