How to Use an External Email Client (like Outlook) for Individual Emails

Overview

You can configure the system to launch your computer's default email program (such as Outlook, Apple Mail, or Thunderbird) when you click on a contact's email address. This allows you to send individual emails using a familiar interface. However, it is important to understand that when you send emails this way, the system cannot track their performance; open rates, link clicks, and bounce notifications will not be recorded in the contact's activity.

How to Enable the External Email Client

Navigate to Account Settings Hover over your Profile Picture Menu in the top-right corner and select Account Settings.

1. Navigate to Customize. Hover over the Profile Picture Menu, click Customize.

2. Access Display/Hide Features. On the Customize page, click Display/Hide Features.

3. Enable the Feature. Locate and check the box labeled Use your own email client when sending emails directly from the Contact Card.

4. Save Your Changes Click the Save button to apply the change.

How to Send an Email with Your External Client

With the feature enabled, follow these steps to send an email:

1. Click the Contact's Email Address. From a contact record, click on the email address link.

2. Select the External Client Option. A menu will appear. Click the link that says Send Using Your Own Email Client. Your computer's default email program will then open a new, pre-addressed email to your contact.

How to Use an External Email Client for Individual Emails Questions and Answers

Q: Will a record of the email I send be saved in the system?

A: No. When you use your own email client, the database will have no knowledge of the email. Open tracking, link tracking, and bounce history will not be handled by the system for that message.

Q: Does this setting apply to all emails, like my automated campaigns?

A: No, this setting only applies to individual emails you send from a contact card. Any automated emails from features like the Birthday Assistant, To-Do Emails, or Email Blasts will still be sent from the system's servers and will be fully tracked.

Q: If I enable this feature, can I still use the system to send a tracked email or a template?

A: Yes. After you click the contact's email address, you can choose the Send Email button instead. This will open the system's internal email composer, allowing you to use templates and track the email's analytics.

Q: How do I change which email program opens on my computer?

A: The program that launches is determined by your computer's operating system and browser settings, not by the system. To change it, you will need to update the default email client settings on your computer