How to Use Your Own Email Client to Send Emails
Why This Matters
When you need to send personal emails that don't require tracking or integration with your CRM, you can configure the system to open your preferred email program (like Outlook, Gmail, or Apple Mail) instead of the built-in email system. This is useful for quick, one-off messages where you want to use your familiar email interface and don't need open tracking, link tracking, or automated follow-up.
Before You Begin
Understand the tradeoffs before enabling this option. Emails sent through your own email client won't be tracked or recorded in notes—the system won't log the email, track opens or clicks, or monitor bounces. If you need these features, use the email system instead. This setting only affects individual emails you send by clicking email addresses on contact cards. All automated emails (Birthday Assistant, To-Do Emails, Email Campaigns, Autoresponders) will continue sending through system servers regardless of this setting.
Step-by-Step Instructions
1. Open Account Settings
Hover over the Profile Picture Menu in the top right and click Account Settings.
This takes you to your personal account configuration area where you control how the system behaves for your user account.
2. Access Preferences
Click More Options/Preferences.
This opens the preferences panel where you can customize your email behavior and other personal settings.
3. Enable External Email Client
Select Use your own email client when sending emails directly from the Contact Card, then click Save.
This tells the system to open your computer's default email program instead of the built-in email interface when you click email addresses on contact cards. The system will use whichever email client is set as your browser or operating system default (like Outlook, Gmail, or Apple Mail).
4. Send Emails Using Your Client
Go to any contact card and click the email address. Choose Send Using Your Own Email Client.
Your default email program opens with a new message addressed to that contact. Compose and send your email normally—the system won't track or record this message.
Alternative: Switching Back to The System Email
Even with this setting enabled, you can still use the email system for specific messages. Click the email address on any contact card and choose Send Email (instead of Send Using Your Own Email Client). This opens the system email interface where you can use templates, mail merge, and tracking features.
Questions and Answers
Q: Will emails sent through my own email client be tracked in the system?
A: No. When you send emails using your own email client, the system has no knowledge of these messages. The system won't track opens, clicks, or bounces, and the email won't appear in the contact's activity history.
Q: What emails are affected by this setting?
A: Only individual emails you send by clicking email addresses on contact cards. Automated system emails like Birthday Assistant, To-Do Emails, Email Campaigns, and Autoresponders always send through system servers and are tracked normally regardless of this setting.
Q: Can I still use email templates with this setting enabled?
A: Yes. Even with this setting on, you can access the email system by clicking the email address and choosing Send Email instead of Send Using Your Own Email Client. This gives you access to templates, mail merge, and all tracking features.
Q: How do I change which email program opens?
A: The system uses your computer's default email client. Change this in your browser settings (for web-based email) or your operating system's default application settings (for desktop email programs like Outlook or Apple Mail).
Q: Should I use this setting if I want to track my email activity?
A: No. If you need open tracking, link tracking, bounce monitoring, or want emails logged in contact history, always use the system email system. Only use your own email client for quick personal messages where tracking isn't important.
Guide Type: How-To Guide
Estimated Time: 3 minutes
Next Guides: How to Send Your First Email Campaign, About: Email Tracking and Analytics, How to Create Email Templates